Amendment 3 including QandA.docx

Illinois Department of Human Services RFP Mailroom Inserter Solution BidBuy Ref # 23402 Amendment #3

Questions & Answers

1. Can we receive a floor plan of available space to put configured machines into?

Floor plan was shared in Amendment #2.

2. Total CFM in-house air can supply at 100 PSI (each machine quoted has an air draw that must be accounted for)?

We will have to verify the actual capacity of our compressor with the winning offeror, but if the air draw requirements of the winning offeror’s solution outpaces the capacity of our compressor, DHS will address that prior to installation.

3. Does the state require all machines to be mirror image machines (exact duplicates)? The statement was “build us the fastest most efficient mailroom possible”. Will the State accept a bid with a mixture of equipment that will most efficiently process the work?

The specifications are that every piece of equipment proposed by offerors be capable of running every job currently run by the State. In this new procurement, DHS wishes to avoid any purchase of new equipment which is not capable of running every job we currently have.

4. Is it true that today there is a single shift of 7.5 hours, with expected true production run time of 5 hours per operator (if not please define)?

This is correct, in part. We run 7.5 hour shifts, however, we have staff that start as early as 7am with other starting at 7:30a and 8:00a; shifts end between 3p and 4p. However, DHS is seeking a solution which would allow us to expand true production run time.

5. Will the State run a second shift to augment production?

Our intent is to expand our production “window” in the future. Depending on the amount of actual run time needed, we could see a first shift start at 5a with staggered starts after at 6a, 7a, etc. Shift end could start at 1p all the way through 7p, again depending on how much additional production is needed. We would have float coverage to ensure all machines ran continuously after start-up, until close-out, giving us at least 10 hours of run-time with the possibility of 12 – 14 hours. This plan is in the conceptual stage at this time. The plan will only be put into practice if the need remains.

6. References:

References must be emailed by the reference directly to Jean.Sandstrom@illinois.gov

7. The RFP states 1 year warranty and 5 years parts. Please define the expectation of warranty and parts. At the vendor conference it was noted that 1 year warranty equates to 1 year of service (parts and labor). Will the State strike the 5 year parts qualifier? Will the State allow the purchase for machines plus parts/labor to be equivalent to 5 years parts + labor?

Refer to Amendment #1 for discussion on change to Warranty.

8. What is the minimum response time allowable for calls for service?

During core business hours, response time must be immediate. We do not have the luxury of a 4-hour response window, which is why we have a resident technician on-site to address any production interruptions that occur. This also allows a PM schedule to be developed and implemented with full knowledge of the Mail Processing Unit, so job scheduling can be modified accordingly.

9. Can we receive the production excel spreadsheet with:

· Job Size (total number of envelopes (outgoing) per job depends on job

· Average Daily Peak Volumes (Total Filled Envelopes) depends on peak times, cannot give volumes as they change daily.

· Average Daily Number of Jobs see IES jobs spreadsheet

· Average page count per job see IES spreadsheet daily jobs sent to print

· Each job with the number of physical sheets per package

· Minimum 1

· Average 2 to 4 duplexed

· Maximum 6 duplexed

· Number of inserts (pieces added after the statements are folded) up to 5 with a single page letter. 1 insert for multiply page letter.

· Paper weight currently being used 20 lb cut sheet.

10. What is the maximum page count the state is currently inserting into a #10 size envelope?

8 with return envelope

11. What page count constitutes a flat envelope? 9

12. Are 6 insert stations required post folding of the base document? yes

13. Does the state require a divert post insertion prior to an output conveyor for quality/error checking? Yes

14. At the conference it was noted that 5% of the overall volume is denoted as flat work. The buyer noted that flats solutions was not necessary but a bonus if the vendor felt it necessary. Is this true?

This is correct, although we do want to automate as much of our current work as possible.

15. What is daily requirement for Flat work with page counts (physical sheets) up to 24 pages

16. For an automated flats solution, would the State change from a short side flap to a long side flap envelope? Yes, We can migrate from an end flap to a side flap if this allows automation.

17. Can the flat mail be culled out (separated) from the letter size mail prior to reaching the production letters inserters? No

18. The State has published all of the blueprints available.

19. As long as the reference questions are fully answered, the responses may be submitted via email to Jean.Sandstrom@illinois.gov as a word, adobe or excel document; alternately, the response can be submitted in the email format.

Attachments 2 Adobe files of IES runs 2 excel files of IES errors on those runs.

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