ESBD_511572_1778601532250_26-4090-07 ADDENDUM I - Q and A.pdf

ADDENDUM I

26-4090-07 Countywide Copiers Questions and Answers

1. Does Ubeo need to sign ALL docs associated with the RFP including docments that are not applicable to our firm? Ex: (felony doc, no bid etc) You do not have to sign documents that do not apply to you.

2. Would Burnet County be open to exploring a rental option if it improves cash flow, flexibility and security?

3. Can you clarify the terminology for small, medium and large units? Is there a page per minute theshold Burnet County needs to meet for each range?

4. How many machines are desktops? 5-10

5. How many mahcines are full MFP’s? 15-20

6. Can you provided the amount of units in the fleet and size of each machine? (ppm) Please see attached sheet.

7. How many units are black and white machines? Please see attached sheet.

8. How many units are color? Please see attached sheet.

9. Does Burnet County have any machines that having finishing? 2/3 hole punch, stapling, binding etc.

Please see attached sheet.

10. Is there a particular configuation of trays on the MFP’s? Standard would be 4 trays. No, but a few might want high capacity.

11. Is Burnet County using 11X17 or any other sizes of ouput beyond 8 ½ by 11? 11x17 is rare but a few offices utilize.

12. Will late payment fees be waived for this agreement? No, County does pay late fees.

13. Please clarify the end-of-lease options that are preferred by the county. If County goes the leasing route, at the end of lease machine would be removed and replaced with a newer model.

14. Should property tax be included in pricing? No.

15. What items are considered consumable under the service agreement? All parts that make it operate, toner, waste trays, transfer belts etc.

16. Are hard drives required to be erased, removed, or replaced at the end of the term? Yes, removed and destroyed.

17. Should the agreement include a fiscal funding (non-appropriation) clause? Yes.

18. Should all end-of-lease return and removal costs be included in the pricing? Yes.

19. Should service and maintenance pricing remain fixed for the full term with no escalations? Yes.

20. Should all digital connectivity or network-related fees be included in the proposal? Yes.

21. Are equipment relocations to be included? If so, how many relocations should be assumed? No.

22. Are fuel or travel charges for service calls allowed, or should they be included at no additional cost? Included at no additional cost.

23. Are power filters required? If so, should they be new and included in the proposal? Unknown.

24. What are the required payment terms (e.g., Net 30)? Net 30.

25. Please confirm the total number of machines requested and the required configurations for each department (i.e. stapler, booklet and fax). Will an onsite print assessment be required prior to installation? Please see attached sheet. Yes and onsite print assessment would be beneficial before installation.

26. Is a bid bond required for this solicitation? If the bid will be over $100,000 total.

27. If a bid bond is required, should it be submitted with the bid response or upon contract execution? Preferably the response.

28. Does the county have a preferred pricing cooperative (i.e. DIR, Omnia etc) No, whichever offers the best discount. We are a part of most purchasing cooperatives.

29. Are you able to provide a list of current devices and information that includes:

• Make/Model (Color/BW)? Please see attached sheet.

• Average monthly volume or annual volume in color and BW? Please see attached sheet.

30. Can the County confirm whether payment and performance bonds will be required post-award?

Preferably submitted with your response.

31. Is the County seeking a full replacement of all existing devices under this contract, or is the intent to establish a pricing catalog/blanket agreement for as-needed future purchases and placements? The intent is to establish a pricing catalog/blanket agreement for as-needed future purchases and replacements. Most for FY27 we do have a few that need immediate replacement.

32. To ensure the most accurate and competitive pricing, can the County provide estimated quantities by device type (small/medium/high)? Please see attached sheet.

33. Can the County provide historical print volumes by department, including a breakdown of color vs.

monochrome usage and volume by device type? Please see attached sheet.

34. How many of each copier, small, medium, high volume? Please see attached sheet for estimated current usages and models.

35. What speeds for each category? Please see attached sheet for estimated current usages and models.

36. What is the actual monthly average volume of copies, Mono and color? Please see attached sheet.

37. How many copiers need to be color? Please see attached sheet.

38. How many need stapling and fax? Please see attached sheet.

39. Do you want the form 1295 filled out and submitted with the bid response or do you want to wait until the deal is complete? Please send it completed with your response.

40. Could you please explain in detail the exact requirements you would like to include in the deal?

Please see attached sheet.

For example, it would be helpful to know:

• The quantity of printers needed

• Required features and specifications

• Service or maintenance expectation all service, maintenance and consumables

41. When is the pre bid conference? There is not one.

42. How is the County currently tracking department usage (departmental codes, cost centers)? Not at the moment just review the invoices.

43. Do you want the ability to track usage by user? No.

44. How will users authenticate at the devices (pin code, network login & password, or badges)? None needed.

45. Do you need follow me printing? no

46. We see that you are asking for three models, how many of each will be needed? Please see attached sheet.

47. Is there a minimum print/copy speed for each of the three models? Please see attached sheet.

48. Is 11”x17” printing required for each of the three models? Only the larger units.

49. Can you please provide a list of current devices and average monthly volumes for B/W & color

(shown separately)? Please see attached sheet.

50. Are all machines color units? Please see attached sheet.

51. Is there a minimum tray capacity for the models? Please see attached sheet.

52. Is single pass duplex scanning required? No.

53. Are surge protectors required? No.

54. Do you require a Fair Market Value or $1 out lease option? No.

55. Does the County currently utilize any cooperative contracts? If so, which ones? DIR, Omnia, BuyBoard and more, whichever offers the best discount.

56. Do you want a secure print release software solution that integrates with badges and Active Director or just the built in machine codes where a specific device holds the print job until a code is entered?

No.

57. What is the largest paper size you use? 11x17 on occasion, not all offices.

58. How many fax lines do you have? Please see attached sheet.

59. How many devices need staple? Please see attached sheet.

60. What are the make and model of devices now? And how many of each do you have? Please see attached sheet.

61. What is the monthly volume on each device? Please see attached sheet.

62. How long have you had the current devices? They range from each department. 3+ years is an estimate

63. How is your current service contract set up? Do you want to pay per page or do you want an allotment of pages? Allotment of pages.

64. Do you want one invoice with itemized costs or do you want invoices to go to each department?

Interested in learning about one invoice with itemized cost.

65. Is there a manufacturer that you prefer to use? No.

66. How many machines are needed? Color or B&W machines. PPM of each machine. Please see attached sheet.

67. The configurations of the machines. Ex: 4 paper trays, Fax, Sort/Staple/Hole punch. Please see attached sheet.

68. How many image are produced. B&W and Color/month Please see attached sheet.

Dept. Copier Model Black Usage per month

Color Usage per month

IT IMC3500 Invoice does not show usages JP2 IMC3500 Invoice does not show usages CCLK IMC3500 Invoice does not show usages Public Defender - Llano IMC3500 Invoice does not show usages SO-Admin, Patrol Tax Office C8135H sorting, stapling, hole punch, minimum 3 paper supply trays Elections Auditor C8135T 6863 3155 1 fax line, office finisher CATTY C8135T 1250 890 1 fax line, office finisher CATTY C8135H 1347 2123 1 fax line, stapler Jail-Admin Dist. Clrk C8145H 4453 760 Envelope tray, 1 fax line, hicap feeder, office finisher Dist. Ct. C8135T 1509 1067 1 fax line, office finisher Jail - Sgt Hall CO Judge could be the courthouse one Agrilfie C8135H 768 736 stapler SO-Dispatch C8135H MF Tax Office C8135H 1752 661 1 fax line, stapler Public Defender - Burnet C8135H 2968 1793 1 fax line, stapler

SO-CID C8135H

CCLK Canon Jail B8145H 13716 1 fax line, stapler Jail C8135H 2835 1055 1 fax line, stapler Jail C8145H 18594 987 1 fax line, stapler JP3 C8135H 1087 1124 1 fax line JP4 C8135H 352 429 2/3 hole punch, office finisher Treas C8135H 3273 4383 nothing

JP1 C8135H

SO law enforement center C8055H 3223 1349 booklet maker, 1 fax line, 2/3 hole punch SO C8135H 1635 1821 1 fax line, stapler SO C8135H 508 781 1 fax line, stapler Dist. Atty C8135H 3723 3502 1 fax line Llano Dist. Atty C8135H 838 1601 1 fax line Courthouse C8135H 3003 2496 1 fax line, stapler Jail - kimbler HP M404dn black printer

Jail - lou HP M404dn black printer Jail - booking sgt HP M404dn black printer Jail - booking st. 1 HP M404dn black printer Jail - booking st. 2 HP M404dn black printer Jail - kitchen HP M479fdn black/multifunction Jail - Melanie HP M479fdn color/multifunction Jail - supervisor 1 HP M454dn color/multifunction Jail - supervisor 2 HP M454dn color/multifunction Jail - supervisor 3 HP M454dn color/multifunction