ATTACHMENT G - Commonwealths Response to Vendor Written Questions - RFP 758 2600000112.xlsx
XLSX spreadsheet 14 KB Posted
- Attached to
- Large Volume Print Solution Lease
- Solicitation number
- RFP 758 2600000112 4
- Issued by
- Elliott County, Kentucky
About this file
This document is a Commonwealth of Kentucky response to vendor written questions for RFP 758 2600000112, administered by the Commonwealth Office of Technology for a large volume print solution lease. The Commonwealth seeks to replace two high-volume printing devices—a Xerox Baltoro inkjet-based printer and a Xerox Nuvera toner-based printer—with lease expiration on November 30, 2025. The current print environment operates 24/7 weekly for production purposes, with utilization data from January through September 2025 showing 59,429,632 total pages, averaging 6.6 million pages monthly. Approximately 90 percent of print jobs are duplex. The Commonwealth requires equipment capable of handling black and white printing on standard 20-pound card stock and Avery 5960-equivalent labels, with no color models or finishing capabilities beyond stacking needed. Installation must be completed by December 31, 2025. Each device requires dedicated space according to specified dimensions, and vendors must provide a comprehensive implementation plan with timeline and deliverables to minimize downtime and operational impact.
The vendor selected must provide 24/7/365 service support within reasonable distance of Frankfort, Kentucky, including on-site or on-call staff availability. Service Level Agreements addressing call back and escalation processes, uptime reporting per call model, and maintenance capabilities are required and will be negotiated as part of the contract award. The Commonwealth clarified that this RFP is independent of any cooperative purchase agreements, including NASPO ValuePoint or KPC-Purchase Pros, and vendors must not reference such agreements in their proposals. All terms and conditions must comply with Kentucky Revised Statutes Chapter 45A of the Kentucky Model Procurement Code. The print solution must integrate with the existing BARR Enterprise Print Server system configured with ADEPT transformation suite; vendors need not provide data streams for testing or worry about backend formatting, as BARR handles all formatting prior to printer delivery.
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Round 1 Questions
ATTACHMENT G - Commonwealth's Response to Vendor Written Questions - RFP 758 260000112
| Question # | RFP Section / Requirement Number | Document | Document Page Number | Vendor Questions | Commonwealth Response | ||
| 1 | Section 2.2 | RFP | 4 | Could you please provide the make, model, and total page count of the devices you intend to replace? | Xerox Baltoro: Manufacturer recommends 750,000 - 3,000,000 per month and lists the montlhy duty cycle at up to 6,000,000 per month. | ||
| 2 | 2.2.2 | RFP | 4 | What models are you currently using/ looking to replace? | Xerox Baltoro and Xerox Nuvera. | ||
| 3 | Section 2.2 Background | Attachment A | #4 | What brand and model(s) are the current inkjet-based printers and the toner-based printer? | Xerox Baltoro and Xerox Nuvera. | ||
| 4 | Section 2.2 Background | Attachment A | #4 | What are the brand and model(s) of the two high volume printers that have lease expiration 11/30/2025? | Xerox Baltoro and Xerox Nuvera. | ||
| 5 | Section 2.2 | RFP | 4 | Could we get the last 6-12 month utilization trends? | The devices being replaced are utilized 24/7 weekly for print production. Total print volume, 2025 January - September, has been 59,429,632 or a monthly average of 6.6 million pages per month. | ||
| 6 | Section 2.2 | RFP | 4 | What percentage of jobs are simplex vs. duplex? | Duplex is approximately 90% of COT's print | ||
| 7 | Section 2.2 Background | Attachment A | #4 | "COT produces 5-10 million print images (variable line data print) monthly" - Is this 5-10 Million Pages or 5-10 Million lines of Print? If lines, what is the approximate page volume monthly? | Definition: An "image" is a single sided of a printed page. We produce between 5-10 million printed pages per month. | ||
| 8 | Section 3.1.A.1. Scope of Work/Technical Requirements | Attachment A | #5 | 1. Printer Sapce dimensions - listed… Is this for each unit or total space avaialble? | Each device. | ||
| 9 | Section 3.1.A.4 | RFP | 5 | Do you have cad drawings they can provide for the room with current layouts of equipment? | We do not possess CAD drawings of the room with current layouts. | ||
| 10 | Section 3.1.B | RFP | 5 | Could you let me know the required finishing capabilities are needed to fullfill this RFP? | We do not require any finishing beyond stacking. | ||
| 11 | Section 3.1. Item D | Attachment A | 5 | Section 3.1.D states that the print equipment must be available via a lease agreement and that the Commonwealth shall not purchase the equipment. Could you please confirm if the NASPO Vaulepoint Contract Lease is mandatory? | This RFP does not reference nor is it related to NASPO ValuePoint. This RFP is independent from any cooperative purchase agreement therefore vendors shall not respond using or referencing any cooperative purchase agreement or terms. This RFP has been released by the Commonwealth of Kentucky per KRS Chapter 45A of the Kentucky Model Procurement Code in order to award a Commonwealth contract for Large Volume Print Solution Lease between the Commonwealth Office of Technology and the successful vendor, independent of any cooperative agreement or terms. All terms and conditions shall be in accordance with this RFP. | ||
| 12 | Section 3.1.E | RFP | 5 | Could you provide data streams for testing? | No. | ||
| 13 | Section 3.1.F | RFP | 5 | Regarding Barr Enterprise Print Server - What options do you have installed? | The only option is the ADEPT transformation suite. | ||
| 14 | 3.1.K | RFP | 5 | Please confirm that no Color Models are needed to be included as part ofthis RFP response. | No color models are in consideration at this time. | ||
| 15 | 3.1.K | RFP | 5 | Please specify any mandatory finishing capabilities. | We do not provide customer finishing. | ||
| 16 | Section 3.1.K-L. Scope of Work/Technical Requirements | Attachment A | #5 | K-L: What finishing requirements if any are required for these print devices? | We do not provide customer finishing. | ||
| 17 | Section 3.1.L. Scope of Work/Technical Requirements | Attachment A | #5 | L. vendor solution shall meet variable specifications: Black & white…...card stock, and labels." What is the weight of the card stock, and weight and brand of labels being used today? Are these the same requirements moving forward? | Labels are same as Avery 5960. Card Stock is currently 20 lbs. | ||
| 18 | Section 3.1.N. Scope of Work/Technical Requirements | Attachment A | #5 | N."Vendor shall have staffing levels for support staff in place for 24/7/365 print production" - Is Vendor required to provide 24/7/365 Service Support? On call or On Site for service staff? | Yes, vendor is required to provide 24/7/365 service within a reasonable distance of Frankfort, Kentucky. | ||
| 19 | Section 3.1.P. Scope of Work/Technical Requirements | Attachment A | #6 | P. "Vendor shall provide Service Leval Agreements (SLAs)" What are the SLAs that are in place today? Are these SLAs required of the new vendor? | The SLA with the new vendor shall be negotiated. See Section 6.8(6)(C) which requests the vendor to provide the following as part of the RFP technical response: "Provide a Service Level Agreements (SLA) to include but not limited to the following: | ||
| a. | Call back and escalation process | ||||||
| b. | Uptime report to include per call model and not per month percentages |
c.ability to accommodate printer support and maintenance (parts and labor)
| 20 | Section 3.1.Q | RFP | 6 | What is your back end and what type of inputs does it accept? Ex. CSV, comma delimited, tab delimited, etc. | The print solution will receive print jobs from the BARR (spooler) ready for print. There should be no concern for formatting prior to the BARR system. All formatting is handled by BARR and presented to the printer ready to print. |
| 21 | Section 6.8.D.2 | RFP | 23 | Do you have a date when implementation will begin to give an accurate timeline/ deliverables for the December 31st, 2025 deadline? | Per the RFP, Section 6.8(D)(1) and (2), the vendor is requested to "1. Provide an implementation plan that mitigates risk, downtime and impact to operations while providing ease of transition to the new print devices and overall certification for operational use". and "2. Provide timeline/deliverables for the project to meet estimated December 31, 2025 installation deadline." |
| 22 | 6.8.C.9 | RFP | 24 | Is including impressions as part of the monthly lease/service payment mandatory? Or can a service rate/ cost per impression be proposed? | See updated RFP Section 6.8.C.10 and updated Attachment B, Cost Proposal Form |
| 23 | 6.8.F | RFP | 24 | Is the use of a national or state procurement contract a requirement for the lease agreement (ie NASPO or KPC- Purchase Pros)? | This RFP does not reference nor is it related to NASPO ValuePoint. This RFP is independent from any cooperative purchase agreement therefore vendors shall not respond using or referencing any cooperative purchase agreement or terms. This RFP has been released by the Commonwealth of Kentucky per KRS Chapter 45A of the Kentucky Model Procurement Code in order to award a Commonwealth contract for Large Volume Print Solution Lease between the Commonwealth Office of Technology and the successful vendor, independent of any cooperative agreement or terms. All terms and conditions shall be in accordance with this RFP. |
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