FORT WAYNE COMMUNITY SCHOOLS
RFP #101335DISTRICT-WIDE UNIFIED CONVENIENCE
AND PRODUCTION PRINT SERVICES PROGRAM
Date: 03/21/2017
Questions and Answers
# / Date / Question/Answer1. / 03/03/17 / Q –Would it be possible to receive a spreadsheet of the current equipment and recent meter reads (12/31/16)
A – FWCS will issue Addendum #2 to include a spreadsheet listing the current copier equipment makes/models, along with the associated meter reads as of 12/31/2016.
2. / 03/03/17 / Q –As we are evaluating financing options a question has come up that will require your input. With many of the leasing partners that we utilize, they are bound by several banking regulations. One of these regulations that must be met to utilize one of the programs is as follows:
Tax Exempt Muni Lease Purchase Rates
Lessee Must be Bank Qualified = Lessee expected to issue less than $10,000,000 of tax exempt obligations during the calendar year in which the Lease is funded.
Please advise as to the status regarding this requirement and if this threshold has been met or surpassed or will be in the current calendar year.
A – Because FWCS issued $32,290,000 in tax-exempt bonds earlier this year, the lease will not qualify for the special category of tax-exempt obligations known as “bank-qualified” or “qualified tax-exempt obligations” under Section 265(b)(3) of the Internal Revenue Code.
3. / 03/07/17 / Q –Explain FWCS position on alternate proposals not meeting equipment specifications?
A –FWCS expects all proposers primary proposal to meet or exceed all minimum specifications. Each proposer may submit an alternate proposal for equipment that does not meet or exceed all minimum specifications. With that being said, a proposer may propose equipment that does not meet minimum specifications as their primary proposal but they will need to list all the deviations as stated in Section III.A.1 for technical requirements and Section III.B.1 for support and service specifications.
4. / 03/07/17 / Q – How will FWCS students print or copy?
A –FWCS is expecting to have two print drivers. The “follow-me” print driver that will be given to all employees and then a by-pass driver of some type. The by-pass driver will be given to students and also the secretary/treasurer in each building.
5. / 03/07/17 / Q – Will FWCS expect student printing to be tracked.
A – Yes.
6. / 03/07/17 / Q – Will FWCS students have ID badges?
A – No. FWCS utilizes active directory (AD) for printing.
7. / 03/07/17 / Q – How many full time employees does FWCS have?
A – FWCS has approximately 4000 full time employees. FWCS has approximately 4800 total employees.
8. / 03/07/17 / Q – Does FWCS have or know about how many inbound and outbound faxes are sent annually?
A – No.
9. / 03/07/17 / Q – How many analog fax lines are used currently?
A – There is currently 72 color machines and all of those have analog fax cards in them. There may be a couple monochrome machines that an analog fax card has been added during the contract. Approximately 75 analog fax lines in total. Please remember that FWCS is expecting a fax server to be implemented at the beginning of this contract therefore eliminating these lines. It is expected that every machine will be an outgoing fax device.
10. / 03/07/17 / Q – Does FWCS expect any machines to not be networked?
A – No.
11. / 03/07/17 / Q – What operating system does FWCS have?
A – Windows OS based system
12. / 03/07/17 / Q – How many print queues does FWCS have?
A – There is one print queue for every device.
13. / 03/07/17 / Q – In Section II.G, last paragraph, what exactly is FWCS expecting when they state the vendor shall supply the computing hardware.
A – FWCS is referring to any virtual server or server where the software for the web job solution will be housed.
14. / 03/07/17 / Q – In Section II.K, what exactly is iPrint referring to?
A – FWCS used to have Novell iPrint client for printing drivers and queues. FWCS no longer uses Novell iPrint. FWCS uses Windows print drivers currently.
15. / 03/07/17 / Q – Please provide clarification on the Section II.L statement “The Vendor shall provide all Convenience Copier/MFD and Production Devices with the following required scanning functions: Scan-to-email, scan-to-folder and scan-to-desktop.”
A –Scan-to-email: Copiers should integrate with Active Directory to enable scanning and sending of documents to any email address specified. FWCS currently uses Exchange Online as part of Microsoft Office 365.
Scan-to-folder: Copiers should integrate with Active Directory to enable scanning and sending of documents to an employee’s NTFS protected personal home folder on a Windows File Server.
Scan-to-desktop: Through TWAIN drivers or the like, copiers should allow installation of the copier as a scanning device on a Windows 10 Desktop computer.
16. / 03/07/17 / Q – What is the current FWCS Print Shop ordering process?
A – Request are sent to the FWCS Print Shop via a paper, print request form. Attachments and/or files are emailed to the Print Shop.
17. / 03/07/17 / Q – Does FWCS want a centralized queue? Meaning the end-user does not push jobs to the production machines.
A – FWCS must have a centralized front-end queue. No job should go from the end-user and be released to a production machine without being released by a print shop employee. FWCS is expecting to implement an “auto-flow” software during this contract. Those jobs would be released to the production machines but only after going through the business rules setup in the “auto-flow” software.
18. / 03/08/17 / Q – What is the monthly fax volume:
A –Unknown, please see Question and Answer #8.
19. / 03/08/17 / Q – How many fax numbers exist:
A –Approximately 75, please see Question and Answer #9.
20. / 03/08/17 / Q – How many MFPs will need Scan to Fax?
A –With the implementation of the fax server in this RFP specifications, it is expected that all machines will be able to do an outgoing fax.
21. / 03/08/17 / Q – What is your email server platform?
A –Microsoft Exchange Online (Office 365)
22. / 03/08/17 / Q – What is the existing phone service for the district? And, are they different for each school?
A –Mitel phone system with Frontier service. Same for the entire district. IP Based.
23. / 03/08/17 / Q – Will scan to OnBase be 100% required with any configuration?
A –Yes.
24. / 03/08/17 / Q – How many MFPs will need Scan to OnBase if 100% required?
A –310, 100%.
25. / 03/08/17 / Q – How many users will use Secure Print?
A –Estimated 4800 employees; 5500 licenses (Full and Part-time employees). Students will print with a “bypass” driver.
26. / 03/08/17 / Q – How many print servers exist today?
A –One.
27. / 03/08/17 / Q – What type of OCR is 100% required? Are Word, Excel required? Or, is Searchable PDF the only 100% required?
A – Scans should be convertible to .pdf, .docx and .xlsx as a base minimum specification.
28. / 03/10/17 / Q – B&W Production – Folding Options. Does the finisher need inline C Fold, Z fold or E Fold? Can you provide an offline option?
A –Yes. Inline option only.
29. / 03/10/17 / Q – B&W Production – Trimming. Does the Finisher need Trimming inline?
A –Yes. Face Trim Only.
30. / 03/10/17 / Q – B&W Production – Perfect Bind and/or GBC Punch inline. Are you asking for this as an option or standard?
A –Perfect Bind as an option, we are not asking for GBC.
31. / 03/10/17 / Q – B&W Production- Paper Drawers. 6 minimum? Can you propose less?
A –FWCS expects all proposers primary proposal to meet or exceed all minimum specifications. Each proposer may submit an alternate proposal for equipment that does not meet or exceed all minimum specifications. With that being said, a proposer may propose equipment that does not meet minimum specifications as their primary proposal but they will need to list all the deviations as stated in Section III.A.1 for technical requirements and Section III.B.1 for support and service specifications.
32. / 03/10/17 / Q – B&W Production – Total Sheet (Paper Max) Capacity. 8,000 sheets. Can you propose less? (We are 5,500)
A –See Answer #31.
33. / 03/10/17 / Q – Color Production – EFI controller with Command Workstation and Graphic Arts Package. Can you propose a similar controller? EFI vs Postscript
A –See Answer #31.
34. / 03/10/17 / Q – Color Production – Folding Options. Does the finisher need inline C Fold, Z fold or E Fold? Can you provide an offline option?
A –See Answer #31.
35. / 03/10/17 / Q – Color Production – Scan to Email using LDAP. Can we propose without LDAP lookup? (LDAP is a connection to the server that allows you to enter a letter for quick lookup.)
A –See Answer #31.
36. / 03/10/17 / Q – Color Production- Paper Drawers. 5 minimum? Can you propose less?
A –See Answer #31.
37. / 03/10/17 / Q – Can you provide an Out of the Box solution? A solution that doesn’t meet all the bid criteria but fits the production workflow? Example: 3 7150’s at 120 pages per minute all color?
A –See Answer #31.
38. / 03/10/17 / Q – Can you provide a Service and Supply solution not tied to a cost per copy? Example: Equipment, Service, Support priced together with ink billed separately?
A –See Answer #31.
39. / 03/10/17 / Q – Is FWCS willing to use an existing contract (NJPA) with contract pricing and terms, no exceptions. An option for this award or partial award?
A –The FWCS RFP document will be the superseding document over any other contract, agreement, etc. But if an existing contract from an outside entity, such as NJPA, meets ALL of the FWCS RFP terms, conditions, and specifications, we would “consider” it. In the event FWCS would make such an award to a vendor that based their proposal from an existing contract from an outside entity (such as NJPA, U.S. Communities, etc.), it would have to be agreed upon in writing that FWCS will onlyconduct business with the awarded vendor for the entire term of the contract, and not with any other entity. The awarded vendor would be solely responsiblefor fully meeting the terms of the contract with FWCS, along with dealing with issues of any type that may arise with the outside entity. In addition, it would need to be agreed upon in writing that the FWCS RFP terms, conditions, and specifications are the superseding document, with no exceptions.
40. / 03/15/17 / Q – Does FWCS desire to have the OnBase embedded connector installed on each MFP in the fleet? This would be an application, loaded onto the panel of the MFP that allows a user access to more advanced OnBase functionality than simple “scan to folder” functionality that the OnBase system would process – there is a license fee associated for each MFP loaded with the embedded application.
A –No.
41. / 03/15/17 / Q – Does FWCS desire to have Network/Server FAX embedded connector on each MFP in the fleet? This would be an application, loaded onto the panel of the MFP that allows a user access to more advanced Server FAX functionality than simple “scan to FAX” functionality – there is a license fee associated for each MFP loaded with the embedded application.
A – No.
42. / 03/15/17 / Q – Page 24 - Section II.J Paragraph 4 & 5: What is the file format required for the Sungard IFAS system mentioned in this section? Can a sample file with Column Headings needing to be mapped, be provided by FWCS?
A –FWCS prefers a .csv file, .xls is acceptable. For a detailed explanation, see “Addendum 101335-4”.
43. / 03/16/17 / Q – Can there be a separation between the financing agreement (lease) and the maintenance agreement (service and supplies) as long as they are billed at the same time?
A –No, FWCS expects to receive one quarterly bill for convenience and production copies. The invoice should be broken down between convenience and production copies.
44. / 03/16/17 / Q – Will Fort Wayne be able to provide proof of insurance covering the equipment with liability and property coverage? The RFP did not address coverage for the equipment.
A –Yes. FWCS will provide proof of insurance to the awarded vendor by the terms of the lease agreement.
45. / 03/16/17 / Q – The performance bond typically covers the bidding vendor, but it does not typically have anything to do with the financing source. Can we separate the requirements and have the bond strictly address the vendor not the financing source?
A –Yes.
46. / 03/16/17 / Q – The RFP states non renewals, would the district agree to month to month renewals with 30 day notice? The reason behind that is if the contract states no renewals and no action is taken at end of term, the equipment would sit out there with no one paying for it. By stating 30 day renewals with 30 day notice FMV may be an option.
A –If in the best interest of FWCS, we will consider different financing options.
47. / 3/16/17 / Q – The RFP states that the bidding vendor is responsible for the hard drive cleaning/wiping/ or even replacement , this would be addressed in the services agreement between the vendor and Fort Wayne, within the financing agreement /lease it states that Fort Wayne is responsible due to legal ramifications. If the services agreement addresses that item specifically can we leave that language within the proposed lease? The lease company is strictly providing the financing and cannot be responsible for ensuring that the hard drive is cleaned before the unit is shipped back.
A –FWCS expects the awarded vendor to be responsible for the hard drive cleaning or wiping of a hard drive that is removed and replaced from a machine during the lease. FWCS expects the awarded vendor to be responsible for cleaning or wiping all the hard drives if the machines are being returned from a FMV lease.
48. / 3/17/17 / Q – Section II.E & Section II.F
I noticed that there are no external high capacity trays listed in the requirements. Based on a previous conversation, dual oversized high-capacity feeder trays were preferred. Should the lease cost per unit be listed as an option?
A –Yes. An alternate proposal may be submitted with the high capacity trays included in the click cost.
49. / 3/20/17 / Q – Are we able to receive proof of ownership (of RSA WebCRD)?
A – Yes. FWCS will give proof of ownership to any vendor that is selected as a finalist and before they propose their Best and Final Offer.
50. / 3/20/17 / Q – Based on Question 30 and the current response of the published Q/A's regarding Perfect Bind and/or GBC Binding. If Perfect Binding is to be an option, how does it fit in the pricing schedules E and F which show it as a requirement, and does not have any area to put it as an option?
A – Perfect Bind is not an option, it is to be Standard on the production monochrome devices. The GBC option was kept as an alternative because some manufacturers offer one option and not the other. Section III.A.29 explains FWCS preference between the two.
51. / 3/20/17 / Q – In response to the Production Specifications. Please clarify the Square edge trimming. Do you mean face trimming or are you requesting square back booklet folding/ finishing? Or are you looking for both as separate options?
A –FWCS is looking for square back booklet folding/finishing.
52. / 3/20/17 / Q – Should invoicing schedule be set for advance quarterly billings on equipment?
A – FWCS expects quarterly billings to be in arrears.
53. / 3/20/17 / Q – What the forecasted equipment adds to the contract through 2022? If you do not have an estimate, can you share how much equipment was added to your contract from 2012-2017? Do you forecast the same needs through 2022?
A – FWCS does not have any additional equipment forecasted as of now. FWCS added 3 or 4 machines during the last contract. Those were segment 2 devices that replaced laser printers. FWCS does not foresee adding any segment 2 devices to the contract.
54. / 03/21/17 / Q – Please confirm the scoring criteria for Award categories referenced within Section V
A – Please refer to Section V. Sections V.A.1 through V.A.8 are the scoring criteria.
55. / 03/21/17 / Q – Please confirm the historic activity of the (4) dedicated on-site technicians- Will these technicians cover all clients and be exclusive to FWCS ; will they be provided a dedicated work space; will they support Production Labor service activity?
A – The (4) dedicated technicians will required to service FWCS only. At least one of the technicians must be trained and capable of working on the Production equipment as well. Ideally, all four technicians would be able to work on the Production equipment. They will not have a dedicated work space. FWCS does have a warehouse that we can work with a vendor to store parts, but the technicians will not have an office, or cubicle, or a dedicated work area. FWCS expectation is that they will be traveling from school to school during the day, servicing the copier fleet.
56. / 03/21/17 / Q – Can FWCS confirm how many sites/users have started implementing WebCRD? Can you please explain the issues that the current vendor experienced in completing the implementation?
A – FWCS is not currently using WebCRD. The current version FWCS owns, does not cost out impositioning. Due to this difficulty, implementation was stopped. We have viewed the current version of WebCRD and believe it addresses the issues we were experiencing.
57. / 03/21/17 / Q – Can FWCS please confirm Badging Technology in place with the current contract?
A – FWCS currently has HID badges. The specification was written for Multi-Technology card readers as FWCS foresees implementing a more secure badge in the future.
58. / 03/21/17 / Q – How many moves were completed from 2011 thru 2016?
A – FWCS requires the dedicated technicians to do many moves a year. Most, almost all, moves are moves within the same building. Each school typically requires a copier to be moved from their office or workroom to the gymnasium for school registration. FWCS also has Pre-K registrations that require a copier moved to the gymnasium. Another time FWCS experiences a high volume of moves is during the summer when the floors and carpets are being cleaned by the custodial staff. FWCS does have many buildings under construction and remodeling that also raises the need for copier moves.
Purchasing Department