Q&A Document 1.pdf

Questions & Answers - 1

Solicitation RFPCL25-022 - Printer & Copier Maintenance Services

Buying Organization City of Lawton

No Question/Answer Question Date

Q1 Question: RFP Overview a.The RFP states that the resulting contract will establish a 12 month price agreement with the option to renew for two additional one-year extensions, not exceeding a total term of 3 years. In addition there are multiple areas in the RFP solicitation that talk to a term of five years and the pricing sheet directly referencing 12 months, 24 months and 36 months.

i.Could the City confirm the minimum lease term vendors should quote when responding to the RFP?

ii.Although funds are budgeted and procured annually, a longer-term lease allows for more favorable pricing. Would the City be willing to commit to a 4 or 5 multi- year lease for equipment?

iii.If the City is interested in leasing the equipment, would the City be willing to sign a third-party lease through the awarded vendors preferred financing entity?

1.Does the City have restrictions on utilizing third party leasing?

Answer: i.1 year ii.Unfortunately, the city can only commit to one year at a time iii.No

1.Yes, unfortunately, we can’t do this

03/14/2025

Q2 Question: RFP Overview b.Can the City confirm the expected installation date following the anticipated award in April 2025?

i.Additionally, will there be a required implementation timeframe, or will the process be phased?

ii.The RFP states that all devices should be installed and fully functional within an average of three days. Can the City clarify if this applies to the entire implementation or individual device installations?

Answer: i. ASAP

ii. Preferably the whole installation

03/14/2025

Q3 Question: Requirements for Bid Submission a.Can the City confirm whether both a hard copy and a digital submission through BidNet are required, or if submitting one format is sufficient?

Answer: One format or the other is sufficient.

03/14/2025

Q4 Question: Requirements for Copiers & Printers a.The RFP states that the vendor must specify the latest time the selected equipment can be placed in service at designated locations.

i.Can the City clarify the intent of this requirement?

ii.Is the City requesting information on the expected lifecycle of the device, or is it asking for the end-of-life (EOL) date relative to the installation date?

Answer: i. At the beginning of the agreement

ii. End of Life

03/14/2025

No Question/Answer Question Date

Q5 Question: RFP Repairs a.The RFP states that service response time or the Print Shop must be within one hour on weekdays and all other service must occur within two hours of notification during business hours. Coult the City clarify if these response time requirements refer to:

i.Average Response Time or ii.Receipt of Call Confirmation or iii.Actual time from the initial service call placement to the technician physically arriving onsite and repairing equipment

Answer: iii.Actual time from the initial service call placement to the technician physically arriving onsite and repairing equipment

03/14/2025

Q6 Question: RFP Servicing a.The RFP documentation presents differing response time requirements as compared to that noted in the Repairs section.

i.Can the City clarify to ensure a clear understanding and accurate compliance, the following points regarding the response time metrics for both the print shop and fleet devices:

1.Confirmation of Receipt of Call

2.Average Response Time

3.Resolution Time

Answer: 1. Within Minutes

2. Within the hour

3. Typically within the hour but may be longer depending on the specific problem

03/14/2025

Q7 Question: RFP Servicing b.The RFP requests that the average response time be calculated weekly. Considering industry standards and practical operating metrics, measuring average responses times over a one-week period may not actually represent service performance, as shorter periods can be unduly influenced by isolated incidents or anomalies.

i.Would the City consider revising the metric calculation to a quarterly basis, or at a minimum, a one month period to more accurately reflect overall service quality and performance consistency?

Answer: i. We could do monthly for this.

03/14/2025

Q8 Question: Copier Relocation a.Could the City please provide confirmation regarding the following:

i.Estimated average number of device moves per year or ii.Historical data reflecting the number of moves performed annually under the City’s current contract?

Answer: i.Estimated average number of device moves per year: 10

03/14/2025

Q9 Question: Additional Terms & Conditions a.The RFP states that ‘Risk of loss will remain with the vendor’. Typically, leasing companies require customers to provide full coverage insurance for leased copier assets that reside on customer property.

Could the City please confirm:

i.That the City does not intend to add leased copier equipment to its own insurance policy for coverage, and ii.That the City is specifically requesting vendors to carry and assume the cost of insurance coverage for all leased equipment provided under this contract?

Answer: ii. We would not hold insurance on the devices

No Question/Answer Question Date

Q10 Question: Specifications a.The current RFP specifications identify paper capacity requirements in terms of media size up to a maximum of 11x17. However, the document does not specify the minimum number of paper trays or minimum total paper sheet capacity. Could the City please confirm:

i.Minimum number of trays required per device ii.Minimum total paper sheet capacity (if applicable)

Answer: i.Minimum number of trays required per device: 1 ii.Minimum total paper sheet capacity (if applicable): 500 sheets

03/14/2025

Q11 Question: Pricing Proposal Worksheet a.The RFP requests vendors to provide a Cost per Copy pricing model for service. To accurately estimate and provide competitive pricing, could the City please confirm the following:

i.Average monthly print volumes per device, specifying the breakdown between B/W and Color usage ii.If individual devices breakdowns are unavailable, could the City instead provide the total fleet average monthly volume, separated by B/W and Color usage?

Answer: ii.If individual devices breakdowns are unavailable, could the City instead provide the total fleet average monthly volume, separated by B/W and Color usage?

B/W 93728 Color 65021 This is from our last bill.

03/14/2025

Q12 Question: Pricing Proposal Worksheet b.Format A Pricing i.The Pricing sheet terms listed are labeled as ’12 month’, ’24 month’, and ’36 months’. Could the City please confirm whether these terms represent:

1.Individual contract terms (i.e. separate contracts for 12, 24 or 36 months) or

2.Pricing phases within a single, continuous agreement (i.e. the City cost in months 1-1, 13-24, and 25-

36? Note that multi-year commitments typically enable vendors to offer more competitive pricing.

Answer: We can do pricing phases within a single agreement.

03/14/2025

Q13 Question: Pricing Proposal Worksheet c.Format B Pricing i.Could the City please clarify the following points regarding the Cost per Copy pricing model outlined in the RFP.

1.Inclusive Cost per Copy: Can the City confirm whether the requested cost per copy pricing model should be inclusive of both equipment and maintenance/ service costs, billed at a single B/W and single cost per copy rate?

2.Proposal Format (Format A vs. Format B)” a.Is it acceptable for vendors to propose only one format (e.g., Format A or Format B), or is it required to submit pricing under both formats?

Answer: 1. They can be on the same bill but the details need to be listed out separately by device.

2. a. Both formats please.

i. Provided Above

03/14/2025

Q14 Question: Request for Extension a.Given the Q&A process and the quick turn around required to provide a comprehensive competitive

RFP response, we would like to inquire whether the City of Lawton would consider extending the RFP submission deadline by 1 to 2 weeks.

Answer: Unfortunately, we cannot extend the submission deadline

Questions & Answers - 1