Questions and Answers 10-9-18.docx

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Attached to
PMM Printer Replacement Project and Continued Maintenance
Solicitation number
RFP 171 180000003498 6
Issued by
Grand Traverse County, Michigan

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This is a Questions and Answers document from the State of Michigan responding to bidder inquiries for RFP Department 171, ID 180000003498, addressing a printing equipment procurement. The RFP requires bidders to propose both inkjet and cutsheet printing solutions, with specific technical specifications outlined in Schedule A. Key equipment requirements include inkjet printers with inline flushing capabilities and optional fifth color functionality, cutsheet printers capable of handling multiple data file types (PCL, PS, PDF, TIFF, IPDS, and LCDS), and finishing equipment including booklet makers, tape binding, and GBC punching capabilities. Cutsheet specifications require minimum performance of 200 duplexed images per minute on 8.5" x 11" stock, with support for paper sizes up to 12.6" x 19.2". Booklet production specifications include maximum finished sizes of 8.5" x 11" with up to 68 sheets of 20# stock and covers between 80# and 120#. The State issued questions and responses as of October 9, 2018, with original questions due October 3, 2018, and the RFP required new equipment only with no federal funding involved.

The State clarified that consumables including ink are to be included as maintenance costs in Schedule B pricing. Bidders are required to submit print controller support for MakeReady jobs and IPDS enablement at the original install date, while LCDS enablement is required on all printers and VIPP is not required on any machines. The State will provide demonstration files according to Proposal Instructions Section 7, and technical specification documents should not be attached with solicitation responses but may be requested during technical evaluation if the bidder passes initial review. A detailed listing of existing printers to be removed is provided in Schedule D, and facility drawings are available in Schedule E. The State uses Unisys EOM and Bluecrest EOM software for printer management, with Bluecrest Document Enhancement available for data file transformation capabilities.

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Other files

File Type Posted
Schedule D- Exisiting Printer Schedule and Details 10-11-18.xlsx XLSX spreadsheet
Schedule C- PPM Printer Replacement- Technical Specifications-9-18-18.xlsx XLSX spreadsheet
Schedule E- CPC and PGS Drawing.pdf PDF
Standard Contract Terms- PMM Printer Replacement 9-25-18.docx DOCX document
Proposal Instructions and Vendor Questions Worksheet- PMM Printer Replacement -9-26-18.docx DOCX document
Schedule B- Pricing- PMM Printer Replacement.xlsx XLSX spreadsheet
Schedule A- Statement of Work- PMM Printer Replacement - 9-19-18.docx DOCX document

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Bidders Questions with State of Michigan AnswersQuestions Due: October 3, 2018
RFP Dept 171, ID 180000003498State’s Response: October 9, 2018
Question #
Document and Section
Page #
Bidder Question
State’s Answer
1
Schedule A, Section 1.1.A.11
3
Ink jet - Inline flushing equipment

Question - Will you require a chip out cutter to remove the ink jet flush lines common on all drop-on-demand ink jet printers or will a star pattern on the output be acceptable? This chip out will require a more expensive class of cutter so we're just trying to flush that out in terms of making solution fit exactly to what the State desires and in turn save money.

We require a two-knife cutter capable of switching between chip out and a single knife cut.

2
Schedule A, Section 1.1.A.12
3
ink jet - Data file Types - What software will be used by the State of Michigan to drive both the ink jet and cut sheet printers? Assuming you will use what you have today?
SOM will use a combination of Unisys EOM (Enterprise Output Manager) to send files to the print controller and Bluecrest EOM (Enterprise Output Manager) to drive the printers.
3
Schedule A, Section 1.1.B.3.
4
Cut Sheet- Data File Types: Please provide the source/output for each data type being required. Is it possible the States output management software can incorporate plugins/updates to "transform" data from some types to PCL, PS, PDF, or TIFF? If, so, can this method be incorporated into this RFP?
No, the Unisys EOM software can’t incorporate plugins to transform the data. SOM has Bluecrest Document Enhancement that can transform data files into a specified output format. SOM requires the printers to handle all file types listed in Schedule A, Section 1.1.A. 12 and in Schedule A, Section 1.1.B. 3 with the exception of VIPP.
4
Schedule A, Section 1.1.B.9.
4
Cut Sheet - Paper Trays. The State provided a listing of PS's Average Volumes that indicated the Stock Sizes used, the RFP is requiring a size (12.6"x19.2") that is not listed as being utilized, is the State actually requiring 12.6"x19.2" stock support or is a different maximum size required?
Cutsheet stock requirements are listed in Schedule A, Section 1.1.B. 9
5
Schedule A, Section 1.1.B.13
4
Cut Sheet- Booklet Maker. Will the State please provide the requirement for the Maximum size for finished booklets including Total # of Pages (or sheets), please indicate if a cover is required and what the weight of the cover stock being used is?
The maximum final trim is 8.5” X 11” (in both portrait and landscape). The total number of sheets is 68 of 20# stock. Yes, a cover is required between 80# and 120#.
6
Schedule A, Section 1.1.B. 14
5
Cut Sheet- Tape Binding. Will the State please provide the requirement for the Maximum size for Tape Bound Books including Total # of Pages (or sheets), please indicate if a cover is required and what the weight of the cover stock being used is?
The maximum final trim is 8.5”X11”. Tabs must also be able to be included. The total number of sheets is 125. Yes, a cover is required between 80# and 120#.
7
Schedule A, Section 1.1.B. 15
5
Cut Sheet- GBC Punching. Will the State please clarify item "b. binding", Does the State require that the Punched sheets also be bound inline or just punched? If the State requires Binding of the GBC Punched sheets, please provide the requirement for the Maximum size for Bound Books including Total # of Pages (or sheets), please indicate if a cover is required and what the weight of the cover stock being used is?
Yes, sheets should be punched and bound in-line. Yes, a cover is required between 80# and 110#. The total number of 20# sheets is 100.
8
Schedule A, Section 1.1.B.16
5
Cut Sheet- Performance. The State is indicated what appears to be the specification from the Continuous Feed Specifications #10, this spec is not applicable to Cut Sheet, will the state please clarify this request?
This is a misprint. The specifications are:

Cutsheet:

8.5" x 11" @ minimum 200 duplexed images per minute Inkjet:

Hardware rated print speeds are based on 20 lb. stock Minimum: 150 ft/minute

9
Schedule A, Section 2.2.
7
Removal and Trade-in of Existing Printers. - Will the State please provide a detailed listing of each printer to be removed including a complete configuration of accessories/options/print controllers, etc. Also please indicate the most current meter read for each machine.
See added Schedule D- Existing Printer Schedule and Details.
10
General Question- Standard Contract Terms
Will this purchase be paid for in part or whole with federal funds?
No federal funds will be used.
11
Schedule B
Where do you want us to put the costs for ink for the ink jet printers in schedule B? Is that part of Maintenance, click or total cost of the system over 5 years? I just didn't see a column or space for supplies.
Consumables are considered part of maintenance.
12
Schedule A, Section 1.1.B.13
4
Cut Sheet- Does the booklet maker need any trimming capabilities?
Yes.
13
Schedule A, Section 1.1.B.13
4
Cut Sheet- What is the max number of sheets in the books being produced?
68 sheets of 20# stock.
14
Schedule A, Section 1.1.B.15
5
Cut Sheet- What type of GBC dies are needed?
We require square punch, but if possible, we would like circular with the ability to also run spiral bind.
Cut Sheet- How many stackers per machine are needed?
See Schedule A, Section 1.1.B.10.
Cut Sheet- Is there any prep/make ready softwares needed?
Yes, two copies are needed.
17
General Question
Would the State consider used refurbished equipment for this purchase or new only?
New equipment only.
18
General Question
We have a few key technical documents that provide details on all printer specifications. We would like to use these attachments if possible. Will you allow technical documents to be attached?
No, do not attach these with the Solicitation Response. If your company has passed the technical evaluation, the evaluation team may request this information to determine best value.
19
Background- MICR Backup
1
Is MICR specifically an inkjet requirement or is it able to be re-engineered to cutsheet?
Inkjet only requirement.
20
Background- Offset
1
Please define offset paper type (gloss, C1S, satin, silk, bond).
All the types listed.
21
Background- Offset
1
Please provide details on tractor feed paper (core size, basis weight, perfs, preprint, paper vendor).
No decision has been made on the inkjet stock that will be used. Central Michigan Paper is the SOM paper vendor.
22
Schedule A, 1.1, A, 4 Engine Technology
3
What are the exact requirements for the optional 5th color?
There are no specific requirements because it is optional.
22
Schedule A, 1.1, A, 11 In-Line Finishing Equipment
3
Is slit-merge a requirement for finishing?
See Schedule A, Section 1.1.A. 11
23
Schedule A, 1.1, A, 12 Data File Types
3
Will the current tools remain in place to convert all above data types to IPDS?
SOM has Bluecrest Document Enhancement that can transform data file formats, but not all data files will be process thru this software.
24
Schedule A, 1.1, A, 12 Data File Types
3
Are there any other tools being used to covert data streams to different formats?
SOM has Bluecrest Document Enhancement that can transform data file formats.
25
Schedule A, 1.1, B, 3 Data File Types
4
Do you require print controller RDO support for MakeReady jobs to work properly on cutsheet devices?
Yes.
26
Schedule A, 1.1, B, 3 Data File Types
4
For the 4 cutsheet printers, is IPDS enablement required at original install date or is it only required at a future date?
On the install date.
27
Schedule A, 1.1, B, 3 Data File Types
4
Is LCDS enablement required on all printers? If not, how many?
Yes.
28
Schedule A, 1.1, B, 3 Data File Types
4
Is VIPP enablement required on all printers? If not, how many?
No. VIPP is not required on any of the printers.
29
Schedule A, 1.1, B, 9 Paper Trays
4
Are inserter or post-fuser trays required on any of the cutsheet printers?
No.
30
Schedule A, 1.1.B,
1
Can you confirm the State accept under Schedule A Requirement B, a proposal for an ink jet solution without a proposal for the cut sheet devices?
No, a cutsheet solution bid is required.
31
Schedule A, 1.1.A.4.
3
What is the purpose of the 5th color?
It’s optional.
32
Schedule A, 1.1.A.11
3
Please confirm that there is no requirement for perforation?
Confirmed.
33
Proposal Instructions
Will the files used for the printing demonstration be provided prior to the Bid submission?
See Proposal Instructions, Section 7. Evaluation Process.
34
General Question
Can you please provide a layout of the current print facilities? (CAD Drawing preferred)
See Schedule E- CPC and PGS Drawing

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