ADDENDUM 1 RFP # 210. College of Southern Nevada Purchasing Department 3200 E. Cheyenne Avenue - J1C North Las Vegas, Nevada

Transcription

1 ADDENDUM 1 RFP # 210 College of Southern Nevada Purchasing Department 3200 E. Cheyenne Avenue - J1C North Las Vegas, Nevada NOTE: Please initial the Addendum page(s) in the lower left corner and make it a part of the Bid. Attach to submitted Bid. If bid has already been returned, complete this addendum and return for attachment to bid prior to date and hour of opening as shown in the space provided herein. Opening Date May 2, 2013 at 2:00 P.M. Addendum No: 1 RFP No: 210 Date of Addendum: Date and Hour of Opening: May 2, 2013 at 2:00 P.M., PST Mark Cahill, Assistant Director of Purchasing College of Southern Nevada PRINT MANAGEMENT SOLUTION NOTICE TO BIDDERS The intent of this addendum is to provide: The following clarifications and revisions that are to be incorporated into and are hereby made a part of the RFP # 210 for the above referenced project. This addendum consists of 13 pages. Thank you for your interest in the College of Southern Nevada. Page 1 of 13

2 RFP # 210 ADDENDUM NO. 1 ATTENTION: All Bidders PROJECT: Print Management Solution RFP 210, Addendum No. 1 Corrections/Answers to Questions & Additional Information DATE: April 25, 2013 The following clarifications and revisions are to be incorporated into and are hereby made a part of the RFP # 210 for the above referenced project. Answer to Questions from Potential Bidders I. User Related Questions 1. Q What is the current number of users, including students, utilizing the multi-function printers (MFPs) and printers? A Approximately 36,000 students and 1,800 employees. 2. Q Are the students using any type of campus card system such as CBORD or Blackboard? A CSN does not currently offer students a campus card system. 3. Q Are sample blank cards available? A Does not apply. 4. Q Is the vendor s monitoring and reporting software required to integrate with the campus card system? A Does not apply. 5. Q Does CSN provide capability for students (and staff) to print from their own mobile device? If not is this an option CSN would want to consider? A CSN does not currently offer this option. The information on this option can be provided as part of a proposal but is not a requirement of the submittal and may not be evaluated. Page 2 of 13

3 6. Q - Do you intend to allow users to print from mobile Devices? If so what platforms? A No 7. Q In Section E-2-C it mentions that CSN uses Papercut-NG: a. How many user licenses are currently owned by CSN? b. How many staff members need to be tracked? A Use of Papercut-NG a. 180,000 licenses; 131,000 in use b. Approximately 1, Q - The RFP indicates that an active directory is being used. Does that apply to the students or are they using a different form of authentication such as a locai account, password, or PIN code? Are all users defined in the Active Directory? Are all users in the same network directory? A Staff and students both use the Active Directory but they are on separate domains. 9. Q - How do users authenticate at the device? Username Password, ID card, pin number, etc? A Currently where applicable, authentication is performed via a mag-stripe ID card. 10. Q - How many users will be required to be functional with this solution? A Approximately 1,100 employees. II. Equipment and Technical Related Questions 1. Q Would CSN consider a further review of the specifications for the three (3) stated Groups of copier devices, such as limiting the number of devices with 11 * 17 paper trays, if it would provide additional savings? A Provide proposal as specified in the RFP. CSN reserves the right post-award to evaluate changes in specifications. 2. Q How many PC print workstations (student, faculty, departments laptops/desktops, etc.) need to be tracked? A Approximately 5,000, combination of PC and Apple computers and laptops. Page 3 of 13

4 3. Q What make and model are the current print-release stations? A Lenovo M58p small form factor computers 4. Q Regarding new equipment status, is it a requirement that all equipment placed is new equipment, without any used or remanufactured used parts in the construction of the equipment? A All equipment proposed must be marketed as new by the manufacturer. 5. Q Does CSN own a Fax Server? If yes, which one (e.g. RightFax, etc.)? A Yes. The Xmedius Fax Server 6. Q Would CSN consider a fax-server solution to replace all or the majority of the fax devices? A No 7. Q How many student labs are being served under the RFP? A Six (6) students labs 8. Q How many cumulative output devices are housed in the student labs? A Approximately Q How many cumulative student workstations (Mac and PC) are in the student labs? A Approximately Q Confirm that CSN no longer wants to provide copy-for-cash (i.e. coin-op) capability? A Confirmed. The Proposals must include a non-cash solution for student copying/printing. 11. Q To meet CSN s requirement for authentication, tracking and student account billing, what type of ID system (card based, PIN based, etc.) does CSN currently use or plan on using for the requirement outlined in Section E, Subsection 2, Paragraph C? A Currently use PaperCut for the billing and lab areas require a username and password for current students to login and use systems. CSN is open to evaluating other alternatives. Page 4 of 13

5 12. Q Do the MFDs require three (3) paper trays or would you accept two (2) tray models provided one can accept 11 * 17 media? A Three separate trays are required. 13. Q Do all MFDs require the stapling feature upon initial installation or do they need to be able to add that feature in the future A All MFDs require the stapling function at the time of installation. 14. Q To understand your campuses technology, what does CSN use for: a. SIS b. Accounting/ERP c. Document/Content Management System A Current Campus Technology a. SIS PeopleSoft is maintained offsite by the Nevada System of Higher Education System Computing Services b. Accounting/ERP Mainframe IBM is maintained by the Nevada System of Higher Education System Computing Services c. Document/Content Management System Hyland/Hershey document imaging is used by CSN Student Services only. 15. Q Will all of the ninety-three MFDs be networked? Who will be responsible for network connectivity? A All of the devices will need to be networked. CSN will be responsible for having the network data drops in place at the time of installation. 16. Q Are the existing desktop models that require support currently networked? A At the time of the assessment, approximately one-half (1/2) of the desktop models were networked. 17. Q Are all of the networked devices currently on the same print server? If yes, are they clustered or if not what is the configuration? A We have one (1) primary print server at the Cheyenne campus and secondary print servers at the Charleston campus, the Henderson campus and the satellite locations (Summerlin, Green Valley, Western, and Sahara West Center). Nothing is clustered. 18. Q Do you have current usage totals per device, floor plans of device locations and total employee/students at each location? A Not currently available for public distribution. Page 5 of 13

6 19. Q What is the volume activity information for the past 6 12 months for the services currently provided? A Refer to Section E, Scope of Work Specifications, Item 1. Background 20. Q How many devices, approximately, will the staff manage under the new agreement? A In addition to the ninety-three MFDs, refer to Appendix B for a complete listing of current/existing devices to be supported. 21. Q Are the 379 inkjet printer and 78 fax devices excluded from the RFP? A These devices are excluded. 22. Is CSN going to discontinue the use of its desktop inkjet devices? A Yes, through attrition. 23. Q Does CSN require color scanning capabilities? A Color scanning was not listed as a specification but the option can be included as part of the proposal to be evaluated. 24. Q Is this in a MAC or PC environment? Or a mix of both? A Both 25. Q Is a wireless network used by Staff? by Students? A Yes for both. 26. Q There are 17 copiers with coin stations. Will there be the same number of print release stations required? A No. An exact figure is not currently available. 27. Q Are there mainframe printing requirements? A No. 28. Q The RFP indicates Windows and Mac operating system, can you approximate how many different versions? A Refer to Exhibit C Technical Environment document. Page 6 of 13

7 29. Q The RFP indicates that an active directory is being used. Does that apply to the students or are they using a different form of authentication such as a local account, password, or PIN code? Are all users defined in the Active Directory? Are all users in the same network directory? A Staff and students both use the Active Directory and use a password for authentication. Staff and students are on separate domains. 30. Q Eight (8) of the 115 devices across the campus are connected to the college network. Are the remaining 107 devices just Copy Only OR are they set up for parallel printing directly from a PC/ computer? A All devices are to be networked within the scope of this proposal. 31. Q - What kind of network bandwidth is available between locations and is it shared such as VOIP, Video, etc? Provide details. A For network bandwidth, Metro-E is interconnecting campus locations. The bandwidth is shared with VOIP, Video, Data, etc. 32. Q Can you provide details describing the network environment and connectivity between building locations? A Buildings on each local campus are fiber connected. Remote (satellite) locations are connected via high speed metro e-links. 33. Q - Are there firewalls in place and any port blocking? A Yes. CSN will work with the vendor to ensure the solution works properly. 34. Q - Do you print from any Enterprise Applications that require special considerations? A CSN requires some public IP access, even if it is via NAT, so that the mainframe can access jobs to the IPs associated with specific printers. 35. Q - Do you rely on a standardize Print Language (i.e. PostScript or PCL)? A CSN uses both Postscript and PCL 5 & Q - Is it your intention to continue to use Papercut? A CSN in interested in the solution that is the best fit for the college s needs. Page 7 of 13

8 37. Q What services or functionality is TouchNet currently providing for CSN in relation to the fleet printers? What modules are currently in use? A TouchNet provides a credit/debit card payment option that allows students to pay for prints via the web through the Papercut print gateway application. TouchNet modules include TouchNet Payment Gateway and TouchNet Marketplace Q - Is the current integration between Papercut and Touchnet real time or does Papercut and Touchnet sync at a given time? How does this process occur? A Real time 39. Q - Do you want our system to integrate with Touchnet? How does your existing platform integrate with Touchnet? A Touchnet is used by areas other than PaperCut NG. CSN management would make the final decision. 40. Q - Which are the supported printers? What is the support difference between student and faculty copying and printing? Do you require the selected vendor to track the number of prints on devices not directly connected to the network? A The printers to be supported are the proposers MFDs and the printer devices in Appendix B. There is no support difference between student and faculty copying and printing. The vendor must track all prints/copies of supported devices regardless of a network connection. 41. Q - Will the CSN Office of Technology Services (IT) support the software on an ongoing basis after initial implementation or will the vendor need to provide local support as needed? A CSN will support the ongoing configuration and maintenance of the software once it has been properly implemented. If the software malfunctions, CSN will work with the vendor to determine the cause and resolution. 42. Q - The minimum requirements shown do not mention support for any software onsite. Does that mean that there is no requirement for onsite support of any proposed software? A CSN will support the ongoing configuration and maintenance of the software once it has been properly implemented. If the software malfunctions, CSN will work with the vendor to determine the cause and resolution. Page 8 of 13

9 43. Q Would CSN entertain a software/application solution alternative that would leverage the current investment in Papercut-NG? A Proposers may offer an alternative software/application solution provided it meets the qualifications under Section E.2.C. 44. Q Can the devices in Exhibit B be identified as whether they are Local (connected via USB) or Networked? A At the time of the assessment approximately one-half (1/2) of the laser printers/devices were networked. 45. Q - Is the 10,000 pages per month referenced in the Pricing Response Form section in Group 3, color, black or combined color & black volume? A Combined. Specific data related to the percentage breakdown is not available. 46. Q - In the Scenario Pricing Proposal tables, is the cost per page, color column necessary for Group 1 and 2 (which are defined as black and white machines)? A - No III. Evaluation Related Questions 1. Q In evaluating equipment and technology of multi-function devices (MFDs) will device speed based on the higher end of speed band receive higher point consideration? A No. The main objective is to see the price difference between the different segments. 2. Q What metric or evaluation organization will be used to determine performance levels of remanufactured supplies? A User feedback and/or service provider personnel based on usage, service calls, etc. 3. Q In regards to a device realizing excess levels of service, clarify/quantify what CSN s definition of excess is. A CSN would establish an anticipated service level with the awarded proposer. User feedback, service provider personnel and various reporting tools based on usage, service calls, etc. Page 9 of 13

10 IV. Purchasing Related Questions 1. Q Upon signing an agreement for upgraded equipment is the intent to honor the commitment for the entire term of the contract or just the initial award period? A Per Section D.2.b. of the RFP, the intent of CSN is to award a five year (5) year contract. 2. Q Will CSN consider a Replacement option for all the desktop printers if it was comparably priced? If yes, how would you like to see it proposed? A CSN is not interested in a replacement option at this time. 3. Q Once awarded, will it be possible for the vendor of choice to make recommendations for additional segmented groups of MFPs? A The addition of segmented groups will be addressed based on future needs and appropriations. 4. Q Is CSN willing to sign lease documents? A Yes. 5. Q - Does each individual department control the purchasing of their printers today? Will that change in the future? A Currently departments are assisted by the Office of Technology Service (OTS) in determining the printer to best fit their needs. No current plans to change this practice. 6. Q In Section G, what is your vendor number? A Disregard CSN Vendor No. as not applicable. 7. Q - In Exhibit A, Article VI, Paragraph N; does the desired Termination for Convenience apply to all CSN requirements (outlined in Section E, Subsection 2) or is it possible to exclude the device component from this clause? A Applies to all CSN requirements. 8. Q - Would CSN entertain alternative contracting approaches that achieve the same objectives as Section E, Subsection 2? A Alternative contracting approaches can be included but may not be considered for evaluation. Page 10 of 13

11 9. Q Does CSN prefer or require a successful proposer to be able to leverage cooperative contracts such as WSCA, TCPN or E&I? A If your firm s best pricing proposal is based on a competitively bid cooperative contract it would be considered for evaluation. 10. Q Does CSN have any objections to the use of a third party leasing or financing company? A Third party leasing or financing options would have to be evaluated. V. Miscellaneous Questions 1. Q Are there other areas (i.e. libraries, etc.) where you currently provide or would like to provide output services? A Students can print in our three libraries located at the Charleston, Cheyenne, and Henderson campuses. We are not exploring opportunities elsewhere 2. Q How many ancillary sites will be involved with the printer fleet? A Cheyenne campus, Charleston campus, the Henderson campus and the satellite locations (Summerlin, Green Valley, Western, and Sahara West Center) 3. Q Who performed the assessment in Fall 2012? A CSN used its internal staff and the services of an independent third party consultant not affiliated with any firm that would submit a Proposal for the RFP. 4. Q Is the findings document from this assessment available for Proposers to review? A No. This is not necessary. 5. Q What is the amount of 11 * 17 paper used at CSN? Of the total print volume what percentage (%) is 11 * 17? A The total and/or percentage of the 11 * 17 print volume is unknown. 6. Q Are there any special parking permits or fees associated with the use of vendorprovided vehicles? A CSN does not charge parking fees. The three primary campuses have designated vendor parking spaces. Page 11 of 13

12 7. Q What are the current hours of operation for the contracted personnel? And will those hours stay the same with a new agreement? A Normal business hours for onsite support, Monday thru Friday 8:00 a.m. 5:00 p.m. 8. Q Does the current vendor order or deliver other supplies such as paper? A CSN manages, and will continue to do so, the ordering and delivery of paper. Individual departments and the Office of Technology Services (OTS) have been responsible for ordering supplies and scheduling service. The intent of the RFP is the Proposer will assume this role. 9. Q Is there a secure area to store parts and supplies? A A secure location will provided at each of the three (3) main campuses, but not at the satellite locations. 10. Q Will CSN consider a trade in program for their existing printer fleet and supply inventory? If so how would you like to see it proposed? A CSN is not interested in trade-in options for equipment at this time. In Section C, 2. Approach, Item g., we ask vendors to Describe what options your firm offers for these owned consumables? 11. Q What is the current cost/kwh that CSN pays? A $ 09.6 (9.6 cents) per kwh including fees. 12. Q In Section C-2-G it is mentioned that CSN has a significant amount of unused consumables, can you provide a list of supplies that that you are referencing? A Accurate data is not available. 13. Q Is there a requirement that the vendor provide a vehicle for delivering parts, consumables, etc.? If yes, how many miles per month does the on-site personnel drive to manage the current printer fleet? A Vendors must provide their own transportation to services the various campus and satellite locations. Estimated monthly mileage is unknown. 14. Q - Is the awarded vendor required to remove old assets? A No. Page 12 of 13

13 15. Q - Do supplies include staples or just toner? A Staples are to be included as supplies. 16. Q - What is the responsibility for onsite personnel in regards to convenience care and fleet management? A Currently, the vendor account associate is responsible for the operation of the 115 convenience copiers/mfds as follows: order and deliver supplies, take calls from end users, make first level repairs, call in service technicians when needed, collect money from cash-operated machines, record monthly meter reads and prepare spreadsheet of same for CSN use. With the new contract, in addition to the duties associated with the MFDs, the vendor will also be responsible for the following with regard to the desktop laser printers/devices: Consumable Supplies Break Fix/Repair services End-user support Assisting in the management of the devices Assisting in device removal/refreshment 17. Q - Will the awarded vendor be responsible for servicing all devices or only MFDs? A Servicing all new MFDs and devices identified in Appendix B of the RFP. 18. Q - What is your process today to remove underutilized printer, fax or copy systems and can the vendor work with CSN to minimize and right-size the fleet as part of the preinstallation process? A No current practice is in place. 19. Q What role will the awarded vendor play in device removal and/or replacement as devices reach end-of-life? Would this also include desktop printers? A The vendor will be responsible to assist in device removal/refreshment of desktop printers as specified in Section E.2.B. Page 13 of 13