Print Service RFP QandA 1.pdf
PDF 74 KB Posted
- Solicitation number
- MTP11082019
- Issued by
- Wisconsin
About this file
This is a Questions and Answers document for the Village of Mount Pleasant's Print Supply and Maintenance RFP, addressing clarifications on equipment procurement, service scope, and contract terms for a 2020-2023 print service agreement covering 37 devices.
The RFP specifies that all new print devices will be purchased outright rather than leased, with any equipment replacements during the contract term to be determined collaboratively between the Village and vendor based on whether purchase or lease is most practical. Sharp multifunction copiers have been removed from the scope, and inkjet devices are excluded except for the M601 model. The total device count has been reduced from 42 to 37 devices, as documented in Supplement #1. Vendors are permitted to conduct maintenance inspections on devices prior to guaranteeing service to identify any fatal flaws. The Village reserves the right to terminate the agreement with cause effective immediately, followed by written notice within 60 days, without providing vendors a mandatory remedy period, in order to maintain service continuity and ensure vendor performance meets contractual expectations.
The M601 device currently does not regularly report usage data and has a historical total volume of 86,967 pages, though no average monthly volume figure is available. The RFP contract term spans 36 months, with equipment replacement decisions to be made collaboratively between the Village and the selected vendor based on operational necessity and cost-effectiveness during the contract period.
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Q: Will any new print devices added to Mt. Pleasant's environment be leased by the village or purchased outright?
A: Purchased.
Q: If leased, would the village like to own these devices at the end of the term or return them to the lessor?
A: We anticipate purchasing new devices if needed, or possibly 'leased' from the print service vendor for the remainder of the print service contract.
Q: If leased, will the lease run the same term as the maintenance agreement (36 months)?
A: Any equipment that needs to be replaced during the print service contract will most often be purchased outright, although if the vendor determines a unit needs to be replaced, we will work with them to determine whether it makes sense to purchase a new device or lease one from the vendor for
Q: To clarify, the Sharp multifunction copiers have been REMOVED from the RFP? These will not need to be serviced or replaced at all, correct?
A: Correct.
Q: The original bid indicates that 42 devices are to be serviced. With the Sharp’s removal, the total is brought down to 40 devices. 40 devices are listed on the Print Service RFP Update 1 that you sent out on
Monday, 11/18/19. However, the Print Service RFP Supplement #1 sent out on 11/18/19 lists 37 devices.
Could you please clarify which totals to use?
A: Please use the Supplement #1 document for totals. Inkjet devices were also removed as we do not need to put those under a print maintenance contract. The exception is the M601 - please include the
M601.
Q: Section 2.2 E indicates that it is the vendor's responsibility to replace under-performing devices with a "comparable or better unit." Is a potential vendor allowed to perform a maintenance inspection on these devices to ensure that they have no fatal flaws before guaranteeing service?
A: Any equipment that needs to be replaced during the print service contract will most often be purchased outright, although if the vendor determines a unit needs to be replaced, we will work with them to determine whether it makes sense to purchase a new device or lease one from the vendor for
Q: The bid specifies that “In the event of a termination of the Agreement with cause, the Village may terminate the Agreement effective immediately and follow it up with a written notice within sixty (60) days.” Please explain the need for without cause and with cause. Will you allow the vendor a remedy period to resolve issues, typically 60 days or more?
A: The Village values agility in determining whether a vendor is performing to agreed expectations - in the event of a vendor not fulfilling contractual obligations as agreed, we utilize this language to reserve the right to ensure minimal interruption in support and services.
Q: The current printer environment sheet shows an HP M601 that is not on the usage sheets you had provided. Do we have an average monthly volume on that?
A: We do not have an average monthly volume as it is not regularly reporting. The total volume on the machine is 86,967
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