Q_A_Set_1.pdf

Department of General Services, Procurement Question and Answer (Q&A) Set #1 Printers, Multifunctional Devices Dated 3/29/16

Event ID #: 0000000258 Question and Answer (Q&A) Set #1

Item Bidder Questions State’s Response 1-1 General Topic

Question 1: Can we submit multiple bids for a Group?

Question 2: If yes, how would you prefer to receive the submission?

Answer 1: Yes

Answer 2: Identify in the cover letter that the proposal contains multiple offers. Label each offer as to not get mixed up (bid 1, bid 2, alternate bid, etc.) Complete all necessary information to ensure each bid is compliant (cost worksheets, questionnaires, etc.)

1-2 General Topic

Question 1: Can the printers being offered be sold as standalone printers? Or are the Agencies required to buy all consumables at the initial printer purchase?

Question 2: After the printer has been purchased, can the State Agency buy the consumables from the printer contract?

Or Are they required to purchase the consumables under the existing OEM toner contract?

Answer 1: They can be purchased as standalone printers. Agencies are NOT required to purchase consumables at the initial printer purchase.

Answer 2: State and Local agencies can purchase consumables from the contract in which they purchased their printer, as long as the contract is still active. The State and Local agencies can also choose to use the LPA for Toner.

1-3 Referencing 2.3.3 Draft Bid

Question: On the draft bid, are we only to submit the URL of the bid products current public-available OEM price list together with the narrative describing the navigation on letterhead?

or Are we to provide the State with an “almost final” complete in every aspect, except cost?

Answer: Yes – the URL and narrative are the draft bid for this bid.

1-4 Referencing Section 3, Current System

The State has listed in the IFB the current spend by category and also listed the products in each of these categories. There are two categories that were not listed by the manufacturer and the contracts spend to date. These categories are currently awarded to Smile Business who is selling the Sharp products below:

1-11-70-04O Sharp MX-M453N 1-11-70-04Q Sharp MX-4111N Our understanding is that all categories are scheduled to expire on December 31, 2016.

Question 1: If this is valid, please explain why these categories/products are not identified in the solicitation?

Question 2: Please confirm that these two products and categories are included in this IFB for competitive replacement?

Question 3: These two categories/products were not included in the current spend?

Clarify: Please provide the contract to date spend for each of these categories.

Answer 1, 2, 3: Copiers are NOT a part of this IFB. Copiers will be solicited under separate cover.

Clarification: The copiers spend will be listed in the Copier IFB when it is solicited.

1-5 Referencing Section 4.2.2.1.2, Consumables/Options/Non-Core Options

“If the Non-Core Option is a printer within the core family, it will be discounted the same as the Standard Device”.

Question: Does this mean we could include a product, within that “family” that may or may not meet spec for that group in the non-core section of the cost worksheet?

Answer: No - All devices purchased from the resulting contract MUST meet the minimum specifications.

1-6 Referencing Section 4.2.2.1.2, Consumables/Options/Non-Core

Options

Question: Can you please define/provide parameters of core family, how would we determine what items fall under the core family?

Answer: A family of machines is considered same model, different level of value. (i.e. model – Ford Expedition, level of value – XL, XLT, XL EL)

1-7 Referencing Section 4.2.3.1.1, OEM Price Lists

Question: Can the State provide an example of a website with approved format that meets your requirements for MSRP?

Answer: Yes – if needed, email the Procurement Official for this sample.

1-8 Referencing Section 4.2.3.1.1 OEM Price Lists

Question 1: Is the price list for hardware only?

Question 2: Can it exclude warranties?

Question 3: And Value added services?

Answer 1: No – price lists are for any item which can be purchased on the contract.

Answer 2: Yes

Answer 3: Yes

1-9 Referencing Section 5.4.1 Customer Reference

a) Group 2 & 3: be valued at or above $500,000.000.

b) Group 1 only: be valued at or above $100,000.

c) Group 4 only: be valued at or above $50,000.

d) Whether bidding Group 1 or 4, if bidding Group 2 and/or

Group 3, all customer references MUST be valued at or above the highest value, $500,000.00

Question: Does DGS want the references to all be valued at or above $500,000 or valued separately by groups?

Answer: Bid responses require a total of 3 references. If bidding groups 2 or 3, all references must be valued at or above $500,000.00 to cover all groups. If only bidding group 1 or group 4, then references can be valued at what the group states, but the highest value is required for whatever the highest group being bid is.

1-10 Referencing Section 5.4.5 Contractor Responsibility

Question: Will contractor’s subcontractor/dealers have the ability to receive purchase orders and bill and receive payment from end users?

Per Table 5.4.7.4 Subcontractor Task Allowances

Answer: Only the items listed in the table are allowable for a subcontractor.

1-11 Referencing Section 5.4.7.4, Subcontractor Task Allowances

Request for change: Our request is to eliminate the “Subcontractor Task Contract Percentage Maximum” requirements (limits). We would like the opportunity to maximize the participation of SB/DVBEs within the task categories.

Answer: The Subcontractor Task Contract Percentage Maximum’s will not be removed from this IFB.

1-12 Referencing Section 6.4.1 Proposed Products: “The quoted discounts will apply to all purchases of the corresponding items and services during the contract term.”

The State of CA can save money by allowing accessories and services to be discounted at a different rate than equipment/mainframes.

Question: Can the State of CA allow vendors to give different percentage discounts for accessories and services?

Per 7.2.4 Discounts

Answer: Each category will be a group discount. The core options can be individual discounts BUT the Non-Core options will be an average of all the core option items. Non-Core options will remain one group and will not be broken into accessories and services.

• STD Device (all devices within a printer group will be the same discount as the core item)

• Consumables (discount to be the same within each color cartridge group as each core group for specific color-based consumables; all machine-based non-color specific consumables will be at the black ink percentage discount)

• Options (discount percentages can vary for core items but Non-Core catalog prices will be an average of the Options core items)

• Value Added Services (percentage discount as listed in cost worksheet – to remain constant for the life of the contract.

1-13 Referencing Section 6.4.1, Product Categories and 7.2, Cost

Information Guidelines (regarding discounts)

Question 1: Should all products within a category (Supplies, core items, non-core items, values added items) have the same discounts?

Question 2: Is it required that the percent discount associated with the standard device should be the same for all core items and consumables? Or can each item have its own discount?

Question 3: Is it required that the percent discount associated with Options and value added services be the same percent discount or can each item discount be different?

Question 4: Can you provide an example of how this discount would be calculated?

Answer 1, 2 & 3: Refer to question 1-10

Answer 4: It depends on the category. Refer to question 1-10 for how the category discounts are applied. Items listed on the worksheet will be core items and those prices will remain constant.

For the Non-Core Options, the discount will be taken off of the OEM List Price.

OEM List Price: $150.00 Discount given: 55% Cost to the State: $67.50

1-14 Per Section 6.4.7, Remanufactured Consumables

Question: Is it a requirement that we offer remanufactured consumables?

Answer: No

1-15 Referencing 6.6.4 Principal Period of Maintenance (PPM)- Warranty

Question 1: Can DGS provide the exact locations that they would need maintenance?

Question 2: Would these locations be the same sites with delivering the proposed devices?

Answer 1 & 2: This is a Statewide contract so maintenance would be throughout the State, wherever a printer is purchased.

1-16 Referencing Section 6.10.1, Electronic Catalog/Contract

Website

The IFB state the MSRP price list needs to be available for the entire product line, including all supply items on the OEM’s public website.

Question: Are only the awarded categories required to be published on the contract web site?

Answer: Any standard device, family of devices and all of its peripherals and services should be listed on the OEM Price List. It is understood that some services and VAS may not be on the OEM’s current Price List. Refer to question 1-25.

1-17 Referencing Section 7.1, Introduction

The IFB states “Cost information shall only be submitted in Volume III in accordance with Section 8”. However, there is no mention of Volume III in Section 8, only Volumes I & II.

Question: Is this a typo and should it be referencing Volume

II?

Answer: This is a typo. The answer is Volume 2.

An Addendum will be issued correcting this.

1-18 Referencing Section 7.3.3 & Exhibits 11.28(1) through Exhibit 11.28(4)

Cost Worksheets states the MSRP should be publicly available as of 3/1/2016. The response document for this opportunity is currently due on April 21st, 2016 and the MSRP list requested is referenced in the documents to be effective 3/1/2016. As there is 6 to 7 weeks between the MSRP reference date and the opportunity due date it is likely there will be numerous changes to products during this period or new products announced.

Clarify/Change: We would like to request that the referenced MSRP list be for April 2016 that will be used as the MSRP reference for this opportunity.

Clarification: Clarification to this will be posted in Addendum #1.

1-19 Referencing Section 8, Bid Format- Volume I – Response to

Requirements

Question: Does DGS only want (1) Master Copy, (1) Copy, and (1) CD-ROM for all of Volume I or two separate ones for Volume I and Section 4- Literature?

Answer: For the hard copies, Volume 1 contains both the proposal and the literature. Identify each section with tabs and page numbers.

The soft copy (CD-ROM) can be separate documents as you see fit.

Identify each document appropriately.

1-20 Referencing 9.3, Award

We noticed the award criteria changed from 18% to 9%.

Question 1: Is there any other award criterion that we should be aware of this go around?

Question 2: What else has changed?

Answer 1 & 2: The State does not point out changes between IFB’s in a cancel and rebid process. It is up to the bidder to thoroughly review the IFB and treat it as a new solicitation.

1-21 Referencing Section 9.3

Background: The current IFB intends to award to bidders that are “within nine percent (9%) of the lowest evaluated cost” AND “representing a different manufacturer.”

Question: Does this mean that any bidder that falls within the 9% and is of a different manufacturer will receive an award?

Question: Or are there other Best Value criteria’s being considered?

Answer 1: Any bidder (representative of a different OEM) that falls within 9% of the lowest responsive and responsible bidder will receive an award. Multiple OEM’s within a group will not be awarded – only the lowest.

Answer 2: Nothing other than the bidder being technically and administratively compliant and within 9% of the responsive and responsible bidder who is not offering the same OEM.

1-22 Referencing Section 9.3

Background: IFB DGS 1405-024 Printers and Multi-Functional Devices provided an award to responsive and responsible bidders that were “within 18 (eighteen) percent” but additional awards were only allowed if “additional Bidder(s) represent(ed) a different manufacturer” which allowed customers with more choices, resulting in greater competition.

Question: Would the State consider using the prior 18% to increase competition which in turn will provide customers with choices that fit their needs at lower prices?

Answer: No – awards will go to only bidders within 9% of the low that meet the bid criteria.

1-23 Referencing 9.3 Award

Question: Do vendors have to bid every category within a group to be considered for an award?

Per Section 7.3.2, Cost Worksheet Instructions:

“…a Bidder is not required to bid on all Groups. However, if a Bidder selects to bid on a Group, all Printers and/or MFDs within that Group must be bid.”

Answer: Yes

1-24 Referencing Exhibit 11.22, Configuration Specifications

Research indicates there might not be any compliant product for 1D other than one product (Connectivity, resolution and paper handling).

Question: Will specifications be changed if there is only one compliant product?

The State has identified at least 2 printers in this category as compliant to the connectivity, resolution and paper handling.

Answer: There is no need to change the specification.

1-25 Referencing Exhibit 11.22, Configuration Specifications, Printers Group 1-4

Question: Is DGS listing the maximum duty cycle or the recommended volume for Groups 1-4?

Answer: The language will be clarified to state, “Maximum number of letter-sized pages or impressions the device can print in one month in standard mode without failing (peak usage, not on a continual basis)”

An addendum will be issued showing the clarification.

1-26 Referencing Exhibit 11.28 (1), Exhibit 11.28 (2), Exhibit 11.28

(3) and Exhibit 11.28 (4)

Question: Where should we list Value Added Services Price List Location?

Answer: It is understood that Value Added Services (VAS) may not be on the OEM Price List (i.e. a distributor bidding an OEM). VAS will remain constant for the life of the contract so the location of these services is not required.

1-27 Referencing Exhibit 11.28(1), Exhibit 11.28(2), Exhibit 11.28(3) and Exhibit 11.28(4)

Fix: All URL cells are locked.

Corrected: All URL cells have been unlocked. An addendum will be issued correcting this.

1-28 Referencing Exhibit 11.28(1)

Fix: Under Group 1D cell I52, the formula is referring to M38 instead of M39

Corrected: An addendum will be issued correcting this.

1-29 Referencing Exhibit 11.28(2)

Fix: Under Group 2 Evaluated Total tab, the formula in Cell D6 is referring to M51 instead of O51.

Corrected: An addendum will be issued correcting this.

1-30 Referencing Exhibit 11.28(1) thru 11.28(4)

Within Cost Worksheets 11.28, there are line item pricing for options. Some of these are “included” in the product selected for that category. Because the “average” of the discount offered on products in the category will include a 0% discount on an “included” line item, the average discount to be used for non-core options will be inappropriately skewed down.

Question: For situations where an “option” is already included in the selected product ($0 add’l cost for that option), can/do we still insert a discount in the cost sheet so we can determine a HIGHER average discount for all non-core options?

Answer: In this instance, $0.00 should be in the cost cell but a percentage shall still be added.

1-31 Referencing Exhibit 11.28(1) thru 11.28(4)

Question: Please confirm that on the Cost Worksheet all toner pricing must be for OEM toner (not-remanufactured)?

Answer: Yes