OFFICE OF PROCUREMENT AND CONTRACTING 301 LARGO ROAD, LARGO MARYLAND 20774-2199 PHONE: 301/546-0641 REQUEST FOR PROPOSAL #16-11 LEASE FOR NEW COPIERS/MFDS AND PRINT MANAGEMENT SOFTWARE Addendum No. 2 Issued: May 17, 2016 Addendum No. 2 is hereby issued by PGCC Web posting. Except as modified below, the Request for Proposal ( RFP ) remains unchanged. 1. The proposal due date has been extended to Friday, May 27, 2016. Each bidder is responsible for ensuring that their proposals are received in the Office of Procurement and Contracting in Kent Hall, Room 264 no later than 10:00 am on May 27, 2016. Late Proposals will not be considered and will be returned to firms unopened. 2. Attached with this Addendum are the Questions and Responses. The Bidder must acknowledge the respective Addendum within their proposal. End of Addendum No. 2
RFP #16-11 Lease for New Copiers/MFDs and Print Management Software Vendor Questions and Responses 1. What is the minimum print copy speed, or, what is the PPM (pages per minute)? RESPONSE: The minimum PPM is 45 ppm B/W, 45 ppm Color. 2. Is there a current payment gateway at the college, and if so, what is it? RESPONSE: Yes - Paypal; Ellucian Payment Gateway v. 1.3. 3. Can we provide a list of current HP MFDs/copiers? RESPONSE: Please see the attached Chart 1: Current HP MFDs/copiers Models. 4. Can we provide usage numbers broken down by B/W color? RESPONSE: Please see the attached Chart 2: Current Copier Models and Usage Numbers. 5. Is the monthly average pages indicate per device, or on all the devices within a group? RESPONSE: Please see the attached Chart 2: Current Copier Models and Usage Numbers. 6. Can we provide HID DuoProxcard for testing? RESPONSE: A sample ID card to test HID will be provided to the awarded vendor. 7. Do any configured machines or devices need fax capability? RESPONSE: No. Please see the attached Chart 2: Current Copier Models and Usage Numbers. 8. What is the minimum print/copy speed for each configuration? RESPONSE: The minimum print/copy speed for each configuration 45 ppm B/W, 45 ppm Color. 9. Where did your specs for each model come from? RESPONSE: Web-based research. 10. What is your overall yearly total print volume? Estimated total B/W pages and total Color Pages per year? RESPONSE: Please see the attached Chart 2: Current Copier Models and Usage Numbers. 11. What other locations other than the Community College are there? RESPONSE: Three College Extension Centers: Laurel College Center, Laurel, MD; University Town Center, Hyattsville, MD; and Joint Base Andrews, Suitland, MD. 12. Can we get a sample ID card to test HID solution for print monitoring software? RESPONSE: A sample ID card to test HID will be provided to the awarded vendor. 13. Regarding print monitoring software solution/ what would you want to do with non-networked devices? RESPONSE: We would prefer a solution that allows print tracking on non-networked devices, but not required. 14. What other devices are you currently using? Can we have a list of current devices you are currently managing? RESPONSE: Please see the attached Chart 1: Current HP MFDs/copiers Models. 15. What is the average usage for existing HP printers that will be staying? RESPONSE: Average number of pages for HP printers used for students: 5,555 jobs/34,928 pages; usage for HP printers used for employees: Unknown. 5/17/16 2
16. In regards to this statement in section, Employee Requirements for Print Management Software, Any solution must provide a way to track and report usage information so that charges can be viewed by budget managers/technical staff and then exported to a compatible file format for upload into PGCC s ERP system (Colleague), --- What are the compatible file formats? RESPONSE: The compatible file format is CSV. 17. Will the college be providing test pages for test prints on proposed units? RESPONSE: No, the college will not. 18. Do any configured machines need fax capability? RESPONSE: No. 19. If so, how many lines per machine? Standard fax kit or internet fax kit? RESPONSE: Not Applicable. 20. Who is the incumbent service provider? RESPONSE: The college current has several vendors who provide printer/copier equipment and services. Please refer to the attached table provided in the RFP. 21. What is actual usage for current equipment over the leasing period? RESPONSE: Please see attached Chart 2: Current Copier Models and Usage Numbers. 22. What type of leasing agreement do you prefer? FMV? Dollar Buy Out? RESPONSE: Dollar Buy Out. 23. Are third-party leasing companies allowed, or are service providers responsible for equipment? If 3 rd party leasing companies are allowed, which ones are valid? RESPONSE: A vendor may contract with a third-party and/or subcontractor to help meet the needs of this project. 24. Can we get a list of the HP MFD's referenced? RESPONSE: Please see attached Chart 1: Current HP MFDs/copiers Models. 25. Is the College expecting Follow Me Print for the 15 single function printers? 26. How many desktop printers will be included? Make and models of these? RESPONSE: The College has 599 HP LaserJet P1606n; 147 HP LaserJet P1505; and 97 HP LaserJet 1022 desktop printers. 27. Can we get an HID DuoProxcard for testing when awarded to validate correct card reader needed? RESPONSE: Yes, HID DuoProxcard will be provided when contract is awarded. 28. You state that there are 17,000 active users, does this included students, faculty, staff and guests? Yes or No? If no, can we get a total user count? RESPONSE: The spring 2016 total user counts are: Employees: 2,257; Credit Students: 14,128. 29. With guest printing -- will users be using school workstations? 30. Concerning Credit Card recharge - does the school already have a resource in place, such as Pay Pal, CyberSource, Authorize. net, Touchnet, Cashnet, etc.? Which is preferred by the College? 5/17/16 3
RESPONSE: PayPal is the source in place and is preferred. 31. Will PGCC ERP allow for CSV import? 32. Can you confirm that to add funds is only with a credit card? 33. Should any print for pay hardware be included in this proposal? Regarding the specifications for MFD's: 34. "Video Interface Kit & Embedded Image Controller," What does the College need to connect to? Could you further explain this video interface kit with respect to being embedded in the MFD? RESPONSE: The current interface is the Fiery advance controller interface; it is embedded. 35. With the color production devices, is space a concern? If so, what dimensions are required? RESPONSE: Space is not a concern. Regarding Maintenance: This set of questions is referring to hardware only, and not the maintenance for the software. 36. "Maintenance on all equipment" Does this mean just the 21 new MFD's? Or will maintenance be required for all hardware referenced (6 HP MFDs, 15 HP networked printers, and HP desktop printers)? If so can the College provide a listing of all makes and models? RESPONSE: The maintenance will be required only for the 21 new MFDs, 6 HP MFDs, and 15 HP networked printers; excluding HP desktop printers. 37. Can the College provide usage for b/w images copied and printed as well as usage for color images copied and printed, broken down by device? For the 21 new MFDs? For the other HP devices referenced? RESPONSE: Please see Chart 2: Current Copier Models and Usage Numbers. 38. If the College cannot provide usage information, what do they anticipate the maintenance plan to cover? Service, preventative maintenance, and labor only? RESPONSE: Usage is provided in Chart 2: Current Copier Models and Usage Numbers. 39. How many devices are included in the removal requested? RESPONSE: There are 21 MFP devices to be removed. Regarding Removal of Equipment: 40. What type of devices are to be removed, make and model would be helpful? RESPONSE: See Chart 2: Current Copier Models and Usage Numbers. 41. Are any of the devices to be removed production devices? If so what are the dimensions of these devices? RESPONSE: Two production devices to be removed. Device 1: 9 x40 ; Device 2: 13 x40. 42. Are all devices that are to be removed owned by the College? 43. Can you provide the quantity of units that will need to be removed and recycled? 5/17/16 4
RESPONSE: Please see attached Chart 2: Current Copier Models and Usage Numbers. 44. For the project schedule, does the College have a project start and completion date goal? RESPONSE: As a result of the extended due date for proposals, it is the intent of the College to award the contract on or before June 10, 2016. Removal, installation and implementation of the software and equipment will occur on or before June 30, 2016. 45. Will the HP MFDs require the device licenses to allow for authentication to track copies in addition to prints? 46. The Equipment Spreadsheet has the bottom two devices in the engine speed column listed as the image controller. Can you provide additional details regarding these devices including the average monthly pages? RESPONSE: Please see attached Chart 2: Current Copier Models and Usage Numbers. 47. Can you provide a color vs b/w breakdown for the Monthly Average Pages column? RESPONSE: Please see attached Chart 2: Current Copier Models and Usage Numbers. 48. Are the volumes listed in the Monthly Average Pages column the total for the quantity of the devices in that row, or the average per device? RESPONSE: Average per device. 49. The Maintenance Proposal asks for the monthly cost for 19 units. Will there be two leased units out of the 21 that will not be included in the maintenance? RESPONSE: Please refer to the information provided in Addendum #1. 50. Most service contracts are based on monthly volume which would allow for cost reduction when the College begins to achieve its goals of waste reduction and shifting volume to the more cost effective Print Shop units. Would the industry standard price-per-page service contract structure work for the College or would a price based on the monthly average pages in the spreadsheet be needed? What would the best way to structure the pricing proposal within Section 2.0, item 2.2 for a price per page contract? RESPONSE: Price-per-page. 51. In the Qualifications section, would you accept the qualifications of a sub-contractor in addition to the prime contractor as part of a teamed response? RESPONSE: Yes, we will accept the qualifications of a sub-contractor in addition to the prime contractor as part of a teamed response 52. Managed Print Solution Can you specify what models of HP devices you currently have that will be under the Managed Print Services software? RESPONSE: Please see Chart 1: Current HP MFDs/copiers Models. 53. Is the monthly averages in the spreadsheet column given for each machine of how many sheets the machine does individually? Example: or is it 20,000 monthly average pages for ALL 8 machines so it would be 160,000 per month for all 8 MFD s (20,000 x 8)? RESPONSE: Please see Chart 2: Current Copier Models and Usage Numbers. 54. Up to 80/77 ipm Scan Speed (B/W, Color? Is this 80 PPM per minute copy/print?) RESPONSE: Up to 80 ipm Scan speed for B/W and Up to 77 ipm Scan speed Color. 5/17/16 5
55. Video Interface Kit and Embedded Image Controller? What is the copy/print speed is this unit that you are requesting? RESPONSE: The Video Interface Kit and Embedded Image Controller is the Fiery advance controller interface. The Copy/Print Speed for this unit is 70 ppm 56. What monthly copy/print averages for this device per machine? RESPONSE: See Chart 2: Current Copier Models and Usage Numbers. 57. Minimum hard drive size on the machine with the video interface kit is listed 40GB X 4 (Option) --- is this correct? RESPONSE: Yes, this is correct. 58. On page 15 What type of report samples are you requesting? RESPONSE: The college is requesting typical usage. 59. Please clarify that the vendor is responsible for shipping existing machines back? What is the timeline for returning existing machines? Are they leased? Or do you own the equipment and vendor is to pick up and dispose of existing MFD s? RESPONSE: Please see responses to questions 39, 40 and 42. 60. Section 2.0 PRICE PROPOSAL 2.1 states 21 copiers/mfd s, but 2.2 states 19 copiers/mfd s for maintenance. Is 2.2 to be for 21 copiers/mfd s? RESPONSE: Please refer to the information provided in Addendum #1. 61. In SECTION 2.0 PRICE PROPOSAL, SUBMITTED IN A SEPARATE SEALED ENVELOPE: 2.1 Include proposed replacement for each location listed in Appendix I. Is this Appendix I that is on pages 25,26,27,28? RESPONSE: Please refer to the information provided in Addendum #1. Hardware Copier / MFD Questions 62. Print speed clarification. The RFP reflects (8) 36ppm and (2) 45ppm, however, the other speeds are for scan. Please confirm the speed requirements for the qty of (6) and the qty of (3) as well as the (2) production machines. RESPONSE: The print speed for the qty of (6) copiers is up to 85 ppm. The print speed for the qty of (3) copiers is 45 ppm. The print speed for the (2) production copiers is 70 ppm. 63. For the required finishing options, the column for the qty of (6) and the qty of (3) has Multi-tray Stapling & Collating Finisher listed under the office finisher column, and then has Inner Stapling listed under the convenience staple column. Please clarify. RESPONSE: Collating Finisher only. 64. For maintenance monthly proposal amount, would you like us to use the monthly average page amounts shown in each column? And is this page amount per system? For example: (8) 36 PPM systems with 20,000 monthly pages x 8 systems = 160,000 pages per month. RESPONSE: Please see Chart 2: Current Copier Models and Usage Numbers. 65. There are no monthly volumes for the (2) production machines to price the maintenance portion. RESPONSE: Please see Chart 2: Current Copier Models and Usage Numbers. 5/17/16 6
66. For the qty (6) black and white MFP s and qty (3) color MFP s, the paper tray weight range listed is 14 lb bond to 140 lb cover (350 gsm), was this meant to be 140 lb Index? RESPONSE: Yes, it s 140 lb index. 67. Will the 60-month lease be a Fair Market Value (FMV) lease or a Dollar Buyout lease? RESPONSE: The 60-month lease will be a Dollar Buyout. Print Management Software + Additional Questions: 68. What version of Colleague is PGCC running? RESPONSE: Colleague R18 69. What is the current vendor and bit-rate of the ID/HID cards used on campus? RESPONSE: Not Applicable. 70. What is the current internal billing policy for students, staff, and departments? RESPONSE: Not applicable. 71. Do you currently have one vendor for printing supplies or multiple vendors? RESPONSE: Not Applicable. 72. How is the bring-your-own-device policy handled on campus? RESPONSE: To be determined. 73. Does Blackboard or CBord exist on campus and is it integrated with current cost account system? RESPONSE: No. 74. For Guest users, approximately how many guest users do you anticipate having each semester? RESPONSE: To be determined. 75. Will PGCC allow mobile printing for any device? RESPONSE: To be determined. 76. Will PGCC charge students, staff, and faculty for scanning? RESPONSE: Students: Yes; Faculty and Staff: No. 77. With scanning, is there a need for converting documents to an editable format such as searchable PDF, word, excel, and RTF? 78. Is PGCC using Office 365 and do students, staff, faculty have online storage? RESPONSE: Students: Yes; Employees: No. 79. What payment gateways are currently allowed at PGCC? RESPONSE: Paypal; Ellucian Payment Gateway v. 1.3. 80. Current Models are not listed. RESPONSE: Please see Chart 1: Current HP MFDs/copiers Models. 81. Removal of Old Equipment. Are these units purchased and/or at end of the lease? Will end of lease letters be provided and all payments up to date? Are there any special logistic requirements, such as stairs, floor coverings, elevator access, etc. RESPONSE: Please see response to questions 39, 40, and 42. No other special logistic requirement needed. 82. Page 26, #2 and #4 there is no PPM count. 5/17/16 7
RESPONSE: Please see Chart 2: Current Copier Models and Usage Numbers. 83. Page 26, #5, there is no monthly average pages or speed requirement (See page 26, column 2) o Please see Chart 2: Current Copier Models and Usage Numbers. 84. Page 26, #5, what is the primary type of paper type run on this unit? RESPONSE: High quality, uncoated. Many different weights and sizes as these are booklet making copiers. 85. Page 26 #5, what percentage of color jobs are run on coated media? RESPONSE: The college does not use coated papers. 86. Page 26, #3 and #4 there is a maximum paper size of 12 by 47. Can you please explain the requirement for this size of paper? RESPONSE: This capability is no longer needed. 87. Please confirm the monthly volume for both black and white, and color, we should be using in quoting the maintenance proposal 2.2 on page 29. Currently page 26 only lists the average monthly volumes and does not differentiate between black/white and color. RESPONSE: Please see Chart 2: Current Copier Models and Usage Numbers. 88. Page 20, Please list the models for all the HP devises both MFD and Printers. RESPONSE: Please see Chart 1: Current HP MFDs/copiers Models. 89. On page 21 of the RFP, which of the above HP models (printers and MFD s) will be designated for release stations either external or embedded solutions? RESPONSE: To be determined. 90. Are you currently using a print management application, per Page 20, under Current Environment Configuration? The 4th bullet indicates that you re currently performing ID card authentication. If yes, do you have plans to keep this print management application, or do you want to replace it? RESPONSE: The College is currently using Pharos Uniprint System to monitor printing in the Open Computer Labs. There is a release station for users to authenticate (AD User Authentication) and release print jobs. We plan to replace this system. 91. Are guests printing from personal computers and/or school PCs? RESPONSE: Guests will be printing from College computers only. 92. There are several payment gateway providers, including Heartland, PayPal, Authorize.Net, etc. Do you have a preference from the many payment gateway options that are available? RESPONSE: Paypal; Ellucian Payment Gateway v. 1.3. 93. Regarding your network: How many domains, and if there are multiple, is there a two-way trust? RESPONSE: One domain. 94. RFP states there are 17,000 user accounts. Is this within Active Directory? The spring 2016 totals are: Employees: 2,257; Credit Students: 14,128. 5/17/16 8
CHARTS Chart 1: Current HP MFDs/copiers Models Current Model Constituency 1. HP M680z Employees 2. HP 4345 MFP Employees 3. HP CM4540 MFP Employees 4. HP 4345 MFP Employees 5. HP M680z Employees 6. HP CM4730 MFP Employees/Students/Guests 7. HP M602 Students 8. HP M603 Students 9. HP M603 Students 10. HP M603 Students 11. HP M603 Students 12. HP P4015 Students 13. HP M603 Students 14. HP M603 Students 15. HP P4015 Students 16. HP P4515 Students 17. HP P4515 Students 18. HP P4515 Students 19. HP M603 Students 20. HP M602 Students 21. HP M602 Students 5/17/16 9
Chart 2: Current Copier Models and Usage Numbers QTY (RFP page 25) Current Equipment to be Replaced Constituents Total pages Monthly average pages Copied b/w Copied Color Printed b/w Printed color 8 Xerox 430 DC Employees 58,380 973 Unknown Unknown Unknown Unknown Ricoh C400 Employees 610,147 10,169 Unknown Unknown Unknown Unknown Ricoh MPC400 Employees 228,146 Unknown 183,336 44,810 Unknown Unknown Ricoh C3300 Employees Unknown Unknown Unknown Unknown Unknown Unknown Ricoh MP3351 Employees Unknown Unknown Unknown Unknown Unknown Unknown Xerox CC128 Employees 278,220 15,000 Unknown Unknown Unknown Unknown Ricoh MP4001 Employees 500,000 8,736 Unknown Unknown Unknown Unknown Ricoh 3350S Employees 142,325 2,412 Unknown Unknown Unknown Unknown 6 Xerox WC7665 Employees 3,600,000 60,000 Unknown Unknown Unknown Unknown Konica BH920 Employees 4,200,000 70,000 Unknown Unknown Unknown Unknown Xerox WC5655 Employees 720,000 12,000 Unknown Unknown Unknown Unknown Sharp MX700N Employees 2,160,000 35,000 Unknown Unknown Unknown Unknown Xerox WCBK40 Employees 3,874,046 65,662 Unknown Unknown Unknown Unknown Xerox WC5655 Employees 1,663,260 27,721 Unknown Unknown Unknown Unknown 2 Ricoh MPC6000 Employees 533,100 8,885 Unknown Unknown Unknown Unknown Ricoh Aficio MP9001 Employees 3,611,647 63,192 Unknown Unknown Unknown Unknown 3 Xerox WC7335 Employees 450,420 7,507 228,878 90,726 28,335 36,569 Xerox WCBK40 Employees/ Students/Guests Unknown Unknown Unknown Unknown 118,626 2,118 Xerox WCBK40 Employees/Students/Guests 103,396 1,880 Unknown Unknown Unknown Unknown 2 Konica Minolta Biz HubC6500 Employees 1,062,000 88,500 3,500 85,000 Unknown Unknown Konica Minolta Biz HubC6500 Employees 1,062,000 88,500 3,500 85,000 Unknown Unknown 5/17/16 10