This addendum is to provide all potential proponents with the information to the various questions received.

Transcription

1 Addendum Number: 1 Request for Proposal: Multifunctional Devices and Print Services Date Issued: January 20, 2015 Issued by: Li Lei This addendum is to provide all potential proponents with the information to the various questions received. QUESTION 1 - On page 23, Appendix E Section 1 states that, The members will determine, based partially on their own internal criteria, and partially on the outcomes from this RFP, how and where devices are to be installed, and the particular configuration for each location. Given the potential variation in configurations, and given that each configuration would have a different cost, how do you suggest that the respondents work with or price out the optional accessories? IE: Coin-ops, hole-punch, fax board or additional trays. There is no clearly identified configuration for each location on a serial number by serial number basis. Answer 1 - ISI has modified the following two tabs listed in our Appendix C (Rate Bid Form) in order to capture the price information for the optional accessories. There is an example of a filled-in version to give you an idea of how to respond. 1. Revised Proposed New Model Spec 2. Revised Proposed Used Model Spec Please ensure that you replace the old copy of Appendix C with the attached Excel file (Revised Appendix C) for your submission. QUESTION 2 - Regarding Appendix F, Section 1, would ISI consider adding a 5th submission document where vendors can add attachments and other considerations to the RFP (for example, the sample invoice requested in Appendix E question 5.5, or responses to other RFP terms and conditions not addressed in the appendices)? Answer 2 - No, ISI will not allow the addition of any other document(s). Please follow the document submission structure requested in Appendix F. If the Proponent needs to insert any PDF file or Excel file to Appendix E, they must be converted to JPEG file or insert the Excel table to Word file directly. In the end, only ONE WORD document can be submitted for Appendix E. 1

2 If there are any responses not addressed in the Appendices, please include this information to Section All Proponents may expand their proposals to detail value added options available beyond those requested, provided the product or service offered at least meets the required level of technical specifications listed. Any value added solutions being offered should be clearly identified. QUESTION 3 - Alternatively, are we able to embed documents in the Appendix E Word document, or upload attachments in a zip file along with our response to Appendix E? Answer 3 - No, DO NOT embed any documents within your uploaded files as they will not be accessible or evaluated. Please note that Bonfire does NOT allow any Zip file to be uploaded. QUESTION 4 - Would ISI consider allowing a Proponent the ability to bid utilizing two manufacturers - in a few categories where product may not be available, if such cases vendor can potentially bid to position themselves in a more competitive position, while allowing ISI more value add for their procurement requirements? Answer 4 - Yes, the Proponent is allowed to utilize one or multiple manufacturers. QUESTION 5 - Under Section 2.1 Corporate profile; Section 2.1.1: Can ISI clarify if you are looking to acquire detailed resumes of each proponent s technicians or would an overall proponent summary be considered? Answer 5 - Detailed resumes for each Project Manager and/or Account Manager and Service Technicians are required. Please refer to Section ISI will not consider an overall summary. QUESTION 6 - Will you consider production devices as a separate opportunity since this limits the number of manufacturers that can bid? (CBU, NSCC, UdeM & UPEI Devices) Answer 6 - No, ISI will not consider production devices as a separate opportunity. QUESTION 7 - Do you currently have a follow-me print solution installed? Answer 7 - No, we don t have it installed. 2

3 QUESTION 8 - Are you charging back students for print other than the coin-ops? Answer 8 - Some institutions are using Pcounter for webprint; some institutions are using card readers and/or Blackboard Transact to charge back students. QUESTION 9 - In an effort to formulate a response that is complete and detailed, based on all deployed units that ISI has provided, and due to the level of detail that is required for this response; in an effort to research and make appropriate model proposals would ISI consider granting a 2 week extension? Answer 9 - No, ISI will not consider any extension. QUESTION 10 - Will billing be centralized to ISI or individual institutions? Answer 10 - The billing will be managed by individual institutions. QUESTION 11 - Assuming this is a 60-month contract. Are you looking for a 60-month lease agreement? Answer 11 - Yes, we are looking for a 60-month lease agreement. QUESTION 12 - Are students printing from smart phones or tablets? Is this a requirement? Answer 12 - Yes, it is a requirement. QUESTION 13 - Section The Web portal that is required by your members. Is this for IT/Support personal? Answer 13 - The Web portal is a common practice tool to improve the communication and relationship between the supplier and our members. It will be mainly served for IT and Administrative personnel. QUESTION 14 - Section refers to printing from external devices. Please specify which external devices that you are referring to? (Mass Storage/USB/ Mobile Devices etc.) Answer 14 - We refer to those external devices such as Mass Storage devices, USBs, and Mobile Devices, etc. 3

4 QUESTION 15 - Section is referring to physical security of the device. Does this refer to having physical access to device control panel or internal components i.e., hard drive? Answer 15 - We refer to both device control panel and internal components. QUESTION 16 - Section 4.4 refers to transferring data currently residing on devices. Can you clarify what kind of data must be transferred? Answer 16 - The type of data this relates to is address book entries such as addresses for scan-to- function, fax information (e.g., names, numbers, and user codes), etc. QUESTION 17 - How is this data transferred today? Answer 17 - When hard drive work is performed on machines, it is performed by the vendor s technicians. This data is transferred during any service work, and is performed solely by the vendor. QUESTION 18 - Section 5.4. Please define 3 rd party information software programs? What is ISI s expectations from respondents? What are we supposed to offer? Answer 18 - ISI expects the Proponent to recommend relevant Print Management Software to our members. Two examples are provided below, but not limited to the following: 1. One member institution is looking for an accounting management solution. For example, a solution that obtains readings by access code and prepares expense allocations for each unit. If feasible, interest would be in expanding the application to manage student printing as well. ISI is expecting the Proponents to identify if they are integrating with any financial systems and if so, what those systems are. 2. Are your systems able to integrate real-time with other vendor software solutions? E.g., Pcounter or Blackboard Transact? If so, please explain them so our members can investigate integration potential. QUESTION 19 - Under MFD-and-Print-Services-RFP-Appendix-G-Master-Fleet-List.xlsx: there appears a duplication in Ricoh Model Specs/ Production Model: Pro 907 EX is this intentional? Answer 19 - No, it was not intentional. It was an error. 4

5 QUESTION 20 - Section 2 Evaluation Criteria states that Any supplementary charges need to be identified in Proponents responses, otherwise, we will assume that there is no charge. Please confirm where and in what format do we identify any supplemental costs? Answer 20 - Please identify these costs where they are being asked/proposed. QUESTION 21 - Section 8.2 states that For ISI s information purposes only, Proponents are requested to provide the most common models available for Small, Medium, and Large Printers by listing the model name, features and purchase price of each printer model. Please confirm where this information is to be included. Answer 21 - Please address it under Section 8.2 directly. QUESTION 22 - We would like to include in our response the following sections: a. Cover Letter b. Executive Summary c. Comments to Appendix A Terms and Conditions d. Product Brochures (PDF files) What document can we include this information in? Answer 22 - For a, b, and c, the Proponent can add them before Section 2.1 Corporate Profile. Please note that ISI does NOT allow any product brochure or marketing materials added to their submission. ISI may solicit this type of materials as we move to the evaluation and contract negotiation stages. QUESTION 23 - In Appendix E, Section 2.9 states that Outline the proposed Exit Plan for the removal of all the expired devices and identify if there are any costs associated with this Plan. Is the Exit Plan for ISI s existing devices or for the winning Proponent s devices at the end of 60- month term? Answer 23 - The Exit Plan is for the winning Proponent s devices at the end of 60-month term. QUESTION 24 - In Appendix E, Section B Material Disclosure Section 4.2 states that In the event a new device is required, define a recommended solution to cover Proponent commitment to the challenge of implementing new devices during the life of the contract, maintaining the contract term of five years. Are these new devices to be replaced on a new contract term of five years beginning on the date of the new install or Co-Terminus with the existing contract? Answer 24 - We refer to these new devices to be Co-Terminus with the existing contract. We require the Proponents to propose how they could manage this particular situation? 5

6 QUESTION 25 - In Appendix C, page 21, Section 2 references Bookmark Capabilities. Can more information, or an explanation of what this capability is, be provided? Answer 25 - Bookmark refers to the old Xerox BK-21 and BK-35, bevelled glass, copies to full left edge of glass, accommodating book copying flat on glass. QUESTION 26 - On page 5, the deadline for questions is listed as January 14, Would ISI please consider allowing for a second round of questions just to provide further clarification to answers that may be provided from the initial round? Answer 26 - No, ISI will NOT set up a second round of questions. QUESTION 27 - On page 21, #2 states that The current models which have coin-op, or card reader, or bookmark capabilities are highlighted in yellow and must be replaced with devices that have the same features. Can ISI provide the following to ensure vendors are quoting a compatible coin-up and/or card reader solution? a. Current coin-op model number or numbers b. Current card reader model number or numbers c. Type of card reader, i.e., card type used (magnetic strip, HID, etc.) Answer 27 A few examples from our member institutions are provided below. 1. Mount Saint Vincent University: Current coin-op model number - ITC*2. 2. Atlantic School of Theology: ITC Systems Serial # s and and Card Type used is magnetic. 3. Saint Mary s University: 2 ITC coin-op system units (Coin Pro3); 1 card reader with no model detail for it. 4. Cape Breton University: 5 coin-op machines (all ITC Systems 5400 series); 1 card reader (magnetic strip; S ) 5. Université Sainte-Anne: 1 card reader (Magnetic strip; 2045E) 6. University of New Brunswick: Current card reader model (Pcounter Pro Gateway or Blackboard USB 4001; DesFire EV1 or Track 2 magstripe) 7. University of Prince Edward Island: 1 ITC Coin-op model 9302-CGX; 4 ITC tap readers for May-Far cards. 6

7 QUESTION 28 - On page 25, Section states, Outline the proposed remote functionality control, including color, size of print jobs, duplex, etc. Can ISI provide us more details or further information to define this requirement? Answer 28 - ISI members want to have more choices. The more information given, the better for us to choose what is best for us. The Proponent is required to Outline the proposed remote functionality control. QUESTION 29 - On page 25, Section states that Outline management accounting solutions available to facilitate internal chargeback processes and the type and breadth of accounting report information, etc. Vendors offer a large range of accounting solutions, some are standard and some are software (server based). Given that any software solution would need to be scoped out and designed around the specific requirements of individual members, we just want to clarify that if is OK to provide information regarding these offerings but not necessarily pricing. Answer 29 - The Proponents are required to Outline management accounting solutions available to facilitate internal chargeback processes and the type and breadth of accounting report information, etc. Any supplementary charges need to be identified in Proponents responses, otherwise, we will assume that there is no charge. QUESTION 30 - On page 25, Section states that Outline the proposed availability of print on demand / follow me print / print anywhere functionalities including the need for any proposed 3rd party software. How is it delivered and managed? Due to the complexity of these types of solutions, and the amount of information gathering required to properly scope the deliverables, we wish to confirm with ISI that vendors are not being asked to actually provide pricing for these solutions in the RFP process. But instead, simply provide detailed information on the products available and the steps involved in scoping, delivering and providing support for such solution implementations. Answer 30 - ISI is expecting the Proponents to demonstrate their understanding regards to print on demand / follow me print functionalities. Please provide examples that the Proponent implemented for their clients. Any supplementary charges need to be identified in Proponents responses, otherwise, we will assume that there is no charge. End of this Addendum. 7