ESBD_393959_1740063961079_TRS000549-Add #1_Final.pdf
PDF 1 MB Posted
- Solicitation number
- TRS000549
- Issued by
- Travis County, Austin City, Texas
About this file
This is Addendum #1 for the Teacher Retirement System of Texas (TRS) Solicitation No. TRS000549 for Agency Multifunction Copiers and Desktop Printers, issued February 19, 2025. The solicitation seeks 36 multifunction copiers and 50 desktop printers for two locations, with proposals due February 25, 2025 at 3:00 p.m. CT. The contract term will be a four-year lease agreement. The evaluation timeline indicates completion of initial evaluations by March 11, site visit evaluations by April 1, and Best and Final Offer (BAFO) evaluations by April 24. Equipment requirements include Canon devices equivalent to or better than current Xerox EC7856 and Versalink B605 machines, with all devices requiring inner staple finishing and hole punch capabilities.
The solicitation is restricted to authorized Canon sellers or resellers with active DIR contracts, with TRS explicitly not accepting proposals for other manufacturers. Service requirements specify that five technicians must be based within 50 miles of TRS headquarters in Austin at 4655 Mueller Blvd, and all service must be provided by a single company without subcontracting. Current equipment includes Xerox C500/DN Versalink Color Laser printers with 45ppm speed, automatic 2-sided printing, and 550-sheet capacity. The environment utilizes digital fax solutions and secure printing capabilities, though no document management software is currently used for scanning. Power filters equivalent to ESP brand are acceptable, and equipment speed variations of +/- 5ppm from specified requirements will be considered.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Teacher Retirement System of Texas (TRS)
February 19, 2025
ADDENDUM NUMBER 1
TO
SOLICITATION NO. TRS000549
FOR
Agency Multifunction Copiers and Desktop Printers
PROPOSAL DUE DATE: February 25, 2025 @ 3:00 p.m. CT
LISTED BELOW ARE THE CHANGES/ADDITIONS TO THIS SOLICITATION.
ISSUED BY:
Max Hernandez, Contract Specialist Date 2/19/2025
NOTE: RESPONDENTS ARE REQUIRED TO ACKNOWLEDGE RECEIPT OF THIS ADDENDUM BY SIGNING
AND DATING BELOW AND INCLUDING WITH SUBMITTED RESPONSE. RESPONSE MAY BE
CONSIDERED NON-RESPONSIVE IF THIS COVER PAGE IS NOT SIGNED AND RETURNED.
RESPONDENT SIGNATURE DATE
TRS000549
Addendum #1
# Question Answer
On Page 10, it mentions a total of 36 multifunction copiers and 50 desktop printers in 2 locations. This is 86 total devices. On Pages 40 through 52, there are 35 multifunction copiers (28 existing and 7 new), and 50 desktop printers. This is 85 total devices. Can you confirm the actual total?
Total multifunction copiers is 36 and 50 desktop printers (TRS may require additional units of the same equipment).
On pages 40 through 52, it notes ESP branded power filters. Can another power filter brand be substituted?
Yes, as long as the items are equivalent.
On page 40 of the PDF (Page 1 of the Price Forms), it lists existing Xerox equipment as an Versalink B605/XLM or EC7856 and then mentioned a Black and White 42ppm Digital Copier.
The B605XM is a 58ppm printer (that can convert into a floor standing model. The EC7856 is 55ppm color flooring standing copier. Can TRS clarify what TRS is looking for as a replacement?
Currently we have Xerox EC7856 and Versalink B605, we are solicitating for Canon equipment which is equivalent to or better than these machines.
On Pages 41-51 (Page 2-12 of the Price Forms), there are mixed requirements for Inner Staple Finishing/Hole Punch and External Staple Finishing/Hole Punch on the same devices. Can TRS clarify which devices require Inner Staple Finishing and Hole Punch and which devices require External Staple Finishing and Hole Punch? For example, Page 2 of the Price forms mentions “Inner Staple Finish-2000 office sheet”. Xerox 2000 Sheet Office Finisher is an External Staple Finisher.
All devices should have Inner Staple Finishing/Hole Punch.
5 Will TRS allow PPM range of +/- 5ppm of the PPM designated for each device? Yes
Regarding the initial contract term of 1 year with 3 one-year optional renewals, will TRS accept 48-month lease terms with non-appropriations funding according to Texas DIR? Or does TRS want vendors to quote a 1 year (12 month) lease initially as well as 3 additional 12 month lease options for renewals? As a vendor, we did not want to assume. Please clarify. If TRS choose the 12 month lease, it significantly increases your monthly expenditure.
Yes, TRS intends the contract resulting from this solicitation to be for a four-year lease. Please see subections 8 & 9 of the Summary section.
7 What is the timeline for the award of the RFP?
TRS expects to complete the Initial Round of evaluation by 3/11, complete the Site Visit Round evaluation by 4/1, and complete the BAFO Round evaluation by 4/24.
Can TSR please confirm whether this bid is a sole source solicitation for Canon products from authorized DIR Canon dealers only? Alternatively, is TSR open to proposals that include alternate manufacturer lines outside of Canon, such as Ricoh, Sharp, or other equivalent brands that meet the required specifications?
Yes, Respondents must have an active DIR contract as authorized Canon sellers or resellers. TRS is not interested in equipment from other manufacturers.
Can TSR please confirm whether this solicitation is truly a multi-year lease (up to 4 years), or if it is considered a rental agreement due to the annual one-year agreements referenced in the solicitation?
Yes, TRS intends the contract resulting from this solicitation to be for a four-year lease. Please see subections 8 & 9 of the Summary section.
10 Would Teacher Retirement System be willing to have other manufacturers than just Canon? No
Does the company headquarters need to be within 50 miles of your headquarters or just the service team?
The service team must be officed within 50 miles of TRS's HQ in Austin.
Do the 5 technicians need to be from 1 company or can the service be subcontracted out through the DIR contract?
Need to be 1 company
TRS000549 - Agency Multifunction Copiers and Desktop Printers Addendum 1 - Questions and Answers
TRS000549
# Question Answer
TRS000549 - Agency Multifunction Copiers and Desktop Printers Addendum 1 - Questions and Answers
Do the 5 technicians need to be based with 50 miles of headquarters or can they be nationwide?
Five technicians must be based in the 50 miles of headquarters of 4655 Mueller Blvd.
15 Do you utilize Follow Me printing to release print jobs at the any device? No 16 Do you utilize OCR conversion or scan to excel word from the device? No
17 What Document Management software are you currently scanning documents into?
For the multifunction copiers, we do not have a document management software for scanning.
The documents are scanned and imported into the designated folder.
18 Are you utilizing secure print for advance print activity reporting? Yes.
19 What software application are you currently using for secure print? Secure print is included on our current machines
20 When does your software/maintenance agreement expire for your secure print software?
The secure print is part of our current contract and will end when the leases do, no later than 8/31/2025
21 Are you using traditional analog lines or a digital fax solution for faxing? Digital fax solution
The RFP mention Canon or equivalent as recommendation, for the section request of 50 printers do you require Canon only?
The current desktop printers TRS has are Xerox C500/DN Versalink Color Laser Printer Letter/Legal Up To 45Ppm USB/Ethernet Automatic 2-Sided Printing 550 Sheet. Respondents must propose equivalent or better Canon equipment.
The RFP mentions the respondent must be a Canon dealer or reseller however the RFP specifications mention the response could be Canon or equivalent. Can you please clarify if you require only Canon as recommendations?
Yes, TRS is interested in Canon equipment exclusively.
END OF ADDENDUM
TRS000549
| TRS000549-Add #1_02.19.25 |
| Add1 Q&A |
File details come from the government source that posted it. Updated .