Addendum_2_Timeline_Changes.pdf
PDF 140 KB Posted
- Attached to
- DISTRICT-WIDE MULTIFUNCTION DEVICES State and local contract opportunity
- Solicitation number
- ITN-2024-3019
- Issued by
- Volusia County, Florida
About this file
This is an Invitation to Negotiation (ITN) Addendum #2 issued by the School Board of Volusia County, Florida for a district-wide multifunction device procurement (ITN-2024-3019). The solicitation seeks to replace approximately 400 multifunction copiers throughout the Volusia County School District, with a phased implementation beginning October 1, 2024, and continuing over 9 months. Key dates include a proposal submission deadline of September 23, 2024, at 2:00 PM EST, with a voluntary pre-solicitation meeting on August 23, 2024. The evaluation process involves multiple stages, including initial submittals review, public ranking meetings, presentations, and an equipment trial period. The anticipated contract term is a three-year lease from January 8, 2025, to January 7, 2028.
The addendum outlines detailed technical requirements for the multifunction devices, including specific functionality such as user authentication, scanning capabilities, printing management system integration (PaperCut MF), and comprehensive service expectations. The district requires devices with features like LDAP authentication, color scanning, duplex printing, mobile device compatibility, and extensive reporting capabilities. Service requirements include on-site training, weekly/monthly implementation calls, same-day or next-day repair services, proactive consumables replenishment, and a performance reporting system. The contract includes provisions for device performance, with a 98% monthly uptime requirement and a "lemon clause" allowing replacement of consistently underperforming units.
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Text version
INVITATION TO NEGOTIATION (ITN) – ADDENDUM # 2
ADDENDUM POSTING DATE: PROCUREMENT CONTACT & TELEPHONE:
September 11, 2024 Jennifer Deveaux, Buyer
Email: jldeveau@volusia.k12.fl.us Phone: 386-734-7190 Ext. 20394
SOLICITATION TITLE & NUMBER:
ITN-2024-3019
DISTRICT-WIDE MULTIFUNCTION DEVICES
SOLICITATION OPENING DATE & TIME:
September 23, 2024, by 2:00 P.M. EST
NOTE: SOLICITATIONS RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED.
The original Invitation to Negotiation (ITN) documents shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents. The original ITN submittal deadline date, shall remain the same, on September 23, 2024, at 2:00 P.M. EST.
1. Solicitation Timeline: Dates are tentative and may be changed as necessary at the sole discretion of the district. Changes (if any) will be posted via written addendum.
Solicitation Period – ITN-2024-3019
Tuesday, August 20, 2024, Time 7:00 PM EST Release/Broadcast Date Friday, August 23, 2024, Time 2:00 PM EST Pre- Solicitation Meeting (Voluntary – Online via Teams) Friday, August 30, 2024, Time 4:00 PM EST Last Day of Questions from Vendors Friday, September 6, 2024 Last Day to post Addendum Monday, September 23, 2024, Time 2:00 PM EST Proposals Due/Proposal Opening (Online via Teams) Wednesday, September 25, 2024 Submittal List Posted on VendorLink
Tentative Evaluation Period Thursday, September 26 - Friday, September 27, 2024 Procurement Reviews Submittals Monday, September 30 - Thursday, October 3, 2024 Committee to Receive/Review Submittals Friday, October 4, 2024, Time 1:30 PM EST Evaluation of Written Submittals - First Public Ranking Meeting Friday, October 4, 2024 Short Listed Firms Notified (Posted on VendorLink) Friday, October 11, 2024, Time 11:30 AM EST Short Listed Firms Presentations (Closed to the Public) Friday, October 11, 2024, Time 1:30 PM EST Evaluation of Presentations - Second Public Ranking Meeting Thursday, October 11, 2024 Finalist Firm Notified (Posted on VendorLink) Thursday, October 17 - Friday, November 15, 2024 Equipment Trial with Finalist Monday, November 18 - Friday, November 22, 2024 Negotiation Phase with Finalist
Board Approval Period Monday, December 2, 2024 Notice of Intended Decision (Posted on VendorLink) Monday, December 16, 2024 Due Date for School Board Agenda Item Tuesday, January 7, 2025 Tentative School Board Approval of Agreement
General Performance Timeline Estimated Period of Performance: After Board Approval – 1/8/2025-1/7/2028; Three (3) year lease
2. Oct 4, 2024, at 1:30 PM EST: First Public Ranking meeting Teams - Phone Conference 1-878-787-7709 Conference ID # 592 142 252#
If you should have any questions regarding this addendum, please do not hesitate to contact me at jldeveau@volusia.k12.fl.us or by phone at 386-734-7190 Ext. 20394.
Sincerely, Jennifer Deveaux Jennifer Deveaux Buyer
THE SCHOOL BOARD OF VOLUSIA COUNTY, FLORIDA
PROCUREMENT DEPARTMENT
200 N. Clara Avenue DeLand, FL 32720 https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzMzNDc2ZGQtZDcwNi00MDg4LTgyNjktODkwMTZiZmYyMDY5%40thread.v2/0?context=%7b%22Tid%22%3a%2293e9784b-3507-40ff-bc01-59ea8a1a7b71%22%2c%22Oid%22%3a%222f2a30d6-2df0-4dd0-97c1-07dc597b85e8%22%7d
Acknowledgment of Addendum # 2 by Vendor:
This addendum shall be completed by the Vendor and returned with the submittal. If submittal has already been submitted, this addendum must be submitted to the above buyer via email, with the subject line: Addendum # 2 – ITN-2024-3019 DISTRICT-
WIDE MULTIFUNCTION DEVICES
Acknowledgement below is acceptance by the Vendor that this addendum has been received and fully understood. This addendum will become part of the ITN document.
NAME (TYPED OR PRINTED) TITLE
SIGNATURE VENDOR NAME
DATE PHONE NUMBER
| ITN-2024-3019 |
| DISTRICT-WIDE MULTIFUNCTION DEVICES |
| September 23, 2024, by 2:00 P.M. EST |
| NAME TYPED OR PRINTED: |
| DATE: |
| TITLE: |
| VENDOR NAME: |
| PHONE NUMBER: |
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