Response to Offeror Questions document.docx
DOCX document 19 KB Posted
- Attached to
- NSU Managed Print Services
- Solicitation number
- 26RFP-NSU-2601
- Issued by
- Brown County, South Dakota
About this file
This is a Response to Offeror Questions document for Northern State University's Managed Print Services RFP in South Dakota. The document addresses eight categories of vendor inquiries regarding the university's managed print program covering approximately 65 multifunctional devices and printers across its Aberdeen campus. NSU has committed to providing vendors with updated Attachment B files containing device inventory information, annual usage data from July 1, 2025 to July 1, 2026, paper tray quantities, and finisher specifications. The university currently utilizes PaperCut MF for all multifunction devices and standard LaserJets on the print management plan, with authentication through NSU credentials synced with Active Directory rather than card readers or badges. Vendor walkthroughs of campus are permitted July 31 through August 4 between 9:00 am and 3:00 pm to assess potential device consolidation opportunities. Proposals are due August 7, 2026, with a fully functional solution required by September 25, 2026, and the contract runs through June 30, 2031, with options for additional one-year extensions.
NSU is open to recommendations regarding the continuation or transition of the current PaperCut maintenance and support agreement, which costs $1,022 annually, and vendors should include costs to license all devices for HP-OXP to track copies by account if feasible. The cost proposal must include all consumables, parts, labor, and software licensing, with vendors providing a monthly lease price column for any replacement devices. Currently, HP provides monthly FMAudit reports showing mono and color impressions by printer, which NSU supplements with PaperCut reports broken down by cost centers for departmental billing conducted monthly. The contract amount is to be determined through negotiation with the highest-ranked offeror, and NSU reserves the right to negotiate with successive ranked contractors if negotiations fail with the first-ranked vendor. Inquiries should be directed to Sean Meyers at Sean.Meyers@northern.edu with subject line "RFP #2601."
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment B - NSU Printer Inventory.xlsx | XLSX spreadsheet | |
| RFP Document.pdf |
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Text version
1. Can you please provide an excel file that contains all of the device inventory information from Attachment B?
a. Is it possible for this to also include print volume information by device?
· Response: Yes, NSU has updated Attachment B to include annual usage from July 1, 2025 to July 1, 2026.
b. Is it possible to have this also included number of paper trays on each device?
· Response: Yes, NSU has updated Attachment B to include quantity of paper trays based on currently available information.
c. Is it possible to list of any of these devices have internal or external finishers with staple and or hole punch options.
· Response: Yes, NSU has updated Attachment B to include finishers. Currently, however, no devices on the managed print program have internal or external finishers.
2. Does NSU currently utilize PaperCut MF for all multifunction devices?
a. Response: Yes, NSU utilizes PaperCut for all MFPs and standard LaserJets that are on the current print management plan. Key features of PaperCut utilized by NSU include:
· Assigning users to cost centers to track print charges;
· Assigning students to Illumnia (formerly Transact);
· Generate various monthly and ad hoc reports;
· Utilizing PaperCut client to enable student prints to university devices via their personal devices.
3. Do all MFP devices currently have card readers for badge authentication?
a. Response: NSU does not currently use card readers or badges for authentication. Faculty and staff authenticate using their NSU credentials when signing into their computer. PaperCut is synced with our Active Directory. Students authenticate using their NSU credentials through the PaperCut client.
4. Does NSU intend to continue to pay its annual M&S for PaperCut to current PaperCut vendor or is it the intention of NSU to move the M&S to the new MPS vendor?
a. Response: NSU is open to recommendations that are the most feasible for the university. The current cost of PaperCut is $1,022.00 annually.
5. Is everything listed in section 23. Chargeback and Department Billing Requirements completed using PaperCut currently?
a. Response: Currently, HP provides NSU with monthly reports using FMAudit to show the number of mono and color impressions by printer. NSU generates PaperCut reports to further break that down by cost centers and bills departments based on those reports. Billing is conducted monthly.
6. If a new device is suggested to go in place of a current device, where do you want that monthly lease price listed?
a. Response: Please add an additional column for monthly lease price.
7. Will walkthroughs of campus be allowed to determine if any consolidation of devices is possible?
1. Response: Yes, vendors should coordinate directly with Technology Services to set up walkthrough times. Dates available are July 31 through August 4, with start times between 9:00 am to 3:00 pm. Please contact the following individuals to schedule a walk-through:
Chelvan.Arunasalam@northern.edu Jodi.Casanova@northern.edu Debbi.Bumpous@northern.edu
8. Should the proposal include the cost of HP-OXP on all devices?
1. Response: NSU currently licenses one printer through the single, free HP-OXP license provided by PaperCut to track copies on that device. Currently, NSU cannot track copies by account but would prefer to do so if feasible. Please include costs to license all devices for HP-OXP. NSU and vendor will determine the final devices that will be licensed for HP-OXP to track copies.
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