Questions and Answers .xlsx
XLSX spreadsheet 36 KB Posted
- Solicitation number
- 26-444DHS-BUSSE-B-49986
- Issued by
- Sangamon County, Illinois
About this file
This is a Questions and Answers document from the Illinois Department of Human Services (IDHS) responding to vendor inquiries regarding RFP 26-444DHS-BUSSE-B-49986 for a High-Speed Print System Solution for Business Services. The solicitation seeks a single vendor to provide a five-year fair market value lease for printers, options, accessories, and associated finishing equipment, along with a five-year lease for computer hardware, software, application solutions, and imaging devices for the Centralized Print Shop in Springfield. The solution must be turn-key and capable of utilizing or interfacing with existing state-owned assets including a document creation system, scanner, and output management system. The RFP requires cumulative color printing speeds of 936 images per minute (defined as one duplexed-single page) with 95 percent anticipated to be tabloid or larger, and monochrome printing at specified volumes with 95 percent letter-size documents. Key specifications include one color inkjet printer and one monochrome printer equipped with booklet makers featuring face-trim finishing, with additional monochrome and color machines to be installed in redesigned facility spaces (a 35 x 73 foot room with a 14 x 49 foot north section for color machines and a 30 x 48 foot east space for 8 to 10 monochrome machines). The original due date of February 24, 2026 was extended to 2:00 p.m. on March 5, 2026.
Pricing submissions must be provided through designated line items in BidBuy, with vendors determining whether to include ink costs within click charges (total system volume allowance plus overage pricing) or as a separate consumables line item. Scoring shall be based solely on metrics in RFP Section F.3, with price points awarded according to line item pricing in BidBuy and the point formula specified in Section D.6.2. Infrastructure improvement costs such as HVAC ventilation, water supply, compressors, and electrical supply increases are not separately considered in bid scoring. The monochrome printing system anticipates volumes detailed in RFP Sections F.3.5.a with current machines featuring 6,500 letter-size sheet capacity per feeding unit, with some machines equipped with dual feeding units. Overage pricing for both color and monochrome systems is specified separately in BidBuy items 7 and 8, and all pricing components must be included within the designated line items for the Color Printing System (item 1) and MonoChrome Printing System (item 4).
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Worksheet Information Questions and Answers Worksheet Information Illinois Department of Human Services DHS RFP High-Speed Print System Solution for Business Services BidBuy 26-444DHS-BUSSE-B-49986
| Tabs in this Worksheet | |
| Worksheet Information | This tab includes the information about the contents of this worksheet. |
| Questions and Answers | Please use this tab in this format to submit questions on the solicitation. The Department will post answers in the same format and an Addendum on the Bulletin. |
| Columns in the Questions and Answers Tab | |
| Question ID | DHS will assigned # to track Questions and Answers. |
| RFP or Attachment Section | The DHS RFP Section Number, such as Section F.2.3., or please name a specific Attachment and the Section Number of the Attachment. |
| Page Number | This is the page number of the RFP or Attachment. |
| Topic | This is a general topic of the question. |
| Specific Questions/Inquiry | Please enter your question here. |
| Department Answers | The Department will respond in this section. |
DCFS PO19-164 CCWIS Attachment U Questions and Answers Page &P of &N
Questions and Answers
STATE OF ILLINOIS
QUESTIONS AND ANSWERS
Illinois Department of Human Services DHS RFP High-Speed Print System Solution for Business Services BidBuy 26-444DHS-BUSSE-B-49986
| ID | RFP or Attachment Section Number | Page Number | Topic | Specific Question/Inquiry | Department Answer |
| QaA.001 | A. Scope of Work | 1 | Language clarification | "...seeking to establish a five-year fair market value lease, with a single Vendor, for printers, options, accessories, and associated finishing equipment; and a five-year lease purchase to include but not be limited to computer hardware, software, application solutions and imaging devices." Question: We presume the language in this section to mean the State would like both a five year FMV lease and a $1 buyout purchase option for the equipment outlined. Is this accurate? | Buyout is not a specification of the RFP. Please see also the line item pricing available in BidBuy. Section A.1. of the RFP "lease purchase" is only referring to the leasing of equiment. "Purchase" is now considered to be removed from this paragraph. Section A.1 shall now be considered to be replaced as follows: |
The Illinois Department of Human Services, Centralized Print Shop in Springfield is seeking to establish a five-year fair market value lease, with a single Vendor, for printers, options, accessories, and associated finishing equipment; and a five-year lease to include but not be limited to computer hardware, software, application solutions and imaging devices. The solution must be turn-key (ready to use) and able to utilize/interface with existing state-owned assets or provide equipment with the same capabilities, specifically: a document creation system, scanner, and output management system.
| QaA.002 | "Floor Plan" | 1 | Dimensions | Are the monochrome printers and cut sheet inkjet printers to be installed in the same 49 x 49' room on the Floor Plan provided? Or is there another room that can be utilized for devices that may not fit in the space outlined? | IDHS plans to remove 2 walls from the 49 x 49 room making it 35 x 73 with a 14 x 49 space on the North side. This would house the 3 Color Machines. IDHS will also evaluate plans to place monochrome machines in this space in addition to the three color machines. There will also be a 30 x 48 space to the East of that room for 8 to 10 monochrome machines. |
| QaA.003 | B. 1-3 (Overview & Background, Volumes & Quantities and Areas of Concern/Challenges) | 4 | Volume allocations | Per the history. There is a volume allocated to the printers for billing purposes. Would the State of IL like an allowance for the 10 black and white printers and if so what is that amount. Would the State of IL. like an allowance for the Ink jet, what is that amount. Also, we can also simply bill you for the quantity used each month. | Volume is detailed in RFP Sections F.3.4.b (color) and F.3.5.a (monochrome). Offeror's proposal answer to these sections should address how Offeror's solution would meet these volumes and potential increases in volumes. Amounts in these sections are written as cumulative. |
Additionally, BidBuy pricing for the Color Printing System and the MonoChrome Printing System shall include all aspects of pricing per Offeror's proposes solution (labeled as items #1 and #4). Overage pricing is specified sperately in BidBuy (item #7 and item #8).
| QaA.004 | B.3 Areas of Concern/Challenges | 4 | Volume allocations | The bid refers to an image "as defined by one duplexed-single page." What % are letter and what % are ledger or larger? | IDHS anticipates the following: Monochrome = 95% will be Letter. Color = 95% will be Tabloid or Larger. |
| QaA.005 | C.11. Terms and Conditions | 11 | Contract terms and conditions | Upon clicking on the website listed under section C.11., there are a multitude of contracts listed. Can you please specifically link or provide the exact name of the Contract / Contract Terms to which you are referring? | The Term and Conditions for IT procurements has been added as part of this Bid Amendment. |
| QaA.006 | F.1.8 Transportation and Delivery; Subsection g.i. | 22 | Specified crate type and sizes | Industrial printing equipment is crated by the factory on a variety of sizes of wood pallets and crates in order to successfully and safely transport printers and components thereof. Occasional pallets may be oversized or packed according to factory and customs/transport specifications. Certain components of the specified printers larger than 40 x 48" by default, and cannot be placed on pallets this size. Is this okay? | Yes - IDHS has taken delivery of other equipment on oversized pallets and shipping crates. |
| QaA.007 | F.1.8 Transportation and Delivery; Subsection b. | 22 | Subsequent training | "Subsequent training will be provided by Vendor at the request of the agency within 72 hours of the request." Is this subsequent training for the life of the contract? | “Subsequent” training as we define it, is training related to full functional operation of one or more pieces of equipment, where multiple training sessions are required. If 3 separate trainings are needed to full leverage the capability of a machine, it’s usually not feasible to run those concurrently. So, Phase 1 training would occur immediately after installation so the machine can be placed into production; Phase 2 and Phase 3 trainings would be “subsequent” trainings, that we would schedule later with the Vendor to ensure we will be able to fully utilize everything the equipment can do. |
| QaA.008 | F.3.4. Proposed Technical Solution; High Speed Ink Jet Color Printers; Subsection h "Feed Trays" | 27 | Feed drawers | Can you please provide the number of sheets (or feed drawers) needed for each cutsheet inkjet printer? | IDHS expect the initial “start-up” training and whatever recommended operational training that the winning vendor says our operators need to fully leverage the equipment. Once we have trained operators, we can do in-house training for new operators, if needed. |
| QaA.009 | F.3.4. Proposed Technical Solution; High Speed Ink Jet Color Printers; Subsection K. Booklet Making | 28 | Booklet applications | Are all booklets to be at a finished size of 8.5 x 11"? If they vary, please detail how so by listing potential finished sizes. Of particular importance is the smallest booklet IDHS would like to produce as well as the largest booklet IDHS would like to produce. | All booklets done on the machines will be 11 x 17 Flat and 8.5 x 11 finished size, prefered 3 knife trim on the Color machine and Face Trim on the Monochrome. |
| QaA.010 | Ink Jet question | Ink Jet | Will ink be purchased separately or should ink be part of the impression/click cost? | All pricing must be submitted through the line items in BidBuy. It is at Offeror's discretion how to include various costs. Offeror may include in the clicks (total by system volume allowance + overage pricing lines), or in the consumables line Line (item #9) in BidBuy. In the event Offeror attaches any document with pricing info/explaining pricing, box must be checked to lock document until price opening. Failure to do so would result in disqualifiation. | |
| QaA.011 | F.3.5. Proposed Technical Solution; Monochrome Printer; Subsection h "Feed Trays" | 29 | Feed drawers | Can you please provide the number of sheets (or feed drawers) needed for each monochrome printer? | Presently, IDHS monochrome machines have 6,500 letter size sheets per "feeding unit". Presently some machines have two feeding units. |
| QaA.012 | F.3.5. Proposed Technical Solution; Monochrome Printer; Subsection J. Booklet Making | 30 | Booklet applications | Are all booklets to be at a finished size of 8.5 x 11"? If they vary, please detail how so by listing potential finished sizes. Of particular importance is the smallest booklet IDHS would like to produce as well as the largest booklet IDHS would like to produce. | All booklets done on the machines will be 11 x 17 Flat and 8.5 x 11 finished size, prefered 3 knife trim on the Color machine and Face Trim on the Monochrome. |
| QaA.013 | F.3.5. Proposed Technical Solution; Monochrome Printer; Subsection j "Booklet Making" | 30 | Bookletmaking | Are the bookletmakers to be provided on all monochrome printers proposed? | No, just one monochrome machine will have a booklet maker. |
| QaA.014 | F.3.4. Proposed Technical Solution; High Speed Ink Jet Color Printers; Subsection j "Booklet Making" | 28 | Bookletmaking | Are the bookletmakers to be provided on all cut sheet inkjet printers proposed? | No, just one color inkjet printer will have a booklet maker. |
| QaA.015 | F.3.5. Proposed Technical Solution; Monochrome Printer; Subsection j "Booklet Making" | 30 | Bookletmaking, specifically trimming | Does IDHS require face or 3 sided trimming for each of the bookletmakers proposed as part of the monochrome solution? | Facetrim for the single monochrome bookletmaker. |
| QaA.016 | F.3.4. Proposed Technical Solution; High Speed Ink Jet Color Printers; Subsection j "Booklet Making" | 28 | Bookletmaking, specifically trimming | Does IDHS require face or 3 sided trimming for each of the bookletmakers proposed as part of the cut sheet inkjet color printer solution? | Facetrim for the single color inkjet bookletmaker. |
| QaA.017 | A.3 | 2 | Offers Due | Due to the complexity of the RFP, would DHS be open to extending the due date from February 24, 2026 to March 10, 2026? | Due date and time has been extended to 2:00 p.m. on March 5, 2026. |
| QaA.018 | F.3.4 | 27 | High Speed Ink Jet Color Printers: Speed | The RFP states speeds of 936 images/minute cumulative are required. An Image is defined as one duplexed-single page. Does this also relate to the color units or will the response be 936 images/minute simplex? It was stated during the onsite visit that most color is single sided. | The definition of image is defined consistently throughout the RFP. Below is the language from F.3.4.a, which includes the definition of the image. |
a. Speed: To meet DHS printing needs presently, speeds of 936 images/minute cumulative are required. Describe how Offeror’s solution would meet this current need and any potential increase in need. Further describe how the printing system would maintain output speeds when running “spot color” or full color regardless of paper stock.
Note: Image is defined as one duplexed-single page.
| QaA.019 | D.6 | 16 | Price | In addition to a vendor's proposed RFP price, are any infrastructure improvement costs required by a vendor being considered in the overall scoring of the bid- i.e. HVAC ventation, water supply, compressors, increase in electrical supply, etc? | Scoring of proposals shall be based upon the metrics as stated in Section F.3 of the RFP. Price points shall be awarded solely based upon Offeror's line item pricing in BidBuy and application of the point formula as specified in D.6.2 of the RFP. |
| QaA.020 | C.1 | Offer to the State of Illinois Information and Technology | The question is, does something need to be signed? Can you provide some clarification on what is being asked here. | This is an attachment to the Bid (first attachment when viewing the Bid from the logged out side in BidBuy) . Each page should be completed and signed on page 3 where indicated. The completed Offer to the State is to be attached where indicated in BidBuy when Offeror is submitting the response in BidBuy. | |
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