RFP #19-01 Vendor Questions REQUEST FOR PROPOSAL: RFP #19-01 1 of 2 Copier/MFD Hardware and Service and RFP #19-01 2 of 2 Printer/MFP Service & Supplies Question #1: I spoke with you just prior to the launch of the City of Escondido event. Unfortunately, I was on the road traveling during that time and would greatly appreciate getting access to a recording of it if it becomes available. The recording is available via the following link: https://www.dropbox.com/s/tz81selnfz36pn9/2018-01- 10%2012.00%20Copy_%20City%20of%20Escondido%20RFP%20%2319-01%20Vendor%20Meeting.mp4?dl=0 Question #2: Please confirm the phone number for Lisa Kitamura. Lisa Kitamura s contact information is (208) 389-1100 x 106, lkitamura@optimizon.com. (The phone number listed in the invitation contained a typo.) Question #3: Is a municipal lease acceptable for the $1 dollar out option? Answer Yes Question #4: There is a 35ppm B&W MFP online but not mentioned in the announcement for quantity (1). Is this correct? We do not understand the question. In both the invitation and the online system, the segment is described as Desktop 35PPM B/W Copy/Print/Scan with a projected quantity of 10 device. If this does not answer the question, please provide additional context. Question #5: In the announcement, you have a 35ppm B/W Desktop. Does it have to go on a desktop and if so any space/size limitations? Yes, the device will need to be placed on a desktop, counter, or table top. There are some space constraints, but we believe that there is enough space for any currently available device of this type. Question #6: On the requirements page you request fax on the units. Most production units (i.e. the 90ppm) does not have fax as an available option. Is fax a requirement for this unit?
No, faxing is not a requirement for this segment. Question #7: RFP #19-01 1 of 2: Copier/MFD Hardware and Service, p. 3, 1st paragraph and RFP #19-01 2 of 2: Printer/MFP Service + Supplies, p. 2, 6th paragraph state that if we are unable to provide the requirements of this RFP, the City will respectfully withdraw our firm from consideration as the supplier for the equipment the City wants to purchase and/or lease. Could you please clarify whether this withdrawal from the City's consideration pertains to consideration for any future relevant opportunities with the City as well? The question pertains only to this specific RFP. Question #8: Terms and Conditions of Organization, p. 6, item 12. Signature states that proposals "must bear the original signature in longhand..." We understand that this is an online bid, so does the requirement for an "original signature" apply only to the Bid Bonds? Please confirm. Yes, the requirement for original signature applies only to the documents that must be submitted in hardcopy, which includes the Bid Bond or Cashier s Check or Corporate Check. An electronic copy of the signature on the other documents that will be submitted electronically will be acceptable. Question #9: Terms and Conditions of Organization, p. 14, item 1. "Description of Services" states that "Contractor will furnish all of the services described in 'Attachment A', which is attached and incorporated by this reference." Is this just a template reference to the services the awarded vendor is proposing? If 'No', and instead the RFP contains an "Attachment A", could the City kindly provide us this document? This is just a template for reference. Attachment A will be drafted after the RFP is awarded and will reference the vendor s proposal. Question #10: Does the City of Escondido pay Property Tax for copiers and if so, is this to be included in bid pricing along with Sales tax? The City of Escondido is not exempt from any taxes. Question #11: For existing owned copiers to be disposed of, if HD s are removed and left with City of Escondido prior to removal, will this suffice? Not applicable. The devices to be replaced are under a lease agreement. Question #12: Toners trade in value, are the toners you wish to return OEM and if so, how many and what are the cartridge model/part numbers?
The City is not asking to return toner. The expectation is that the City will use up whatever supply of toner they have on hand, and the question is whether the vendor will provide any kind of credit considering that the City will be using toner previously purchased. Question #13: For the desk top 35 ppm black and white, you are requesting.5 GB RAM and 2 GB HD, this segment of MFP typically has a limited HD, will 1 GB Shared be acceptable for this segment only? Shared HD is acceptable. Please indicate what is available either within the Segment information or in the Information section as needed. Question #14: Please provide a description of the goals of the organization with respect to Copying, Printing, Faxing, Scanning, and Reporting. The RFP outlines the needs of the City of Escondido. Question #15: With respect to your organization: a. How many organization locations need to be considered for this project? If multiple locations please provide a list that includes the following: Location name Geographic location (City, State, Country) Number of users per location Notation of user type per location: Employees, staff, consultants, students, or other b. How many total users need to be considered for this project? The scope of the RFP is City-wide. For a complete list of the departments and locations please go to: https://www.escondido.org/city-departments.aspx. There are approximately 1,023 users. Question #16: With respect to user identification: a. Does the organization use an ID card (proximity, magstripe, or barcode) or FOB for building or system access that users use? If so, please answers to the following: i. ID card / FOB type (Manufacturer and Model)? i Do all users at all locations use the same type of ID card or FOB technology? If not, please provide details. Are user ID cards / FOBs defined in Active Directory or in a Security System? If a Security System: 1. Is this a centralized system or independent per location? 2. What ability is there to export ID card / FOB data to a file? b. Do all users authenticate to Active Directory for computer and network access?
c. Are there any users who need to copy, print, fax, or scan functionality that are not defined in Active Directory? Use of ID cards is out of scope in terms of the RFP. As noted in the segment requirements, each device proposed must support all functions and applications of Active Directory s central authentication and authorization services as implemented by IT through the use of LDAP directory services. Additional conversations related to implementation will take place at the appropriate time. Question #17: With respect to auditing: In addition to copy and print, is there any requirement to track fax, and/or scan activity for auditing purposes? If so, please provide details particularly to reporting requirements. Not at this time. Question #18: With respect to the server environment, client environment, and network infrastructure: a. Is the data-center that hosts the organizations servers centralized or regional? Please provide locations and details. b. What Server OS s are used by the organization (Please provide details): i. Windows Server 2003 / 2008 / 2008R2 / 2012 / 2012R2 i UNIX / Linux Other c. Are the organizations servers physical or virtual? If virtual, what platform: VMware, Microsoft Hyper-V, other (Vendor and Version)? d. Does the organization have specific server requirements involving virtualization technology (HA, FT, VMware Site Recovery Manager, etc ) that should be disclosed for Failover, Fault Tolerant, or Disaster Recovery? e. What Windows client OS s are used by the organization: Windows XP, Windows 7, other? Are these systems: 32bit, 64bit, both? f. Are Mac computer systems used in the environment? If so, please provide details of the Mac OS version(s)? Do all Mac computer system / users authenticate to Active Directory? g. What other desktop systems are used by the organization: Terminal Services, Virtual Desktop, other? h. Are there any specific client-server applications used in the environment that need to be considered for this project? If so: i. Is there any requirement to function with these client-server applications for printing, scanning, or faxing? If so, please provide details. Do these applications generate print jobs so they are associated to the authenticated Active Directory user or to a system account?
i. Does the organization have the ability to push printer drivers and software to all client computers systems (Windows and/or Mac's) whether using Group Policies, login scripts, or other methods? If so, please provide details. j. Please provide details about the network connectivity between locations as follows: i. Network bandwidth between locations? i Estimated available bandwidth between locations? What mission critical systems utilize this network connection now? k. Does the organization have WiFi within the environment? If so, is the WiFi available for use for staff, consultants, guests, general public? Please provide details of how the WiFi is required to be used for this project. l. Do firewalls restrict traffic between locations? If so, can ports be open if required? m. Are there any legacy systems or applications that need to be considered for printing, scanning, or faxing? n. Does the organization have any documents or diagrams that would assist in understanding server environment and network infrastructure? Please refer to the Network Environment topic in the online system for basic network information. In terms of relevance for this RFP, here is some additional information: The City uses Group Policy to deploy print drivers, there are three print servers, and the environment is 100% Windows (no Mac devices). Question #19: With respect to printing: a. For MFDs, please provide the following: i. How many network connected MFDs total ( 49 listed in Bid, is this the total or will there be other future and or non-bid units being utilized) Office location of each network connected MFD (Number of units per physical locations) i Manufacturer(s) and Models of potential non Canon units. iv. Any additional specialty foreign or domestic fonts/barcode print languages other than PCL, PostScript needed? b. For printers, please provide the following: i. How many network connected printers total (103 network, 60 direct) Office location of each network connected printer(number of units per physical locations) i Will the City of Escondido consider either providing network data connections for 60 direct printers or possibly upgrading to wireless connected units?
c. With respect to print server in the environment: i. How many print servers are within the environment related to this project? Are the print server centrally located or distributed throughout the environment to various locations? If distributed, please provide locations. i Are all of the print servers using a Windows Server OS (2003, 2008, 2012)? iv. Are there any non-windows (2003, 2008, 2012) print servers in the environment? d. Is there any need to consider Failover, Fault Tolerance, and/or Disaster Recovery with respect to printing? e. Please describe any customized in-house applications relative to printing and the requirements that these application function with the printing solution Canon provides. f. If mainframe(s) or other host systems exist in the environment, what requirement is there for this solution to function with the mainframe(s) for printing? g. Does the organization have any documents or diagrams that would assist in understanding printing requirements? The number of MFDs identified in the RFP represents the total number of these devices in the City. Please prepare your response based on the information provided in the RFP and the answer for Question #18. Question #20: With respect to email: a. What email system is used by the organization: Microsoft Exchange, Lotus Notes, Novell Groupwise, other? What version is installed? b. Is the email system internal to the organization or hosted? c. Which mail protocols are used for the organizations email system - SMTP, POP3, MAPI, or Exchange Web Services (EWS)? d. Is authentication required to send / receive emails? e. What TCP ports are used to send / receive emails? f. Does the organization have any documents or diagrams that would assist in understanding the email environment? Please refer to the Network Environment topic in the online system. Additional conversations related to implementation will take place at the appropriate time. Question #21: With respect to mobile devices: a. Is there any requirement to print from mobile devices within the environment? b. What type of mobile devices exist within the environment that need to be able to print:
i. Apple iphones or other Apple ios Devices (ipad or ipod Touch) Android Phones or Android Tablets i Other manufacturer / models c. Are the mobile devices company owned or personal devices? d. Are company owned mobile devices restricted or locked down by an enterprise management software/solution in any way? e. Do the mobile devices have the ability to operate using WiFi in the environment? Printing from mobile devices is out-of-scope. Question #22: With respect to mainframe (IBM AS/400, etc ) or host systems (UNIX, Linux, Sun OS, Citrix, SAP, etc ): a. Are there any mainframe (IBM AS/400, etc ) that exist in the environment? If so, please provide the following: i. What mainframe(s) manufacturer / model(s) are present (List each)? i iv. Where are the mainframe(s) located? What network connectivity does the mainframe have to the rest of the network environment? What specific mainframe protocols are used / required when functioning with the mainframe(s)? v. What print language (IPDS, AFP, PCL, Postscript, other) does the mainframe generate as print output that is required to function with this solution? vi. v Can the mainframe print to Ethernet connected TCP/IP addressed networked printers using LPR? What account (Active Directory user account, system account, other) is associated to print jobs when a user prints from the mainframe? Is this account associated to the print job end to end from origination on the mainframe to printing on the printer? b. Are there any host systems (UNIX, Linux, Sun OS, Citrix, SAP, etc ) that exist in the environment? If so, please provide the following: vi ix. What host systems are present (List each)? Where are the host system(s) located? x. What network connectivity do the host systems have to the rest of the network environment? xi. x What specific host system protocols are used / required when functioning with the mainframe(s)? What print language (UFR / UFR II, PCL, Postscript, other) do the host systems generate as print output that is required to function with this solution?
xi xiv. xv. Can the host systems print to Ethernet connected TCP/IP addressed networked printers using LPR? Do users utilize their Active Directory or a system account when using the host system? What account (Active Directory user account, system account, other) is associated to print jobs when a user prints from the host system? Is this account associated to the print job end to end from origination on the host system to printing on the printer? c. Does the organization have any documents or diagrams that would assist in understanding mainframe and host system environment? These items are all out-of-scope. Question #23: With respect to scanning: a. Is there any backend Document Management System (OpenText, SharePoint, etc ) that this solution needs to scan and store documents to? If so, please provide details. b. Is there any online system (Dropbox.com, Box.com, etc ) that this solution needs to scan and store documents to? If so, please provide details. c. Is it a requirement that users be able to scan documents to be sent outbound, or to themselves, via email? If so, should the outbound email be sent using an email address defined for the MFD or using the users own email address? d. Is it a requirement that users be able to scan documents to predefined shared network folders or Active Directory Home Folders? Is there a need to browse the folder structure to which documents are to be scanned and deposited to? e. Are advanced scanning capabilities (such as: Zone OCR, Batch scanning using barcode separation pages, Forms recognition, Line item extraction, Document image enhancement, etc...) required? f. Please describe any customized in-house applications relative to scanning and the requirements that these applications function with this project. g. If mainframes or other host systems exist in the environment, what requirement is there for this solution to function with the mainframe for scanning? h. Does the organization have any documents or diagrams that would assist in understanding scanning requirements? The requirements related to scanning are outlined in the RFP. Question #24: With respect to faxing: a. Is there a centralized fax solution (such as RightFax) that needs to be considered in the environment? If so, please provide the following:
i. What fax solution is currently place (Manufacturer / Model / Version number)? Does the current fax solution function by Scan-to-Email, Scan-to-Folder, or via Direct Integration by MFDs to the fax solution? Please provide details. b. Is there any requirement for faxes to be archived for tracking or auditing purposes? c. Does the organization have any documents or diagrams that would assist in understanding faxing requirements? The requirements related to faxing are outlined in the RFP. Question #25: With respect to reporting: a. What is required to be reported: User, Department, Location, Device (MFD, network connected printer, and/or local printer), Activity (copy, print, scan, and/or fax)? b. Are reports required on a regular basis: Daily, Weekly, Monthly, other? c. Would reports generated by the system need to be distributed via email (individual or group email) or stored to a shared network folder? d. Is it necessary to have usage activity data able to be exported and used to import into a backend system for chargeback for usage? If so, please provide details. e. Does the organization have any documents or diagrams that would assist in understanding reporting requirements? The requirements related to reporting are outlined in the RFP. Question #26: With respect to IT projects: a. Please provide information on the organizations IT department as follows: i. Is IT outsourced? Is IT support available at all of the company locations? b. Does the organization utilize a "Test Environment" to test enterprise applications on a limited scale prior to putting solutions into production? If so, please describe your organizations requirements. c. Does the organization have "Change Management Policies and Procedures" that need to be considered and maintained as part of a solution roll-out? d. What are the organizations plans to roll-out this solution specifically with respect to: i. Internal Project Management requirements? i Solution implementation roll-out schedule and plan? User Acceptance Testing (UAT) requirements to confirm system functionality prior to or during the roll-out to the full production environment?
iv. Days / Hours required to the implementation: 1. Monday Friday / 9am-5pm (Normal business hours)? 2. After business hours (Monday-Friday / 5pm-9am)? 3. Weekend hours (Friday night Monday morning)? 4. Blackout dates where work cannot be done by CSA staff? e. Does the organization have any documents or diagrams that would assist in understanding the way in which the organization implements IT projects? IT is in-house and is available for all locations. Additional conversations related to this topic will occur at the appropriate time.