PHILADELPHIA GAS WORKS MULTIFUNCTIONAL OUTPUT DEVICES RFP Questions & Answers December 13, 2017

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1 QUESTIONS ANSWERS Q1 On #10 Must integrate with Cleo Streem E-Fax and Cleo EIP software. My understanding is that Cleo only integrates with Xerox. Confirmed by Cleo. Does this mean if we do not integrate with Cleo as a Canon vendor we cannot bid? A1 Cleo Streem will work with any mfd device that supports scan to . Where available, providers should offer a fax server integration compatible with Cleo Streem for enhanced functionality. Q2 In attachment B page 36 A2 Color Under Basic Specifications High Volume Departmental Solutions Is this b/w or color please? Q3 Are all of the printers networked? A3 All multifunctional devices are networked. Q4 Printers for the MPS Program total HP Printers, 22 are networked and volumes provided, can/will volume averages be provided for the local devices? A4 See attachment. Q5 Q6 It is mentioned in the Overview of PGW 2.1 that 25 systems are fax machines but the Xerox copy, print, fax and scan. These systems print up to 8.5 x 14. Are we to propose the same type of system for your 25 fax systems? What card technology is PGW currently using to access the MFP s? Q7 Do you currently own the PaperCut card readers or will they A7 be returned with the Xerox equipment? Q8 Do all MFP s currently have card readers attached to them? A8 Yes A5 A6 The 25 systems fax machines are black and white devices that scan, print, fax and copy. The paper sizes are letter and A4. Custom RF Ideas pcprox card reader. FCC ID: M9MRDR6X8X; IC: 6571A-RDR6X8X; FW: P UPX63D.H/14869 DC:1411Q PaperCut card readers are leased. Page 1 of 12

2 Q9 Who supports your current PaperCut system? A9 Stewart Business Systems/PGW Q10 If you plan to transfer the PaperCut support to the chosen MFP vendor can you share a copy of your current license file? A10 Papercut support can be transferred to the successful proposer. Details: Licensed version 17 Licensed users 1950 Licensed devices 107 (Currently 97 used) Licensed release stations 1 (Currently 0 used) Licensed advanced popup clients 2 Licensed site servers 1 (Currently 0 used) Support valid until Mar 22, 2018 (70 days remaining) Software updates available until Mar 22, 2018 (70 days remaining) Licensed modules Print Control Module Issued on Nov 30, 2016 Page 2 of 12

3 Q11 Q12 Q13 Q14 Q15 Q16 The Scan Specifications listed in the RFP state that the MFP s must have the ability to scan to Microsoft Exchange Public Folders. What version of Exchange are you using and are your Public Folders Mail enabled? You are stating that new systems need to be compatible with Xerox Extension Interface Platform. That is a proprietary app that connects Xerox MFPs to Cleo Streem E-Fax. Our MFPs are Compatible with Cleo Streem E-Fax, and PaperCut MF. On page 40 bullet #9 PGW in the last paragraph states that you do not want to be locked into a single manufacture platform. What is the purpose of a 2nd line fax option on low volume MFPs? The 25 B&W MFPs in PGWs fleet are A4 or maximum size 8.5X14. Page 36 General Specifications B. you are requiring proposed machines handle maximum size of 11X17. Is that a new requirement or a typo? Is PGW currently using color print quotas to achieve benchmarks for color printing of 26%? Do you currently own the PaperCut card readers or will they be returned with the Xerox equipment? A11 A12 A13 Issued by PaperCut Software International Pty. Ltd. Your support ID PS This requirement is not needed. XEIP is not a requirement. Cleo Streem will work with any mfd device that supports scan to . Where available, providers should offer a fax server integration compatible with Cleo Streem for enhanced functionality. This is an option to have a telephone attached as well as a fax line. A14 The 25 B&W MFPs in PGWs fleet paper sizes are letter and A4. We are requiring that machines handle 11 X 17 except 25 B&W MFPs. A15 A16 The benchmarks (12 to 16% of total volume) were recommended by Gartner. The PaperCut card readers are leased. Page 3 of 12

4 Q17 Are we extending the M&S on PCMF and for how many years. The proposal looks like it is asking for options for multiple years, do we need to match this. If so, we will need a copy of the current license file. This can be found at: Your license file may already be saved on your server s hard drive. Check the location: Windows: C:\Program Files\PaperCut MF\server\application.license Mac OS X: /Applications/`PaperCut MF/server/application.license Linux: ~papercut/server/application.license This file is your digitally signed license and can be used to enable/license PaperCut on other servers (e.g. your new server). A17 See A10 Q18 Q19 The proposal lists 72 MFP s for PCMF Embedded, though Attachment A looks like there are 97 Devices. How many embedded MFP device licenses are required for clarification Under Scan Specifications, the RFP requires scan to (workflow/edms). Please list the Application. Is SSO (Single Sign On) required with PCMF A18 A19 We currently use 97 Xerox MFP device licenses. Currently every user has a scan folder on a PGW Network share. Under Workflow scanning on every MFP, there is a Scan to My Documents option allowing users to scan documents directly to the share. Some scanners have additional network locations configured. Page 4 of 12

5 Q20 Under Scan Specifications, the RFP requires scan to Microsoft Exchange Public Folders. Do we need to support SSO w/ PCMF to authenticate the user and integrate with Exchange Address books? A20 PCMF authentication is used to determine the folder name (username) in the target share, however the upload is performed by a generic network user configured on the MFP. Scan to Public folders is not needed. However, you need to support Exchange address books (LDAP lookup) and all scan to messages need to contain the sender address of the user authenticating to the MFP, not a generic device address. Q21 Q22 LAN Faxing is listed as optional. Is PGW currently utilizing a LAN Fax service, or would they like this service provided as an option. If provided as an option, additional requirements will need to be determined. Requirement number ten mentions Cleo Streem E-Fax and Cleo EIP Software integration. Please expand on how these applications are used, what they provide and if PGW is planning on utilizing these services moving forward. A21 A22 Integration with Cleo Streem via scan to or panel application is all PGW needs at this point. We are currently implementing Cleo Streem Fax for our faxing services. Our users can send/receive faxes from their computer or via the MFP over the LAN to a fax server. At this point we are not interested in another Fax solution. Would an alternative equivalent be accepted. Q23 Will all vendor Q&A be shared? A23 Yes Q24 Will we have the opportunity to install non-evasive software to A24 PGW would need to understand what software you intended to properly account for all of the network devices and capture install. monthly volume data to help in recommending cost reduction increased efficiency solutions? Page 5 of 12

6 Q25 Q26 Q27 Q28 Will we have the opportunity to do a walk through prior to submitting our response that will further help in meeting the needs that you've communicated in the RFP? What capacity are the customers using Cleo Streem E-Fax and Cleo EIP Software? Inbound Faxes sent to MFP or Designated Network Folder or Outbound use of native scan and capabilities Did you combine the volume for the entire quantity for each printer model on page 35? Ex) Page 34 includes Qty (52) for HP model Page 35 only includes one line for LJ 1320 series at 10,168 over a 12- month period. Is this volume for (1) 1320? There are multiple listings for several models. Totals do not match from Page 32 to page 35. Ex) Color Grand Total. Can you please clarify? A25 A26 A27 A28 We can do a walk through for all proposers after the mandatory meeting Tuesday, January, 16, :00 AM. We are currently implementing Cleo Streem Fax for our faxing services. Our users can send/receive faxes from their computer or via the MFP over the LAN to a fax server. We are using inbound faxing to folders, , and DID. Combined the volume for the entire quantity for each networked printer model on page 35. Page 32 figures are only for the MFP fleet (Xerox). Q29 Is it acceptable to use non-oem toner for the HPs? A29 We have had some problems with non-oem toner for the HPs. We prefer OEM toner. Q30 Pg 36 Section 1, D "Must integrate with Cleo Streem E-Fax and Cleo EIP software" Can you please provide additional detail. Example, describe end user walk up process at MFD with current Cleo EIP integration. A30 User badges in to the MFP and has a Cleo option to fax. The Cleo fax server is configured in the software installed on the MFP so all faxes are sent via the fax server. Page 6 of 12

7 Q31 Pg 37 Section 5, E "scan to (workflow, EDMS) What is the name of the EDMS application? A31 We do not currently utilize the EDMS functionality on our MFPs. PGW utilizes Hyland OnBase, but has no direct integration with the MFPs beyond scan to folder in the moment. Q32 Are Microsoft Exchange Public Folders currently used? A32 No Q33 Pg 40 Section 9 "PaperCut Integration" Please clarify is PaperCut currently installed? Requirement is integration only. A33 PaperCut is currently installed and fully implemented. Q34 Q35 Q36 Q37 Q38 Pg 40 Section 10 "Must integrate with Cleo Streem E-Fax and Cleo EIP software" Do you currently have Cleo Streem E-Fax installed? \ Who owns your Cleo software? Is this owned by PGW or by your current vendor? Please clarify if Cleo Streem E-Fax is a fax-server based system and does it use SMTP gateway for sending? Are Cleo Streem E-Fax and Cleo EIP software two separate products/systems? What versions are you running? Please elaborate on how PGW is using these products/system. Is Cleo Stream a must have solution or is PGW open to an alternative fax solution? A34 A35 A36 A37 Yes PGW Fax server based, it does offer a SMTP gateway Cleo Streem E-Fax is the faxing solution We are using 7.3. The Cleo EIP software is what is installed on the MFP. We are currently implementing Cleo Streem Fax for our faxing services. Our users can send/receive faxes from their computer or via the MFP over the LAN to a fax server. We are using inbound faxing to folders, , and DID Cleo Streem will work with any mfd device that supports scan to . Where available, providers should offer a fax server integration compatible with Cleo Streem for enhanced functionality. Q39 How many print servers are in PGW's environment? A39 We have one iprint print server that runs on a 4 node Micro Focus A38 Page 7 of 12

8 Q40 Since Papercut does not have an advanced scanning feature; Is PGW looking for advanced secure scanning using OCR and various scanning destinations including scan to network folders or Sharepoint? Q41 In regards to section 7. Letter G of Service and Support Specifications, Will PGW be in charge of this as long as vendor supplies the correct inventory & supplies? Q42 If not then is PGW asking for a managed services position to be included in the proposal that would have a chosen vendor provide a on-site position that would be responsible for all 18 locations? Q43 Also is there a main location to keep supplies for all 18 locations, or does each location store its own needed quantities.? Q44 In regards to section 8. Letter C., is PGW asking again for the vendor to provide a managed services employee position responsible for Account Management Specifications such as Professional Project Management for project implementation roll out only? Q45 Or is PGW also requiring a vendor to provide managed service employee(s) that would be responsible for handling account management specifications listed in all of section 8 continued through the agreed upon lease term? A40 A41 A42 A43 A44 A45 OES cluster. No. PGW utilizes Hyland Onbase for advanced scanning and Document Management. Basic scan to network folders including each users personal folder IS a requirement. We will maintain inventory supplies delivered to PGW. PGW does not desire for the vendor to provide an on-site position. We have one central location for supplies, 800 W Montgomery Ave. ( IS). We need to know who to contact for supplies, issues and special requests. Need clarity. The vendor will provide account management (meter readings, technicians, trainers, etc.) through the lease as outlined in RFP. Page 8 of 12

9 Q46 Q47 Q48 Q49 Q50 Q51 Q52 In regards to section 8. Letter L., is PGW asking for a straight cost per copy, or a base + overage approach? Is PGW requesting a fulltime service technician dedicated only to the PGW account that is responsible for 1st response, preventative maintenance, and supply inventory, and fulfillment, in addition to a vendor s standard service response standards and requirements already defined in this RFP for service? Can PGW please provide better volumes for the HP s. The volume page does not show all volumes for some of the devices. Can PGW please provide more information on the HP LaserJets black and white models. Page 34 of the RFP only shows quantities of models, not any volume breakdown. Can PGW please provide more information on the locations breakdown page 33 of the RFP. What copiers and printers are at each location. Please provide a full breakdown. Are Booklet finishers required for all copiers being provided? It is mentioned in printer specifications page 37, number 4, but not under general specifications number 2 on page 36. Is an assessment or walkthrough required prior to submitting a proposal? A46 A47 A48 A49 A50 A51 A52 You can provide a cost per copy or a base + overage approach. Must meet 4 hour SLA response time. See attachment See attachment Need more clarity. Specific locations/addresses were provided. Finishers are needed but not for all copiers. No Page 9 of 12

10 Attachment HP LaserJet Models Qty Total pages (FY2017) Page 10 of 12

11 N 1 5P 2 5SI M P HL HL-5340D 1 M1536DNF 4 M402DNE P P1606dn P P P2055dn P Grand Total ,655 Page 11 of 12

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