BILL GILLILAND

PURCHASING DIRECTOR

RANDY E. SELF

ASST. PURCHASING DIRECTOR

AMANDA JENKINS

PURCHASING AGENT

SHARON PASLEY

PURCHASING AGENT

ADDENDUM #2

FLOYD COUNTY, GEORGIA

PURCHASING

In an effort to clarify some questions that have been asked, we are posting the following questions with answers:

1. The County is eligible to use Sourcewell Contract for Copiers, MFD, Printers, Scanners and Services Solutions (previously called National Joint Powers Association). Leveraging an existing contract will save the County time and resources as only the Statement of Work would need to be negotiated. Is this an option that a Vendor can utilize in its response to the County RFP? Because this is a “Request for Proposal” interested parties may submit responses that provides a plan that may be a solution to the County’s request.

Submission of an acceptable plan is the responsibility of the Vendor. The County Review Team will determine if it is the best plan that suits the needs of the County. If a vendor uses the “Sourcewell” contract as a basis for pricing and conditions, it will be reviewed the same as any other submittal.

2. Please clarify what is meant by “Proposal quoted shall remain effective for up to 48 months provided all parties are in agreement.” Is this request related to having main pricing valid for 36 months, but with a possible + 12-month extension? Or as per ‘Proposal Specifications’ page 17, Term should be provided as 36 Months + 2-year extension pricing. Initial Contract will be for 36 Months with two (2) one-year extensions upon approval of both parties. 30-day notice of renewal will be extended prior to the end of 36 months and 48 months which could mean a total of 60 months.

3. Please confirm the required price validity for the proposal? This should be 60 days, however, the vendor is free to offer a longer period.

4. Please clarify if the mentioned moving is required for the initial device installation only? Or is moving required during the term of the Contract. If so, please confirm the County is OK to receive a price per Move/per device to be paid per event. When delivering machines, the vendor is responsible for all cost for delivery set-up moving, etc. This includes the machines currently in place and new machines being delivered. This RFP does not include any future movement that may occur after the initial removal and installation.

TO: ALL PROSPECTIVE BIDDERS

FROM: Bill Gilliland, Purchasing Director

DATE: OCTOBER 31, 2022

SUBJECT: BID #22-046 Floyd County Copier Lease and

Maintenance Agreement.

Twelve East Fourth Ave. Suite 106 ROME, GEORGIA 30161

PHONE (706) 291-5118 FAX (706) 290-6099

5. Are Vendor’s Certified partners permitted to do some simple activities such as installation, knowing that

Vendor will coordinate all the activities and own the entire responsibility? The Vendor providing the RFP is completely responsible for all activities relevant to the execution of the contract during the removal and reinstallation of machines. Certified Partners are acceptable provided that their activities are invisible to Floyd County in terms of performance. No separate billing for Certified Partners is acceptable.

6. In option 2, is the vendor expected to pay the current Service Provider the buyout fee, or will Floyd County manage that responsibility? Also, will Floyd County coordinate the removal of those devices, or should the awarded vendor provide support with the mentioned task? Vendors that provide a response under Option #2 are expected to buy out the current service providers. Floyd County will assist with notifications to the departments regarding the transition schedule but will not be responsible for coordination of the removal of machines.

7. Are Vendors required to bid in both Option One and Option two? Or can Vendors provide proposal pricing just for one of the options? Vendors are not required to bid both options but it is preferred.

8. The current fleet includes devices that are not 11x17 capable. To avoid the overload of the future fleet, please confirm it is acceptable for the vendor to propose a future fleet design that includes the equivalent replacement even if that implies not meeting the 11x 17 requirement? It is acceptable, however, it may be a deciding factor when reviewing the specifications that best fit Floyd County’s needs.

9. Current fleet includes devices with speed less than 45 ppm. To avoid the overload of the future fleet, please confirm it is acceptable for the vendor to propose a future fleet design that includes the equivalent replacement even if that implies not meeting the 45/50 ppm requirement? It is acceptable, however, it may be a deciding factor when reviewing the specifications that best fit Floyd County’s needs.

10. Does the County require pull printing (secure release) or only job accounting? All copiers currently are in use in each department for daily operations.

11. Are Vendors authorized to provide an additional Excel document with detailed pricing tables for proposals?

Since this is a Proposal, it is acceptable.