RFP 23-19 ADDENDUM 4
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- Attached to
- District Copier Fleet Management Services and
- Solicitation number
- RFP23-19
- Issued by
- Chatham County, Georgia
About this file
This is Addendum #4 to RFP 23-19 issued by the Savannah-Chatham County Board of Education in Georgia for District Copier Fleet Management Services and District Print Center Management Services. The addendum addresses clarifications on device specifications, contract term and renewal structure, and bindery operations responsibilities. Device specifications have been revised to include Small devices at 30 ppm or greater, Medium devices at 50 ppm or greater, Large devices at 75 ppm or greater, and Color devices at 45 ppm or greater. The District has indicated that the final number of devices for district departments may differ from the current contract and reserves the right to reduce quantities based on district needs. The original closing date of November 15, 2022, at 11:00 am (ET) has been extended to November 29, 2022, at 11:00 am (ET). The contract term has been clarified as three years with two additional one-year renewal options, with no price increases permitted during the renewal periods.
The addendum clarifies that the District's current bindery clerk position will not continue under the new contract, and the awarded contractor will be responsible for all printing, packaging, and bindery operations using their own contracted staff. The District is requesting optional pricing structures including a leasing arrangement for fleet devices and an alternative purchase option with vendor-provided service and consumables on a per-impression cost basis. Charter Schools are permitted to utilize the resulting fleet contract pricing under their own agreements with the selected vendor. The District currently operates with Microsoft Azure and RightFax server capabilities and expects vendors to propose cloud-based solutions leveraging Microsoft Universal Print licensing to eliminate on-premise infrastructure dependencies. Recent production volume corrections were provided, noting June 2022 color production at 116,590 impressions and black and white production at 2,998,216 impressions.
Text of this file
District Copier Fleet Management Services and District Print Center Management Services
Number: RFP 23-19
Addendum # 4
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. 4 is being issued to respond to the following questions submitted and to request additional optional pricing requirements.
Addendum No. 4 also extends the closing date from November 15, 2022, at 11:00 am (ET) to November
29, 2022 at 11:00 am (ET).
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?
Please see Attachment 1.
2. Addendum 2 is requesting 50, 75, and 100 page per minute devices in the schools.
Currently the majority of the devices are
30 page per minute. The larger devices being requested will have a significantly larger footprint – as much as twice the size – as the current devices.
Additionally, they will have different power requirements.
Is the physical space available for the larger devices being requested?
Is the District willing to incur the expense to change out the electrical for the new devices to meet the upgraded requirements?
SCCPSS is revising the requirements as listed below:
Small: 30 ppm or greater
Medium: 50 ppm or greater
Large: 75 ppm or greater
Color Device: 45 ppm or greater
Please be advised that for District departments, the final number of devices may not be what it is under the current contract. The District reserves the right to reduce the number and type based on district needs.
The District is requesting an option color device for district offices that is 45 ppm and meets or exceeds the specifications for the Xerox AltaLink C8045. The district is currently using two (2) of these devices.
3. Question 68: In terms of the Bindery person, how many hours per week on average is this person dedicated to bindery work?
Answer: Weekly hours are unknown.
This will be handled by the awarded contractor’s staff.
Clarification: In the RFP, it states that the Bindery Clerk is currently District
Staff. Is a bindery person to be bid on by the contractor, or is it, in fact, a District
Staff already in the role and will stay in this role?
The district bindery clerk will not be involved in print center operations on the next contract.
The awarded bidder will be responsible for printing and packaging all print center jobs using their contracted staff.
4. Question 32: A 100 ppm machine requires power of: 208-240v, 50/60hz, 20A. After looking at the school enrollment bands, this would consist of 57 units that would have this power requirement. Would you consider an 80 ppm machine (power requirement 120v, 60Hz, 20A) that is capable of handling your larger volumes at the schools?
See response to Question 2 above.
5. Based on the volume trend provided for production color and production B&W, June 2022 seems to have the numbers transposed. Can you please confirm June
2022 color (3,006,173) and b/w (119,459) average volume?
Correction:
April 2022 production color – 18,877
April 2022 production b/w – 2,447,554
May 2022 production color – 167,785
May 2022 production b/w – 2,092,955
June 2022 production color – 116,590
June 2022 production b/w- 2,998,216
6. What percentage of time does the Fleet
Manager actually spend “hands on” with the fleet devices for service related needs?
Unknown.
7. Please describe the end user experience for utilizing Rightfax on a current device.
Does the user actually dial a fax number, or, do they send faxes to an email address?
Users badge in and they utilize a RightFax workflow to scan their document and fax it to a phone number. The app integrates with our RightFax server.
8. Does the school district have a RightFax server supporting the district?
Yes
9. Does the school district have Microsoft
Azure running within the district?
Yes
10. If Azure is not running, does the school district expect the vendor to provide the cloud solution or would on prem solution work, as this is the solution today?
The district expects the vendors to propose cloud solutions.
These solutions can take advantage of Microsoft Universal
Print which the district is licensed for. The intent is to not tie any print infrastructure to on premise Active Directory or servers and to allow print from any device type. We expect creative solutions from bidders to help us accomplish this.
Optional pricing request:
1. The District is requesting that the Charter Schools have the option to use the resulting fleet contract pricing to enter into their own contract with the selected fleet vendor.
2. In addition to the leasing option for the fleet devices, the District is also requesting option pricing for purchase of the fleet devices up front, and vendor provided service and consumables contract term at a per impression cost.
See Addendum #4 – Attachment 1
***ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED***
End of Addendum #4 to RFP 23-19 District Copier Fleet Management Services and District Print
Center Management Services
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