ESBD_563855_1790720478898_26-28 Att. D - FAQs.pdf

RFP 26-28 Multifunction Devices and Lease Services - FAQs Page 1 of 5

BakerRipley RFP 26-28

Multifunction Devices and Lease Services

FAQs

1. In its potential best interest, will BakerRipley allow the successful respondent to provide a valid & credible government cooperative to be utilized? Examples would be Texas DIR, BuyBoard, Sourcewell, Omnia Partners, etc.

Answer: Yes.

2. Has your company had to respond to a natural disaster (e.g. electrical fire, building flood) within the last five

(5) years? Is BakerRipley looking for an answer to this question from a break-fix aspect or disaster recovery related incident as it pertains to printers/copiers?

Answer: Both, in the event of a disaster e.g., flooding, fire, etc. how is your company prepared to get the equipment back up and running quickly if needed?

3. What are the new items and integrations your company has incorporated and implemented within the last five (5) years? What does Baker Ripley mean by integration? Like with Partners, technology? Does Baker Ripley mean technology we have implemented within or solutions we have presented and implemented for a customer. Or things we implemented to run our business, like technology, billing processes, customer portals, techs, service, and support.

Answer: All the above, any new technology products that will streamline the workflow and provide effective productivity and reduce costs. Presented and implemented for a customer as improved technology, reducing costs, increasing efficiency, protecting personally identifiable information (PII) are some examples.

4. List any associations, certifications, or trade industry affiliated organizations for your company? Are there any specific certifications and associations you are looking for your vendor?

Answer: No, there are no specific certifications or associations that we are looking for we would like to know any that your company has.

5. We visited some of the locations and found that some of the listed machines are not being used or rarely used. Does BakerRipley still need to have an offer for those?

Answer: You are the expert. We want you to consider the current equipment, staff, and usage and make your best recommendation whether the equipment at each specific location should remain the same, decrease, and/or increase for each location.

RFP 26-28 Multifunction Devices and Lease Services - FAQs Page 2 of 5

6. Is the intention to replace all listed machines with a "like for like" or are you open to reducing footprint with areas that are lightly used?

Answer: We are open to reducing the footprint if it’s appropriate. Attachment B – Bid Sheet – 2 Like for Like Equipment and Bid Sheet – 3 Recommended Equipment.

7. Due to some of the locations wanting to downsize equipment, would you be interested in seeing this priced out per device, or would you prefer to get the total pricing for all equipment?

Answer: We want pricing per device.

8. Questions regarding requirements on Page 7: Advanced Capture

• Will you permit a cloud based, on-premise, or hybrid solution?

Answer: On-premise

• What specific business processes and workflows do you require? Please describe each workflow in more detail?

Answer:

Copy/Print/Fax

Secure Print

Scan to Email

Scan to Folder (SMB)

Network Printing

Color Printing and restrictions per user

Paper/Ink/Printing tracking/reporting

• What barcodes are being used, Example 3 of 9, QRs?

Answer: N/A

• Please clarify all the editing features you require?

Answer:

Brightness

Contrast

Paper Size

Portrait/Landscape.

• What are the distribution points for the workflows? Please describe where a scanned document is to be delivered (i.e. OneDrive, SharePoint, Google Drive, Network SMB folder, FTP, etc.)

Answer: Network SMB Folder.

RFP 26-28 Multifunction Devices and Lease Services - FAQs Page 3 of 5

• What type of Metadata is to be collected? (Name, Date, ID, etc.)

Answer: N/A

• Do you require a user to enter Metadata at time of scanning on the copier operator panel?

(Example using onscreen keyboard for First Name, Last Name, Document Type).

Answer: No

• Do you require a unique file naming convention or file type for the electronic document? (Example file name: Firstname_Lastname.PDF? What file types do you require, PDF, Searchable PDF, JPEG, TIF, Word).

Answer: No naming convention. Filetypes: PDF, JPG, PNG.

• What form does the Metadata need to be provided, XML, CVS, JSON?

Answer: N/A

• Will you require the metadata to auto direct the scanned document to a destination? (Example:

Based upon SCAN & OCR, would the data extracted determine an auto workflow for delivery to finance folder)

• Does the capture solution simply need to support scan routing to network folders or to a specific software solution? Please provide more details about your document capture requirements.

Answer: Just to the folder. We use Docuware to manage documents, which pulls from the folder during its workflow processing.

• What capture software/solution are you currently using?

Answer: Docuware

• Which software is used for advanced capture?

• How many users are using advanced capture capabilities?

• Is the current software embedded in the devices?

Answer: No

RFP 26-28 Multifunction Devices and Lease Services - FAQs Page 4 of 5

• Can you describe the business process that requires advanced capture?

• Do users modify scanned documents with advanced capture at the device or their desktops?

9. Is 11x17 utilized on all 11x17 capable devices? If not, which device location must have 11x17 printing?

Answer: Yes

10. What is your preferred device acquisition method (rental, lease, purchase)?

Answer: Lease.

11. Would it be possible to eliminate the “Termination for Convenience” and replace with “Termination for Cause”?

Answer: No.

12. At the end of 5 years, is it possible for the chosen vendor to replace equipment, if necessary, and enter a new 4-year lease on new equipment.

Answer: No, we reprocure these services every five (5) years.

13. Are you planning on purchasing the equipment with a 5-year service and supply contract or are you wanting a 5-year lease with a service and supply contract?

Answer: We want to lease the equipment for five (5) years. The initial term and Contract may be renewed for no more than four (4) one (1) year periods under that same terms and conditions.

Agreement on each optional year must be in writing by Agency.

14. Is BakerRipley looking for a cancellable rental agreement or a non-cancellable lease?

Answer: A cancellable lease.

15. How many users are currently utilizing secure print?

Answer: All staff.

16. What methods do end users currently use to authenticate for secure printing or Follow Me Printing?

Answer: PIN

RFP 26-28 Multifunction Devices and Lease Services - FAQs Page 5 of 5

17. Which software supports secure print in your organization?

Answer: None

18. How many users are utilizing follow-me print?

19. Does Baker Ripley use software for managing print queues and allowing users to self-install printers?

20. Is faxing needed on the staff copiers?

Answer: Yes.

21. Please describe the fax editing capability present? Does it occur at the device or on the desktop?

22. Do you want an efax solution? If so, which copiers would you want efax on?

23. Are you utilizing fax software?

24. Are you currently utilizing analog fax? If not, please describe the current faxing workflow across the enterprise.

Answer: Yes

25. Can you send the configurations (accessories) that are needed on each new device?

Answer: Basic accessories for staff (staple, double-sided print, etc.).

26. What software do you use for output control?

Answer: Xerox.

27. Can service technicians be subcontractors?

Answer: Yes, the awarded Vendor is totally responsible for them.