TECHNICAL QUESTIONS AND ANSWERS.pdf
PDF 12 KB Posted
- Solicitation number
- ITB-07258
- Issued by
- Hillsborough County, Florida
About this file
This document contains Technical Questions and Answers related to a competitive sealed bid issued by the Florida Department of Transportation (FDOT) for District 7 Copying, Duplicating and Central Copy Facility Full Range Services. The solicitation requests bids for providing services at one central copy facility located in the FDOT headquarters building and convenience copiers at various field locations. The bid requires equipment and services to be deployed within 5 days of the February 1, 2024 performance start date. Addendums with additional details on equipment, locations, and usage have been posted. Bidders must be registered in the MyFloridaMarketplace system and properly licensed. The contract term is not specified, but there is an incumbent provider.
The bid requires bidders to complete the Bid Sheet (Exhibit B) for pricing. Archival scanning is priced per standard file box, with the user having 3 indexing fields. There is no information on the average document size or number of characters per indexing field. After scanning, files are returned to the requestor for processing. No extension to the bid response deadline will be granted.
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Other files
| File | Type | Posted |
|---|---|---|
| DOT-ITB-24-7003-EG - ITB PACKAGE.pdf | ||
| ADDENDUM #1.pdf | ||
| ADDENDUM #2.pdf | ||
| ENCLOSURE #4.pdf | ||
| ENCLOSURE #3.pdf |
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Text version
DOT-ITB-24-7003-EG
DISTRICT 7 COPYING, DUPLICATING AND CENTRAL COPY FACILITY FULL
RANGE SERVICERS
TECHNICAL QUESTIONS AND ANSWERS
1) Question: Enclosure 3 & 4 are referenced in the bid. However, it is not included in the bid document.
Answer: Please refer to Addendum #1 and #2 posted on the Vendor Information Portal (VIP) under this invitation to bid.
2) Question: Copy center items needed to provide quote: Finishing equipment required, Volumes.
Answer: Please refer to Addendum #1 and #2 posted on the VIP under this invitation to bid. Minimum equipment features are noted in Exhibit “A”, Scope of Services.
3) Question: Are there additional requirements about the qualifications of the provider?
Answer: Please refer to invitation to bid package, Special Condition 9, Qualifications.
4) Question: Is the Bid Sheet (Exhibit B) the only pricing sheet required in this response?
Answer: Yes.
5) Question: What is the number of copy centers that need to be staffed?
Answer: There is one copy center, and it is located in the headquarters building.
That is the only location with onsite staff. The remaining locations have convenience/walk up equipment only.
6) Question: Can you provide a list of locations for the convenience fleet?
Answer: Please refer to Addendum #1 and #2 posted on the VIP under this invitation to bid.
7) Question: Is there an incumbent?
Answer: Yes.
8) Question: Logistically how is this structured to be able to implement 5 days from signing. Example of items needed in advance: COI, number of devices, locations, IT coordination.
Answer: The five-day requirement refers to the timeline after the performance start date (February 1, 2024) for equipment to be deployed and functioning. We intend to award the contract weeks in advance so that the Vendor has time to perform the necessary pre-launch activities to include locations of devices and information technology (IT) coordination. For equipment list, location and usage, please refer to Addendum #1 and #2 posted on the VIP under this invitation to bid. For certificate of insurance (COI) requirements, please refer to invitation to bid package, Special Condition 11, Liability Insurance.
9) Question: Does the vendor need to provide all of the laptop and software required as mentioned in Exhibit A? (AutoCAD, Bentley, Primavera, etc)
Answer: No. The Vendor-provided equipment and devices must be compatible with print/copy/scan needs associated with the noted programs that the Department uses and has installed on client machines. The Office of Information Technology (OIT) will work with Vendor to provide software when software is licensed, and licenses are available.
10) Question: I have not been able to find the Enclosure 3 and Enclosure 4 that was mentioned in the bid. Where can that be found?
Answer: See answer to Question #1.
11) Question: I was looking over the BID: DOT-ITB-24-7003-EG. I did not see Enclosure 3 or Enclosure 4 that this paragraph stated while looking at the BID packet provided on My Florida Markerplace Copiers are currently located at 16 different locations within the headquarters facility (Including SunGuide) and at 10 different field locations. Enclosure 4 contains detailed information for each District copier.
Enclosure 3 data is as correct as feasible but is not warranted in any respect as to complete accuracy.
Answer: See answer to Question #1.
12) Question: How many pages are in the average document that needs to be scanned/archived?
Answer: Archival Scanning is on the bid sheet to be priced per 1.1 cubic foot standard file box. Each box has a lid and measures 15” x 12” x 10”. Some boxes would be full, others would not be full. There are no available statistics to determine the “average” number of pages per box.
13) Question: How many fields need to be indexed in the average document?
Answer: Please bid based on the user having 3 fields for indexing.
14) Question: How many characters long is the average field to be indexed?
Answer: There are no available statistics to determine the “average” number of characters per index field.
15) Question: Can DOT advise what the disposition of files are after scanning/archiving….are they shredded or returned to the requestor?
Answer: They are returned to the requestor for appropriate processing/disposal.
16) Question: Can there be an extension to respond to the bid until the 21st?
Answer: No.
17) Question: We were wondering if you had a list of the accessories associated with each machine, like if they need extra trays, what type of finisher (stapling, booklets, hole punch), if some machines need fax, etc? We just want to give you the most accurate bid possible for your environment. Thanks so much!
Answer: Minimum requirements for equipment can be found in Exhibit “A”, Scope of Services. For the Central Copy Facility minimum requirements for the equipment and the services required to be provided (note there is additional equipment needed to support required services), please refer to Section II Services, Subsection H, Staff, numbers 1-4. For the Convenience Copier minimum requirements, please refer to Section II Services, Subsection B, Convenience Copiers, number 3 (a-l) and number 4.
File details come from the government source that posted it. Updated .