P-6-26-03_Addendum_2.pdf

Purchasing Services 2725 Judge Fran Jamieson Way

Building C, Room 303 Viera, Florida 32940

Multi-Function Devices Procurement

RFP#6-26-03

December 23, 2025 Addendum 2

TO ALL PROSPECTIVE CONTRACTORS

This is an Addendum to and shall be considered as part of the original Proposal package for the above-mentioned Proposal. Contractors are requested to acknowledge receipt of this Addendum with their Proposal.

CLARIFICATION TO QUESTIONS ASKED RECEIVED:

Question 1: For the (21) coin operated machines, do these need to additionally connect to any existing print release software like EnvisionWare, PaperCut, Cybrarian?

Response: The coin operated copy machines do not connect to other printing infrastructure.

They should be stand alone and attached to the copier as part of the lease.

Question 2: Are you utilizing any print management software such as Uniflow, PaperCut, Vasion? If yes, do you utilize proximity card readers? If yes, what is the card technology?

Response: The only Print Management software used is for paid printing kiosks. These Kiosks are County owned EnvisionWare kiosks compatible with LPTOne.

Question 3: Will the county remove the paper component that is listed in the Scope, section 14?

Response: No, the County requirement to include paper in the maintenance plan for either leasing or the buy options stands.

Question 4: Can we provide a proposal for more than one manufacturer?

Response: Refer to Scope of Services, Sections 1 and 2.

Question 5: Background (Page12): Could you please indicate which machines are coin-operated?

Response: There is a Jamex Bill and Coin on the 2525 in the Law Library. There are 22 Jamex coin machines on the 5500 series in the other libraries.

Question 6: Pricing for Buy Option (Page 16): Can you please clarify if you mean $1 Buy Out at the end of the lease or purchase upfront with maintenance billed monthly for the 5-Year lease.

Response: Purchase upfront with maintenance billed monthly for the 5-year lease.

Question 7: Service (Page 18): For the service log, would a digital service log be acceptable?

Response: Yes.

Question 8: Invoicing (Page 19): Could you please clarify the County’s current process for tracking and invoicing usage on machines shared by multiple users via IDs/PINs? Specifically, how are copy counts and lease charges allocated to each user today?

Response: We do not charge to each user. The lease and meters are billed to the departments.

Question 9: Equipment (Page 20): For check printing, what software does the County currently use for fonts? Could you also provide a sample?

Response: Please disregard this as the County will not need check printing.

Question 10: How many devices have been relocated during the 5-year term?

Response: In the past three years there have only been three that have been relocated. Before the three years that information is unavailable.

Question 11: Of those, how many machines have been relocated two or more times?

Response: None are known to have been relocated more than once within the last three years.

Before that the information is unavailable.

Question 12: Will bidders be allowed to submit their standard contract or agreement documents for the County’s review?

Response: No, the draft contract is being advertised as written with the intent to enter into it with the awarded vendor. Any exceptions must be clearly noted in your submission.

Question 13: If available, please provide the monthly or annual fax page volume (both inbound and outbound).

Response: Fax page volume is not counted and therefore is unavailable.

Question 15: Does Dex currently provide the 20 lb. paper as part of their agreement? Will the County accept bids from companies who do not distribute paper?

Response: Yes, Dex does currently supplies 20lb. paper.

Question 16: How many equipment moves have occurred during your current 60-month contract?

Response: Please see response to question # 10.

Question 17: Please provide us with usage data for the entire list of machines over the past year. (i.e.

quantity of "click charges") Response: This was for our fiscal year October 2024 – September 2025. Black: 4948523 Color:

3266826

Question 18: Can you confirm whether the Termination for Convenience clause will apply to both a lease contract and service contract, or just the service contract?

Response: It will apply to both the lease and service contract.

Question 19: What accounting management software is the county currently using? IE: Are you using uniflow or Papercut? How many devices need to have this feature installed?

Response: We do not use an accounting software.

Question 20: Can the County provide a breakdown of how their equipment is currently configured?

That is, what machines have fax, finisher, etc.

Response: See Attachment F- Accessories.

Question 21: Due to the fluctuation in paper cost, would you consider a provision to allow a periodic Review to adjust the cost up or down?

Response: The price of paper is to be included in the maintenance plan option for either leasing or buying option. The maintenance price shall remain firm for the initial five (5) year term.

Question 22: Will the current equipment leases expire at the same time?

Response: Yes, the end date is March 03,2026.

Question 23: Will the removal cost of the current equipment be the responsibility of Dex Imaging?

Response: It is the responsibility of the current vendor to remove the equipment once the contract has ended.

Question 24: What software is used currently to retrieve meter readings, FM Audit?

Response: Canon Imageware

Question 25: How many machines and or departments require multiple user billing as articulated in Section 13, Invoicing, 4th paragraph?

Response: We do not have user codes.

Question 26: Has the Brevard County benchmarked a base manufacturer and model for check printing (MICR)? This question is posed because to the best of our knowledge no manufacturer offering a 11 x 17” capable copier offers (without significant modification and cost through a third party) a copier capable of MICR Printing. Can we recommend this requirement be pulled from the RFP and a separate RFP for this specialty printer be performed?

Response: Check printing capabilities are not required and are not applicable to this RFP.

Question 27: What is the Current model handling check printing?

Response: Please refer to Response 26.

Question 28: How many of these check units are in the field?

Response: There are none.

Question 29: What current software is in place for Account codes/ User IDs?

Response: Please refer to the response for question # 19.

Question 30: How many units are utilizing account codes and or secure printing?

Response: Please refer to response #19.

Question 31: Page 19 “Equipment must be capable of securing all forms of data (copies, prints, scans, etc.) and allow access by Personal Identification Number (PIN) or an individually assigned code.” Does this apply to all units or only select units?

Response: Please refer to response #19.

Question 32: What are the Monthly Volumes per machine for the last 12 months?

Response: Please see Attachment G- Meter History.

Question 33: Page 12, Section 3 states “The current contract with Dex Imaging is valid through March 5, 2026.” In review of the previous RFP from 2022 P7-22-07 that was awarded to Dex, the contract had a minimum 5-year term which would have ran through March 5, 2028. Can you please provide the reasons as to why the contract is ending 2-years early and did not go through the entire 5-year term?

Response: The contract did not end 2 years early. It was the decision of the Board of County Commissioners to enter into a lease agreement with DEX for 3 years on November 15, 2022.

Question 34: Attachment A listed 242 machines. Is this total inclusive or exclusive of the additional 21 coin-operated units mentioned on Page 12, Section 3? Additionally, can you identify which units are the coin-operated units or provide their information if they are not included in the list?

Response: The current coin operated machines are county owned and are not being replaced at this time.

Question 35: Is the vendor supposed to include all sizes paper or only 8.5x11?

What % of paper usage is 8.5 x 11 What % of paper usage is 8.5x14 What % of paper usage is 11x17 Response: All sizes.

98 % from January 2025 through August 2025 1% from January 2025 through August 2025 1% from January 2025 through August 2025

Question 36: Can you provide an estimate of the usage for the different paper sizes, letter, legal and 11 x 17?

Response: Please see Response #35

Question 37: In the current contract, how many devices were added through the contract?

Response: 8-10 devices were added through the contract.

Question 38: In the past 3 contracts dating back to 2011 has the county ever exercised cancellation for convenience in partial or in full. If in partial how much of the contract was cancelled.

Response: No.

Question 39: Page 20, #17 - In the past two years how many copier/multifunction moves have you requested your vendor to move?

Response: Please refer to Response #10.

Question 40: Page 18/19 #13 How many different departments need individual invoices? How many invoices/departments have the “shared copies/print” that need broken out each month.

Response: 43 different departments.

Question 41: Does the County utilize any software for Print Management purposes and if so how is it utilized and what is the solution?

Response: No.

Question 42: On Page 19, Section 14 (Supplies): Is the contractor supposed to control the supply of paper by departments based on copier usage vs. non copier usage and provide reports regarding this?

Response: The contractor is supposed to deliver paper when needed as they are the ones to track this. There are no reports available.

Question 43: Can the County disclose the brand of Paper that was being purchased and how this was invoiced in regards to Supplies? Was it being included in the Cost per Copy pricing or separately invoiced?

Response: The brand that we are receiving is Flagship Bright. This is included in the price as we do not receive any separate invoices for paper.

Question 44: What was the method by which the current vendor delivered the paper to the departments and how often did the deliveries occur in any given month during the term of the contract?

Response: The current vendor delivers to the departments once a month and more if necessary.

Question 45: Will the County require the new vendor to replace the current coin operating features on the MFP’s or do they plan to utilize the current devices they have? Can the County provide the current vendor of the Coin Operating Systems?

Response: Please refer to Response #34.

Question 46: Given the size and complexity of the RFP, would the county consider extending the bid submittal deadline? Currently the deadline is only 9 business days away, and it is reasonable to assume that the proposal could be impacted by the county’s response to questions submitted by us and other vendor candidates. An extension would allow time to address any notable changes.

Response: Please see the end of the addendum that has the updated opening date and time.

PLEASE NOTE THE FOLLOWING CORRECTIONS:

Section 20: SPECIAL REPORTS The Contractor shall maintain an inventory record that identifies all equipment delivered under this contract. The inventory record will be provided to the Purchasing Services Contract Monitor upon request. Reports should include (1) make and model, department, location and serial number of all installed equipment; (2) Contractor’s record of performed maintenance and repair; (3) monthly volume of copies produced, by machine; (4) total billing for all machine services provided during the period; (5) average monthly usage, by machine, for the contract period to date.

WIPED HARD DRIVE CERTIFICATION: Contractor shall be responsible for ensuring that all equipment hard drives returned to the Contractor are “wiped.” This applies to equipment turned in during and at the end of the contract period. Failure to provide certification of “wiped” hard drives to the County may result in delay of payment until certification is provided.

Please note that the proposal opening date and time has changed to Friday January 09, 2025 @ 4:00 PM.

Please note the remaining questions will be answered in another addendum.

All other terms and conditions remain unchanged.

Sincerely, Mary Bowers Purchasing Manager

END OF ADDENDUM NO. 2