STATE OF CONNECTICUT
RFP ADDENDUM                                                                                         ...
STATE OF CONNECTICUT
RFP ADDENDUM                                                                                         ...
Office Equipment RFP #04PSX0044 - Additional Responses to Vendor RFP Questions


 RFP Excel Grids/ PDF
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STATE OF CONNECTICUT
RFP ADDENDUM                                                                                        R...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/   Worksheet/ Sub-
   PDF File       ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/   Worksheet/ Sub-
   PDF File       ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/   Worksheet/ Sub-
   PDF File       ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/   Worksheet/ Sub-
   PDF File       ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/    Worksheet/ Sub-
   PDF File      ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/    Worksheet/ Sub-
   PDF File      ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/    Worksheet/ Sub-
   PDF File      ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/    Worksheet/ Sub-
   PDF File      ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/    Worksheet/ Sub-
   PDF File      ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/    Worksheet/ Sub-
   PDF File      ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/    Worksheet/ Sub-
   PDF File      ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/   Worksheet/ Sub-
   PDF File       ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/   Worksheet/ Sub-
   PDF File       ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/   Worksheet/ Sub-
   PDF File       ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/   Worksheet/ Sub-
   PDF File       ...
Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions

RFP Excel Grids/   Worksheet/ Sub-
   PDF File       ...
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
STATE OF CONNECTICUT
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STATE OF CONNECTICUT

  1. 1. STATE OF CONNECTICUT RFP ADDENDUM RFP NO.: RFP-18 NEW 6/98 04PSX0044 DEPARTMENT OF ADMINISTRATIVE SERVICES Joe Giliberto PROCUREMENT SERVICES Proposal Due Date: Buyer Name 165 Capitol Avenue, Room 5th Floor South 18 March 2004 (860)713-5096 PO Box 150414 Buyer Phone Number HARTFORD, CT 06115-0414 RFP ADDENDUM #4 DESCRIPTION: Office Equipment FOR: All Using State Agencies and Political Sub Divisions PROPOSERS NOTE: The linked Excel Spreadsheets have been updated because of format issues. OE_Schedule_Updated_Addendum_4.xls OE_Schedule_Updated_Addendum_4_COLOR.xls Please Note: Proposer should only fill the cells highlighted in yellow. This Addendum must be Signed & Returned with your Proposal. Authorized Signature of Proposer Company Name APPROVED_________________________________ JOSEPH GILIBERTO Contract Specialist (Original Signature on Document in Procurement Files) Date Issued: 10 February 2004
  2. 2. STATE OF CONNECTICUT RFP ADDENDUM RFP NO.: RFP-18 NEW 6/98 04PSX0044 DEPARTMENT OF ADMINISTRATIVE SERVICES Joe Giliberto PROCUREMENT SERVICES Proposal Due Date: Buyer Name 165 Capitol Avenue, Room 5th Floor South 18 March 2004 (860)713-5096 PO Box 150414 Buyer Phone Number HARTFORD, CT 06115-0414 RFP ADDENDUM #3 DESCRIPTION: Office Equipment FOR: All Using State Agencies and Political Sub Divisions PROPOSERS NOTE: Attached are the remaining answers to the submitted questions and links to Excel spreadsheets OE_Schedule_Updated_Addendum_3.xls and OE_Schedule_Updated_Addendum_3_COLOR.xls that are provided with format changes only. And OE_Exhibit _2.xls containing updated fleet information (highlighted in yellow). This Addendum must be Signed & Returned with your Proposal. Authorized Signature of Proposer Company Name APPROVED_________________________________ JOSEPH GILIBERTO Contract Specialist (Original Signature on Document in Procurement Files) Date Issued: 10 February 2004
  3. 3. Office Equipment RFP #04PSX0044 - Additional Responses to Vendor RFP Questions RFP Excel Grids/ PDF File Worksheet/ Sub-Section Page # Question DAS Response Page 8, Instructions to Vendors, Paragraph C: The Corporate Resolution will only be requested from Please clarify what the state meaning of the successful Vendor(s) and will be clarified at that PDF File Instruction to Vendors 8 Corporate Resolution is? time. Can the State provide a copy of the "Authorized The State is unable to provide this document at this Supervisor Agreement" that is identified in the time, but it will be provided to the successful Vendor(s). PDF File A. Secure Facilities 23 "Identification Badges" clause on page 23? What is the approximate loss of CPM in a fully- This percentage corresponds to the loss in CPM speed networked environment (%)? of the printer when receiving information through a Excel Grids Copiers network in comparison to its CPM speed when connected to a single computer. Where should vendors fill-in printing capabilities Other than the RFP Schedule provided, please attach and pricing that are not part of the standard any additional pricing information with you proposal. Excel Grids Printers mainframe(s)?
  4. 4. STATE OF CONNECTICUT RFP ADDENDUM RFP NO.: RFP-18 NEW 6/98 04PSX0044 DEPARTMENT OF ADMINISTRATIVE SERVICES Joe Giliberto PROCUREMENT SERVICES Proposal Due Date: Buyer Name 165 Capitol Avenue, Room 5th Floor South 18 March 2004 (860)713-5096 PO Box 150414 Buyer Phone Number HARTFORD, CT 06115-0414 RFP ADDENDUM #2 DESCRIPTION: Office Equipment FOR: All Using State Agencies and Political Sub Divisions PROPOSERS NOTE: 1. The due date for the proposal has been extended to 2:00 PM EST on Thursday, March 18, 2004. 2. Remanufactured Copiers – Please note that the wording on the RFP for page 28, Section A, Copier Definitions - New and Remanufactured, for the definition of Remanufactured copiers. The full definition of Remanufactured Copiers is as follows: "Remanufactured copiers undergo extensive refurbishing after a period of use before they are offered for resale or rental. With remanufactured equipment, the features, functions, and model remain the same." 3. Dealer Authorization – Please disregard the second paragraph of section N. “Dealer Authorization” on page 34 of the RFP. 4. Secure Facilities – Please disregard the following sentence on page 23, Secure Facilities: “The Vendor is also required to provide emergency telephone numbers and contact personnel that are available 24 hours, 7 days per week, including holidays." 5. Updated Office Equipment data for the State’s copier fleet profile will be provided shortly in another Addendum. This will include additional copier data information. 6. Copier Accessory Pricing – Please note that two (2) additional worksheets in the file named “OE_Schedule_Addendum_2” for New and Remanufactured copiers have pricing schedules for monthly pricing for accessories. However, Vendors MUST propose accessory pricing on a CPC basis. Monthly pricing for accessories can be proposed at the Vendor’s discretion. 7. “Innovative Proposals” – Vendors may submit an innovative proposal as an attachment. However, Vendors MUST COMPLETE ALL REQUIRED information on the pricing schedules and qualitative questions in the file “General Vendor Information” for the proposal to be considered complete. 8. New Microsoft Excel files included in this addendum: • “OE_Schedule_Addendum_2” – Same as previous “OE_Schedule” file the following additions. Contains formatting updates and two additional worksheets as noted in Proposers note #6 above. • “OE_Schedule_Addendum_2_COLOR” – Contains same format as the previous “OE_Schedule,” but includes schedules for Vendors proposing on COLOR copiers and printers. Listed below are responses to potential Proposers for questions submitted prior to the 5:00 PM EST, February 26, 2004 deadline. Proposers are reminded that additional questions will not be accepted or answered past the deadline listed above.
  5. 5. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response How can a small business that does not provide services to The State may award this Contract in whole or in part to Canon, Ricoh, Savin, or Xerox, even bid on this portion of the any number of Vendors based on the best interest of the contract? The State is perpetuating a monopoly for State. AT LEAST one Connecticut certified SBE/MBE PDF File Introduction 5 essentially two or three vendors. vendor will be on the new contract award. For owned equipment, the State will award Vendor(s) to maintain the existing fleet. Is their an opportunity for small business to bid on specific SBE/MBE vendors are strongly encouraged to respond to pieces of the RFP? this RFP. As it is clearly stated in the RFP, the State intends to have AT LEAST one SBE/MBE vendor on the PDF File Introduction 5 contract award. This RFP is for digital copiers, printers, fax machines and the maintenance of the machines. How does the State plan to ensure that small business is SBE/MBE vendors are strongly encouraged to respond to represented in all aspects of bid? this RFP. As it is clearly stated in the RFP, the State intends to have AT LEAST one SBE/MBE vendor on the PDF File Introduction 5 contract award. This RFP is for digital copiers, printers, fax machines and the maintenance of the machines. It seems this bid is geared toward eliminating small business First, SBE/MBE vendors are strongly encouraged to from competing. The first two items speak to “Leveraging the respond to this RFP. As it is clearly stated in the RFP, the State’s buying power, and consolidating the vendor base.” State intends to have AT LEAST one SBE/MBE vendor on PDF File Introduction 5 This may be a contradiction in terms, as there is no way a the contract award. Second, this is an RFP, not an ITB. small business can service the entire state fleet. This RFP is for digital copiers, printers, fax machines and the maintenance of the machines. RFP Introduction, page 6 states "The State welcomes "One of more parts of this RFP" is in reference to copiers, proposals from Vendors that can provide devices and printers, fax machines, and maintenance being the four services for one or more parts of this RFP." For clarification general parts of this RFP. PDF File Introduction 6 purposes, can Vendors assume that each Schedule is a "part" of the RFP and respond only to certain Schedules? The last sentence under the heading “Introduction” (page 6) The intent is to make a contract award that is in the best states that “With the future award, current contracts may be interest of the State. cancelled if it serves the best interest of the State.” Does the State intend to cancel the remaining term of any in-place PDF File Introduction 6 lease or rental commitment, or does this refer to canceling the ordering agreement, preventing any additional placements under that contract? Due Date: We would respectfully request a minimum two At this time, the State shall grant an extension to the due week extension of the return date. This would allow us to date to 2 PM EST on Thursday, March 18, 2004. prepare a fully comprehensive response and adequately PDF File Process and Timing 7 respond to the significant amount of information required.
  6. 6. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response The information needed to put together a quality response to At this time, the State shall grant an extension to the due this RFP will be very difficult and near impossible to have date to 2 PM EST on Thursday, March 18, 2004. completed by March 11. There are 3 different segments to this, as well as the SBE participation component. We want to do a quality job and gain the State of CT's business over the next 3+ years. We are asking for an extension on this RFP PDF File Process and Timing 7 for 30 days? That would give adequate time to research your requirements, once questions have been answered and give you the quality response you are looking for. Please advise. Page 8, Instructions to Vendors,Paragraph C: Please clarify The State will provide an answer by the end of the week. Instructions to what the state meaning of Corporate Resolution is? PDF File 8 Vendors RFP Terms and Conditions / Section B (Pg.10). refers to This is in reference to prior to the contract award--the time B. Stability of valid pricing for a 90 day period. Is this prior to the contract period during which there will be vendor presentations and PDF File 10 Proposed Prices award or can the pricing change during the contract term? negotiations. Page 9, Section C. Amendment or Cancellation of the RFP: In Yes, this will be part of negotiations prior to finalizing the the event the State amends or modifies the RFP, and said contract award. Any addendum to the RFP will be issued C. Amendment or amendment or modification has the effect of rendering all or prior to the RFP due date. PDF File Cancellation of the 10 part of Vendor’s Proposal non-compliant; will the State permit RFP the Vendor to respond to these amendments and/or modifications so as to bring its Proposal in compliance? Is the State going to make one complete award to a vendor The State may award this contract in whole or in part in the for each category? So if you are awarded in the Copier best interest of the State. The State does not have a pre- PDF File F. Award Basis 10 section you will be awarded all 10 bands? determined number of vendors that will be selected. Pg.12 Section Q-speaks about highest scoring vendor. Can Yes. The selection criteria is noted on page 36 of the RFP Q. Execution of PDF File 12 the State tell us what the formula will be to determine the document. The weights of the selection criteria will not be Contract stack rankings? disclosed at this time. Section Q, “Execution of Contract”: can you provide context in Yes. The State will have a liquidated damages clause, Q. Execution of PDF File 12 which the State would include a liquidated damage clause? which will be finalized during negotiations. Contract Q. Execution of What does the liquidated damages clause pertain to? This pertains to a breach of contract by the vendor. PDF File 12 Contract
  7. 7. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response Page 10 Section M & Page 12 Section U: To the extent that a Please refer to page 13, section U of the RFP for submitted Proposal should contain information and/or information regarding FOIA. material that is proprietary and confidential to the Vendor, will U. Freedom of PDF File 13 the State afford the Vendor any security as regards the Information publication of said information and/or material in the form of a Non-Disclosure Agreement or other such contractual instrument? Has the State’s PeopleSoft ERP system been implemented The State expects to migrate to Core-CT and EDI, with PDF File X. E-Commerce 13 and fully functional? 100% compliance in the future. Most manufacturers can perform the EDI capabilities at No. EDI is a requirement, not a value added cost. Vendors added administrative costs, that will indirectly be passed on to will bear the costs associated with EDI that are related to PDF File X. E-Commerce 13 the State. Does the State view EDI capabilities as a value- the Vendor. add? And at what cost? On page 13 of the RFP, you reference the use of Core CT, a No. There are not any transaction fees. People soft-based on-line ordering system that would be used in conjunction with this contract. Would the vendor be responsible for any transaction fees associated with receiving PDF File X. E-Commerce 13 orders through this on-line ordering system, such as those that were charged for the Orderlink system? If so, what will that fee be in terms of percent of the total order? All three of my suppliers want to bid with me and list me as a Purchase orders would be made directly to the SBE distributor. I'm concerned that I will not be recognized for manufacturer or the SBE/MBE vendor. As stated in the my SBE status. Would I have to provide anything if they management reports, the State will require reporting of sub- submit the bid? Also, if the manufacturers can list us as an contractors to identify the amount of purchases from PDF File Y. SBE/MBE 14 SBE, who would own the leases and rentals under the SBE/MBE vendors in Office Equipment. program to partner with SBE/MBE vendors? Would purchase orders be made out to us as a sub or directly to the manufacturer. If a Manufacturer responds to this bid and has authorized Should the manufacturer use SBE/MBE vendors as sub- dealer (s) who are SBE/MBE certified with the State of CT, is contractors, the detailed management reports that the State the Manufacturer given the extra points or does the SBE/MBE will require will provide both the manufacturer and Contract PDF File Y. SBE/MBE 14 have to bid directly to get the award mentioned on page 14. Users credit for working with SBE/MBE vendors. As stated in the selection criteria on page 36, the ability to partner with SBEs is a criterion for non-SBE vendors. Many, if not most, small businesses do not have this One option could be to partner with a manufacturer. PDF File Y. SBE/MBE 14 capability and the cost would be prohibitive, thus blocking our ability to compete. Is a vendor required to submit with their response, the actual Yes. The Connecticut SBE/MBE vendor certification must PDF File Y. SBE/MBE 14 certificates and supporting documentation verifying their be completed prior to the contract award. SBE/MBE status?
  8. 8. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response It says that under the set aside, 25% of business would go to The State has a 25% supplier diversity requirement for all nd SBE/MBE vendors. However, the 2 paragraph on this page, of its purchases of goods and services. For Office it also states, “If”, DAS determines that it is in the best Equipment specifically, the State has not established a PDF File Y. SBE/MBE 14 interests of the State, DAS reserves the right to award specific percentage of the business for SBE/MBE vendors. portion(s) of this RFP to at least one certified SBE/MBE However, at least one Connecticut certified SBE/MBE vendor. vendor will be on the new contract award. With the effort to reduce the number of vendors, we are For Office Equipment specifically, the State has not concerned about the role of small business to participate in established a specific percentage of the business for PDF File Y. SBE/MBE 14 this bid. How does the State plan to ensure that small SBE/MBE vendors. However, at least one Connecticut business is represented in all aspects of bid? certified SBE/MBE vendor will be on the new contract award. Regarding the “Subletting or Assigning of Contract” clause on No, the State does not accept third party financing. B. Subletting or page 15; are vendors allowed to utilize third party financing PDF File Assigning of 15 companies to invoice and collect payments in the Contract performance of the contract? D. Federal Pg. 16, Federal Procurement Contract Requirements and At this time, the State cannot anticipate federal grant Procurement Provisions. How much federal grant activity might be activity. Only equipment acquired under federal grants PDF File Contract 16 involved in this contract? Shouldn't the contract cancel for the would be cancelled, and not the entire contract. Requirements and portion that is covered by federal grant activity and not the Provisions whole contract? Under the terms of the “Additions” clause on page 18; does The State may cancel the ordering agreements, which are the State intend to cancel the remaining term of any in-place the current contracts listed in the RFP, if it is in the best PDF File B. Additions 18 lease or rental commitment, or does this refer to canceling the interest of the State. ordering agreement, preventing any additional placements under that contract? Are the reporting requirements for UConn defined as "end For UConn, regular reporting must be done at the D. Management user level reporting" or "departmental level reporting"? department level. PDF File 18 Reports Quality and Service Requirements, Section O, Billing states This will cover all acquired equipment (copiers, printers, "Vendor shall issue, in arrears, monthly itemized invoices to and fax machined). Acquired is defined as equipment D. Management each ordering agency. Does this requirement apply to purchased, leased or on a CPC program. This must be PDF File 18 Reports purchased equipment or leased equipment only? itemized. With respect to the last bullet on page 18 under the There is not a set quantity of items that non-SBE vendors “Management Reports” clause; can you please explain should purchase from CT certified SBE/MBE vendors. exactly what non-SBE vendors are supposed to be purchase However, non-SBE vendors should be aware that the State D. Management from SBE/WBE vendors in order to fulfill contractual will award a portion(s) of this contract to at least one PDF File 18 Reports requirements, if any, in the performance of the contract? Connecticut certified SBE/MBE vendor.
  9. 9. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response On page 18 of the RFP, section D "Management Reports," Yes. Monthly reporting will be required for copiers, printers, D. Management does DAS require the monthly activity reports for all laser fax machines, and their maintenance. PDF File 18 Reports printers, fax machines, and copiers? It seems as if the report is a copier based report. Pg. 19. Section I. Transfer of Data. Please remove this An example of transfer of data is if the State used a copier section or identify the information data to transfer back to with a hard drive, the hard drive data would be removed PDF File I. Transfer of Data 19 DAS. Would all orders have to be sent back to DAS at and transferred back to the State. contract end? This question also applies to Section J regarding data transfer. With respect to the 2nd bullet under the terms of the The State may cancel the ordering agreements, which are “Termination of Contract and Vendor Liability” clause on page the current contracts listed in the RFP, if it is in the best J. Termination of 20; does the State intend to cancel the remaining term of any interest of the State. PDF File Contract and Vendor 20 in-place lease or rental commitment, or does this refer to Liability canceling the ordering agreement, preventing any additional placements under that contract? Can the State provide a copy of the “Authorized Supervisor The State will provide an answer by the end of the week. PDF File A. Secure Facilities 23 Agreement” that is identified in the “Identification Badges” clause on page 23? For what purpose do the contact personnel that are required This text will be removed in the addendum. On page 23 of in “Secure Facilities” on page 23 need to be available on a 24the RFP, Contract User Specific Clauses, the State will x 7 basis? Is it for the servicing of equipment? remove the following: "The Vendor is also required to PDF File A. Secure Facilities 23 provide emergency telephone numbers and contact personnel that are available 24 hours, 7 days per week, including holidays." In the item labeled “Management Reports” on page 18, the While the State requires management reports for each C. Technical Service/ sixth bullet requires that vendors provide meter reads by PIN agency, UConn requires reports at the department level. Maintenance (account code) for units located at UConn. Do key operators To have department level reporting, the PIN (account code) PDF File Requirements – 23 intend to provide meters in this fashion to the vendors? is the department identifier. University of Connecticut (UConn) On page 23 of the RFP there is a request for two (2) full time, Yes, this would be for the service of UConn's copier C. Technical Service/ on-site technicians at UCONN's Storrs campus. Are these machines. Maintenance technicians purely intended to service copiers? Put another PDF File Requirements – 23 way, would the on-site service work at UCONN be aimed University of entirely at copier service? Connecticut (UConn)
  10. 10. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response The “Technical Service/Maintenance Requirements-UConn” The State does not have all of the detailed information for clause on page 23 outlines the demand for two full-time on- all locations. The incumbent vendors for particular Contract site technicians. While a profile of UConn’s copier population Users failed to provide comprehensive copier equipment is provided on page 25, the information provided on the OE information. This type of detailed information will be Exhibits is dramatically different. Many of the data fields have required in the new contract award. Please note that the been left blank, but it appears as though there are a total of Vendor's ability to provide detailed reporting in a timely only 43 leased units and 35 purchased units which have been fashion is part of the selection criteria in this RFP. C. Technical Service/ identified at the Storrs location (provided that the entries Maintenance without city names are all located at Storrs), with an identified PDF File Requirements – 23 monthly average of approximately 334,000 copies. The cost University of to provide the two full-time on-site technicians would be Connecticut (UConn) prohibitive. I would request that this requirement be eliminated. If it cannot, please provide a complete list of all equipment, and their associated volumes so that we may formulate a price. Where, and in what format, would you like vendors to respond to this requirement? Please explain UConn and the information that refers to this UConn has over 400 copiers on its main campus in Storrs. C. Technical Service/ account. What is different about UConn and what you are This Contract User has far and away the greatest Maintenance looking to accomplish in the RFP? concentration of copiers in a single location. Therefore, the PDF File Requirements – 23 number of copiers at this location would merit two on-site University of technicians on its own based on historical usage. Connecticut (UConn) C. Technical Service/ I would also request that the requirement to provide a detailed No. Detailed, monthly reporting will be required. Maintenance service report on each copier placed, every month, be PDF File Requirements – 24 eliminated from these same clauses. University of Connecticut (UConn) I would respectfully request that the service response times No. Contract Users across the entire state must be able to C. Technical Service/ referenced be changed to read “an average of two (or four) have the same response time. Maintenance business hours and that the uptime be calculated as an PDF File Requirements – 24 average for the installed fleet rather than for each unit. University of Connecticut (UConn)
  11. 11. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response The last paragraph of each clause speaks to the meter The State does not have objections to a mutual agreement reading process. It is unclear whether the RFP is requiring the between the Contract Users and the Vendor to read C. Technical Service/ vendor to physically take a meter read from each unit or if the meters. However, this will be the responsibility of the Maintenance Contract User is responsible for providing the same to the Vendor on the contract award. PDF File Requirements – 24 vendor. I would request that the manner in which meter reads University of be gathered be left to the mutual agreement of individual Connecticut (UConn) Contract Users and Vendors. Product and Services Demand Profile, Section C, General The Vendor is required to build these costs into their price. Service Requirements, Paragraph 3, Delivery states "Successful Vendor shall bear all costs of transportation, C. General Service packing, crating, delivery, installation, storage, and service PDF File 25 Requirement under warranty..." This Vendor would like to request that the State make Installation a separately orderable line item in the Schedules as not all End Users will require installation services. Product and Services Demand Profile, Section C, General The Vendor is required to build these costs into their price. Service Requirements, Paragraph 3, Delivery states "Vendor It is in the best interest of Contract Users and the Vendor(s) shall provide operator training at each location at no that end users are properly trained. Properly trained end additional cost..." Paragraph 8, Training. As previously users will allow the State to maximize the equipment's stated, this Vendor would like to request that the State make potential, resulting in increased number of copies made. C. General Service PDF File 25 Training a separately orderable line item in the Schedules as An increase in the number of copies made translates to Requirement not all End Users will require training services.This Vendor higher revenue for the Vendor under a CPC program. would like to request that the State make Training a separately orderable line item in the Schedules as not all End Users will require training services. Product and Services Demand Profile, Section C, General This refers to all acquisitions, except purchases. Service Requirements, Paragraph 5, Equipment Removal. C. General Service Paragraph 1, Acquisition and Usage Agreement. These PDF File 25 Requirement paragraphs appear to apply only to leased equipment. Please clarify. Are there any instances where the State of Connecticut would These details may be negotiated, or modified, as necessary consider holding title? E.g. If we could demonstrate that the during negotiations and prior to the contract award. C-1. Acquisition and state holding title to the equipment would be financially PDF File 25 Usage Agreement beneficial, would this be negotiable?
  12. 12. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response In the “Acquisition and Usage Agreement” clause on page 25, Yes. This is correct. it states that “Vendor shall hold title to all Office Equipment for the term of the placement.” I assume this applies only if the C-1. Acquisition and unit is placed on a lease or rental program as title would PDF File 25 Usage Agreement transfer to the State upon delivery of a purchased unit and insurance on the unit would then be the responsibility of the State. Can you confirm this please? The “Rentals” clause on page 25 makes mention of a thirty As stated in the RFP, there may be instances in which the day cancellation clause. I cannot identify a requirement to State requires a short-term rental to meet its Contract propose a rental program on any of the OE Schedule tabs. Is Users needs. PDF File C-2. Rentals 25 it the State’s intention to require a cancellation for convenience provision for all leased (or CPC) units placed? The State mentions rentals Page 25 section 2 but we do not Rentals will be on an "as-needed' basis. Therefore, see any rental cost sheets? vendors should provide questions in qualitative question PDF File C-2. Rentals 25 #33 in the MS Excel file "General Vendor Information." Products and Services Demand Profile / Section C-3 Delivery Whatever is required to use the machine as required by the (Pg. 26). Can the State be more specific on the software, manufacturer. software installation, and network software section? At what PDF File C-3. Delivery 26 point does the vendors responsibility start and end? How many users / desktops will the vendors be expected to support per unit? The “Invoicing” clause on page 26 makes mention of a For the State to make payments in the required timeframe, itemized report that must be provided with each invoice. This additional information may be needed. Most invoices have is a duplication of effort as this is already being provided the adequate information, but some additional information under the “Management Reports” requirement on page 18. In may be needed. PDF File C-7 Invoicing 26 addition, most of the requested information is contained on the invoice itself. I would respectfully request that this requirement be deleted in its entirety. Can you please compare and contrast the objective of the The State would like vendors to provide a range of cost savings plan for leases expiring in 06 and later? The alternatives that will be enable the State to realize savings total buyout plan? The replacement by cpc plan? We are in the near term. PDF File A. Copier Definitions 28 unclear what is meant by these. Could you please provide information and examples to help us to answer these items appropriately.
  13. 13. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response Please explain what is meant by cpc(cost per copy)? What The State is requesting a cost per copy (CPC) for multiple volume are you going to evaluate the responses at? Based volume bands for placement terms ranging from 36 ro 72 on history we are interpreting this to mean that you want a months. It is clearly stated in the "OE_Schedule" that there price quotation that is inclusive of equipment, maintenance are three components to the copier CPC -- machine, PDF File A. Copier Definitions 28 and supplies? maintenance, and consumables. Vendors are requested to complete the information for all three sub-components, which automatically calculate the CPC by placement term by volume band. RFP Pricing / Section A Copier Definitions (Pg. 28). Does the As an addendum to the RFP, the State is adding extra term Remanufactured refer to a factory rebuild by the wording on RFP page 28, Section A, Copier Definitions - manufacturer with a zero meter and new serial number or a New and Remanufactured, from the BLI guide regarding vendor rebuild? Remanufactured copiers. "Remanufactured copiers undergo extensive refurbishing after a period of use before PDF File A. Copier Definitions 28 they are offered for resale or rental. With remanufactured equipment, the features, functions, and model remain the same." Throughout this RFP, the State is investigating the potential of using remanufactured digital copiers in the future. How will remanufactured products help the State? If the effort As an addendum to the RFP, the State is adding extra is to utilize current and cutting edge technology, the State is wording on RFP page 28, Section A, Copier Definitions - going backwards by seeking to purchase/rent old outdated New and Remanufactured, from the BLI guide regarding analog products. Additionally, most small business companies Remanufactured copiers. "Remanufactured copiers and many manufacturers do not have remanufacturing undergo extensive refurbishing after a period of use before Excel Grids A. Copier Definitions 28 programs and thus will not be able to compete in this area. they are offered for resale or rental. With remanufactured equipment, the features, functions, and model remain the same." Throughout this RFP, the State is investigating the potential of using remanufactured digital copiers in the future. The State asks for Vendors to propose a buy out program for Yes, please include all costs that will be charged to the the State's copiers. Will the lease buy out pricing and options State in your plan. PDF File B. Copier Schedule 28 as well as any removal charges be provided for us to incorporate into our proposal? What volume(s) should a vendor use to price the CPC offer Whichever makes sense from the Vendors' point of view. PDF File B. Copier Schedule 28 (i.e.: the minimum or maximum volume of each band)? You have a requirement for a cost savings plan for the It is the responsibility of the Vendor to propose a innovative copiers expiring 06 and later. Please describe how you plan. PDF File B. Copier Schedule 28 envision this plan to work? Is it rental, lease, what is your objective? Please define what the State considers the management of Managing the State's Office Equipment fleet is in reference the Office Equipment Fleet to include. to the placement and type of digital copiers, printers, and PDF File B. Copier Schedule 28 fax machines that the Vendor(s) would priopose to optimize the overall value to the State.
  14. 14. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response You talk about lease, rental and cost per copy. Could you Please refer to page 28, section A. Copier Definitions. PDF File B. Copier Schedule 28 define what you mean by each of these terms? How are you evaluating? How does the state plan on doing meter reads on printers for It is the responsibility of the Vendor to propose a innovative PDF File C. Printer Schedule 29 a CPC program? plan. We require clarification with regards to the language on p. 30 It is the responsibility of the Vendor to propose a innovative regarding on-site maintenance of copiers, laser printers, and plan. PDF File E. Maintenance 30 fax machines. Does my firm need to provide maintenance pricing on a CPC/CPI basis for the laser printers as well as the copiers? With regards to the narrative on p.30, there is a request to The State would like to understand which approach would provide maintenance pricing on a Cost-Per-Copy (CPC) basis provide the greatest value to the State and its Contract for copiers. By contrast, the terms of on-site maintenance Users. services for laser printers and fax machines, also cited on p. 30, request that the vendor provide monthly pricing as well as on a per call basis .Both of these approaches are straight forward, i.e., the use of the CPC model for copiers, and the PDF File E. Maintenance 30 use of monthly and per call pricing for laser printers/fax machines. However, in the actual pricing spreadsheet entitled " OE_Schedule.xls" in the Laser Printer sheet, there is a request for CPC/CPI maintenance pricing along with the Monthly and Per Call Maintenance. Would my firm be required to provide on-site maintenance of Please refer to "General Vendor Information" question #32 fax machines on a per call basis, as well as a Monthly basis? for on call pricing. Vendors should propose their pricing Again, while the narrative on p.30 indicates that this is the under question #32. PDF File E. Maintenance 30 case, the pricing sheet for fax machines in OE_Schedule.xls only provides for Monthly maintenance. Page 31, D. Substitution, If substitutions are not allowed Vendors are allowed to propose a new model to replace PDF File D. Substitutions 31 under the contract, how can we address discontinued discontinued models upon the approval of DAS during the products? contract term. Regarding the “Payment Options” clause on page 31; can a Yes. contract user pay a recurring monthly invoice (lease payment, PDF File F. Payment Option 31 maintenance payment, etc.) with the State’s credit card? Please add the following to the end of the first sentence For copiers, the service and maintenance required is under the “Quality Assurance Guarantees” clause: included in the MS Excel file named "OE_Schedule." The H. Quality Assurance PDF File 32 “, as long as the equipment is covered under a qualifying Full details will be agreed upon, or modified, as necessary Guarantees Service Maintenance Agreement.” during negotiations and prior to the contract award.
  15. 15. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response Quality and Service Requirements, Para. L, Maintenance and These details will be agreed upon, or modified, as Repair Service states "Vendor shall respond on site to all necessary during negotiations and prior to the contract service calls within four (4) business hours..." This vendor award. would like to request that the State remove this requirement H. Quality Assurance as the standard service level agreement. A 4-hour on-site PDF File 32 Guarantees response time is not the industry standard on-site warranty response time for any of the equipment to be purchased under this contract and will add unnecessary costs for those End Users who do not require it. Quality and Service Requirements, Paragraph H, Quality Printers and fax machines will have a minimum warranty Assurance Guarantees states "The Vendor(s) is to agree to period of one (1) year. Copiers, as indicated in the MS repair and/or immediately replace without charge to Contract Excel file named "OE_Schedule" will be on an immediate Users any device or part thereof which proves to be defective maintenance program. These details will be negotiated or H. Quality Assurance or fails within the contract term as specified." This conflicts modified, as necessary, during negotiations and prior to the PDF File 32 Guarantees with Para. J, Guarantee/Warranty which states "Every unit contract award. delivered must be guaranteed against faulty material for at least one year from date of delivery and installation..." Please clarify the warranty requirements for this contract. Please explain what is meant by "faulty material guarantee of For copiers, the service and maintenance required is 12 months?" We assume that you mean that if the machine included in the MS Excel file named "OE_Schedule." The is under a maintenance contract during the initial 12 months details will be agreed upon, or modified, as necessary J. Guarantee/ PDF File 32 of installation that we will be obligated to repair or replace the during negotiations and prior to the contract award. Warranty equipment at our expense if we can't keep the machine in working order. Is this acceptable? The first bullet point under “Guarantee/Warranty”, located at Printers and fax machines will have a minimum warranty the top of page 33, states that equipment must be guaranteed period of one (1) year. Copiers, as indicated in the MS for at least one year, but the “Quality Assurance Guarantees” Excel file named "OE_Schedule" will be on an immediate J. Guarantee/ PDF File 33 clause states for the period of the contract term. Which is maintenance program. These details will be negotiated or Warranty correct? modified, as necessary, during negotiations and prior to the contract award. Pg 33. Section L. Is the designated program administrator a This will be the responsibility of the Vendor on the contract L. Maintenance and PDF File 33 DAS-designated person with DAS or a vendor-designated award. Repair Services employee of vendor? We assume that consumables supplies is toner/ developer/ This includes staples, but excludes paper. L. Maintenance and PDF File 33 fuser. This would exclude staples and paper? Please advise. Repair Services
  16. 16. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response Quality and Service Requirements, Para. N, Dealer DAS must approve all sub-contractors. All sub-contractors Authorization states "A letter from the Manufacturer...of must be approved by the factory or manufacturer. Vendors authorized dealership to the State to sell and service their are required to submit certification or documentation for sub- N. Dealer machines with availability of factory parts, and factory training contractors. PDF File 34 Authorization on all models quoted must accompany the proposal." If the Vendor uses factory trained sub-contractors to provide service, will this be acceptable to the State? On Page 34 of the RFP in Section N. "Dealer Authorization": Please refer to addendum #2 ---DAS will discard the Could the State please define what a "buy-sell" agreement is? second paragraph of section N. N. Dealer PDF File 34 Why is a buy-sell agreement an acceptable substitute for a Authorization Manufacturer's Letter of Authorization? Are the cost comparisons under the CPC section going to be The cost comparison will be done across the State's fleet in PDF File Selection Criteria 36 based on the high or low end of each band? aggregate based on historic usage. If cost savings is the main goal of the RFP, will the lowest Please refer to page 36 of the RFP to understand the PDF File Selection Criteria 36 qualified bidder be awarded the contract or will this be left to selection criteria used to evaluate vendor proposals. interpretation? What standards will the State use to evaluate the worthiness The selection committee will evaluate the overall value of a PDF File Selection Criteria 36 of the equipment? Vendor's proposal, including service, quality, and cost. Are there any other agencies that would require on-site techs First, on-site refers to the technicians physically located at for just printers ? the Contract User's facility. At this time, no other Contract User require on-site technical support. However, the State PDF File General may require on-site maintenance and service for printers at large Contract User facilities in the future. As in the effort to control electricity costs, the more a user The intent of a "Vendor Managed Fleet" with a "cost per does, the cheaper the cost. However, there is again no effort copy" pricing structure is to prevent the development of an to reduce the total usage. In fact, with the approach over-sized fleet. Vendors are encouraged to submit PDF File General mentioned, it is in the best interest of the vendor to encourage additional "Innovative Proposals" that would provide value the proliferation of more machines as this increase monthly to the State and its Contract Users. volume and higher revenues. There is no way to stop the growth of wrongly placed products. PDF File General Can we non-disclose the state on new printers? Vendors must inform the State of new models. Do pages 37-39 of the RFP comprise “Form RFP-19”, as Yes. PDF File General referenced in Item 1 in section 2 of 4 on form RFP-26? Does the State have rental and leasing terms and conditions Rental conditions can be entered in "General Vendor or can we incorporate them into the proposal? Information" question #33. Terms and conditions can be PDF File General negotiated during the negotiations process, prior to the contract award.
  17. 17. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response In visiting many State agencies, we have found that there is Please provide an innovative proposal or refer to question sometimes, an individual printer for every one, or two people. #39 in the "General Vendor Information" file. The State PDF File General This may be an avenue where the State can see additional would like to understand alternative approaches to optimize cost savings, while controlling unnecessary machine growth? its fleet. Is any of the equipment that is “State owned” part of a No. PDF File General purchase then leased through GE Capital or another leasing company? Is it the intent of the State of CT to limit the amount of The State may award this Contract in whole or in part to vendors awarded to say 5 (this would improve pricing and any number of Vendors based on the best interest of the PDF File General savings to the state by eliminating GSA constriction)? State. Is there a way for Non-SBEs to hold the contract and assign Yes. PDF File General resellers per CT State approval Award criteria such as other states have done? Is there any reason why we cannot price our equipment to To fairly and accurately evaluate the Vendors' proposals, include lease, service and supplies? Typically when the State requires detailed pricing information from the machines are leased/rented the vendor retains the title. The Vendors. Please provide all the information in the format PDF File General vendor needs to ensure that the machine has service. Based required in the "OE-Schedule.xls" on that, can we offer a price that has both machine, service and supplies included as a bundled offering? What is the overall intention of the State’s Plan? Please refer to pages 5 and 6 of the "Introduction" section PDF File General of the RFP document. Other than potential cost savings, what benefits does the Standardization of equipment, lower administrative costs, State see in reducing the number of vendors on the contract? and improved all around service are some of the benefits PDF File General that the State expects to realize in the new contract. Regarding CPC, Purchase, Fleet, Buyout and Flipping to DAS seeks to understand multiple approaches to provide CPC? Can you please tell us the objective of each option and the best overall value to the State. compare and contrast these options. We are trying to understand how to respond to your requirements but are PDF File General unclear as to what is meant by all of these terms. We would appreciate examples, so that we can ensure our response is what you are looking for. What is your vision? What do you mean by a Fleet Program? Could please give DAS seeks to understand multiple approaches to provide some examples so that we know how to adequately respond the best overall value to the State. PDF File General based on your requirements. What is your vision? Since the State is narrowing the total number of vendors on The RFP process will allow the State to realize the best PDF File General contract, why is it utilizing the RFP process instead of a ITB overall value, which is a combination of service and cost. process?
  18. 18. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response The objective as stated is to leverage the buying power and The intent of a "Vendor Managed Fleet" with a "Cost per reduce costs to the State. However, there is no strategy, copy" pricing structure is to control and prevent the policy or plan for each department to change the way they development of an over-sized fleet. Vendors are copy, fax, print and scan today. While the State may lower the encouraged to propose innovative solutions. cost, it won’t prevent the proliferation of more copiers, printers and faxes, as there is no incentive for any agency to do so. PDF File General Multi-function copiers can achieve greater cost savings for the State, but not if the agencies continue to replace high supply cost printers with just more of the same that happen to be new. If the State can’t regulate the growth of these products, copies will increase and costs will grow as a result. The RFP mentions digital copiers, printers and fax machines. The State is seeking machines from the low end to the high Could you please define digital copiers? Are you looking for end of the spectrum. For the definition of a digital copier, connected multifunction machines? We are unclear what you please refer to the BLI guide. The Vendor should use its are asking for and want to make sure our response includes experience in the industry and the State's fleet profile to PDF File General your requirements. suggest the proper model for each band. "Flipping Leases" What do you mean by this? What are you "Flipping a lease" refers to an incumbent Vendor being trying to accomplish by doing this? What is your vision of this awarded on the new contract. The incumbent Vendor could PDF File General option? How would remaining balances be handled? Could convert the pricing on an existing machine from a standard you give some examples? lease pricing to a CPC. What happens to competition under the current contract? This RFP offers Vendors the opportunity to compete to be PDF File General on the new contract award. What protection will the contract provide for vendors if State The Vendor may replace the unit with a smaller unit and re- users experience a significant volume drop due to layoffs, deploy the larger unit to another State location. office closings, changes in technology etc.? Conversely, should the unit be undersized, the State and Contract Users would expect that the Vendor would PDF File General increase the size of the unit accordingly. Please note that the State will not accept a used unit unless it arrives from another State location and was originally installed in a State location. When a manufacturer announces new products, can they add The Vendor may submit new models to DAS as addendums them to the contract? if so, do they need to replace it with one to the Contract. However, it is at the sole discretion of DAS PDF File General that is already on contract? to accept or reject the proposal and whether the old model will be replaced by a new model at the existing CPC price. Why would incumbents seek to lower their costs to the State Because this contract award will be for all future as they already have the business, and will most likely keep it placements and it could potentially impact current PDF File General in the future? placements. Within the new contract award, current placements from an incumbent may be extended during the course of negotiations.
  19. 19. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response Will pricing be negotiated with the highest scoring vendor Please refer to the State's RFP process. A link is provided prior to the award and will other vendors then have the on page 6 of the RFP in the "Introduction." Additionally, PDF File General opportunity to resubmit pricing? please refer to page 12, Section Q (paragraph 3). Will the award be multiple Manufacturers and resellers? The State may award this contract in whole or in part to any PDF File General number of Vendors based on the best interest of the State. In regards to the "Affidavit for Contractor or Lessor, who OPM and the Governor's office. should be listed as "agencies or departments that have PDF File General supervisory or appointing authority over such department"? In the State of CT, we (manufacturer) has multiple authorizedThe State would like to issue P.O.'s directly to a dealer and dealers, and they are all (listed as partners) Small Businesshave invoicing handled by the dealer as well. The awarded Enterprises (SBEs). If the eligible State agencies/entities manufacturer shall be fully responsible for dealers that are PDF File General decide to acquire equipment from these dealers, how does its sub-contractors, including Connecticut certified the P.O. get made out and who actually bills the State? SBE/MBE vendors. This will be negotiated prior to the contract award. Question #12 What do you mean when you ask for Number of The technical staff refers to the vendor's staff that will be General Vendor Services Staff? How do you consider the Technical Staff to present to perform on-site maintenance and repairs. The Excel Grids Question #12 Information be different from the Services Staff? service staff refers to the vendor personnel devoted to customer service. Question 19 on General Vendor Information Form. Please The State would like to understand what office and clarify what the state would like to know about our company's computer back-up and recovery systems the vendor has in General Vendor Excel Grids Question #19 disaster recovery capabilities and procedures. Could the state place in the event of a disaster (e.g. billing, data recovery, Information be more specific in what they would like to know. etc.). Question 20 on General Vendor Information Form. Why The State would like to understand the Vendor's EFT would the state require description of system, transfer times, capabilities. General Vendor Excel Grids Question #20 and reporting methods be required if we are receiving the Information funds? Simply an ACH or EFT authorization form is filled out with banking information and contacts. Question on General Vendor Information Form, We would like Please refer to page 18, section D "Management Reports" General Vendor more clarification on question 21. What are the formats and regarding the type of information to be provided in monthly Excel Grids Question #21 Information methods for providing the usage and billing information? reporting. Question #32 Are we providing pricing and discounts for Yes. For the on-call maintenance, please provide that these support programs within the Vendor Information pricing in the space provided for Question #32. General Vendor Excel Grids Question #32 Section, or do we provide this information within the pricing Information spreadsheet? The pricing spreadsheet did not ask for this information. Are you looking for just a CPC for the management of the Yes. Please respond to both parts of the question. The Excel Grids Buy Out entire copier fleet and a program to reconfigure the fleet? State would like to evaluate both possibilities. Can we “NO BID” the total buyout portion? Yes. The vendor is free to propose or not propose on any Excel Grids Buy Out portion of this RFP.
  20. 20. Office Equipment RFP #04PSX0044 - Responses to Vendor RFP Questions RFP Excel Grids/ Worksheet/ Sub- PDF File Section Page # Question DAS Response Is the State looking to buy out these current leases? If so, The State is investigating the potential of performing a buy Excel Grids Buy Out what is the amount of the accumulated buyouts, either out of the current leases. individually, or in total? There is not enough information to bid total buyout. There are Please utilize the information provided in the Microsoft Excel Grids Buy Out no numbers attached. Excel file named "OE_Exhibit" to propose a buy out. To propose a total buyout for the entire State fleet, will the No. Excel Grids Buy Out State be providing what the buyouts for the existing copiers are? There seems to be no “digital strategy” for each State agency The intent of this RFP is to provide Contract Users with Excel Grids Buy Out to follow. What is the incentive for any State agency to step Office Equipment for the office environment. out of the box? Accessories are typically billed at a fixed monthly rate. Could No. Vendors must provide pricing for accessories on a we submit pricing that has the accessories priced this way - CPC basis. However, Vendors will be able to provide for simplicity and economies of scale. An example would be pricing on a monthly basis in the MS Excel file in the Excel Grids Copier Accessories a base machine with one cost per copy price and then addendum titled "OE_Exhibit_Updated." accessories would be a flat rate added on to this, depending on how the end user wished to configure the machine? What is the State looking for in Software Integration? Whatever is required to use the machine according to the Excel Grids Copiers manufacturer's specification. Are you looking for the vendors to provide a cost based on Yes. Please refer to the Microsoft Excel file named the spreadsheet that was provided to reconfigure all of the "OE_Exhibit" and reference the worksheets named Excel Grids Copiers machines the state presently has based on volumes? "Copiers - Roll Off Summary" and "Copiers - State Data." As a Vendor, can you respond to the Copier Section Bands 1- The State STRONGLY encourages Vendors to propose 10 for just Purchase and still get an award? Or do you need both on the CPC program and the purchase of digital Excel Grids Copiers to respond to both Purchase and CPC to be considered? copiers. Please refer to the selection criteria listed on page 36 of the RFP to better understand the criteria to be used by the selection committee. Can we “NO BID” the CPC portion of the bid, without hurting The State STRONGLY encourages Vendors to propose our chances of winning the purchase, lease, and rental both on the CPC program and the purchase of digital Excel Grids Copiers portion? copiers. Please refer to the selection criteria listed on page 36 of the RFP to better understand the criteria to be used by the selection committee. Can you respond to just one or two of the three sections Yes. The State may award portion(s) of this contract to Excel Grids Copiers (copiers/fax and printers) and still get an award? different vendors. However, please refer to the selection criteria listed on page 36 of the RFP. Copiers – In reviewing the average monthly volumes for the The State envisions using an innovative strategy proposed compulsory copiers, it appears many copiers are not by vendors or a migration towards a CPC program for Excel Grids Copiers appropriately placed. What strategy does the State envision copiers to better align the machines with the historical to rectify this situation? demand. Does the State intend to rent machines with every accessory? No. Excel Grids Copiers

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