IFB DOR18006 Kodak Scanner Lease Inquiries and Responses.pdf

Department of Revenue Inquires/Responses for IFB # DOR18006/Kodak Scanner Lease

September 22, 2017

This document contains all inquiries submitted by bidders regarding the IFB. Inquiries are stated verbatim as provided by the bidder.

Q1. The state is in essence requesting a three year lease, but under "I" in the requirements section, you discuss workload change and state, "if the dept. deems one or more scanners is no longer needed the dept.

will contact the bidder to have the scanner(s) removed within 30 days. Has the state done an assessment of the quantity of documents to be scanned that suggests that 3 5850's are needed, and will be needed in the years to come despite a shift towards more electronic documents? Is this assessment something that could be shared? The 5850 runs at 200 ppm, and has an unlimited daily duty cycle.

A1. The current workload requires 3 units running about 8 hours a day. If the workload changes in the future, an assessment will be done at that time.

Q2. You also state I that same section, "During the 30 day periods, if the dept workload changes, the dept may retain the scanners with no penalty." What does that mean?

A2. During the 30 day workload assessment, if it is determined that the Department still needs the scanner(s), the Department will not be penalized and can continue to lease the scanner.

Q3. In another section you explain that the funding has only been approved for year 1, and at any time the funding may not be extended. This of course is not conducive for a 3 year lease. How would the state suggest this be handled?

A3. The State Legislative only appropriates money to the Department 1 fiscal year at a time. The contract is awarded for a 3 year term, but only funds for the fiscal year will be encumbered.

Q4. The 5850 scanner has a list price of $80,000.00. There is a limited market for these scanners in general due to their price and size. Most companies/agencies do not require this scanning speed, and unlimited duty cycle, thus it would be very difficult to sell used 5850's should the state decide they no longer require them, or have the funding for them, leaving the company leasing these on behalf of the state with few remedies. The ability by the state to "recall" them also seems to make that option impossible. Combined the many caveats around this agreement will severely drive up the annual cost of this lease, if it is doable at all. Would the state consider another procurement method?

A4. No. Leasing is the only option the Department will consider.

Q5. Is this agency open and will the scanners be running, 24 hours per day 7 days per week? 24/7 support increases the cost of service dramatically, and since it says that onsite repairs can only be made Monday-Friday 8-5 we would like to have clarification before providing 24x7 support pricing.

A5. The scanners currently run 6:00 am to 5:00 pm Monday through Friday. The building is open to the public from 8:00 am – 5:00 pm. The Department staff needs to have the ability to call the service desk outside the 8:00 am – 5:00 pm window to ensure a repair technician can be onsite as close to 8:00 am as possible.

Q6. In addition, your documentation states , "the bidder shall ensure that the downtime for the scanner does not accumulate to exceed 48 hours." If repairs can only be made during normal business hours, will the downtime only be calculated during those hours?

A6. The downtime is calculated during business days and not availability time due to work volume.

Q7. One question we did have that was not listed in the IFB was if the scanners need color scanning capability?

A7. The current scanners do not have the color scanning capability.