Questions and Answers 3.docx

Questions and Answers 3 Monochrome Models: Will devices with color capability be considered for Model 3 and Model 5 (which specify monochrome machines) if color copying and color printing can be restricted or disabled by school and IT administration?

If this can be disabled where they are only able to print in black and white we are fine with a color model being used for 3 and 5

Mobile Accessibility: On Page 4, under Technical Requirements, please clarify the District's expectations regarding the "Mobile Accessibility" requirement, including any specific mobile platforms, devices, or use cases vendors should consider when preparing their proposals.

We just want to be able to print from multiple devices. We want to be able to send documents from Chromebooks, ipads, or computers. We do not need anything at this time for cell phone connectivity.

Please confirm the final quantity for Model 1: Attachment A indicates seven units while Attachment F appears to indicate six. Please confirm the quantity that will govern the proposal.

Six is correct – this was a mistake- I apologize Attachment A also had errors. The black and color usage numbers were flipped. I am going to attach a new Attach A and a new Attachment F to Correct these errors.

May vendors recommend alternate device placements, speeds, or consolidation opportunities, provided all functional requirements are met?

Alternative devices can be submitted but we would want the minimum speed to match our specifications that we set. If it is a 60 page per minute machine we are requesting 60 or higher.

Please confirm whether the 98 PaperCut licenses are intended only for the school MFD fleet and whether production devices require PaperCut licensing.

We would want papercut to work intermittently with our production machines. I am not sure if they would need a license or not but we want to be able to divert school jobs to the print shop for them to be printed at the print shop versus onsite.

What badge technology is currently used by FCPS, and should staff, substitutes, students, contractors, and guests participate in secure print?

RFID, specifically HID 0009P (1386 ISOProx II) cards.

Please identify the current WebCRD / RSA versions, modules, hosting environment, and the exact “print ready” editing product or functionality required.

WebCRD V11.3.4 Base I am pretty sure. We do want to be able to have editing rights. Currently if a teacher requested a page to be removed we have to download and delete the page and then reupload in order to make the change. We would like to be able to have more editing rights within the program where we could state print only page 3 or print pages 1-4 or delete page 2.

Please identify the current ownership/lease status of all Konica devices and the incumbent vendor’s removal responsibility at transition.

Virginia Business Systems will own the Konica devices and will remove these at the end of our lease.

Does FCPS expect the 66-month contract period to correspond to a 66-month equipment lease, or may an alternate lease structure be proposed?

We would like to keep a 66 month contract period. The lease can be done for 60 months with an extension of 6 months or something similar to this. We would need pricing however for the full 66 months documented.

Please describe the current WebCRD/RSA-to-production workflow and confirm what data, users, catalogs, templates, job history, and workflows must be migrated.

We just want the existing information that is currently in WebCRD/RSA to transfer over. That would include paper catalog, job history, data, and users. We only have about 2 years worth as we lost most history when we had a data breach.

Attachment E includes annual totals and stated annual averages. Which figures should vendors use when developing included allowances and overage pricing: the most recent fiscal year, the stated average, or another baseline?

I would use the highest total to establish the overage pricing.

The RFP calls for toner replacement at 80% usage for school devices and 50% usage for production devices. Please clarify whether the trigger means percentage consumed or percentage remaining.

Percentage consumed Does FCPS prefer an on-premises PaperCut server, cloud-hosted architecture, or vendor-hosted environment?

We prefer cloud based but this in not always the most affordable option. We are open to any structure on this it just needs to be clearly identified in the proposal For envelope printing, please specify envelope sizes, window/non-window requirements, typical monthly volume, run length, feeder capacity, and whether variable-address printing is required.

We print around 20 boxes of #10 gummed non window envelopes roughly per year. We have different schools that have different addresses so we do change the envelope address based on the school. This is the only type of envelope that we print addresses on. We usually purchase around a 24# weight when it comes to the envelope. Some are with security printing on the inside others may not.

What color-management requirements apply to the production color devices, including calibration, Pantone matching, profiling, spectrophotometer support, and operator training?

We only use the basic colors cyan, magenta, yellow. We do not have any special color matching needs.

What is the average monthly NCR volume from Attachment D?

NCR printing usually is printed some throughout the year but is mainly printed during the month of June/July. We order around 15 cases of both NCR2 and NCR 3 a year. We print these and then pad them on our padding machine.

Should the vendor include all WebCRD/RSA upgrades, maintenance, remote support, server work, professional services, and operator training for the full agreement?

Yes

Should the 66-month pricing be presented as one combined monthly amount, or should vendors separately identify equipment lease, maintenance, included copies, software subscriptions, implementation, training, and professional services?

We would want a final monthly total for all. If you could itemize out how you came up to that monthly total it would be insightful information to have in the decision making process.

Are any current numbers toll-free or subject to special routing requirements?

No How many named users, departments, and shared inboxes require access?

Could be all employees around 1200 Are there analog lines that must remain for emergency/alarm/elevator/fire-panel or other non-copier uses, or is the selected vendor responsible only for copier-related analog fax lines?

We will Port the copier only lines to the system

They have (2) C3070 70ppm systems.

Usage shows 1 machine doing 683,719 color in 6 months and 1 machine doing 51,333 BW in 6 months. Was this supposed to be 2 machines doing this?

At this time we only have one C3070 machine. We are requesting a second color machine as a new purchase for us this lease.

Would face trim on the saddle be a benefit? Color and BW systems?

I do not think we have had this in the past. I do not believe we print large enough books to notice this.

Would full bleed output be a benefit for BW and/or Color systems?

We do not have this at this time and I do not think it is needed.

Would in-line crease be a benefit?

I do not think we currently have this at this time and I do not think it is needed.

How big of a book do you print up to? Also, what sheet types do you use for the saddle body and cover?

We use 20# paper for our booklets. Max is 10 full 8 ½ x 11 pages folded. Sometimes they do use a 65# cover for the front and back. We also use a full size booklet sometimes with 11x17 paper 20# and cover would be 65 or 67# Do you have Fiery on your BW and Color systems? What version and modules do you currently have with WebCRD? If so, what options do you have? Impose? JobMaster?

We only have a fiery on our color machine. None of our monochrome machines have a fiery. We honestly do not use any of the programs in fiery. It is only used to make sure the jobs from WebCRD/RSA is sent to the printer correctly. We do not even login to the fiery at all.

Can you please provide your version of RSA WebCRD as well as the Configuration (Base, Pro, Enterprise) and any additional/optional modules that you have been running or want to add to the solution going forward?

WebCRD V11.3.4 Base I am pretty sure. We do want to be able to have editing rights. Currently if a teacher requested a page to be removed we have to download and delete the page and then reupload in order to make the change. We would like to be able to have more editing rights within the program where we could state print only page 3 or print pages 1-4 or delete page 2.

How do you want it quoted - On-Premise, OnDemand (Cloud)?

Currently we have most of our programs on-premises. We would prefer the cloud when ever it is cost affordable. Some programs with cloud are very costly. You can quote both ways and then we can decide or you can determine what you feel would be the best value for services needed and quote that way.

The number of devices requested does not match up with the number of current devices. Can you tell us how the volume will be split amongst the number of devices we need to quote? Need to be able to allocate both the black and white and color clicks.

In the past each like model shares a number of allowances. For example, Model 1 has 7 machines. The black allowance may be set at 5000 for the month and color at 1000. (These numbers are just used for an example) This would allow us to have 60,000 copies per year black and 12,000 copies per year color per machine. We would then times this by 7 to get total number of allowed copies per year for this model.

420,000 black and white 84000 color If we stayed under these amounts it would be no charge. If we went over this amount what would our rate per copy be.

We did reconfigure our fleet upgrading printers where we felt usage was higher and removing copiers that were being under-utilized. Overall our usage will not change and should be distributed correctly over the volume that the machines are able to handle. We want to avoid overages if at all possible as these add up quickly. The higher the allowances the better in our eyes. We spread this out over the course of a year because copiers at the school level in the summer and December are rarely used.

We did go from 107 down to 98. Model C3350i removed 8 of these units. Some of these units will be replaced with desktop printers as their usage did not need a full on copier. We changed a few of our 550i models to allow for color 3 of these were adjusted. We also upgrade our high usage printers that were originally C550i to a higher speed model. Overall, usage will not change as a whole very much. You may see a slight decrease in C3350i models but all other models will pick up any of the differences.

Page 17 Attachment H - What Directory Service is FCPS using (Active Directory, Azure AD/Entra ID, Google Workspace, LDAP)?

Google Workspace (preferable), AD and LDAP will suffice Page 17 Attachment H - What Workstation Operating Systems does FCPS use that will need to support secure print release from Papercut?

ChromeOS, Windows, MacOS

Page 16 Attachment G - For inbound faxing on your 23 numbers. Do you have a desired reception method? (i.e. email address as a PDF, network folder as a PDF or still printed on MFP) (all of the above) Does the county already have cards for the card readers? If so, what type do you use?

Yes: RFID, specifically HID 0009P (1386 ISOProx II) cards.

Can you provide the average monthly print volume for each multi-functional printer in the fleet (non production devices)?

I am attaching a yearly overage report listed by machine. This shows our usage – what we are currently allowed – and what overages we occurred by machine.

Can you provide a list of devices (multi-functional and production) per location?

I am attaching a copy of the proposed copier listing on eVA. This list where each copier would be located.

On page 15, FCPS is requesting an "Allowance per Machine". We would need the average monthly print volumes per device to determine the proposed allowance per model. As requested, can you provide the monthly print volume per device report?

You should be able to use the attached overage analysis document to get this information. We prefer a yearly overage charge versus month to month as we have some months that are slow and some months that we run a lot. We would want our overages spread out over the course of a year, not billed month to month.

Are there any units that could benefit from not having a print allowance included? For example, many of my clients with production units prefer a maintenance plan where the units are billed based on usage rather than a monthly allowance.

We are not opposed to a maintenance plan we just would need to see how that compares price wise. We want to keep our monthly budget consistent however for budgeting purposes.

The answer you provided most recently on paper size (needing bypass trays to print 11x17) seems to contradict Models 4 and 5. You currently have Konica C3350i which seems to be what models 4 and 5 are based on off of, but those devices are not capable of printing on 11x 17. Do all models need 11x17 or just models 1-3 as your current fleet is configured.

Models 1 through 3 for 11x17 paper. Models 4 and 5 do not have to print that large or can use another copier.