Addendum No. 1 IFB 270009 - FINAL.pdf

ADDENDUM

Date: November 10, 2022

Subject:

POINT-OF-SALE REGISTERS

IFB Number: 270009 Due Date/Time: NOVEMBER 30, 2022

Addendum Number: 1

To All Offerors:

A solicitation “Addendum” is defined by the Commonwealth of Pennsylvania as an addition to or amendment of the original terms, conditions, specifications, or instructions of a procurement solicitation (e.g., Invitation to Bid, Request for Proposals or Request for Quotations).

List any and all changes:

• Attached are questions received as of 12:00 P.M. November 4, 2022, along with the PLCB’s responses.

If you have already submitted a bid to the original solicitation, you may either submit a new response, or return this Addendum with a statement that your original response remains firm, by the due date to the above address.

Except as clarified and amended by this Addendum, the terms, conditions, specifications, and instructions of the solicitation and any previous solicitation addenda, remain as originally written.

Respectfully, Name: Nicole Travis Title: Purchasing Agent Phone: (717) 705-8698 Email: nitravis@pa.gov

PLCB – POINT-OF-SALE REGISTERS

IFB 270009

Questions and Answers

Q1. Will PLCB make payments to invoices completed by store as they are installed and accepted weekly?

A1. The vendor may invoice each Friday through the portal for all stores which have been completed by COB the previous Friday (one week behind). For cash flow purposes the selected vendor should understand that all invoices once matched are sent to the Department of Treasury for payment. If the payment request passes Treasury audit, it would be reasonable to expect payment 30 days after the invoice is approved by the PLCB.

Q2. Since the Toshiba warranty does not match the SLAs requested, is the PLCB expecting to assess liquidated damages of $50 for failure to resolve within 4 hours from notification by PLCB and $2.50 for every additional 15 minutes after 4 hours until resolution occurs?

A2. Yes, this is to enforce the goal of obtaining a resolution of a service call within 4 hours.

Q3. Does PLCB currently own the Zebra scanners and cables?

A3. Yes, the PLCB has already purchased the Zebra scanners and cables. A majority are in the possession of the PLCB now, the rest are expected to arrive before the end of the year.

Q4. How much time does PLCB expect will occur between when the 30 registers are transported to the central office and for store installations to commence?

A4. 30 business days.

Q5. Do the hard drives need to be destroyed at the store locations or would change of custody documents suffice should they be destroyed offsite.

A5. Destruction of the hard drives offsite is acceptable so long as there is proper chain of custody documentation.

Q6. Has a golden image been created and has that configuration been thoroughly tested which will prevent installation stoppage in the midst of your store rollouts?

A6. The golden image and configuration are not complete. However, configuration and testing will be completed prior to rollout.

Q7. Are asset tags required on the register, customer facing display, scanner and separately the printer? If so, will PLCB be providing these tags?

A7. Asset tags are not required.

Q8. During remote configuration at the selected contractor’s facility, how is the image applied to each register? Will PLCB provide image on an external drive? Is any type of dedicated network connection required for the imaging or configuration services?

A8. It has not been decided if an image will be provided to the selected vendor for installation ahead of time. If that option is used, the image will be provided on USB Hard Drives.

Q9. Will POS terminals be configured to a specific store/lane number prior to being deployed to each store, or will all terminals receive the same generic image and configuration?

A9. The register MAC address will be used to assign the register to a specific store. MAC addresses must be entered into the server ahead of the installation.

Q10. Please describe POS imaging and configuration services as well as the expected time to complete the Services on each POS terminal?

A10. The imaging and configuration is not finalized at this point. However, it will be similar to Toshiba TCX800 registers. The imaging and configuration for the TCX800 registers are described in the attached document. Based on the imaging and configuration of the TCX800 registers, the technician will be expected to properly set up BIOS and watch the loading process for the first reboot. After that point, the register will load for about 45 minutes. The register will then come up to the POS application. The technician will contact PLCB IT to conduct remote configuration. Finally, the technician will need to set up the Zebra DS9908 scanner by scanning a QR code. The imaging and configuration process should take approximately an hour.

Q11. Do any other components require imaging, configuration, firmware updates, etc., prior to being deployed to each store?

A11. The BIOS may need to be updated depending on the level that comes loaded on the register.

Q12. Do stores have additional terminals acting as POS Controllers, or is each store limited to the quantity of terminals listed in the provided store list?

A12. No, there are no additional terminals.

Q13. Has a pilot installation been performed yet with the selected hardware models, in either a lab or live store environment? If yes, are there expected labor estimates to complete an average sized store? Any special tools required?

A13. No, a pilot of this model of register has not been completed yet. However, a similar model

(Toshiba TCX800) has been deployed to 4 counties across the state. The installation will be similar. Depending on the level of technical skill and experience of the technicians doing these installs, a 2 person team should be able to complete a 3 register store in 4 hours. Tools required are screwdrivers, allen wrenches, electrical tape, cell phone with texting/chat application loaded, dust cloths, USB drive with GParted (64 bit) loaded, zip ties, cart for moving registers, and gloves, weight belt, or other safety equipment for moving heavy equipment.

Q14. Can PLCB provide a copy of the imaging, configuration, installation, and testing documentation to reference for RFP responder’s budgetary purposes?

A14. This documentation has not been completed as the process is subject to change. However, the document for the Toshiba TCX800 installations is attached and will be very similar.

Q15. Besides the SN & MAC Address information, and Manager Installation Checklist, will there be any other deliverables required?

A15. Yes. The PLCB will also require chain of custody documentation and a list of serial numbers of all registers taken for disposal

Q16. Will PLCB offer any training to our technicians prior to beginning installations? If so, would the training be held at a PLCB location?

A16. Yes, PLCB IT staff will conduct training at the NWOB and at chosen pilot stores.

Q17. May we install more than one store a day in larger metropolitan areas such as one in the morning and one in the afternoon?

A17. Yes, we plan to have each team install multiple stores a day if possible (distance, number of registers, and other factors may limit this).

Q18. Would you accept a bid that was only for the equipment and services around integration and installation?

A18. No