ADDENDUM NO. 2 Date March 8, DAYTONA STATE COLLEGE RFI NUMBER: MFD Fleet & Print Management Solutions

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1 ADDENDUM NO. 2 Date March 8, 2018 DAYTONA STATE COLLEGE RFI NUMBER: MFD Fleet & Print Management Solutions Addendum for Questions and Answers 1. Question: Did I not see the storefront in the RFI, only the fleet devices with Rigthfax and Papercut? Answer: This item has been pulled from this RFI and will be handled as a separate item independent of this RFI. 2. Question: I reviewed the RFI and did not see minimum Equipment Specifications such as Speed, Paper capacity, Stapling or hole punch requirements, 11 X 17 Printing, Single Pass Duplexing Document Feeder, ETC.Is there an addendum that I am missing? Answer: It is not the intent of this RFI to get into this level of detail, however, spreadsheets have been provided which lists locations of all devices, their model numbers, their fax capabilities and finisher models. The intent of the RFI is to gather information from potential suppliers as to their capabilities and what options they have to offer in a partnership with Daytona State. Please refer to the RFI for the full criteria. The RFI is a process to obtain information in which the college will determine how best to move forward with selecting a potential supplier(s) and existing agreements that can be utilized. It is our intent to piggyback an existing agreement and not issue our own request for proposal. 3. Question: Would you happen to have a copy of your previously awarded bid (Seminole Office / Panasonic ) that you could forward to me? Answer: The College is using the City of Orlando agreement for our current award. Copies will be provided of our current agreement with Seminole Office Solutions. These are available on the DSC Purchasing website under the links DSC Contract- Seminole Office Solutions, DSC Contract Exhibit 1, 2, 3 and Question: If it isn't too much trouble could you provide the Excel file that you used to provide meter readings and device locations? Answer: Yes. An excel file is available on the DSC Purchasing website under the link Models and Meter Readings-All Campuses. 5. Question: During the meeting I asked for clarification of the 24 hour phone support requirement. The College stated that the expectation was that a service call could be placed at any time after hours and that the response to the call would be expected during normal business hours. Please refer to the recorded meeting and provide clarification in writing. Answer: That is correct. We would like to place service calls 24 hours a day. 6. Question: I wanted to inquire about your policies on running the bid through a third party for the services required of the proposal, not being on our [supplier] paper, but using our printers here at [supplier]. Answer: The intent of this RFI is to gather information from potential suppliers to make best informed decision to select a supplier. 1

2 7. Question: Can you provide the sign in sheet from the non-mandatory pre bid meeting? Answer: Yes. See pages 10 and of this document. 8. Question: What is the name of the company who sold the College Paper cut? Answer: SHI. 9. Question: Who is currently supporting and receiving the maintenance, license revenue for paper-cut? Answer: SHI. 10. Question: When is the renewal of Paper-cut? Answer: April Question: Are the PFP, Paper feed pedestal with 4 paper sources. Answer: PFP-=Pay for Print. Please reference DSC contract Exhibit 4 for pay for print information. 12. Question: What is the make and model of your current phone system. Answer: Cisco UCM. 13. Question: On page 14 under the Deltona campus there are 7 units. The exhibit F, page 33, it looks to have 8 units for Deltona. I wanted to clarify if there could be 86 units. Answer: See sub note on Exhibit F. Unit replaced unit Question: Does the University have plans to upgrade the phone system? Answer: Yes. 15. Question: Is there a backend data base for user tracking, is so what is the name? Answer: PaperCut uses Active Directory. 16. Question: Do we need to output reports to that system? Answer: Yes 17. Question: Do they track by employee and /or activity? Answer: Yes 18. Question: Is there a system that tracks those changes? Answer: No 19. Question: Is there any cost for student printing? Answer: Yes-$0.10 per page B&W (no color option currently available) 20. Question: What system do the students use? Answer: PaperCut 21. Question: Does Daytona have shared locations that offer pay options for copy and printing. Please describe. Answer: We have coin-operated copiers at select locations, other areas require login and payment for prints. 2

3 22. Question: How many faculty and how many students? Answer: Students as of FY16-17: 26,000 distinct head count FTE FY16-17: 11,700 Full Time Faculty: 286, Adjunct: Question: Who is the servicing the Paper cut system? Answer: It is self-supported (internally). 24. Question: How many faxes do they send and receive weekly. Answer: This is not currently tracked. 25. Question: Do you need authentication prior to faxing? Answer: No. 26. Question: How many current fax lines? Answer: Question: Is there any specific system they would like to fax from? Answer: No. We are seeking recommendations. 28. Question: Do they need to receive faxes in a specific format? Answer: PDF s would be ideal. 29. Question: What is their service? Answer: Outlook. 30. Question: Are there users that will need functionality that will be outside the domain? Answer: Not at this time. 31. Question: How is the College is placing service calls? Answer: Telephone. 32. Question: Who is placing the service calls? Answer: Responsible department. 33. Question: How does the College close service calls? Answer: See responses to questions 31 and Question: Are there online tools to view or manage service calls? Answer: Not provided by current vendor we would like this feature. 35. Question: How does the College give access to visitors to print? Answer: Case by case manual override if desired. 36. Question: How does the College provide access to visitors to print? Answer: Manual override of login system. 37. Question: Will all Addenda and answers be posted on the Bids/RFP/RFQ page on the College s web site. Answer: Yes. 3

4 38. Question: Addenda: Will there be any notice when new addenda are posted? Answer: Please reference Section 7 of the RFI for information related to posting addenda. 39. Question: Consideration: Award will be to "best overall proposal" can you elaborate? Answer: This is a Request for Information process. The college will review information provided in proposals and rank proposals based on criteria provided in the RFI. 40. Question: Do you have any preference of purchasing contract to be used? Answer: We will review information provided regarding purchasing contracts available. It must be a competitively bid contract that will allow the college to piggyback. 41. Question: Do you have a preference regarding the method of acquisition (purchase or lease) and if lease do you have a term in mind (36,48,60 month)? Answer: We are open to both the purchase and lease options. Lease term will be decided with awardee. 42. Question: Will an area within each of the 7 sites be provided for local toner storage? Answer: This decision will made with the awardee. 43. Question: Do you require 11x17 capability on all the machines? Answer: Only select machines will need this feature. To be determined after analysis with awardee. 44. Question: Do product brochures count towards the 60 page limit for vendor proposals? Answer: No, but please limit the number for brochures to ten. If additional information is needed the College will request it. 45. Question: Is the College planning to release an RFP in which pricing will need to be provided at that time? If yes, what is the expected timeline? Will the College select only the finalist to present pricing or all vendors who are providing a response to the RFI? Answer: An RFP will not be issued. Only the finalist will be asked to present pricing. 46. Question: Will the new vendor of this contract be required to remove your existing MFDs at end of lease term? Answer: The new vendor will need to make arrangements to have the old equipment removed. 47. Question: Please describe what the future needs are for the College that may not be written in this RFI? Answer: The College has attempted to include all known information in the RFI at this time. 48. Question: Can you provide a list of your current single function printer models and if possible quantities? Answer: This is independent item from this RFI. The College feels it is not relevant at this time. 49. Question: What features of Printlogic were you interested in? Answer: Features that would allow centralized management of printing and migration away from IP based direct printing, as well as other recommendations. 4

5 50. Question: What version of Papercut is currently in place? Answer: Version: (Build 41500) 51. Question: What was the end date of the Maintenance & Support agreement for Papercut if there was ever one included? Answer: April 18, Question: What type of support would be required for the software? Onsite, Remote, Both? Answer: Primarily remote onsite if absolutely required 53. Question: Would training on software be required beyond the initial training for admin and staff? Answer: Yes 54. Question: How often would this need to be done? (Semi-annually, annually, other) Answer: Semi-Annual 55. Question: How many users does the College have for the software? Answer: 15,000 licensed, 11,306 in use 56. Question: Is that number covered under the current license? Answer: Yes. 57. Question: Is the Current number of MFP s covered under the current license? Answer: No we currently only have the twelve leased MFD s that handle pay for print jobs but we have room for expansion. 58. Question: What model Coin-ops hardware are currently being used? Answer: The current model will not reused. See response to question Question: Is Printer Logic being used to compliment Papercut or replace it? Answer: Compliment 60. Question: Are the Coin-ops systems being replaced or used with the new equipment? Answer: They will either be replaced or eliminated based on discussions with awardee. 61. Question: Will the agreement be based on a 36, 48 or 60 month lease term? Answer: See response to question Question: Is reporting by user, department and device currently produced by the PaperCut application? Answer: Currently only user based data being reported. 5

6 63. Question: Are users currently authenticating by PIN, or student/proxy card? Card type? Answer: No. 64. Question: Is Active Directory on a single domain? Containers? Answer: Single domain 65.Question: Are PaperCut embedded licenses being used on MFDs? Answer: Yes. We have 12 embedded licenses used on the leased MFD s that serve as Pay for Print stations. 66. Question: Is the PaperCut workstation client deployed? Answer: Yes 67. Question: Is mobility print being used with PaperCut? Answer: No but we d like to evaluate this feature 68. Question: Explain group based access control to the device? Answer: It will allow the College to perform authentication based on the groups defined for a user. 69. Question: Number of PaperCut user licenses owned? Number of faculty? Number of Students? Answer: 15,000 user licenses owned (11,306 in use) FTE FY16-17: 11,700 students, Full Time Faculty: 286, Adjunct: Question: Is the PaperCut MF support current? Expiration date? Who is the support contract with? Answer: Support is current and valid through April 18, 2018 via SHI. 71. Question: What payment gateway is currently being used for the PaperCut application? Answer: CyberSource. 72. Question: [Supplier] is happy to provide solution options for a fax server deployment. Please complete the attached survey. Answer: See Open Text RightFax Questions below question 81 of this document. 73. Question: Are there print servers in the environment? Number? Answer: No. 74. Question: Is PrinterLogic currently deployed throughout the campus? Answer: No. 75. Question: The library inventory notes coin. What type of payments is accepted at these devices and what hardware and software are being used to facilitate this? i.e., ITC, EFI, Jamex. 6

7 Answer: The machines accept coins. Coin Op devices may be eliminated. This will be discussed and determined with awardee. 76. Question: What is your vision when it comes to deploying a new fleet of multifunctional devices? Answer: A seamless transition from the current fleet of leased devices through a partnership and close working relationship with a trusted and capable solutions provider. 77. Question: Does the College have a designated staging area? Location? Answer: This will be discussed and determined with awardee. 78. Question: Are all devices on the network? Answer: Yes. 79. Question: Are print release stations being used on any devices where PaperCut embedded is not available? Models? Answer: No. 80. Question: What is the primary reason for asking the vendor to replace toner? Is this a service provided by your current vendor? Answer: Minimize impact to the College is the primary goal, with the secondary goal of allowing the vendor to have more exposure to the leased devices to allow for early detection of issues. Vendor based toner replacement is not provided by the current vendor. 81. Question: Will the College consider the use of other Output Management application besides PrinterLogic? If not, what are the reasons the College wants to use only PrinterLogic? Answer: Yes. We are interested in the set of features that PrinterLogic offers and based on research it is well regarded. An alternative solution should be comparable in features and reputation. Open Text RightFax Questions: General Fax Information 1) Is this organization open 24 hours per? Campus Safety has 24 hour operations. The rest of College has various operational hours under 24 hours a day. 2) Is this organization open 7 days per week? Certain departments are open 7 days a week (library, ASC, special events, etc) 3) What percentage of faxes would you consider mission critical? 75% 4) How many users do you have who need to send or receive faxes on a regular basis? This information is not tracked. Inbound Fax Information 1) What is the total daily volume of fax pages received currently? This information is not tracked. 2) What is the maximum hourly volume of fax pages received currently? This information is 7

8 not tracked. 3) By what percentage do you expect your inbound fax volume to increase over the next 24 months? We predicted it will remain stable. 4) Do you want inbound faxes to be routed to individual recipient s workstation? Yes. a. If yes, do you want faxes routed via or to a folder in addition to the RightFax client utility? Via . 5) Do you want inbound faxes to be routed and integrated into your Student Management Information System? No. a. How do you envision that process? N/A Outbound Fax Information 1) What is the total daily volume of fax pages sent currently? This information is not tracked. 2) What is the maximum hourly volume of fax pages sent currently? This information is not tracked. 3) By what percentage do you expect your outbound fax volume to increase over the next 24 months? We predicted it will remain stable. 4) Do you currently fax from the MFP today? Yes and other non-leased multi-function printers. 5) Will Multi-Function Devices (MFP s) be integrated with the Fax Server to fax hard-copy paper documents? Yes. 6) Would you like to fax PDF documents as attachments? Yes as an option. 7) Would you like to automatically send documents from your computer systems? ERP, SMIS or other internal system? No. 8) Do you fax electronically with that application today? No. Server Information 1) Will multiple locations be using the fax system? Yes. a. Is a WAN established between sites? Yes. b. What is the current bandwidth of the WAN? 150mbs currently, but we are in process of upgrading to 1 Gbs. 2) Is High Availability (HA) fax system required? (Requires RightFax shared services and a customer to provide HA servers for SQL database, MSMQ server, and File storage.) No. 3) How many stand-alone data centers within the overall organization? Two. 4) How many unique domains across the overall organization? One. 5) How many locations supported per data center? All. 6) Is there an SMTP server available to route incoming faxes via ? Yes. 7) Will be used as a fax client interface to send faxes? Yes If yes, which package do you use for communications? Office 365 Possible responses: Exchange / Office 365 / Lotus Notes / GroupWise / Other Telephony Information 1) How many fax lines do you currently support? 183 a. What type of fax lines are they? (Analog, Other?) Analog T1/PRI b. What are the costs for each line? ATA hardware costs about $80 and the Cisco EXT license is about $18 per year. 2) How many published fax numbers are in use today in the organization? (This may be different than total number of fax lines since some are rollover in the analog world) 183 8

9 3) Will the fax circuits be coming through the PBX, or will you be by-passing the PBX going straight to the fax server? Through the PBX 4) The following telephony integration options are available for RightFax integration. Select your preference. Analong. Possible responses: - T1PRI (Requires a Rightfax Gateway) - FoIP (Requires a supported customer telephony infrastructure) - Analog (RightFax Express Appliance) - Other 5) Can DID/DNIS routing information be provided for incoming faxes? Yes. 6) Will existing fax numbers need to be ported to the fax server? Yes. Fax over IP (FoIP) Telephony Integration Information If RightFax will be integrated via Fax over IP (FoIP) eliminating the need for hardware, then complete the section below. 1) What VoIP vendor is currently deployed (Cisco, Avaya, etc)? a. What vendor product? Cisco b. What is the version? System version: c. Do they support T.38? Yes d. Do they support either SIP or H.323 protocols? Both e. Are they licensed to support integration via SIP or H323? Both Except as provided herein, all terms and conditions of the solicitation, including changes made by all prior addenda (if any), remain unchanged and in full force and effect. Bidders must acknowledge receipt of this as specified in the solicitation, or as amended, by one of the following methods: (a) (b) By signing and returning one copy of this addendum. By acknowledging receipt and including it in your submittal Complete this portion. RECEIPT ACKNOWLEDGED: COMPANY: SIGNATURE: TITLE: DATE: 9

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