RFP 240000001565 - QA.docx

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Attached to
Replacement toner printers and an inkjet printer - DTMB
Solicitation number
RFP 171 240000001565 2
Issued by
Michigan

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This is a Bidders Questions and Answers document for Michigan's RFP 240000001565 concerning the procurement of toner and inkjet printing solutions. The State of Michigan seeks to replace existing printing equipment across two separate contracts: one for toner printers and one for inkjet printers. The toner printer solution must handle approximately 3 million images or 1.5 million sheets monthly, all in black and white, with a combined duty cycle across three proposed replacement devices. The inkjet solution must support approximately 1 million black and white images and 300,000 color images monthly in various sizes including 8.5x11, legal, tabloid, and 12x18. The toner printers must operate at a minimum of 200 duplexed images per minute (100 ppm single-sided), with 95% of volume expected to be duplexed, and must support multiple file types including LCDS/DJDE, PCL, PDF, and Postscript immediately upon installation. The inkjet press must achieve 3,000 single-sided impressions per hour based on 23"x29" sheet size. Both solutions must accommodate coated and uncoated media and include data transformation capabilities.

The State requires separate delivery orders for each solution if a single vendor is awarded both contracts. Training for newly hired operations and analyst staff must be completed within 60 days at no additional cost to the State. Vendors are responsible for equipment breakdown and removal. The document clarifies technical specifications including booklet maker capabilities with a minimum of 2 sheets and maximum of 60 sheets per book for toner devices, and confirms that mixed media printing and multiple media sources are not required for the inkjet solution, though the State is open to optional capabilities. Operations run two shifts: Monday-Friday 7:30 a.m. to 4:30 p.m. and Sunday p.m. through Friday a.m. The State's facility is tractor/trailer accessible at dock height.

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Other files

File Type Posted
RFP 240000001565 - Proposal Instructions.docx DOCX document
RFP 240000001565 - Standard Contract Terms.docx DOCX document
RFP 240000001565 - Schedule A1 - Toner.docx DOCX document
RFP 240000001565 - Schedule B2 - Inkjet- Pricing.xlsx XLSX spreadsheet
RFP 240000001565 - Schedule C - Insurance Requirements.docx DOCX document
RFP 240000001565 - Schedule B1 - Toner - Pricing.xlsx XLSX spreadsheet
RFP 240000001565 - Schedule A2 - Inkjet.docx DOCX document

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Michigan.gov/MiProcurement

BIDDER QUESTIONS & ANSWERS

240000001565

Printers – Toners and Inkjet

Q #
Document and Section
Page #
Bidder Question
Answer (to be completed by the State)
1
Schedule A1 – Statement of Work Contract Activities for Toner Printers Sect. 1.1 Hardware Specifications
2
What is the current monthly flat sheet output for you?
3 million images or approximately 1.5 million sheets
2
Schedule A1 – Statement of Work Contract Activities for Toner Printers Sect. 1.1 Hardware Specifications
2
What is the current monthly flat sheet output in color?
None on the toner devices being replaced.
3
Schedule A1 – Statement of Work Contract Activities for Toner Printers Sect. 1.1 Hardware Specifications
2
Of that color, what percentage is transaction or bill statement type work?
0%
4
Schedule A1 – Statement of Work Contract Activities for Toner Printers Sect. 1.1 Hardware Specifications
2
The Xerox 288 and 314 models do a huge volume of b&w work. If we were able to bid affordable color devices, would you consider those?
Yes
5
Schedule A1 – Statement of Work Contract Activities for Toner Printers Sect. 1.1 Hardware Specifications
2
For you color printing, do you print shelves and then feed the variable data?
No
6
Schedule A1Toner Background/scope
1
What portion of the volume is intended for the black and white and color between the 3 proposed replacement toner devices?
All is black and white
7
Schedule A1Toner Background/scope
1
Are you willing to accept bids that can accomplish your needs but with a different number/arrangement of equipment?
No
8
Schedule A1Toner General Requirements
2
Is the duty cycle of 3 million for the printing system in reference to all 3 devices combined or per device?
All three devices combined
9
Schedule A1Toner General Requirements/Speed
2
"run a minimum of 200 duplexed 8.5" x 11" images per minute." Please clarify. Does this mean it has to come out a full printed two-sided sheet at 200ppm or truly 200 images where it would end up being 100ppm?
It should be a minimum 200 images per minute two-sided or 100 ppm single-sided.
10
Schedule A1Toner Service Requirements
9
Is the State going to just unplugged the current equipment or unplugged and breakdown?
It will be unplugged. Vendor is responsible for breakdown and removal.
11
RFP 240000001565 - Schedule A1 - Toner, 1. General Requirements, 1.1 Hardware Specifications, A. Cutsheet Printer Specifications, 3. Data File Types and 4. Transforming Data
2 of 5
Does the vendor need to provide a transform/make ready solution?
Yes. It must provide a transform solution for DJDE to printer’s native language or PDF.
12
RFP 240000001565 - Schedule A1 - Toner, 1. General Requirements, 1.1 Hardware Specifications, A. Cutsheet Printer Specifications
2 of 5
What percentage of expected volume is duplexed?
95%
13
RFP 240000001565 - Schedule A1 - Toner, 1. General Requirements, 1.1 Hardware Specifications, A. Cutsheet Printer Specifications, 14. Booklet Maker
2 of 5
What is the expected volume of books?
Information is not necessary to bid
14
RFP 240000001565 - Schedule A1 - Toner, 1. General Requirements, 1.1 Hardware Specifications, A. Cutsheet Printer Specifications, 14. Booklet Maker
2 of 5
What is the expected minimum and maximum number of sheets per book?
Minimum: 2 sheets

Maximum: 60 sheets

15
RFP 240000001565 - Schedule A2 - Inkjet, 1. Requirements, 1.7 Speed
2 of 24
Please confirm the speed requirement of 3000 single sided impressions per hour, or 1500 duplexed impressions per hour is based on 23"x29" sheet size and not 8 1/2"x11".
Yes, that’s correct.
16
RFP 240000001565 - Schedule A2 - Inkjet, 1. General Requirements, 1.9 Training, C. 3. Newly hired PGS Operations and/or analyst staff members`
6 of 24
What is the timeframe expectation from State of Michigan to train newly hired PGS Operations and/or analyst staff members at no additional cost?
60 days
17
RFP 240000001565 - Schedule A2 - Inkjet, 5. Ordering, 5.1 Authorizing Document
17 of 24
If a single vendor is awarded both contracts, will a delivery order for each solution, i.e. toner delivery order and inkjet delivery order.
Yes, there will be separate delivery orders for each solution.
18
Schedule A1 – statement of work contract activities for Toner Printers; Background
1
You list "the organization runs two shifts: first shift (7:30am - 4:30pm) and second shift (11:00pm - 7:30am). What days of the week are you referring to?

First Shift: Monday-Friday Third Shift: Sunday p.m. - Friday a.m.

19
Schedule A1 – statement of work contract activities for Toner Printers; Background
1
Do you now (or will you in the future) print on any coated media on your monochrome printers? Or is it all uncoated 20# bond?
Yes, we print on coated media. These printers must have the ability to printed on both coated and uncoated stocks, text and cover weight.
20
Schedule A1 – statement of work contract activities for Toner Printers; Hardware Specifications - File Types
1
You list “Printers must be capable of handling a wide range of file types including: AFP, ASCII, IPDS, LCDS/DJDE Metacode, PCL, PDF, Postscript, TIFF, VIPP, XML, DOC, RTF. Bidder must also identify the printer’s native language in the proposal.” Which of these file formats need to be accessible upon installation? And which of these file formats are less commonly used or required in the future?
The following must be accessible immediately upon installation: LCDS/DJDE, PCL, PDF, Postscript. All are required, with the exception of VIPP.
21
Schedule A2 – statement of work contract activities for Inkjet Printer; Product Specifications - Size
2
What percentage of your total work requires a finished sheet size over 14 x 20"? Are any of your finished/final piece sizes actually over 14 x 20"
Currently none as our printers are not capable of this size printing.
22
Schedule A2 – statement of work contract activities for Inkjet Printer; Product Specifications - Size
1
You state “The operation’s inkjet printing accounts for approximately 1 million black and white images and approximately 300,000 color images per month.” Can you elaborate on the sizes of these 1 million black and white and 300,000 color images per month?
Currently, we print 8-1/2x11, legal and tabloid, 12x18.
23
Schedule A2 – statement of work printer specifications
1
Does the press need to be able to print mixed medias in a finished piece?
This is not required.
24
Schedule A2 – statement of work printer specifications 1.1 #8 letter D.
1
d. "Must be able to send jobs to the next production step immediately after printing, with no lapse time (no drying time required)."

Question: Does the press need to be able to pull from multiple media sources uninterrupted to complete this task?

It is not required.

25
Schedule A2 – statement of work printer specifications 1.1 #8 letter D.
1
d. "Must be able to send jobs to the next production step immediately after printing, with no lapse time (no drying time required)."

Question: Does the press need to be able to deliver finished printed jobs without interruption of emptying the stacker?

It is not required; however, we are open to this option.

26
Schedule A2 - Section 2, service requirements
Page 8
Is your facility tractor/trailer accessible and at dock height?
Yes

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