Amendment 1 including QandA~1.docx

Illinois Department of Human Services RFP Mailroom Inserter Solution BidBuy Ref # 23402 Amendment #1

Revisions to RFP as originally posted:

1. Due Date of RFP is July 22, 2021 at 2:00pm.

2. Subcontracting is allowed, provided that the Offeror has certified that subcontractor to provide services and parts on the work to be performed in conjunction with this RFP. The Offeror will guaranty the parts and labor provided by the subcontractor. No liability of the Offeror will be restricted, limited or eliminated as a result of using a subcontractor.

3. The average pieces of mail prepared is between twenty-four million and twenty-six million annually. These numbers will fluctuate and any solution should be able to accommodate increases and decreases.

4. The current operating time of inserters is five hours daily. DHS anticipates increasing that time up to twelve hours with the implementation of the new solution. Regardless, the current and/or anticipated operating times will not be a factor in the evaluation of the RFP. The hourly inserter production rate will be the unit of measure evaluated.

5. Every envelope used is either a #9 or #10 sized envelope.

6. DHS wishes to keep manual inserting to a minimum.

7. The number of operators to be trained is estimated to be ten (10).

8. Both Z folds and C folds are allowed.

9. Average physical number of pieces of paper per mailing is between 4 – 7. These are usually duplexed (text is written on both sides of a single piece of paper).

The following text has been revised in the RFP:

D.3. Upon completion of the project, the Vendor shall provide a one (1) year warranty on labor and a five (5) year warranty on all parts.

E.2. Purchase, delivery, installation, testing, and instruction to staff of industrial high-capacity inserter solution. Purchase to include training on use of the equipment and a minimum one (1) year warranty on labor and a five (5) year warranty on all parts. Price: $___________________.

J.7 CLIENT REFERENCE FORMS

The following text has been revised in the DHS MPU Pricing Document:

D.1. Purchase, delivery, installation, testing, and instruction to staff of industrial high-capacity inserter solution. Purchase to include training on use of the equipment and a minimum one (1) year warranty on labor and a five (5) year warranty on all parts. Price: $___________________.

Questions & Answers

1. There is mention of packets that must be labeled and sealed, and yet the submission instructions state that we submit online through Bid-Buy. Are we required to mail paper documents as well?

The packets are really for the purpose of organization – different packets are used by different areas and at different points in the procurement process. Nothing should be sent via paper. The templates we used have not been updated yet to incorporate the electronic submission processes which were put in place due to covid.

2. We would also like to know if we may submit multiple proposals; we have some ideas on several ways that DHS can meet their requirements.

Only one submission per vendor will be evaluated.

3. In addition, do you have a timeframe as to when we might expect more details as to the physical environment and layout?

The physical environment will be open for inspection and measurement at the mandatory vendor conference on July 7th.

4. Is the awarded vendor responsible for removing the existing Bell & Howell equipment? Additionally, is the awarded vendor responsible for disposal of the existing Bell & Howell equipment?

The awarded vendor is responsible for removing and disposing the existing equipment. Upon request, vendor may remove the old equipment and deliver it to a State of Illinois warehouse located in the Springfield area and the State will dispose of the property.

5. Would the Illinois Department of Human Services consider watching a video (possibly Live and interactive) demo of the proposed equipment if the vendors could do this on or before the end of next week (July 16th)?

No.

Attachments 3 .pdf files with examples of attachments distributed at vendor conference.

Resources Technical or administrative questions on the RFP should be directed to:

Jean Sandstrom, Agency Procurement Officer Jean.sandstrom@illinois.gov Phone: 217-557-9298