Response to Offeror Questions document.docx

Question

The current implementation timeline is 6 months because the services provided under the existing contract expire on March 1, 2026. Vendors are encouraged to stick to this timeline where possible, but if needed can provide alternate implementation timelines and justify those timelines. The State’s main objective is to avoid disruptions in service or any shortages of license plate inventory.

It is respectfully suggested that these three items belong in separate RFPs in that bundling them together severely restricts or eliminates competition, almost certainly to the benefit of an incumbent vendor only.

The scope of this RFP has been extended significantly from its original form in 2012 to the point where it is now anti-competitive. It is respectfully requested that the RFP in its current form be cancelled and issued as separate RFPs (possibly three) that would foster competition rather than limiting responses to the incumbent vendor only.

Vendors are permitted to work with subcontractors for the services that are outside of their own business model. The RFP is soliciting services from two existing contracts that expire at the same time and are related services.

No, the State is unable to extend the inquiries deadline.

4.

Would the State please consider visits to the DMV and field offices in order to gain full insight into all three components of the RFP, namely POD, and fulfillment as well as the plate manufacturing piece. At present the provision of a visit only encompasses insight into plate manufacturing.

Please reach out to Morgan Maier to coordinate visits to the county or field offices. The fulfillment center is owned and operated by the current vendor and will not be open for visits.

The required annual capacity of the printers is 3,000,000 plates per year. The 1.6 million plates referred to in Section 3.3.2.2 are plate pairs rather than individual plates.

6.

When during the contract would the state expect to use the 3,000,000 annual capacity stipulated for the printers?

See answer to question 5.

7.

It is respectfully pointed out to the State that ink jet printers are typically made for continuous/daily use and both printers that would be installed at PI would require daily use if costly maintenance issues and breakdowns were to be avoided. Would the state consider thermal transfer printers which are much better suited for the usage this project will require?

No, the required machinery remains as stated in the RFP.

8.

Would the state accept one ink jet printer or a thermal transfer printer with an annual capacity in excess of 3,000,000 provided the vendor has another such printer available at its DR site?

No, the State requires two inkjet printers as stated in the RFP.

9.

One thermal transfer printer is capable of printing the maximum annual requirements of this RFP would the state therefore consider thermal transfer printing technology as it is better suited to start stop printing that will be required for any contract arising from this RFP.

Answered in Questions 7 & 8 above.

10.

Section 3.3.2.3.1 indicates a blanking line capacity of 3000 to 4000 plates per hour and a requirement for two simultaneously operating blanking lines which would give an hourly capacity of 6,000 to 8000 plates per hour. Would the State please provide hours per day during which inmate labor will be available and days per year so that accurate usage calculations and maintenance requirements can be made for the equipment.

Production takes place during a 7-hour day, 5 days per week. It is not possible to state the days of the year that inmate labor will be available to produce plates because of unforeseen circumstances such as lock downs or staff leave.

11.

A single blanking line can fulfill the States annual requirements in approximately 100 days (assuming 4 working hours per day only) during the States highest volume year (approximately 1.6 million license plates). With this in mind, how long will the chosen vendor have to complete the second blanking line?

The Vendor must provide two functional blanking lines at the time set for production to begin under the contract.

The state does not intend to have blanking lines running 4 weeks per year. The equipment required is stated in the RFP.

Maintenance is performed on the equipment every 6 months by the current vendor on all equipment in the shop. Each piece of State owned equipment is at least 40 years old.

The current vendor would be responsible for removing their own equipment. Any Vendors involved should work together to complete the transition in a professional manner.

In March of 2023, 274,091 plates were manufactured. In that month, the highest single-day production volume was approximately 20k plates.

The State requires new documentation that applies to this project.

If the vendor plans to use the state-owned equipment, the vendor would be responsible for moving that equipment.

If a new prison is built and the print shop needs to be moved to a new facility, a separate agreement may be entered into at a later date. It is not expected that the vendor incorporate moving costs for the possible new prison into the pricing for this proposal.

19.

Moving blanking lines and printers is expensive and to expect that this move is paid for solely by the vendor, favors the incumbent vendor, as their cost for the move has already been amortized over the current contract period.

Refer to the answer for question 18.

Vendors may prepare bids with the use of subcontractors if clearly identified in the Vendor’s proposal. If the Vendor plans to use subcontractors, it must establish which services subcontractors may perform. Besides making the vendor’s use of subcontractors abundantly clear in the proposal, no other process is required prior to bidding. All subcontractors must meet the State’s contractual Vendor requirements.

Refer to answer for question 10 above.

The Vendor is responsible for replacing defective State-owned equipment if it cannot be repaired. The Vendor will maintain ownership of equipment replaced by the Vendor.

The sheeting is inspected immediately prior to, during, and after printing by PI staff. The Vendor is responsible for providing quality control guidelines.

In March of 2023, 247,091 plates were manufactured. In that month the highest single-day production volume was approximately 20,000 plates.

Thermal printers are included as part of the contract and should be factored into the cost sheet. Additional printers shall be provided at no additional cost to the State. The State will initiate any request for additional printers, with opportunity for input from the Vendor.

The current vendor provided initial training at each office during setup and implementation. Follow-up training is conducted upon request using in person visits, remote sessions, and/or documentation revisions as appropriate. Additional training has been provided upon request as processes and equipment changed over time.

This is not a mandatory requirement.

The State is open to this possibility. The Vendor is encouraged to provide a cost sheet for both this manufacturing process and the current/requested manufacturing process.

Yes, the requirement applies to both front and rear plates.

This was an oversight in the RFP. The State would like to remain at the .75 inch security mark.

This was an oversight. The State expects digital inkjet printing.

32.

Please confirm that all equipment must be new as allowing the use of used equipment currently in place and supplied by the incumbent vendor will favor the incumbent rendering RFP process anti-competitive.

The contract does not assume new or used equipment. Please detail the equipment proposed and factor that equipment into the cost estimate for the proposal.

33.

Given the small license plate production volumes and the high cost, redundancy and necessary/ongoing equipment maintenance needs, would the state alternatively consider third party sourcing for all South Dakota Plates?

Not at this time.

The Vendor is responsible for purchasing these supplies and should include them in its cost proposal. The items are not provided by the State.

Yes, the State is open to considering cost reduction methodologies. Please propose additional cost sheet(s) for the State’s consideration.

36.

Inkjet printers typically have requirements around airflow and exhaust that is not required for thermal transfer printing. If the current room being used by PI for printing requires an upgrade to the HVAC system to accommodate the change to digital printer, will this cost be covered by the State, PI or the Vendor?

The current HVAC system was installed approximately within the last 5 years. The printing room is a closed, climate-controlled room with a dedicated HVAC system and dehumidifier.

The State is open to this possibility. Please provide examples of the proposed manufacturing process and include a relevant cost sheet.

A State workgroup is currently vetting construction sites and plans, but it is not currently possible to accurately predict the timeline or location.

The required integration with 605 Drive is for the print on demand system. Data collected should track when a plate print order is received, when a plate is printed, and when there are any issues with printing.