Questions and Answers 2.docx
DOCX document 15 KB Posted
- Attached to
- RFP 2027 FCPS Copier
- Solicitation number
- RFP-125549
- Issued by
- Floyd County, Virginia
About this file
This is a Questions and Answers document for RFP 2027, a copier procurement for Fairfax County Public Schools (FCPS) in Virginia. The school division is seeking copier equipment, print management software (Papercut or an alternative), and an electronic fax solution. The procurement includes requirements for multiple production-level devices at varying speeds (60 ppm and 136 ppm), with a proposed 66-month lease term. FCPS prefers to award the contract to a single vendor for all copiers and related services rather than splitting the award. The school division requires the ability to port 23 existing fax numbers to a new cloud-based fax system that can handle secure documents and block sensitive information such as social numbers. Current systems include WebCRD V11.3.4 and a Fiery controller on existing color production equipment.
Regarding specifications and preferences, FCPS will accept production devices in the 55-65 ppm range rather than exactly 60 ppm, preferring 60 ppm or better. The school division does not require a dedicated Fiery controller on new production units and prefers machines without controllers based on previous experience, though they need paper catalog integration to automatically pull from correct drawers for half-size booklet printing on color machines. FCPS is open to alternative print management solutions if they provide tracking capabilities to monitor teacher printing usage and can route large jobs to the print shop while allowing other printing at the school level, with job recovery capabilities if a machine fails. For Machine 3 monochrome production, FCPS is willing to consider alternative envelope printing solutions and workflows as described in bid responses.
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Other files
| File | Type | Posted |
|---|---|---|
| Copier RFP.pdf | ||
| correction a attachment.pdf | ||
| Proposed Copier Listing 2026.xlsx | XLSX spreadsheet | |
| Questions and Answers 3.docx | DOCX document | |
| Addendum 1.docx | DOCX document | |
| Questions and Answers.docx | DOCX document | |
| attachment f correction.pdf | ||
| Overage analysis 2025.xlsx | XLSX spreadsheet |
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Questions and Answers 2 We have found that FCPS is requiring (4) Production level, 136ppm, devices. Currently, we do not have access to these devices from any authorized manufacturers. We can fulfil the requirement for the other devices listed. We are curious to know if FCPS is willing to split the award?
You are welcome to submit your RFP like this but we would prefer to stick with one company for all copiers.
Just to confirm, you’d like a 66-month lease?
Yes, that is correct
Would you prefer to continue your eFax service, to be used on the new print devices, or would you like an alternative cloud-based option?
Our current efax system blocks certain items as they may have a social security number in it. Our email system is set up to block this information. We would like an external cloud based fax system that we would be able to send secure documents through.
For 23 fax numbers – Are those existing number you would like ported, or would you like new fax numbers?
We would like the numbers to be ported Would you prefer Papercut specifically or are you open to a less expensive and easier to use alternative?
We have demoed papercut and seem to like what it has to offer. We are not opposed to a cheaper option but it would need to give us ability to allow us to force large jobs to our print shop versus allowing them to print at the school level. We also would like some time of tracking so we can see how much each teacher is printing. Another option we liked is if a printer went down with papercut we could go to another copier in the building and pickup our jobs.
For WebCRD, what version do you currently have?
WebCRD V11.3.4
We see you are requesting 60 ppm devices. As most manufacturers have models in the 55 ppm – 65 ppm range, will you accept a model in this range instead of exactly 60 ppm?
The model does not have to be 60 exact but we would prefer 60 or better.
Does the school system require the proposed solution to include a dedicated controller (like Fiery) on the color production units to assist with print job requirements and automation? If so, does the customer require any seats for advanced imposition or booklet making?
We currently have a fiery on our color production machine. We have not had much success with it. Our other production machines run without the fiery and we prefer it this way. We do print half size booklets on the color machine. We do not do much if any manipulation from how the jobs are originally submitted. We just want to make sure that when we release a job from webCRD to the color machine that it uses the paper catalog to pull from the correct drawers. We do not want to have to specify the drawer each time that a job is submitted.
Machine 3 monochrome production requires envelope printing capability. Would it be okay to provide a different solution or workflow for printing envelopes? The description of this workflow change would be provided with our bid response.
Yes, that would be fine. We are open to suggestions on this.
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