Questions and responses.docx

Responses to Supplemental Questions How important is the 7-bin tray? If we are unable to supply this, will the bid be disqualified?

The 7-bin tray is not a critical requirement for the copier/printer solution. If you are unable to provide a 7-bin tray, the Port will still evaluate the proposal and consider it responsive to the RFQ requirements.

Do both locations need 11" x 17" (tabloid) printing, copying, and scanning?

11" x 17" printing, copying, and scanning capabilities are required at the 600 SE Bay Blvd location. These capabilities are not required at the other location.

Service Response: In Section 22, does "response time of four hours or less" mean a phone or remote response with next-business-day onsite service, or a technician onsite within four hours?

The Port does not reasonably expect a service technician to be onsite within four hours. A phone or remote response within four hours is acceptable. Onsite service may be scheduled as appropriate based on the nature of the issue.

Current Equipment: What make and model are the two current devices? Do you own them outright?

The Port currently leases the existing equipment. At the conclusion of the lease term, the Port has the option to purchase each device for $1.00. The current devices are Kyocera’s.

Address: Section 4.1 lists 600 SW Bay Blvd for the first device, and the contact block lists 600 SE Bay Blvd. Which is correct for delivery?

600 SE Bay Blvd is the correct address for delivery.

Submission: Should the PDF response be emailed to you?

Yes. Proposal responses should be submitted in PDF format via email to mbrown@portofnewport.com.

For the Marine Science Drive location, the RFQ lists a 3-bin mailbox. Is this a critical feature?

No. Similar to the 7-bin mailbox requirement at the Bay Boulevard location, the 3-bin mailbox is not considered a critical feature. Equivalent functionality, such as standard finisher-based print sorting, is acceptable.

Regarding your current equipment, please confirm that the existing units will be removed or relocated to accommodate the new equipment.

Yes, the current equipment will be removed or relocated. The current lease expires in February. At that time, the Port may exercise its option to purchase the equipment for $1.00. The Port will then determine whether to retain, relocate, dispose of, or sell the equipment if the successful vendor is not interested in purchasing it. The existing equipment will be removed from the installation area to allow the new equipment to be delivered and installed.

If the new solution is not purchased outright, is a 60-month lease the preferred term?

Yes. If the solution is not purchased outright, the Port's preferred lease term is 60 months.

The RFQ identifies two devices as part of the current scope. Do you anticipate this procurement serving as an initial phase of a broader copier/MFP refresh, with additional devices potentially added in the future?

No. As part of this RFQ, the Port does not anticipate adding additional devices. The devices identified in the RFQ are intended to serve the Port's two primary administrative locations.

The Port also operates three additional locations: the International Terminal, Commercial Marina Operations, and South Beach/NOAA Operations. However, printing and copying volumes at these locations are minimal, and the Port does not currently anticipate including them in this procurement.

The RFQ references 7-bin and 3-bin mailbox requirements, which appear to align with a specific manufacturer's configuration. Can you clarify whether this functionality is currently deployed in the existing environment? If so, please provide additional details on how the mailbox feature is being used today and whether equivalent functionality would be acceptable.

The 7-bin mailbox feature is not a critical requirement for the copier/printer solution. If a proposer is unable to provide a 7-bin mailbox configuration, the Port will still consider the proposal responsive and evaluate it accordingly.

The Port currently utilizes a 7-bin mailbox at its Bay Boulevard location; however, equivalent functionality that provides a similar means of separating print jobs or users would be acceptable.

Can you clarify whether you are seeking an on-premises or cloud-based print management solution?

We are seeking a cloud-based print management solution. The Port does not maintain on-premises servers due to its location within a tsunami hazard zone and its preference for cloud-based systems and data storage.

The preferred solution should:

· Not require on-premises print servers.

· Integrate with Microsoft 365.

· Support scanning directly to cloud storage locations such as SharePoint or OneDrive.

· Require minimal configuration, administration, and ongoing maintenance.

The Port seeks a cloud-managed printing and scanning solution that supports local printing while maintaining document storage and management in the cloud.

Will the print management solution be used exclusively by Port staff, or will it also need to support public, student, or other non-staff printing requirements?

The print management solution will be used primarily by Port staff. However, there are occasional situations where customers request document printing services from the Port.

Ideally, Port staff would like the ability to print documents for members of the public and charge a fee for the service when appropriate. That said, this functionality is not a core requirement. If supporting public/customer printing would significantly increase the cost or complexity of the solution, the Port is willing to forgo this capability and limit the system to staff use only.

In summary, the solution should be optimized for Port staff, with optional support for occasional customer printing as a desirable, but not required, feature.

If non-staff printing is required, could you provide additional information regarding the user devices involved (e.g., Chromebooks, iPads, or other devices) and the authentication methods currently in use?

The Port does not currently provide direct printing services for external users and therefore does not have an established environment, supported device list, or authentication method for non-staff printing.

Any occasional customer printing would be performed by Port staff using Port-managed devices and accounts. As a result, no special support for external-user authentication or customer-owned devices is required.

Does the print management solution need to support guest printing or printing by external users, such as volunteers, community groups, or other temporary users?

No, the print management solution does not need to support guest printing or printing by external users, such as volunteers, community groups, or other temporary users.

The solution will be used almost exclusively by Port staff. While the Port may occasionally provide printing services to customers through Port staff, there is no requirement for direct public access, guest accounts, self-service printing, or temporary user printing functionality.

As a result, support for guest or external user printing is not considered a requirement for this project.