Response to Offeror Questions document.docx

Questions and Answers to Print Management RFP

RFP # USD10072024

1. There is reference to 500 desktop printers that need to be included under the MPS offering – do you have information about this list of printers? Make, Model, Print Volume, Location?

A: The printer inventory will be posted as an addendum on the State’s website and sent to vendors who inquired.

2. Do you have maps with floor plans for where the networked printers are located?

A: Yes, responding vendors will be able to view building floor plans. Vendors should contact the person of contact at the email address provided in the RFP (Chris Phillips) for a link and password to access the floor plans.

3. Regarding the system that utilizes Coyote Cash – how many machines are required to have the payment system included?

A: All MFDs will require the card readers, plus the possibility of a few printers.

4. If we’re interested in proposing a replacement for your current Pharos billing system, how many total multifunctional copier devices would be embedded (authentication, copy tracking and secure print release), and how many total single function printers would be embedded (authentication, secure print release)?

A: See number 3 above.

5. What is the technology in the physical student Coyote Cards (RFID Proxy, Magstripe, Barcode)?

A: Transact Campus ID, All card systems must be compatible with NFC connectivity for physical cards, Android and IOS devices.

6. What is the payment system running Coyote Cash campus card system (Blackboard, Transact, Cbord, Cashnet, etc.)?

A: Transact Campus, Pharos is the intermediary technology that accounts for and charges for copiers. Funds are kept on account in the Transact system.

7. If we choose to re-use your existing current card readers (please share, make and model of card readers) or we can quote new card readers with the new equipment that will be embedded with copy/print tracking if preferred?

A: Transact MRD5

8. Can you please list a configuration guide for the copiers. (Ex: 2 drawers, fax, stapling...)?

A: Digital Copier, with 1 GB Memory and 2 X 550 Sheet Paper Drawers plus additional 2,000 drawer, 3200 Sheet Paper Capacity, RADF, Automatic Duplex, Fax, Scan to Email/Network, Automatic Stapling, 3 Hole Punch, 100 Sheet Bypass, Electronic Sorting, Cabinet, 5-1/2x8-1/2 minimum copy, OCR

9. What financial or logistical obligations that are expected of the awarded vendor for the current leased fleet of the hardware.

A: None, all leased devices will be returned to the lease holder.

10. Are you open to a walk thru before RFP is awarded or is this planned after the award has been made.

A: Pre-proposal walkthrough will not occur due to Schedule of Activities timeframe. However, we will provide floor plans to help support your proposal submission. After review of all proposal USD may request and onsite presentation from any or all vendors. At that time, we may offer a campus walkthrough.

11. 3.3 states that there are over 500 desktop printers of various kinds that are in offices, libraries, and labs. Is the pricing to maintain these devices to be included with this the RFP or will it be addressed after the copier quote has been submitted?

A: Pricing for maintaining networked printers should be included in the proposal. Please see printer inventory addendum.

12. How are end users releasing their print/copy jobs. (Badge, Pin, Mobile Device, QR code, etc) A: Local device authentication, via username/password, or NFC Mobile Devices, or NFC Badge. Some devices do not have secure release capabilities and jobs are immediately printed, post authentication, upon submission to device.

13. Page 13 states consumables as staples. Does every MFP currently have stapling, punch, extra paper drawers or fax? If not, do you have a breakdown on each device with included accessories?

A: All the MFDs have these features.

14. On page 13, under the labor section states (b) installation of consumables and parts, can you elaborate on the expectations or what this means?

A: Consumables such as staples and toner will be installed by the users. All repair parts must be installed by successful vendor.

15. Describe how data will be purged from old copiers & printers…Wouldn’t it be the responsibility of the current vendor with the leased machines? To handle the wiping and data removal of the leased machines. Does this pertain to equipment owned by USD?

A: Selected vendor will not be required to purge data from current leased devices. Some USD owned devices contain local device information cache. The selected vendor must purge and wipe the USD devices upon device retirement. Any devices leased from the successful vendor must be wiped when returned to the vendor due to repair or end of lease.

16. Are the students’ releasing jobs with their badges from printers or using copiers?

A: Both.

17. Would a vendor be allowed to meet for collaborative discussion on improvements? This would allow managed services providers to discuss the differentiators of their print programs.

A: After proposals have been submitted USD may request an onsite presentation to clarify the vendors proposal and capabilities.

18. Will you accept hard copies of the proposals? It will be tough to have the proposal organized and tabbed with labels if it is electronic.

A: Please submit proposal electronically to the email address in the RFP. A table of contents is preferred, tabs are not required.

19. Do you have an example of a Web Based Portal?

A: No, we currently do not have an example. If your company does have a Web Based Portal please provide an example in your response.

20. Does USD Current own the Pharos licenses and card readers?

A: USD owns Pharos licenses for unlimited printers and the existing fleet of MFCs. We own Transact Campus MRD5 card readers for the existing fleet of MFCs.

21. What do students currently use to pay for prints? Do they currently use Pharos?

A: Yes, all student accessible machines utilize MRD5 readers and pay with funds from the Transact campus system, via Pharos UniPrint.

22. Is USD expectation that the vendor does the bill back for staff and students, or will USD to handle that?

A: No, USD will handle internal billing. However, the awarded vendor must have accurate reporting to support the billing process.

23. Should the pricing be for 75 even or will we have the ability to look at rightsizing and standardization?

A: Pricing should be by device and vendor may propose the number of devices to right size.

24. Other than the current leased devices included with RFP, does USD have any owned copiers that are not on the list?

A: USD does own a few MFDs but they are included on the list.

25. For monitoring software that are currently running, are policies, terms, and conditions documentation required.

A: No, we will have already reviewed terms and conditions of software that are currently being used. Not required for the existing Pharos system.