Addendum_3.pdf

Purchasing Services 2725 Judge Fran Jamieson Way

Building C, Room 303 Viera, Florida 32940

Multi-Function Devices Procurement

RFP# 6-26-03

December 29, 2025 Addendum 3

TO ALL PROSPECTIVE CONTRACTORS

This is an Addendum to and shall be considered as part of the original Proposal package for the above-mentioned Proposal. Contractors are requested to acknowledge receipt of this Addendum with their Proposal.

CLARIFICATION TO QUESTIONS RECEIVED:

Question 1: How many fax lines are in use throughout the County?

Response: We have about 200 fax lines, however these are not all hooked up to MFPs. That is as specific that we can get.

Question 2: Per Attachment B - B&W Leasing Option: The county lists a 90 PPM Canon 8595i.

However, this machine does not show in Attachment A – List of Equipment or Attachment D – B&W Purchase Option. Does the county need the addition of a 90 PPM mono machine in this RFP?

Response: Please see REVISED Price Sheet for Attachment B – BW MFP Leasing Option and updated Price Sheet for Attachment D – BW MFP Leasing options. This specific machine has been removed.

Question 3: The RFP specifies a requirement for a 90 page-per-minute device. Would the use of two 45 page-per-minute devices, configured to operate in parallel, be considered acceptable to meet this requirement while also providing redundancy?

Response: Please Refer to Response #2.

Question 4: In Attachment B and D, Machine #6 has a listing of “Overall Machine Total”. This required input does not appear on any other machines in B, D, C or E. Are we to add up all optional line items for Machine 6?

Response: Please Refer to Response #2.

Question 5: While the RFP describes “Pricing Evaluation,” may we ask what price is being evaluated? There is a total of 16 leased machines, 16 purchased machines, their respective cost per print service costs, machine options, and a coin-op device. What are the calculations per vendor being used to establish a vendor’s total cost? Does that total cost include options? How is the service cost weighted? It’s not clear how a vendor’s total cost is derived.

Response: Pricing will be evaluated in accordance with the Pricing Evaluation section of the RFP and will be based on the proposed equipment pricing (lease or purchase, as applicable) and the proposed price-per-click rates. The price-per-click rates include service and supplies.

Question 6: Machine #6 in Attachment B has an option listed as “Multibypass”. Can you describe this functionality, so we are clear as to what this option is?

Response: Please Refer to Response #2.

Question 7: Page 19 Refers to “Equipment must have a double-sided single pass-thru included in the base cost, not as an option.” Can this be further clarified?

Response: The requirement that “equipment must have a double-sided single pass-thru included in the base cost, not as an option” means that the copier must be capable of scanning or copying both sides of a sheet of paper in a single pass (duplex scanning) and that this feature must be included in the standard equipment offering.

Question 8: Attachment B adds additional mention, and we would like further clarification on what this is referencing. “**Specify in Additional Comments below whether a double-sided copy is considered one click or two clicks. Double side must be single pass-thru” Response: When referring to whether a double-sided copy is considered one click or two clicks, this means whether a duplex (double-sided) copy is counted as one copy per sheet or two copies per sheet for billing and price-per-click purposes. The copier/scanner must be able to scan or copy both sides of a sheet of paper in a single pass through the feeder.

Question 9: Page 19, Section 15 states that “All equipment and parts …shall be new”. However, in the next sentence states “Newly manufactured,… factory-produced new models… are not acceptable and will be rejected”. These statements seem to contradict each other, and our assumption is that only brand-new equipment would be acceptable. Can you clarify this statement?

Response: Yes, please see the correction for Section 15.

All equipment and parts contained therein shall be new, current model equipment only, which meets new equipment standards (contains no used parts and has never been used before installation).

Remanufactured, factory-produced new models, refurbished, rebuilt, reconditioned, used, shop-worn, demonstrator, prototype equipment, or other similar machines are not acceptable and will be rejected.

Question 10: On page 16, section D can you clarify if you mean a 2 sided duplexed document counts as 1 or 2 clicks or if you mean an 11x17 document? Then in the price page document you state:

**Specify in Additional Comments below whether a double-sided copy is considered one click or two clicks. Double side must be single pass-thru.

Response: Please see Response #8.

Question 11: Can you please expand? The first part is about printing out (clarify 2 sided or 11x17) then the second portion states “double side must be single pass-thru” can you clarify if that is about scanning in the doc feeder?

Response: Yes. Please see Response #8.

Question 12: Can you please describe a little more in depth about what fax solution you are looking for. On page 17 #5 you state “currently using LAN faxing capability and Active Directory. And you are asking for fax board. Do you want a Lan fax solution or use the fax boards in the devices?

Response: The printers need fax boards, we are not doing LAN faxing.

Question 13: Will the County be looking for a solution to interface with File Hold and Share Point?

Response: Yes, we had previously indicated that the ability to scan directly into SharePoint is a requirement; we do not have a requirement to scan directly into File Hold. My understanding is that most modern printers have scanning to SharePoint built into them.

Question 14: Will users and departments need to scan into File Hold and Share Point?

Response: Please refer to Response #13.

Question 15: Are users authenticating before scanning into Share Point?

Response: Yes.

Question 16: Would the County consider allowing paper pricing only to be subject to adjustment during the contract period (for example, based on documented manufacturer or mill increases, or a published paper index), while all equipment and service rates remain firm for the duration of the contract? If so, please clarify the mechanism and frequency the County would deem acceptable for such paper-only price adjustments.

Response: The price of paper is to be included in the maintenance plan option for leasing or buying options. The maintenance price shall remain firm for the initial five (5) year term.

Question 17: How many boxes of staples did you go through in last 12 months?

Response: This information is not readily available. We have asked the current vendor and once the response is available an addendum will be posted.

Question 18: Can you clarify if we are still to propose the coin-operated units (Jamex or similar) AND the copiers for those locations? Or does the County own the Jamex hardware itself and just looking to replace the copier portion and utilize the existing Jamex? We would also need to know if the list of devices provided in Attachment A includes such coin-operated machines or not.

Response: To clarify, the Jamex coin units are county owned. The copiers are currently being leased the model that is currently used for those machines are Canon 5540 and Canon 5560.

All other terms and conditions remain unchanged.

Sincerely, Mary Bowers Purchasing Manager

END OF ADDENDUM NO. 3