Solicitation Addendum

Transcription

1 NORTH CAROLINA DEPARTMENT OF INFORMATION TECHNOLOGY IT STRATEGIC SOURCING OFFICE Solicitation Addendum Solicitation Number: Solicitation Description: Solicitation Opening Date and Time: ITS Managed Print Services Changed to October, 206 at 2:00 PM Eastern Time Addendum Date: September 22, 206 Purchasing Agent: Debbie Patterson, Procurement Officer Return one properly executed copy of this addendum with bid response or prior to the id Opening Date/Time listed above. 2. The solicitation is hereby modified as follows: M. Page 3, NOTICE TO VENDORS section is replaced in its entirety as follows: NOTICE TO VENDORS: The State may evaluate and consider any additional terms and conditions submitted with a Vendor s offer. This applies to any language appearing in or attached to the document as part of the Vendor s offer. y execution and delivery of this and its offer, Vendor agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect unless such are specifically accepted by the State. M2. Page 26, Section F 3 has been replaced in its entirety as follows: 3) Response Organization: The offer shall be organized and indexed in the following format and shall contain, at a minimum, all listed items in the sequence indicated. a) The completed, signed Execution Page (page of this ) shall be placed at the front of the offer. b) Letter of Transmittal - Each offer shall be accompanied by a letter of transmittal that provides the following information: i. Identify the submitting organization; ii. Identify the name, title, telephone and fax number, along with an address of the person authorized by the organization to contractually obligate the organization; iii. Identify the name, title, telephone and fax number, along with an address of the person authorized to negotiate the contract on behalf of the organization; iv. Identify the names, titles, telephone and fax number, along with an address of the person to be contacted for clarification; v. Acknowledge receipt of any and all amendments to this. c) Table of Contents d) Completed Offeror Response Template e) Completed C Three (3) Customer References Page Rev. 03/07/206

2 Solicitation Number: ITS Page 2 f) Completed E Price Proposal (Vendor shall print out the final version of the completed Pricing Sheet worksheet of the Excel file and include printed copy in this section) g) Completed F Vendor Contact Form h) Completed G Financial Review Template i) Financial Information Supporting Documentation j) Conflict of Interest Statement i. Provide a statement that no assistance in preparing the offer was received from any current or former employee of the State of North Carolina whose duties relate(d) to this, unless such assistance was provided by the state employee in his or her official public capacity and that neither such employee nor any member of his or her immediate family has any financial interest in the outcome of this ; ii. State if the Vendor or any employee of the Vendor is related by blood or marriage to an Agency employee or resides with an Agency employee. If there are such relationships, list the names and relationships of said parties. Include the position and responsibilities within the Vendor's organization of such Vendor employees; and iii. State the employing State Agency, individual s title at that State Agency, and termination date. k) Copy of Vendor's Software License and Maintenance Agreements (if any). The State reserves the right to edit or modify these agreements to conform to the best interest of the State. l) Copy of that includes all pages m) Vendor s Additional Terms and Conditions (if any) n) Errata and Exceptions (if any). Offers conditioned upon acceptance of Vendor Exceptions may be determined to be non-responsive by the State. o) Appendix with any Additional Materials p) One () signed, executed electronic copy of its offer on US Flash Drive or read-only CD/DVD(s). The files shall not be password-protected and shall be capable of being copied to other media. This includes the completed Excel version of E with all worksheets. M3. Page 52,, Technical Specification SP95 is removed in its entirety M4. G has been added to collect additional financial information. G: Financial Review Template Vendor shall review the questions in the table below and provide their response in the space provided below each question. Vendor may include additional materials in a separate appendix in their offer and reference these additional materials in the applicable response to the questions in the table below. Vendor shall not add or delete rows in this, or change the order of the rows in the tables. Vendor Name: Click here to enter text. Financial FR Has your company filed for bankruptcy in the past 3 years? Enter Yes or No. FR2 Have the financial statements included in your response to this been audited? If yes, please provide the name or names of the company that audited the financial statements. Click here to enter text.

3 Solicitation Number: ITS Page 3 Financial FR3 Has your auditor issued any notification letters addressing significant issues for the past 3 years? Enter Yes or No. FR4 If you answer yes to FR3, please provide an explanation of significant issue(s) and your approach to resolving the issue(s). Click here to enter text. M5. Page 7, Section, has been replaced in its entirety as follows:. Schedule The responsible parties and date and times for the s key activities are provided in Table 2. The State will make every effort to adhere to the schedule in Table 2, but reserves the right to amend the Schedule. Activity Responsibility Date Time Issue Statewide IT Strategic August 9, 206 Sourcing Office Pre-Offer Conference (MANDATORY) Statewide IT Strategic Sourcing Office September, 206 0:00 AM Eastern Time Deadline To Submit s (using A) Potential Vendors September 9, 206 2:00 PM Eastern Time Issue Response to Written Statewide IT Strategic September 22, 206 s / Amendments Sourcing Office Deadline To Submit Offer Potential Vendors October, 206 2:00 PM Eastern Time Conduct Evaluation of Offers Evaluation Committee October 25, 206 Conduct Negotiations (if needed) Evaluation Committee November 8, 206 and Finalist Vendors Deadline to Submit est and Final Offers (if needed) Finalist Vendors November 5, 206 2:00 PM Eastern Time Award Contract Statewide IT Strategic November 29, 206 Sourcing Office Deadline to Submit Protest Vendors 5 calendar days after award Table 2: Schedule 3. elow are the responses to questions submitted regarding the above referenced Request for Proposals.

4 Solicitation Number: ITS Page 4 Section General Please provide a list of Company s and attendee s that attended the pre-bid conference. The following companies had representatives at the Pre-Offer Conference conducted on September, 206: Accent Imaging ARC Canon Carolina Office Systems Coeco Dean's Office Machines HP KM Data Kyocera Lexmark Ricoh SHI Systel Toshiba Transcentra/Source HOV Xerox Can you please provide a list of Pre-id attendees? See response to. 2 General 3 General Please provide a list of vendors who attended the pre-bid conference. See response to 4 Introduction Vendor Standard Agreement How does the Notice To Vendors section, which objects to additional terms, correlate to the Vendor Standard Agreement provision, which allows for the submission of additional terms? The State has modified the language in the Notice To Vendors section under M on page of this Addendum. 5 Introduction Vendor Standard Agreement Page 2 under Vendor Standard Agreements states that Vendor can provide its contracts and they will apply to the extent that do not materially change the terms of the Agreement and then goes on to say that certain sections of the Agreement shall control. Page 3 under Notice to Vendors states that terms in Vendor's offer shall have no force and effect unless The State has modified the language in the Notice To Vendors section under M on page of this Addendum. The State may evaluate risks presented by a vendor s additional or alternative terms and determine whether such terms may be acceptable. If the State does not accept a Vendor s proposed additional terms, the Vendor would have the option (via a Request for Clarification or est and Final Offer) to remove their exceptions to the State s terms or the Vendor may decide not

5 Solicitation Number: ITS Page 5 Section accepted by the State. So, any exceptions provided by Vendor to the extent they modify the Agreement would not apply unless specifically agreed to by the State? If not accepted by the State, is Vendor bound to the terms of the Agreement and must perform thereunder? agree with the State s terms and remove their offer from further consideration. 6 Section A Managed Print Accounting Services is included in the State s definition of Managed Print Services in Table. We recognize the need for accounting services. ased on past experiences not many clients incorporate full accounting services in Phase of their MPS deployment. In addition, the evaluation process for the state will be difficult due to the differences in size, scope and capabilities of this Accounting Services solution. This could add an unnecessary cost to your users. We recommend this capability be added as an optional feature and taken out of the evaluation criteria. Table E. in E is collecting Vendor's not to exceed costs to provide Managed Print Accounting Services for pricing evaluation only. This will remain a part of the est Value evaluation. Each Agency will have the option to include Managed Print Accounting Services in the scope of their SOW, and the Vendor will have the opportunity to provide pricing based on the Agency's specific requested scope and environment. 7 Section A Procurement Services for New Document Output Devices, states: "Vendor provides procurement services for new Document Output Devices that may be required by the Agency to provide needed technology features or to replace end of life legacy Document Output Devices." This goes on to state, "Agencies are not allowed to directly purchase or lease any Document Output Devices from the Vendor under this contract, except under an end of SOW buyout scenario if agreed upon by Under the Managed Print Services contract, a Vendor may provide Document Output Devices to an Agency for an agreed upon Monthly ase Fee and / or Cost per Click Fee. This is not a purchase or a lease of the Document Output Device. Agencies that are interested in purchasing or leasing Document Output Devices would do so under the Printer / MFD state term contract when it is available.

6 Solicitation Number: ITS Page 6 Section Agency and Vendor." Please clarify under what circumstances the Vendor can provide equipment as this section appears contradictory. 8 Section A Support Services on the 600, customers maintain an inventory of supplies and change the supplies when needed. The same goes for removing jams, cleaning glass, etc. Does this MPS require the vendor to provide staff to perform these functions? For purposes of pricing evaluation, Vendor shall assume Support Services they provide includes, but is not limited to, providing maintenance, break/fix, troubleshooting, Consumables replacement with OEM ink or toner cartridges, and software updates / fixes. The specific division of responsibilities and cost between the Agency and the Vendor would be clarified and documented through the SOW process. Vendor shall provide Consumables (except paper and staples) for all covered Document Output Devices. 9 Section A Can the State share the cost benefits they have realized under this contract? No. The State does not have this information. 0 Section A Are no-cost assessments part of the current contract? Yes. Section A Will all in-scope devices be on the network? No. There may be some Agencies that want Managed Print Services for local Document Output Devices that are not connected to the network. These Document Output Devices should be noted in the SOW and the Agency and Vendor's agreement on how they will be managed (e.g., how will page counts be collected for billing purposes). 2 Section A 5 If the State 920M Contract is 3 years and an MPS contract is signed two years into the 920M Contract Term, will the MPS Contract term prevail or the 920M Contract Term? If the 920M State Term Contract expires or is terminated for convenience, the Statement of Work services may continue subject to the availability of funds for the fiscal year in which the contract expires or terminates.

7 Solicitation Number: ITS Page 7 Section 3 Section Regarding the questions which are due on Friday at 2pm, according to the schedule time frame on page 7 of the, the date that the State is returning the written Q&A is Friday, September 23rd. This would only give us 7 business days to complete the entire response. Can the State extend the time between the question response and the bid due date? Yes. The bid opening has been extended until October, 206 at 2:00 PM ET. 4 Section 3 Is there a maximum length of term for individual MPS Contracts? Meaning do they need to be set for a maximum term of 3 years or 5 years or can the term be negotiated with the end user? The specific term of each Statement of Work can be set and agreed upon by the Agency and Vendor, however it may not exceed the term of the 920M State Term Contract. 5 Section C 3, 4 and Since the MPS Vendor will be supporting Agencyowned legacy Document Output Devices, please clarify how these sections are applicable to the MPS solution: a. 3 - Virtualization b. 4 - NCID c. - Data Security The Vendor may be supporting both Agency-owned and Vendor-provided Document Output Devices as part of their Managed Print Services solution. The State is asking the Vendor to describe in how its proposed Managed Print Services solution is able to handle Agencies that may operate in a virtualized environment (SP80), utilize the North Carolina Identity Service (NCID) for the identity management and authentication related functions (SP8), and are required to comply with the Statewide Data Classification and Handling Policy (SP7). 6 Section D Does the State allow for 3 rd Party leasing for MPS Contracts? Under the Managed Print Services contract, a Vendor may provide Document Output Devices to an Agency for an agreed upon Monthly ase Fee and / or Cost per Click Fee. This is not a lease for the Document Output Device. Agencies that are interested in leasing Document Output Devices would do so under the Printer / MFD state term contract when it is available.

8 Solicitation Number: ITS Page 8 Section 7 Section D Can you provide the current not to exceed cost per click and pricing for the current 920M contract? The Maximum Charge Per Click in the current 920M Managed Print Services state term contract are provided in the table below: Item Systel KM Data Mono Color Mono Color Workgroup Printer, Type Workgroup Printer, Type 2 MFD, Type MFD, Type MFD, Type MFD, Type Facsimile Machine Scanner Machine Copier Machine Plotter Printer (per sq. ft.) N/A Section D Current 920M pricing could not be found on the it.nc.gov website. Since DIT is currently under an MPS program, can you provide your current CPC for mono and color copies. The vendor understands this cost is based on various factors. DIT currently pays $.0285 to $.0420 per mono copy depending on Document Output Device model. DIT currently pays $.064 per color copy. 9 Section D 9 id states that leased equipment will not be included. Would this also apply to devices under a current annual maintenance agreement? Yes. If an Agency elects to continue an existing Maintenance Agreement for a legacy Document Output Device, then that Document Output Device would not be included in the scope of the Statement of Work. The Agency and Vendor may agree to add the legacy Document Output Device to the Managed Print Services SOW when the current Maintenance Agreement is terminated or expires. 20 Section E 9 Minimum Agency Threshold. How do you calculate the 25 legacy device threshold, i.e., by building, by agency? If an Agency has several offices with only few devices but 25 total, is a no-cost assessment still required? Please clarify. The number of legacy Document Output Devices within the same geographic location (e.g., city, county) would be used to determine the Minimum Agency Threshold in Section E, 9. These Document Output Devices may be located in different buildings.

9 Solicitation Number: ITS Page 9 Section 2 Section E 9 In subsection E.9.b, on-site response time is only measured for devices that are covered by a maintenance agreement with the vendor. However, In Support Service in Table, it is stated that break/fix service on legacy and vendor-provided equipment is a requirement. Please clarify what is required in regards to break/fix service. reak / fix services are required for all legacy Document Output Devices and Vendor provided Document Output Devices that are included in the Statement of Work with an Agency. A vendor shall be required to have reported issues with a covered Document Output Device diagnosed and resolved and the Document Output Device fully operational within two (2) business days after the service request was logged with the Vendor 99% of the time at a minimum. 22 Section G 5 Will the State please exclude the use of equipment delivery/removal carriers from the requirements of the Subcontracting provision of subsection G.5? Yes, delivery/removal carriers are not within the intent of this provision. 23 Section G 28 In order for agencies to benefit from the best available pricing, will the State remove the termination for convenience right provided by subsection G.28.b.ii, or have such termination be subject to early termination charges? No. 24 Section G 29 In Section 29(c), Limitation of Vendor's Liability, on page 36 it states "The foregoing limitation of liability (LOL) shall not apply to claims covered by other specific provisions, including, but not limited to..." can the State be more specific as to what other specific provisions are meant? Is indemnity subject to the LOL? The Section lists "Service Level Agreement" so if Vendor does not adequately provide services there is no LOL? To what is the LOL meant to apply? The provision identifies limitations of certain provisions such as warranty and SLAs as separate from the general limitation of liability term. If the warranties and SLAs are accepted, such govern the scope provided therein as contrasted with general liability terms applicable to contract performance. 25 SP23 What information is the State looking for in response to this question? Vendor shall confirm its understanding and agreement to Section E, 9.

10 Solicitation Number: ITS Page 0 26 Section SP33, 83-89, 0-04 These questions appear to be product specific. If the intent of this contract is to support your existing equipment, please consider removing these sections. Per Table, the scope of the Managed Print Services includes Procurement Services for New Document Output Devices. The referenced questions in are related to Vendorprovided Document Output Devices, and will not be removed. 27 SP43 Please provide a list of OEMs and models of the Document Output Devices within scope. No. The State is unable to provide a list of all of the legacy Document Output Devices that may be operating across all Agencies in North Carolina. The specific Document Output Devices to be covered under Managed Print Services by Agency shall be identified during the Statement of Work development process SP52-54 SP60 If the scope of this MPS contract is to service devices already in use, why is end user training required? Please clarify. How is the State currently tracking this information? The end user training is related to Vendorprovided Document Output Devices versus legacy Document Output Devices. The State is not currently tracking major sustainability metrics. 30 SP6 Can you explain what you mean by Vendors MPS system shall support barcode status updates. If an Agency uses bar code labels to track Document Output Devices for inventory and asset management purposes, the Vendor's MPS System shall be able to provide updates to the Agency's asset management tool (e.g., Remedy) when a managed legacy Document Output Device that has a bar code label is serviced or moved. 3 SP6 Please explain or provide an example of "barcode status updates." If an Agency uses bar code labels to track Document Output Devices for inventory and asset management purposes, the Vendor's MPS System shall be able to provide updates to the Agency's asset management tool (e.g., Remedy) when a managed legacy Document Output Device that has a bar code label is serviced or moved. 32 SP70 Who is responsible for providing network cables? The Agency or the Vendor? The Vendor is responsible for providing network cable from the Document Output Device to the wall. 33 SP70 Are stands to be considered with the proposal pricing? Stands or cabinets that simply provide additional storage are considered furniture and should not be included in proposed pricing. An Agency may add stands or cabinets as a special requirement to the SOW if desired, at a mutually agreeable price.

11 Solicitation Number: ITS Page 34 Section SP85 Which versions of Microsoft Client & Server operating Systems are currently used your environment? Since this varies by Agency, the State is unable to provide an answer to this question. 35 SP93 Please provide more detail around the productionbased business rules requirement. Vendor should describe its MPS Solution's ability to support routing print jobs to specific Document Output Devices (e.g., large print jobs get sent to Print Shop) if desired by an Agency. 36 SP95 Please provide further clarification or an example regarding this requirement: SP95 Vendor s proposed MPS Solution shall be able to process a scan-to-print job triggered by the receipt of a pre-defined Service / Help Desk ticket. The item to be scanned and printed would be a PDF file attachment to the Service / Help Desk ticket. This Technical Specification has been removed in its entirety through M3 on page 2 of this Addendum. 37 SP98 Which features should this notification support? (i.e. scanning, printing) The State is requesting the Vendor to describe its capabilities to provide employees with web and job status updates via notification. Vendor should describe the types of notification for specific features (e.g., print, scan, fax) that its proposed MPS Solution can provide users. 38 Please provide in an Excel format. Per page 4 of the, you may the Procurement Officer listed on page of the to obtain editable versions of the relevant s to facilitate the development of your response to this. 39 D Section H Please provide a listing of Legacy Document Output devices by make, model, location and installation date. The State is unable to provide this requested information across all Agencies that are eligible to use the Managed Print Services state term contract. This information will be collected / provided during the Statement of Work (SOW) process with each Agency that is seeking Managed Print Services under this contract. See Section E, 22 for more details on the Statement of Work Process.

12 Solicitation Number: ITS Page 2 40 Section D Section H Given all of the unknown variables in an Agency fleet (models and mix, age, locations, etc.) would the State consider a representation in the response that the Vendor will provide a minimum 20% cost savings to the Agency based on the Assessment (provided Vendor and Agency mutually agree to a SOW) instead of specific pricing? No. 4 E Table E2 Table E3 In 90% of MPS contracts with the State there are legacy products. Some of these products are low volume, but the State cannot remove or replace because they were purchased with Federal funds. In all cases, the State wanted the complete fleet covered. Request an ability for a legacy flat monthly rate, in addition to click charge, to cover these situations. For pricing evaluation purposes, Vendor shall provide Cost per Click pricing in Tables E2 and E3 as requested. Vendor may add a proposed flat fee for low volume legacy Document Output Devices under the Value Added Services worksheet in E.

13 Solicitation Number: ITS Page 3 Failure to acknowledge receipt of this addendum may result in rejection of the response. Check ONE of the following options: id has not been mailed. Any changes resulting from this addendum are included in our bid response. id has been mailed. No changes resulted from this addendum. id has been mailed. Changes resulting from this addendum are as follows: Execute Addendum: Offeror: Authorized Signature: Name and Titled (Typed): Date: