OCHS RFP Copier Equipment & Maintenance Addenda I issued

Transcription

1 1. Is Orange County Head Start, Inc. looking to replace all copiers that are listed (26 total)? If not is IOTEC responsible for the balance that is left on the lease? Yes, we are looking to replace all copiers. Yes, we would prefer a vendor who will pay the balance left on these lease agreements. 2. Which contracts/ offices are we including in the proposal? All contracts and offices are included in this proposal. Part of our goal is to combine all agreements. 3. For contracts with payments owed will OCSH provide the remaining balance to be paid? We would prefer not to. 4. Is OCHS interested in tracking usage on the copiers? We would like to know usage totals, but we would prefer that the vendor provide us with that information. 5. Do any color machines require fiery/ graphics controller? Please refer to the matrix for color copiers 6. What is the existing operation system of your print server? The existing print server is Microsoft Windows Server 2008 R2 7. When referencing 11x17 paper drawer in Exhibit B2 and B3, does this pertain to a drawers ability to print 11x17 or is a designated drawer required? The reason we are asking is because the specs may require an additional paper cabinet affixed on the right side of the copier. Drawers ability to print 11x17 8. Referencing Exhibit B4, lease buy-out pricing was requested for each of the current machines in OCHS' fleet. Is the proposing vendor to figure a buyout of the current equipment into our pricing? If so, buyout figures will be needed from the current financing entity. Will these buyouts commence immediately to equal one machine placement of 27 machines up front, or will these be added on a co-terminus basis? Please advise. Lease buy-out figures will be furnished in Exhibit B Revision issued Buyout is to commence immediately to replace 27 machines up front. 9. Referencing Exhibit B1, B2, & B3, Volume Smoothing is referred to: "Is volume smoothing offered for the equipment maintenance program? Please explain." Please clarify the meaning of volume smoothing. A copy allowance per unit is associated with Equipment Maintenance Agreements. Volume smoothing allows any unused copies to offset copy overages for the fleet. 10. Are there any Toshiba lease buyouts we need to include to our pricing? 11. Based on the Lease Expiration Dates of the Toshiba equipment you are leasing, is the implementation for this RFP in phases or for the entire fleet? Buyout is to commence immediately to replace 27 machines up front. 12. In Exhibits B1, B2 and B3, under the Maintenance Service(s) & Supplies Quote Summary, there is a column entitled Total EMA Cost, what does EMA stands for (does it mean...estimated Maintenance Agreement?)? Equipment Maintenance Agreement 13. In Exhibits B1, B2 and B3, under General Information, your question "Is volume smoothing offered for the equipment maintenance program". Could you please clarify or explain what "volume smoothing" means. A copy allowance per unit is associated with Equipment Maintenance Agreements. Volume smoothing allows any unused copies to offset copy overages for the fleet. 14. In addition to the electronic submittal of the proposal, can a hard copy be submitted and dropped off to your attention at 2501 S. Pullman Street, Santa Ana? Proposals may be dropped off at the Reception desk in a sealed package labeled Proposal Responding to OCHS Copier Equipment & Maintenance, in addition to an electronic submittal which must be received by the deadline. 1

2 15. Will the prospective vendors be narrowed down to a group of finalists prior to awarding the bid? If so, how many finalists will make the cut?" Unable to determine until all proposals are received. 16. What is the estimated time frames of the following: evaluation process, determination of finalists and contract award? What is the expected time frame for equipment delivery? OCHS intends to complete the evaluation and contract award process as quickly as possible without sacrificing quality or value of the equipment and services being sought. 17. On Exhibit B2 and B3 under the minimum specification requirements, it lists 11 x 8.5 (1 x 2500) sheets letter drawer. Does this mean to include a side large capacity tray for the color machine on Exhibit B3 and a larger paper drawer for Exhibit B2? We will consider all available options. 18. On Exhibit B4, it lists 3 machines for the main office, but Exhibit B2 and B3 list 4. Please clarify. Exhibit B 4 includes 4 machines for main office. 3 are with Wells Fargo and 1 is with Toshiba America. 19. On Exhibit B4, it lists all current leases and expiration dates. Are these FMV leases or $1 buyout and are you asking us to provide the buyout figures on these existing leases? 20. Under ii, is this a FMV lease? 21. Under iv, it lists two methods for pricing. Are you referring to the lease buy-out price as the price created by the leasing company to buy-out your current machines which we need to fill out under Exhibit B4? If this is the case, we need to know current payments to provide with the sufficient buyout figures or to include the buyout amount in our proposed lease payment. Some of the leases have expired so we would need to know the terms of renewals. 22. Under iv, if using method 2, does it mean that we need to include the buyout pricing on Exhibit B4 in the FMV lease price and $1 buyout lease price? 23. On Exhibit B1, B2 and B3, does the finance purchase option mean $1 buyout lease price or purchase price? 24. On Exhibit B1, B2 and B3, under Equipment Specifications, it asks for the price. Is this purchase or lease price? Please include both. 25. On Exhibit B1, B2 and B3, when asking for the total cost of minimum equipment requirements, does it mean purchase price or portion of lease payment? Purchase price if not already included in line 15 Equipment & Warranty Quote Summary. 26. If we have any other questions regarding the RFP in the next few days, are we permitted to contact you via or phone? It occurred to us the possibility that the answers you provide tomorrow could create more questions. If that s the case, we just want to know if there s an option to get clarity on those answers. will be acceptable. 27. One of OCHS requirements is for us to complete and sign OCHS's Purchase Agreement including Statement of Compliance form-it is in Exhibit C of the RFP. I looked at the you sent and I don't see Exhibit C. Please let me know what you would like me to do. Please refer to our website / Vendor / Bids & Proposals / Copier 28. I know the term "In Kind is used" What does that pertain of? Please refer to Exhibit D. 2

3 29. Last time our bid was for 5 years and I notice this time the RFP is for 3 years. My question is will you accept the 5 year price as well? Please advise. All options presented will be considered; however, greater consideration will be given to those conforming to the bid requirements. 30. I notice the Saddle-Stitch Finisher is marked along with the Finisher/Stapler section. Which one would you like as the machine can t take both? I do know the Saddle- Stitch Finisher is more expensive and the Facilities never used them. Please provide quote for both. 31. The Copier Lease Summary-Cost Proposal Form asks for information regarding buying out your current leases but doesn t give your payments. I don t suppose you can share that info with me could you? Also, I see that a few machines have just come to term in June and July. Are those now on a month to month status or some other arrangement? Finally, can you tell me what s brought on the need to get new equipment at this point? Performance and end of lease term. 32. Will OCHS provide a copy of your current contract for your equipment? Buyout s and terms and conditions will help to determine how to response to your RFP and our ability to participate. OCHS will issue an Addenda furnishing current buy-out amounts 33. Will OCHS sign a lease document? OCHS will sign any lease, contract, or buyout documentation necessary to execute the winning bid. 34. Will OCHS be available to visit our Portal/Showroom to gather a more complete understanding of the current digital equipment capabilities to reduce your current cost and improve efficiencies? An on-site visit will occur if, and only if, OCHS determines that the final 2 or 3 vendors merit an on-site visit in order to determine the final award recipient. 35. Will OCHS be open to reducing costs in other areas of their document management needs such as out sourcing their HP printer supply/service fleet? 36. Will OCHS be open to reducing / combing hardware such as fax equipment? 37. Will OCHS be open to imaging and archiving of document to a central data base/cloud base solution their digital copy equipment? Yes. 38. Are the volumes indicated in the Exhibit B1, B2, B3 annual volumes or monthly volumes? Annual. 39. Will OCHS be open to reviewing a current contract such as WSCA, US Communities, GSA since the terms and conditions referenced in the RFP have already been approved by the State of California General Services? Yes; however, State of California General Services terms and conditions are not applicable to this RFP 40. Will OCHS consider extending the response date 30 days so as to be able to evaluate more carefully the benefits of the new technology available and the areas in which savings can be achieved? Extensions will be considered and announced to all vendors registered for this bid 41. Will OCHS allow for a meeting and tour of your facility to understand more clearly your goals and initiatives? The scope of the current RFP is clearly outlined. 42. Will OCHS allow for an analysis of your total document cost, to further reduce cost s. 43. What type of invoice would you like to receive? A single summary invoice that contains all equipment leased. Please include additional invoicing options in the RFP. 44. What type of fleet reporting would you like to receive? Please include the reporting capabilities in the RFP. 3

4 45. Would a online fleet management reporting system benefit your ability to manage your inventory? Possibly. 46. Would an automated supply replenishment improve your work place processes? Possibly. 47. Would you like to utilize a cloud based portal to monitor your equipment usage, service supplies and other information in real-time? If available and upon review, possibly 48. Would OCHS be open to an alternative solution? Please include any alternative solutions IN ADDITION to your response for the RFP. 49. Does OCHS receive funding from the State as well as the Federal Government? 50. Would you consider a 60 month lease? All options presented will be considered. 51. Are your current leases FMV or $ Out? FMV 52. Would you be willing to accept reconditioned equipment? 53. In order to further reduce your costs, will OCHS consider a lease pass thru on your current leased equipment w/ 12 months or more remaining on the lease term? 54. Will OCHS consider a cloud based fax solution? All options presented will be considered. 55. Do you have a list of your current HP fleet with model # s that you can provide? 56. Can OCHS provide your total $ spend on HP OEM toner for the last 6 12 months? 57. Can you describe your current support response to the HP Helpdesk? 58. Can you provide your current HP break fix expenses for the last 6 12 months? 59. How many new printers have you purchased over the past 12 months? 60. How many old printers have you decommissioned over the past 12 months? 61. Is sustainability important to your organization? How do you measure your sustainability initiatives? Yes. Automated reporting via trouble ticket system. 62. What programs do you have in place to drive sustainability initiatives? Annual vendor performance evaluations and bid processes 63. Can you provide your scanning usage trend over the past 6 12 months? Scanning has been used minimally to date. OCHS plans to leverage this technology much more heavily moving forward. 4

5 64. Can you describe your scanning protocol? 65. Is all scanning done by the MFP s or do you have stand alone scanners? MFP s. 66. Are you using OCR technology to scan images? 67. Are you using any middleware on the MFP s? 68. Is OCHS currently using any mobile devices such as iphones, ipads, blackberries, etc.? Yes. OCHS uses multiple mobile devices including smartphones and tablets. 69. Is OCHS currently using any mobile devices as a part of your workflow in conjunction with the MFP s? 70. Would OCHS like to be able to print from mobile devices? Possibly. 71. Would OCHS like a demonstration of the applications available for mobile devices and the backend applications? 72. Can you describe your analog to digital migration plans? 73. How much of your total print / copy volume is 11 x 17? Less than 2, Which locations do not need to scan, print or copy 11 x 17 documents? Only the Main Office location requires 11 x 17. All other locations do not. 75. Would OCHS like to see a list of Ricoh s IT Offerings and Services? 76. Would OCHS like to these in a technology portal environment? 77. What document repository are you currently using? Compatibility is not an issue. 78. In an effort to reduce costs and improve efficiencies, are cloud based solutions being considered? 79. Can you provided the last 6 12 month costs for any outsourced printing, third party services, outside copy services or production printing services? 80. Could you highlight OCHS s IT strategic plan or initiatives for the next months? 81. Does OCHS have a paperless initiative in place? Can you provide this to us? 82. Does OCHS have a green initiative? Consideration will be given to initiatives sustaining the environment 83. Would information regarding Ricoh s Green Initiative and Green Awards received be of interest to you? Yes 5

6 84. Would OCHS like a local OC tour of Ricoh s 500K 1M square feet manufacturing facility which has successfully implemented a Zero Waste to Landfill initiative? An on-site visit will occur if, and only if, OCHS determines that the final 2 or 3 vendors merit an on-site visit in order to determine the final award recipient. 85. Can you describe your current vendor s proactive approach to servicing your fleet of MFP s? 86. Can you provide Service Level Agreements for your current vendor? Not applicable 87. What broad economic scenario do you expect for OCHS in the next 6 12 months? 6