District Copier Fleet Management Services and District Print Center Management Services

Number: RFP 23-19

Addendum # 2

The information contained in this document shall become an official part of the original document and shall be acknowledged as noted on the Proposal Certification Form (Form 2) of solicitation document in the space provided. Failure to acknowledge receipt of an addendum may result in a status of non-responsive. Firms are encouraged to review the contents of this document and to respond accordingly.

Addendum No. 2 is being issued to respond to the following questions submitted, provided attachments with additional information, add an additional requirement to Scope 2 requirements, and extend the closing date of the solicitation to Tuesday, November 1, 2022, at 11:00 am.

Question: Response:

1. There seems to be conflict in the solicitation document between paragraph

10.0 on page 22 which states that the award will be 1 year with 2 additional one year options and includes the ability to increase costs up to 5% for each of the 2 renewal years, and paragraph 17.0 on page 28 which states that it will be a 3 year contract with 2 additional 1 year options with no price increases. Can you please clarify?

This question will be answered in Addendum #3

2. Attachment C – There seems to be a conflict between the paragraph 1.9 which states that devices should be specified based upon the school enrollment, and paragraphs 2.10 and 2.11 which state that both the main office and teacher devices should be 50PPM BW.

The number of devices is based on enrollment. All devices, both the office and teacher devices, must be at least 50 ppm devices.

One statement defines the number of devices while the other statement defines the minimum ppm specification.

3. Is SCCPSS holding any meetings with local MBWE suppliers that might provide an introduction for partnering on this response?

No.

4. Will SCCPSS be providing a standard pricing template for all suppliers?

We are allowing the respondents flexibility in how they provide pricing.

The proposals should clearly define monthly cost to the

District for each device proposed. Monthly cost should include all hardware, software, consumables, and services.

Addendum # 2

Question: Response:

5. Can we visit the print shop to better understand the setup and working environment?

A site visit to the Print Center is scheduled for Friday, October 14, 2022, at 9:00 am.

This visit will be solely for vendors to review the District space available along current utility locations.

A list of the District owned equipment in the Print Center is provided. See Attachment 3.

6. Will SCCPSS own the 3rd party equipment in the print shop? If not, what will need to be replaced?

The existing contractor’s equipment will be replaced with your proposed equipment.

7. Under Scope 2, section 4.1, the RFP mentions “5 contractor provided staff”, but the “Vendor Staff” listing only includes four positions. Which is correct?

The number of staff provided is up to the responder and should be based on the labor needed to accomplish the job with the solution provided.

District staff will only handle graphic design, mail/courier, and paper ordering.

Currently there are four (4) contractor staff in the print center and one (1) contractor staff supporting fleet.

8. To clarify section 17.0 “Performance

Period”, is the district requesting an initial

36-month contract term?

See response to Question 1.

9. Please clarify device configurations for the production printing equipment in the print shop.

It will be the responsibility of the Offeror to identify the vendor provided equipment necessary to support their proposed solution.

10. On Attachment C, section 1.5, is SCCPSS requiring that the vendor provide a fleet first responder/manager on-site 8 am – 5 pm, Monday – Friday?

We are requiring the responder provide a dedicated person to be the first responder to fleet device issues and to maintain all software solutions that are required for the operation of the fleet.

For example, if the responder proposed Equitrac, then this person would work with vendor engineers to manage, maintain, and troubleshoot the Equitrac and print server environment for the fleet.

Addendum # 2

Question: Response:

7:30 am – 4:30 pm Monday – Friday. Contractor should observe District holidays and are not expected to be onsite for those holidays.

11. Is SCCPSS willing to commit to the volumes provided in the RFP in exchange for a lower service rate?

We are willing to see that as an option, but you must also provide pricing with no commitment to the volumes stated.

12. Please describe customized billing breakout and configuration requirements.

Billing needs to be broken down by department as defined by our Active Directory department attribute for each user.

The district does not want to maintain additional account numbers in Active Directory and therefore requires vendors to use the department field.

13. Is Savannah-Chatham Public Schools open to an alternative proposal for the fleet that is optimized and right sized based upon historical usage?

Alternate/optional proposals are welcomed as long as you also provide what is requested.

14. Does licensing for RightFax need to be included, or simply the ability for the device to integrate? If licensing is required, please provide the number of users.

RightFax device license needs to be provide by the vendor and included in your base/per click cost.

User licenses are provided by the District.

15. Will Savannah-Chatham Public Schools consider an extension of the due date to provide at least two weeks to complete the response after the questions have been answered?

Closing date is extended to Tuesday, November 1, 2022, at

11:00 am (ET)

16. Can the deadline be extended? Closing date is extended to Tuesday, November 1, 2022, at

11:00 am (ET)

17. On page 18 of the RFP, Section 3.6, item

3.6.2 the term “unlimited supplies” is used. Could the District please advise what is meant by this term?

Toner, staples, and any other device consumables, with the exception of paper.

18. Does the district own the instance of

WebCRD current in use in the Print

Shop?

If so, is the bidder to provide the cost of maintenance and supply only?

Bidder is to provide the software license, maintenance, and support needed to run the solution.

Addendum # 2

Question: Response:

19. Is it the intent of SCCPSS to have the vendor absorb both District and current vendor staff positions, or just vendor?

If just current vendor staff are to be absorbed, can the District explain how they are currently managed?

No. The intent is for the bidder to provide the staff they feel are needed to implement and manage their proposed solution. District staff handle graphic design and mail/courier functions. The vendor is responsible for managing print orders and packaging them for delivery.

The current vendor has an onsite coordinator that handles their team. We expect the selected bidder to hire and manage their staff.

20. RFP 23-19 Attachment C Functional

Checklist – Section 1.5

What are the activities the “Dedicated

Onsite Fleet Service Technician” is expected to provide support with on a day-to-day basis?

Where does the resource need to be located?

Training on devices, management of the print infrastructure for the devices to include the account management solution and any servers that are required.

They are also expected to handle first response to the devices.

Resource location is at the vendor’s discretion. The

District may negotiate workspace on District property.

21. RFP 23-19 Attachment C Functional

Checklist – Section 1.9

Could you please detail what the enrollment bands (300-750, 751-900, etc.)

are based on (students, AMV volume, or else)?

And where that information could be found?

They are based on student enrollment at each school.

The current student enrollment is provided as Attachment

5.

22. RFP 23-19 Attachment C Functional

Checklist – Section 1.9

Could Savannah please detail what characteristics (Mono or Color, speed, paper size, MFP or SPF) are required on each of the teacher devices listed “Large”, “Medium” & “Small”?

Also, please let us know the configuration required (example, do they need to be floor or desk devices, any booklet or staple requirements, fax? etc)

Mono, letter, and legal size. All devices must be a minimum of 50 ppm. The medium devices should be a minimum 75 ppm or greater. The large devices should be a minimum of 100 ppm or greater.

All models shall be floor models. All school/department devices need to support stapling with support for letter and legal sized paper. They all need to be floor devices.

Addendum # 2

Question: Response:

23. RFP 23-19 Attachment C Functional

Checklist – Section 1.10

Will it be acceptable instead of emailing this information for the customer to download from the vendor portal?

We require that this be sent by the vendor to simplify access for our site administrators so they can focus on the instructional process.

24. RFP 23-19 Attachment C Functional

Checklist – Section 1.14

Could you please confirm the SLA required is 4 business hrs response time with a fix time of 5 business days?

The requirement is resolved in 5 days.

25. RFP 23-19 Attachment C Functional

Checklist – Section 1.14

Please kindly expand on the financial penalties for not meeting SLA’s.

Example: how penalties will be applied, % of unresolved tickets, % of penalty, etc.

We expect vendors to propose these, and they will be negotiated with the awarded vendor prior to contract execution.

26. RFP 23-19 Attachment C Functional

Checklist – Section 2.10 & 2.11 +

Attachment E

“Each school will get a minimum of 2 devices for teachers in addition to the office device. All devices will operate at

50 ppm or faster.”

Could Savannah please confirm if the devices listed in “Attachment E” includes both categories of devices (school office and teacher devices)?

It does.

27. Section 2.0 General Description of Goods and Services requested. Scope 2

Is it possible for Savannah to allow vendors to do remote monitoring/assessment for the District

Central Print Center for 4-5 weeks, and then propose proper design and solution?

We will not be able to bid on Scope 2 due to the way the current Print Shop is designed, however, after proper assessment we might be able to offer a new solution.

Remote monitoring of the equipment in the current print center is not allowed but we can provide current metrics.

See Attachments 2, 3, and 4.

Addendum # 2

Question: Response:

28. Attachment A: Section 3: Scope 1 – Fleet specifications.

Under section 3.5.4 it refers to “Support for customized billing breakout and configuration”. Could you please provide additional details/examples on the expected customized invoice?

We expect all billing to be based on the department as defined in the "department" attribute of Active Directory.

29. Attachment A. Section 8 – Scheduling

Can the District clarify the “District scheduled requirements” comment? Is there available a deployment schedule that can be shared with vendors?

Bidder is expected to propose the schedule. We do not currently have proposed schedule.

30. Section II. Subject C – Advertising dates

In order to provide Savannah-Chatham

County Public Schools with the most comprehensive and competitive-price RFP response, we request that the due date is extended for 2 weeks after final answers to all vendor questions are uploaded.

QUESTIONS 31 – 54 SCOPE 1

31. Section 1.9 list the requirements to quote

MFD’s based on enrollment bands per school. What are the requirements for the

District Office machines that need to be replaced? How many district office machines need to be replaced and the minimum ppm?

There are 3 shared devices that should be 100 ppm or greater.

Department devices should match the size of a school office device with a minimum of 50 ppm. The current device inventory shows what is currently allocated but this may not be what is done on the new contract. The district reserves the right to adjust device numbers based on needs at the time the contract is finalized.

32. Section 1.9 states to quote large, medium, and small teacher devices based on enrollment bands per school. What constitutes as a small, medium, and large machine? For example, minimum ppm for each?

• Small – 50 ppm or greater

• Medium – 75 ppm or greater

• Large – 100 ppm or greater

33. Section 2.11 states all devices should operate at 50 ppm or faster. Should I assume a 50-ppm machine is considered a

“small” teacher device?

See answer to Question 32.

Addendum # 2

Question: Response:

34. What type/model of card reader is currently being used?

The vendor should propose an HID/Proxcard 2 compatible card reader that will work with your proposed equipment.

35. Please provide current cost accounting solution. Equitrac (version 4.x, 5.x)

(Office, Express, Professional) others?

Equitrac is the current cost accounting solution. The vendor should propose the cost accounting solution that meets District requirements.

36. Is the school utilizing payment gateways?

Cbord, Transact, Blackboard etc?

No.

37. Please provide detail on network infrastructure. Windows 2016, 2019 or

2022 servers. Are servers running on

VM’s on prem?

The district is primarily a Windows Active Directory environment, but we have Linux and Windows servers.

Vendors are open to propose print solutions that will work within our existing environment, but the vendor must provide all support for the applications and servers they run on. The current implantation is on Windows print servers that are maintained by the vendor and the district.

We prefer for the vendor to fully support this on the next contract.

We have MacOS, Windows OS, Chrome OS, and Apple iOS devices.

38. Mac OS X, Chromebooks, Linux? We have MacOS, Windows OS, Chrome OS, and Apple iOS devices.

39. Number of print servers? The current vendor has 1 print server and 1 Equitrac server.

We do not mix the district printers with the managed fleet.

40. Is SQL being used, what version? The district has multiple versions but prefers for any solutions from the bidders to be contained on your servers and managed by your staff.

41. How many vendor provided, onsite personal are in place today that provide break fix?

The current vendor has 1 onsite person dedicated to the fleet and 4 staff in the print center.

The district staff handle graphic design and management of the courier contract.

Addendum # 2

Question: Response:

42. Are toner requests and deliveries self-managed by the individual school?

Theoretically, the devices report toner needs automatically, and toner is sent to the school just in time. This is the preferred model as we want to limit the impact on school staff so they can focus on the instructional process and not copier management.

43. Is desktop toner delivery or management services required?

This contract will not involve any desktop printers.

44. Are first responder services required at the district and school sites? (Toner delivery, paper jam removal, basic troubleshooting not needing technical repairs)

Yes. We require a dedicated FTE to manage the fleet and the solutions used by the fleet.

45. Does SCCPSS have an SLA document listing its current requirements? I.E. a

Print Policy

No

46. Does SCCPSS have a Print Policy in place today?

No

47. Is SCCPSS looking for an upfront full enterprise analysis that includes right sizing and optimization future state deliverable or will the right sizing and optimization be done in a phased manner as devices become EOL and are replaced?

No.

48. Please explain “Support for customized billing breakout and configurations”.

Billing needs to be provided by department as identified by the “department” attribute in Active Directory. Base charges should be bill under the department where the device is installed.

49. Does this mean Invoicing by site and or by school?

One invoice but broken out by department.

50. How are firmware/ software management and timely updates done for potential malware intrusions?

The bidder is expected to update their device firmware and ensure that all vulnerabilities are patched. Failure to patch vulnerabilities could result in our security controls blocking access to vulnerable devices.

51. Will configuration management be done based on a current Print Policy?

No

52. Are there any supply depots at the divisions today that are maintained and managed by an MPS program vendor?

No

Addendum # 2

Question: Response:

53. If so, how many and where? N/A

54. Are they managed with onsite vendor labor or remotely by vendor?

N/A

QUESTIONS 55 – 116 SCOPE 2

55. What are the specific model numbers of the production devices in the print shop?

The existing equipment is owned by current vendor and will not be identified. Vendors should propose the equipment needed to support their proposed solution.

56. Please confirm how many B&W production and color production devices are being run in the print shop?

a. What are their specific configurations?

The existing equipment is owned by current vendor and will not be identified. Vendors should propose the equipment needed to support their proposed solution.

57. Can you please provide us with the offline finishing equipment being utilized in the print shop currently?

58. Is the print shop running multi up jobs and cutting to specific size for cost savings (ie

4x6, 5x7, etc)?

Yes.

59. What version of WebCRD and Qdirect are you using?

Vendors are expected to provide the latest version of software and keep the software up to date.

60. Is it hosted locally on a server or in the cloud?

Currently hosted. Cloud is preferred.

61. Is the license for both WebCRD and

Qdirect held by SCCPSS or by the current vendor?

SCCPSS does not hold the license.

62. Is RSA ReadyPrint being used for workflow in the print center?

Yes.

63. 2.6 Binding: Square edge Booklet Maker with Full Bleed Creasing that is both in-line & off-line What are the max monthly volumes?

Volume is unknown.

Addendum # 2

Question: Response:

64. 2.7 Binding: Supports 120-page booklet capacity. Is this Booklet Maker specific for 2.6 or another binding source? Ring, wire, comb bind, etc.

Vendor should propose booklet maker that meets the

District needs. The current booklet maker is not District owned.

65. 2.8 Binding: Saddle Stitching from 4.7” x

7.1” to 14.5” x 23.5” Is there a need for landscape book applications and / or two up applications ?

66. In terms of the Graphic Designer, how many hours per month on average is this person dedicated to doing actual Graphic

Designer work?

This is District staff position and will not be utilized for print center operations.

67. What percentage of files need to be tweaked (as they were sent wrong) by the user community, or are most jobs submitted as ‘print ready?”

Unknown.

68. In terms of the Bindery person, how many hours per week on average is this person dedicated to bindery work?

Weekly hours are unknown. This will be handled by the awarded contractor’s staff.

69. Are you doing any Variable Data

Printing?

70. Do you have a Business Continuity Plan for the Print Shop and if so, what is that contingency plan?

71. Is the Print Shop doing any Print &

Mailing work or is it generally more

Printing and Copying centric?

The Print Center contractor handles printing, bindery, and packaging tasks associated with their print jobs.

72. We see the question around possibly

5x24, what applications are driving the need for potential after hour shifts?

Unknown at this time, but the District wants this option should requirements change.

73. When someone is out on sick or for vacation, are you currently just are down some staff members, or is there a backup person provided for those instances?

The contractor should have a plan for covering their staffing shortages.

Addendum # 2

Question: Response:

74. We see that you have (3) staff members insourced with (5) outsourced. Are part of the (3) insourced providers attempting to manage the (5) outsourced FTEs and if so, are there any concern for co-employment exposure here.

District staff are not responsible for managing contractor staff. Contractor staff does not manage or delegate tasks to

District staff.

75. Is 100% of the printing and copying needs being conducted in the current Print Shop or is there still work going outside to other third-party printers? If outside, what is the average monthly volume of work outsourced? Who is the work outsourced to? What are the applications that are driving this need?

Currently the printing is being done in the District’s Print

Center.

The District reserves the right to outsource any print job based on the best interest of the District.

76. Are there priority users of the print shop? Yes.

77. To what extent, if any, does the Print

Shop work with the current Mail operation should there be a print job that needs to be mailed?

District staff will arrange completed print jobs by site for pick up by the District mail courier.

78. Section 4.1 states that there are three district staff members, and five contracted staff members, however, for the contracted staff, it only lists 1 site coordinator, 1 order scheduler, and 2 print operators. What is the role of the fifth contracted staff member?

The number of contracted staff will be determined by the proposer to meet the production requirements of your proposed solution.

79. Are any of these positions being used on

2nd or 3rd shift, and if so, how many for each shift?

No.

80. Are any of these positions being used on weekends, and if so, how many, and for how many hours on average?

No.

81. Are you looking for labor in the print shop for five people, or for all eight positions mentioned?

The number of contracted staff will be determined by the proposer to meet the production requirements of your proposed solution.

82. Will we have the chance to visit the existing print center prior to bid due date?

A site visit to the Print Center is scheduled for October 14, 2022, at 9:00 am.

Addendum # 2

Question: Response:

83. Attachment D, 1.5: Provide options for 2nd and 3rd shift operators for the print center top support 5x24 printing.

a. Question: Historically, what are the volumes during these shifts and how have you staffed them in the past? If this is a new function, or an existing one?

b. If existing, how many people on

2nd and 3rd shift and how many hours per month for each?

There are no current 2nd and 3rd shifts.

This is requested as an option.

84. Of the overall printing volume, what percent of print jobs need to be done the same day, the next day, withing 48 hours, and 72 hours or more?

The SLA is 3 days.

85. What is the primary web-to-print solution installed that’s being used to submit print and/or mail projects to the production center?

WebCRD

86. What (if any) is the MIS system being utilized in the print center?

None.

87. What other workflow software is being utilized in the print center, ex. Color management, mail list preparation, mail merging, etc.

None.

88. What, other than the web-to-print solution mentioned above, is used to submit work to the production center?

a. Other electronic submission tools

b. Phone

c. Email

d. Forms

None.

89. How are jobs received and managed within the print center?

WebCRD

90. Are there any manual steps that would be required to enter job details into the software solutions?

Unknown.

Addendum # 2

Question: Response:

91. How are jobs scheduled? Jobs are scheduled first in, first out.

92. What is the workflow of the print files and/or the data files for production?

a. color management processes

b. Print devices

c. Cut sheet

d. Wide/large format – roll

e. Wide/large format - flat

f. Finishing equipment

g. Inserters

h. Mail merge process (Excel, BCC, Fusion Pro, etc.)

Unknown. Vendors should propose the workflow that works for their solution.

93. What is the proof procedure if required by end user?

WebCRD manages proof approval.

Jobs that are routed through the District’s graphic designer are handled by the graphic designer.

94. What are the quality control process and where this takes place within the workflow?

a. Print

b. Finishing

c. Final delivery

Unknown. Vendors should propose the workflow that works for their solution.

95. Will any files (print or mail data) be archived at customers request for future use? If so, what is the process for this?

Some forms are made available through WebCRD for customers to re-order.

96. Is any printed material for finished goods inventory; if so, explain and diagram this process.

No.

97. What is the finishing workflow? Unknown. Vendors should propose the workflow that works for their solution.

98. How are jobs returned to end users? Can you break it down by percentage?

a. Courier delivery

b. FedEx

c. UPS

d. USPS

e. Pick up

Courier delivery.

Addendum # 2

Question: Response:

99. What are the job closure procedures, including the billing process?

Close out in WebCRD.

Vendor provides monthly charge back report by department.

100. What are the hours of operation of the print shop?

8:00 am – 5:00 pm currently.

101. Is overtime expected? No.

102. What are the current schedules for the following:

a. District employees

b. Vendor employees

District employee schedule is not relevant.

Vendor employee schedules are managed by Contractor.

103. What standard jobs are produced each month?

Business cards, B/W, Color and Eureka print jobs are our standard day to day impressions.

104. When are the peak periods of demand on the print shop?

February was peak at 7 million, March at 5 million, and

April at 4 million.

105. What is the Service Level expectation for job completion?

3 days.

106. What are the average monthly production volumes?

a. Black & White impressions

b. Color impressions

c. Large format

d. NCR forms

e. Business cards

See Attachment 2 Print Center and Fleet Utilization Jan to

Dec 2021 and Jan to Jun 2022 for B/W and Color impressions.

Data for items c, d, and e is not available.

107. What forms does the district use currently?

None.

108. Can SCCPS provide examples of each form?

N/A

109. What are the average monthly volumes of each type?

See Attachment 2 Print Center and Fleet Utilization Jan to

Dec 2021 and Jan to Jun 2022 for B/W and Color impressions.

110. What binding/finishing equipment is currently in use?

a. Type/Model#/Manufacturer for each piece

Vendor should propose the equipment that works with their solution.

Addendum # 2

Question: Response:

111. What is the supply ordering process for the print shop?

The District will manage ordering for paper.

112. What is the inventory management process in the print shop?

The District will manage inventory for paper.

113. Where will bulk items be delivered

(paper, etc.)?

The District will manage delivery for paper.

114. What is the outsourcing process for work that can’t be completed on site?

District staff will obtain quotes for requirements.

115. Is any sensitive or protected information handled by the print shop?

Yes.

116. What are the requirements/processes for handling sensitive or protected information?

It must be secured in transit and at rest.

117. Due to the size and technicality of this

RFP, can we request a 2-week extension for our response?

118. Our firm does not ship any items via the United States Postal Service and we would like a clearer understanding of this requirement:

Offeror must agree to purchase insurance from the United States Postal

Service and the commercial carrier to cover the full replacement cost of the goods to be shipped to the District by the Offeror. The cost of any such insurance shall be born by the Offeror, and no additional insurance charges should be passed along to the District. A successful Offeror who fails to purchase the required insurance when shipping the USPS or commercial carrier may be terminated for breach-of-contract

The statement reads:

“If Offeror will only be providing goods to the District and shipping them by the United States Postal Service or commercial carrier, such as UPS, FedEx, or DHL, then

Offeror will not be required to have Commercial

Automobile Liability Insurance.”

Your firm would be expected to carry the General

Liability, Auto Liability, Worker’s Compensation, and

Umbrella Liability coverage for the limits as stated.

Addendum # 2

Question: Response:

119. Attachment C. Functional Checklist

Section 2.11

Some current devices have less than 50 ppm speed capabilities. Is the vendor expected to replace those with a 50 ppm device or will it be okay to keep the same speed the current device has?

Smallest devices should be 50 ppm.

Attachments:

1. Fleet Volume Year Over Year 2014 – 2022

2. Print Utilization Jan – Jun 2022 and Jan – Dec 2021

3. Print Center District Owned Equipment

4. Print Center Ordering Options

5. School Enrollment SY 2022/2023 as of 10/4/2022

ADDITIONAL SCOPE 2 REQUIREMENT:

Bidders who are responding to Scope 2 Print Center Management should address their capability of providing translation software with their proposed solution which will allow copy to be translated to another language prior to printing. Please provide details on the which language translations are available with the proposed software.

***ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED***

End of Addendum #2 to RFP 23-19 District Copier Fleet Management Services and District Print

Center Management Services