AC TRANSIT DISTRICT REQUEST FOR PROPOSAL … Addendu… · MFD’s and HP’s, however, ... Answer:...

AC TRANSIT DISTRICT REQUEST FOR PROPOSAL PURCHASING DEPARTMENT NO. 2016-1358

MANAGED PRINT SERVICES PERIOD OF PERFORMANCE: APRIL 1, 2016 THROUGH MARCH 31, 2019

ADDENDUM Number 3 dated January 14, 2016

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The Alameda-Contra Costa Transit District herewith issues this Addendum No. 3 to the above referenced Documents. Except as modified below, all other terms and conditions shall remain in effect. Strikethrough texts are words deleted from original RFP text and bold/italicized/underlined text are changes to original RFP text. Amendments to the Request for Proposal NONE Amendment to the General Conditions, Instructions, and Information for Offeror

NONE

Amendments to the Special Conditions

NONE

Amendments to the Scope of Services

NONE

Amendments to the Cost Proposal Form

Page 22a of 32 added: Cost Proposal Form to include pricing for the Optional Print Shop MFD.

Amendments to the Attachments On Page 25 of 32 of the RFP, Attachment B - MFD Inventory has been replaced in its entirety. See the revised Attachment B - MFD inventory attached to this addendum. Sign-in sheets from the Pre-Proposal Conference/GO Site Visit on 1/8/16 and the GO Site Visit on 1/11/16 attached to this addendum.

Amendments to the Sample Contract NONE




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Information Provided as the Result of Written Question

1. Question: Would you like the bidders to bid on a like for like copier model as

outlined on page 25 of 32? Answer: Yes.

2. Question: All copiers with finishers? Answer: No

3. Question: All copiers with large capacity paper drawers? Answer: No

4. Question: All copiers with hole punch? Answer: No.

5. Question: All copiers with fax boards?

Answer: No

6. Question: All copiers with swipe card device?

Answer: No

7. Question: Will you continue to use the PaperCut software?

Answer: PaperCut or comparable

8. Question: Replace all printers with one model number? (Equivalent to HP 4700?) How many drawers?

Answer: We have 2 drawers. We want printers that match the volume.




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9. Question: Includes staples

Answer: No.

10. Question: Page 19 of 32 – are print volumes for printers and copiers combined?

Answer: Yes.

11. Question: Are you sure you want used equipment?

Answer: You are responsible for the up time. I leave the flexibility to achieve that to you.

12. Question: Will printers with no volume be eliminated? (approximately 17

printers?)

Answer: Yes.

13. Question: Last bid we quoted on MICR printers - not on this bid?

Answer: No.

14. Question: Fiery Controller and Saddlestitch Finisher on Print Shop Unit? Answer: Optional, as per the scope.

15. Question: Will AC Transit remove cancellation for convenience or no cause from RFP language?

Answer: No.

16. Question: Are all our printers networked? Answer: No. We have a mix of networked and non-networked printers. The vendor will only be responsible for networked printers.




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17. Question: Regarding plotters Answer: Plotters are not part of the MPS contract. AC Transit may elect to use the vendor for maintenance, but that will may or may not be negotiated separately at AC Transit’s discretion at a later date.

18. Question: Regarding MICR printers. Answer: MICR printers are not included in the MPS contract. Support for MICR printers may or may not be negotiated separately at AC Transit’s discretion at a later date.

19. Question: Faxing Answer: AC Transit plans to transition to internet-based faxing prior to the upcoming contract start date.

20. Question: PaperCut/ Swipe release Answer: Papercut software is installed on every computer on the network. Swipe release capability is not within the scope of this contract.

21. Question: Will AC Transit look into utilizing a fax server for their organization? If yes, when and how will the acquisition be made? Answer: We will be using an internet based fax service. Implementation date is mid-March.

22. Question: Please confirm that all of the new MFP configuration is basic.

• Document Feeder – Answer: Confirm • Duplex – Answer: Confirm • Color – Answer: Confirm • Three paper trays that can handle 11 x 17 – Answer: Confirm • No Finishing options required at this time - Answer: Confirm




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23. Question: 36 month contract with optional extensions for years 4 & 5? Answer: Confirm

24. Question: Paper Cut release is not required on any of the units?

Answer: Swipe release is not required or being asked for.

25. Question: Is there a requirement for AC Transit to track scan documents?

Answer: No.

26. Question: On the “Cost Proposal Form”, it states the cost per page for both MFD’s and HP’s, however, it does not mention the equipment portion of the pricing. Does AC Transit want the cost of the equipment built into the cost per page or would you like a separate lease payment amount for the equipment?

Answer: Yes, we prefer it built in to the cost per page.

27. Question: May we submit two cost proposals? One would be for NEW

equipment and the second would be for USED refurbished equipment. If we may, should they go in the same pricing envelope or two separate envelopes? Answer: No, only one proposal.

28. Question: Quote on the equivalent models as indicated? Even the 3 that are no longer in place?

Answer: We’ve removed 3 that are no longer in place. Please respond to the new list.




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29. Question: What type of monitoring software is currently used to pro-actively service devices and order supplies? Is there a dedicated resource from the current vendor responsible for AC Transit?

Answer: The current vendor is using HP JetAdmin.

The current vendor has their own resource for supplies.

30. Question: Should I specify whether I will be providing “new’ or “used refurbished” equipment in my proposal?

Answer: Yes. 31. Question: Maps or floor plans available for copiers/printers.

Answer: We do not have current maps available at this time.

END OF ADDENDUM NO. 3



Page 22a of 32

COST PROPOSAL FORM CONT’D

OPTIONAL ITEM (This item is separate and distinct and will be considered for award as a standalone item. The District may or may not award this item). BASE PERIOD COSTS (APRIL 1, 2016 THROUGH MARCH 31, 2019): MFDs COST PER BLACK AND WHITE PAGE :

MFDs COST PER COLOR PAGE: OPTION YEAR 1 COSTS (APRIL 1, 2019 THROUGH MARCH 31, 2020): MFDs COST PER BLACK AND WHITE PAGE : MFDs COST PER COLOR PAGE: OPTION YEAR 2 COSTS (APRIL 1, 2020 THROUGH MARCH 31, 2021): MFDs COST PER BLACK AND WHITE PAGE :

MFDs COST PER COLOR PAGE:

[END OF COST PROPOSAL FORM]



ATTACHMENT B: REVISED MFD INVENTORY

Page 25 of 32

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