University of Alabama in Huntsville Sealed Solicitation
Title: Copy Center/Fleet Copier Management Program
Deadline: 11/2/2021 3:00 PM (UTC-06:00) Central Time (US & Canada)
Status: Awarded
Solicitation Number: P00239
Description:
NOTIFICATION REQUEST FOR FORMAL PROPOSAL
Proposal Number: P00239
RESPONSE BEFORE: 11/02/2021
3:00 pm
(P00239)
THE UNIVERSITY OF ALABAMA IN HUNTSVILLE
REQUESTS A PROPOSAL FOR SERVICES AS PER THE POSTED SPECIFICATIONS VENDOR
REGISTRY.
To
register go to WEBSITE: https://vrapp.vendorregistry.com/
November
2nd at 3:00 pm.
Please
load the automated proposal from the package to UAH Vendor Registry.
Pamela
Hurley
UAH Procurement
Documents:
| Documents as of 10/8/2021 |
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Addition 1
Posted: 1/24/2022
Type of Addition: In Review
Addition 2
Posted: 7/27/2022
Type of Addition: Awarded to The Lioce Group
Overview: The Copy CenterFleet Copier Management Program P00239 is awarded to The Lioce Group based on the criteria, responsible bidder, and meeting specifications.
Amount: $29,536.55
Documents:
Question 1
Posted: 10/6/2021
Question: 1) Bindery Equipment (UAH Owned): Is the intention to keep this owned equipment long-term and/or do you need pricing on any potential replacements of the equipment listed on page 10, section 2.5? 2) We’d like to confirm if staples are to be included for all devices, campus wide, for those units requiring it with staple finishers. 3) Can UAH please confirm if there will be a minimum guarantee by the University as it relates to number of impressions generated annually (with the vendor of choice billing for overages annually), of if UAH prefers to be strictly Cost Per Impression Only with no minimum guarantee of impressions made? If so, would this apply to the campus fleet, production units in the print shop or both? 4) Paper: In section 1.3 of the RFP, the statement is made that the vendor must provide a contractual paper source, however in section 4.13 of the RFP, it states that included supplies must include paper. Can you confirm if we need to include paper in our pricing or if you want the vendor to provide a paper source for you and bill accordingly for paper as a separate line item? 5) On the very last page of the RFP, the annual volumes for the year and the month for Black & White are the same, did UAH intend on dividing the annual amount by 12 to get the monthly average? 6) Also on the last page the volume for the V80 Color and B&W is the same, is this a typo? It seems the average per month is correct but maybe the total for the year value was accidently copied and pasted in both areas. Facilities Management Questions: 1) Can you provide job descriptions and their areas of responsibility for the three on-site team members? • Customer service / job consultant • Print production specialist • campus equipment coordinator/ delivery 2) Do you have any requirements for the van requested in the RFP? • What is the size of the current van? • How are you currently being charged for van usage? 3) Can you describe the current credit card requirement and process? • Is this for all Copy Center supply requirements or for “emergencies”? 4) You mention in the RFP that the existing team could be an employment option. Do you have a preference on existing on-site team members? May we speak to them or do we need permission from current vendor? 5) Are there any conversion and/or buyout fees for on-site team members in your existing agreement? 6) There is a Plockmatic 50 BM listed under the current equipment listings. • Is this provided by current vendor or provided by you? • How is it utilized? • Does this need to be provided by your new vendor partner? 7) How are Mail Services provided to the campus? • Does your current vendor have any mail responsibilities? 8) How are print jobs currently submitted to the Copy Center ? • Via email? • Job submission software? • Both? 9) What are your top three priorities with this RFP? 10) What improvements would you like to see in the new contract period? 11) What is the average job turnaround time for: • Copy Center? • Rush jobs?
Response: 1) Yes, we intend to keep these items. 2) Yes, staples should be included. 3)There is no minimum guarantee for production or fleet equipment. The bid should be the cost per impression. 4) Paper is not to be included in the RFP. However, paper is to be purchased with a P-Card supplied by the vendor. The cost of paper purchased will be on the invoice as a separate line item. There is to be NO mark-up on these purchases. 5)This is a typo. Correct info will be sent shortly. V80 Color copies average per volumes month is 32,064. For the year, the color is 384,769. V80 B&W copies average per volumes month is 15,658. For the year, the B&W is 187,895. The Office Equipment Volumes per month should be 218,454. 6) This is a typo. Correct info will be sent shortly. 1) Customer Service/Job Consultant – primary customer interface, take in new print/copy jobs, determine what materials are needed to run the job, order supplies, track all jobs and help out with print production and finishing. Print Production Specialist – primary responsibility is print production, operate high volume color and black & white color printer, and assist with the finishing and other job duties as assigned. Campus Equipment Coordinator/Delivery – responsible for maintaining all fleet copiers on campus to include toner and paper delivery and minor break-fix procedures, maintains all equipment logs and does monthly billing for fleet copiers, and delivers finished jobs and copy paper as required. 2) No special requirements, other than A/C. We currently have a Dodge Minivan. The cost of the van is included in the monthly bill (there is no separate charge). 3)Currently, Xerox provides a P-Card that is used to buy all paper and other supplies used by UAH on the contract. The card is also used to pay vendors for jobs that are outsourced (large format, etc.) The vendor then passes the charge to UAH as a line item on the monthly invoice. There is to be no mark-up on these charges. 4) We would like to retain as many of the current team members as possible. As far as I'm concerned, you may contact them. 5) No 6) It is provided by the current vendor. It is attached to our Xerox 2100. We would like a Plockmatic 50 (or like device) on the new contract. 7) Mail services is a separate department and is not connected with the Copy Center. The Copy Center prints mailings (addressed postcards, etc., but is not associated directly with Mail Services. 8) Primarily through email. We do not have job submission software. 9) We would like to maintain the current level of service with a goal of reducing the overall monthly minimum cost. 10) No response. 11) Most jobs are finished within 24 hours of being submitted. We do have occasional "rush" jobs.
Question 2
Posted: 10/6/2021
Question: 1. Can UAH please provide a breakout of 8.5x11, 8.5x14, 11x17 volumes either monthly or yearly? 2. On the UAH Copy Center website, services for Graphic Formats/Scanning are listed. Can UAH please advise what specific scanner and software are available to end users? 3. The UAH Copy Center website indicates that Course Packets are produced by the Print Shop. Who is responsible for Copyright Clearance for these items? 4. The UAH Copy Center website lists Digital Document Publishing as a service. Can you please provide detail on the equipment and software used in this service? 5. The UAH Copy Center website lists Electronic Document Storage/Retrieval as a service. Can the University please advise if documents are stored/retrieved from UAH’s network? Does the vendor need to account for a secure storage repository? 6. If documents are stored on the University’s network, what format/s is/are used for document storage and what is the size in GB or TB of the repository? 7. Can UAH please advise on what Finishing, and Bindery services are in-scope under the RFP? Can the University provide average monthly volumes for this service along with the maximum document size? 8. Is a delivery/pickup vehicle an absolute requirement? 9. If a vehicle is required, are there any initiatives of the University that would impact vehicle type such as a requirement to utilize hybrid or electric vehicles? 10. Under services provided by the Copy Center, there is a listing for business cards and envelopes. Can UAH provide data on monthly or annual volumes produced for these items? 11. You mention there is an Envelope Printer onsite, if so, what is the make and model of device? 12. Section 2.5 of the RFP lists UAH Owned Bindery Equipment. Are these devices available for the awarded vendor’s use? 13. If University owned units are available are there any requirements for the awarded vendor to use them? Do they require an existing service contract via 3rd party, or will the awarded vendor be responsible for service & repair of this equipment? 14. Does UAH see value in a web to print solution for end users for orders...ie printing, finishing, bindery services and specialty work? 15. Can UAH please provide a (standard) or (required) device configuration specification for the MFD Copier Fleet (finishing, paper trays, paper capacity, fax, etc.)? 16. We assume ALL leases for current equipment (have or will terminated) by implementation date...Correct? If not, please provide itemized lease termination dates for all leased devices
Response: 1. We do not have that information. The vast majority of fleet device impressions are on 8.5" x 11" paper. The majority of production impressions are on 12" x 18" or 13" x 19" paper. 2. All fleet devices should have a scan to email capability. We currently use the Xerox FreeFlow Scanner in the production area 3. We no longer produce Course Packets. 4. That is referring to scanning a hard copy and saving it as a pdf. 5. We will need some type of storage device (such as a portable hard drive) to store saved jobs for future reprints, etc. 6. We will need some type of storage device (such as a portable hard drive) to store saved jobs for future reprints, etc. 7. Finishing includes folding, scoring, cutting, saddle-stitch booklets, and coil binding. We do not have volume data on these. 8. Yes. 9. Not at this time. 10. We do not have that information 11. We currently use the Xerox V80 to print envelopes. 12. Yes. 13. Vendor will only be responsible for devices that they provide on the contract. 14. Not at this time. 15. This varies widely by the department. When providing pricing, please start with a standard (base) model and provide itemized additional equipment, such as additional paper trays, finishers, fax cards, etc. 16. The lease on the majority of the current equipment will expire by December 2021. The lease on approximately 20 fleet devices will expire in January 2022. There is one fleet device that will expire in March 2022.
Question 3
Posted: 10/7/2021
Question: Volumes- on the bid list, the volume of B&W is 2,621,447 total for year and the same for average per month. Can you clarify which is which?
Response: There are two averages per month. The Averages are on page 34 of the Proposal. V80 Color copies average per volumes month is 32,064. For the year, the color is 384,769. V80 B&W copies average per volumes month is 15,658. For the year, the B&W is 187,895. The Office Equipment Volumes per month should be 218,454.
Question 4
Posted: 10/7/2021
Question: Can you supply for the employees in the copy center a detailed rate of pay, benefits, and whether or not the employees are employed by UAH or Xerox? This a need to know to consider the current staff for the bid.
Response: These are employees of Xerox with benefits. We do not know their rate of pay.
Question 5
Posted: 10/7/2021
Question: Volume on the V80, the B&W total volume is the same as Color, but the average per month is different, can you please verify that?
Response: There are two averages per month. The Averages are on page 34 of the Proposal. V80 Color copies average per volumes month is 32,064. For the year, the color is 384,769. V80 B&W copies average per volumes month is 15,658. For the year, the B&W is 187,895. The Office Equipment Volumes per month should be 218,454.
Question 6
Posted: 10/7/2021
Question: Can you supply in detail the accounting software? What exactly does this software do for the accounting department? Are there any other software needing to be quoted?
Response: Xerox Standard Accounting It is software on each Xerox device that allows us to track usage for multiple users. Added a brochure to explain.
Question 7
Posted: 10/7/2021
Question: What is the current buyout on the Xerox lease? Is there a buyout? Is there a buyout for maintenance?
Response: There is no buyout. Several devices were added to the contract after the initial award. Their lease will expire in early 2022. Will add a list to the proposal.
Question 8
Posted: 10/7/2021
Question: Does UAH own the Duplo DC-618 or does it need to be part of the bid? Does UAH own the Plockmatic 50 BM or does it need to be on the bid?
Response: Xerox owns both the Duplo and the Plockmatic. Both devices are required and should be included on the bid.
Question 9
Posted: 10/7/2021
Question: What is the end date for final installation? Production machines first or smaller machines first?
Response: Installs should begin in January. We would like the production devices to be installed first.
Question 10
Posted: 10/12/2021
Question: 1) The RFP specifies the following finishing options, but does not specify which of the three production devices require the finishing. /// Saddle-stitch booklets with pre-made covers (post engine inserter) /// /// Coil punching/binding capability (including dual punch on 11x17) /// /// Inline booklet maker with three-blade trim and square-fold /// Based on our walkthrough of the facility, there are no accessories specified in the RFP specific to each of the 3 machines. Please advise on what finishing equipment is desired on each of the three devices or if we should specify like-for-like based on the configuration of the current machines. 2) Service Calls & Procedures: Is there currently a campus coordinator / first responder type person that initially responds to do an initial diagnosis on devices with an issue, or is there a help-desk type set-up currently to help manage calls that come in? 3) P-Card / Credit Card Spend: Are you able to disclose an average amount in monthly spending that is currently being spent on the P-Card referenced in the RFP (regardless of what items are being purchased)? 4) Billing Related: Just to confirm, is the University receiving 1 bill monthly that comprises of the lease, all service, all facilities management fees, the van, and all P-Card/Credit card transactions from the previous periods spend? Or are there multiple invoices that come in monthly or different items?
Response: 1) The RFP specifies the following finishing options, but does not specify which of the three production devices require the finishing. /// Saddle-stitch booklets with pre-made covers (post engine inserter) /// /// Coil punching/binding capability (including dual punch on 11x17) /// /// Inline booklet maker with three-blade trim and square-fold /// Based on our walkthrough of the facility, there are no accessories specified in the RFP specific to each of the 3 machines. Please advise on what finishing equipment is desired on each of the three devices or if we should specify like-for-like based on the configuration of the current machines. All three production devices should have 3-hole punch capability as well as coil punch capability (including dual punch (11x17) if available. The only device requiring an inline booklet maker (currently a Plockmatic 50) will be the higher end color device (currently a Xerox Versant 2100). 2) Service Calls & Procedures: Is there currently a campus coordinator / first responder type person that initially responds to do an initial diagnosis on devices with an issue, or is there a help-desk type set-up currently to help manage calls that come in? Yes, one of the three on-site employees has this responsibility. The end user calls or emails us with their problem. We then dispatch the person listed below to do an assessment of the problem. Many issues are resolved at this level. Campus Equipment Coordinator/Delivery – responsible for maintaining all fleet copiers on campus to include toner and paper delivery and minor break-fix procedures, maintains all equipment logs and does monthly billing for fleet copiers, and delivers finished jobs and copy paper as required. 3) P-Card / Credit Card Spend: Are you able to disclose an average amount in monthly spending that is currently being spent on the P-Card referenced in the RFP (regardless of what items are being purchased)? This amount varies greatly month-to-month. It includes all paper and other supplies (binders, covers, etc.) that we use AND also includes payments to 3rd party vendors for outsourced jobs. I would say on average it is around $7,500 per month, but it can vary quite a bit. As noted in the RFP, there is to be no mark-up on this, strictly a pass-through to the monthly invoice as "Vended Services". 4) Billing Related: Just to confirm, is the University receiving 1 bill monthly that comprises of the lease, all service, all facilities management fees, the van, and all P-Card/Credit card transactions from the previous periods spend? Or are there multiple invoices that come in monthly or different items? We are to receive one monthly invoice. Items such as "Vended Services" should have it's own line item on the invoice.
Question 11
Posted: 10/19/2021
Question: Due to the constrained supply chains we are all experiencing is there any additional information you can provide about how long the successful bidder will have to complete the installation? Is there flexibility with the incumbent to phase out picking up there equipment?
Response: Yes, we are aware of the current supply chain situation and anticipate some challenges in this regard. The current contract expires 12/31/21, however, we intend to go month to month with any devices (from the current vendor) and will replace each item as it is available. There will definitely be "flexibility" during this process.
Question 12
Posted: 10/19/2021
Question: Is it possible to provide a multi-year average for the copy fleet and production volumes so as to determine a pre-covid estimate of total volume?
Response: Unfortunately, this data is not available. The volume info for the fleet is not really needed, as we intend to let each department choose the device they are willing to pay for. We will provide them with a list of copier options with an associated monthly cost, and let them choose what they want.
Question 13
Posted: 10/19/2021
Question: How do we approach the copy center employees to determine current salaries and benefits?
Response: This is not required for you to submit a proposal.
Question 14
Posted: 10/20/2021
Question: Are the students or faculty using any kind of card-swipe or proximity system for authentication or tracking?
Response: The students do not use the devices. Student printing is handled by WEPA stations across campus. We are not currently using any type of access card. The only authentication used is Xerox Standard Accounting on some of the devices.
Question 15
Posted: 10/21/2021
Question: 1. Item 3 Format ,section E This section refers to pricing Exhibit A. The EXHIBIT A: XEROX EQUIPMENT (UAH ACCOUNT) attached to this RFP appears to be a machine list. Is there a specific pricing exhibit A that can be provided? 2. 2.1 Common Expiration Date Please confirm your RFP is requesting pricing, similar to your current contract, for coterminous 60 month leasing. For example, a device added 1 year into the contract term will be priced at a 48-month lease rate.
Response: 1. We do not have an equipment list that shows pricing. 2. Yes, that is correct.
Posted: 1/24/2022
Type of Addition: In Review
Posted: 7/27/2022
Type of Addition: Awarded to The Lioce Group
Overview: The Copy CenterFleet Copier Management Program P00239 is awarded to The Lioce Group based on the criteria, responsible bidder, and meeting specifications.
Amount: $29,536.55
Documents:
Posted: 10/6/2021
Question: 1) Bindery Equipment (UAH Owned): Is the intention to keep this owned equipment long-term and/or do you need pricing on any potential replacements of the equipment listed on page 10, section 2.5? 2) We’d like to confirm if staples are to be included for all devices, campus wide, for those units requiring it with staple finishers. 3) Can UAH please confirm if there will be a minimum guarantee by the University as it relates to number of impressions generated annually (with the vendor of choice billing for overages annually), of if UAH prefers to be strictly Cost Per Impression Only with no minimum guarantee of impressions made? If so, would this apply to the campus fleet, production units in the print shop or both? 4) Paper: In section 1.3 of the RFP, the statement is made that the vendor must provide a contractual paper source, however in section 4.13 of the RFP, it states that included supplies must include paper. Can you confirm if we need to include paper in our pricing or if you want the vendor to provide a paper source for you and bill accordingly for paper as a separate line item? 5) On the very last page of the RFP, the annual volumes for the year and the month for Black & White are the same, did UAH intend on dividing the annual amount by 12 to get the monthly average? 6) Also on the last page the volume for the V80 Color and B&W is the same, is this a typo? It seems the average per month is correct but maybe the total for the year value was accidently copied and pasted in both areas. Facilities Management Questions: 1) Can you provide job descriptions and their areas of responsibility for the three on-site team members? • Customer service / job consultant • Print production specialist • campus equipment coordinator/ delivery 2) Do you have any requirements for the van requested in the RFP? • What is the size of the current van? • How are you currently being charged for van usage? 3) Can you describe the current credit card requirement and process? • Is this for all Copy Center supply requirements or for “emergencies”? 4) You mention in the RFP that the existing team could be an employment option. Do you have a preference on existing on-site team members? May we speak to them or do we need permission from current vendor? 5) Are there any conversion and/or buyout fees for on-site team members in your existing agreement? 6) There is a Plockmatic 50 BM listed under the current equipment listings. • Is this provided by current vendor or provided by you? • How is it utilized? • Does this need to be provided by your new vendor partner? 7) How are Mail Services provided to the campus? • Does your current vendor have any mail responsibilities? 8) How are print jobs currently submitted to the Copy Center ? • Via email? • Job submission software? • Both? 9) What are your top three priorities with this RFP? 10) What improvements would you like to see in the new contract period? 11) What is the average job turnaround time for: • Copy Center? • Rush jobs?
Response: 1) Yes, we intend to keep these items. 2) Yes, staples should be included. 3)There is no minimum guarantee for production or fleet equipment. The bid should be the cost per impression. 4) Paper is not to be included in the RFP. However, paper is to be purchased with a P-Card supplied by the vendor. The cost of paper purchased will be on the invoice as a separate line item. There is to be NO mark-up on these purchases. 5)This is a typo. Correct info will be sent shortly. V80 Color copies average per volumes month is 32,064. For the year, the color is 384,769. V80 B&W copies average per volumes month is 15,658. For the year, the B&W is 187,895. The Office Equipment Volumes per month should be 218,454. 6) This is a typo. Correct info will be sent shortly. 1) Customer Service/Job Consultant – primary customer interface, take in new print/copy jobs, determine what materials are needed to run the job, order supplies, track all jobs and help out with print production and finishing. Print Production Specialist – primary responsibility is print production, operate high volume color and black & white color printer, and assist with the finishing and other job duties as assigned. Campus Equipment Coordinator/Delivery – responsible for maintaining all fleet copiers on campus to include toner and paper delivery and minor break-fix procedures, maintains all equipment logs and does monthly billing for fleet copiers, and delivers finished jobs and copy paper as required. 2) No special requirements, other than A/C. We currently have a Dodge Minivan. The cost of the van is included in the monthly bill (there is no separate charge). 3)Currently, Xerox provides a P-Card that is used to buy all paper and other supplies used by UAH on the contract. The card is also used to pay vendors for jobs that are outsourced (large format, etc.) The vendor then passes the charge to UAH as a line item on the monthly invoice. There is to be no mark-up on these charges. 4) We would like to retain as many of the current team members as possible. As far as I'm concerned, you may contact them. 5) No 6) It is provided by the current vendor. It is attached to our Xerox 2100. We would like a Plockmatic 50 (or like device) on the new contract. 7) Mail services is a separate department and is not connected with the Copy Center. The Copy Center prints mailings (addressed postcards, etc., but is not associated directly with Mail Services. 8) Primarily through email. We do not have job submission software. 9) We would like to maintain the current level of service with a goal of reducing the overall monthly minimum cost. 10) No response. 11) Most jobs are finished within 24 hours of being submitted. We do have occasional "rush" jobs.
Posted: 10/6/2021
Question: 1. Can UAH please provide a breakout of 8.5x11, 8.5x14, 11x17 volumes either monthly or yearly? 2. On the UAH Copy Center website, services for Graphic Formats/Scanning are listed. Can UAH please advise what specific scanner and software are available to end users? 3. The UAH Copy Center website indicates that Course Packets are produced by the Print Shop. Who is responsible for Copyright Clearance for these items? 4. The UAH Copy Center website lists Digital Document Publishing as a service. Can you please provide detail on the equipment and software used in this service? 5. The UAH Copy Center website lists Electronic Document Storage/Retrieval as a service. Can the University please advise if documents are stored/retrieved from UAH’s network? Does the vendor need to account for a secure storage repository? 6. If documents are stored on the University’s network, what format/s is/are used for document storage and what is the size in GB or TB of the repository? 7. Can UAH please advise on what Finishing, and Bindery services are in-scope under the RFP? Can the University provide average monthly volumes for this service along with the maximum document size? 8. Is a delivery/pickup vehicle an absolute requirement? 9. If a vehicle is required, are there any initiatives of the University that would impact vehicle type such as a requirement to utilize hybrid or electric vehicles? 10. Under services provided by the Copy Center, there is a listing for business cards and envelopes. Can UAH provide data on monthly or annual volumes produced for these items? 11. You mention there is an Envelope Printer onsite, if so, what is the make and model of device? 12. Section 2.5 of the RFP lists UAH Owned Bindery Equipment. Are these devices available for the awarded vendor’s use? 13. If University owned units are available are there any requirements for the awarded vendor to use them? Do they require an existing service contract via 3rd party, or will the awarded vendor be responsible for service & repair of this equipment? 14. Does UAH see value in a web to print solution for end users for orders...ie printing, finishing, bindery services and specialty work? 15. Can UAH please provide a (standard) or (required) device configuration specification for the MFD Copier Fleet (finishing, paper trays, paper capacity, fax, etc.)? 16. We assume ALL leases for current equipment (have or will terminated) by implementation date...Correct? If not, please provide itemized lease termination dates for all leased devices
Response: 1. We do not have that information. The vast majority of fleet device impressions are on 8.5" x 11" paper. The majority of production impressions are on 12" x 18" or 13" x 19" paper. 2. All fleet devices should have a scan to email capability. We currently use the Xerox FreeFlow Scanner in the production area 3. We no longer produce Course Packets. 4. That is referring to scanning a hard copy and saving it as a pdf. 5. We will need some type of storage device (such as a portable hard drive) to store saved jobs for future reprints, etc. 6. We will need some type of storage device (such as a portable hard drive) to store saved jobs for future reprints, etc. 7. Finishing includes folding, scoring, cutting, saddle-stitch booklets, and coil binding. We do not have volume data on these. 8. Yes. 9. Not at this time. 10. We do not have that information 11. We currently use the Xerox V80 to print envelopes. 12. Yes. 13. Vendor will only be responsible for devices that they provide on the contract. 14. Not at this time. 15. This varies widely by the department. When providing pricing, please start with a standard (base) model and provide itemized additional equipment, such as additional paper trays, finishers, fax cards, etc. 16. The lease on the majority of the current equipment will expire by December 2021. The lease on approximately 20 fleet devices will expire in January 2022. There is one fleet device that will expire in March 2022.
Posted: 10/7/2021
Question: Volumes- on the bid list, the volume of B&W is 2,621,447 total for year and the same for average per month. Can you clarify which is which?
Response: There are two averages per month. The Averages are on page 34 of the Proposal. V80 Color copies average per volumes month is 32,064. For the year, the color is 384,769. V80 B&W copies average per volumes month is 15,658. For the year, the B&W is 187,895. The Office Equipment Volumes per month should be 218,454.
Posted: 10/7/2021
Question: Can you supply for the employees in the copy center a detailed rate of pay, benefits, and whether or not the employees are employed by UAH or Xerox? This a need to know to consider the current staff for the bid.
Response: These are employees of Xerox with benefits. We do not know their rate of pay.
Posted: 10/7/2021
Question: Volume on the V80, the B&W total volume is the same as Color, but the average per month is different, can you please verify that?
Response: There are two averages per month. The Averages are on page 34 of the Proposal. V80 Color copies average per volumes month is 32,064. For the year, the color is 384,769. V80 B&W copies average per volumes month is 15,658. For the year, the B&W is 187,895. The Office Equipment Volumes per month should be 218,454.
Posted: 10/7/2021
Question: Can you supply in detail the accounting software? What exactly does this software do for the accounting department? Are there any other software needing to be quoted?
Response: Xerox Standard Accounting It is software on each Xerox device that allows us to track usage for multiple users. Added a brochure to explain.
Posted: 10/7/2021
Question: What is the current buyout on the Xerox lease? Is there a buyout? Is there a buyout for maintenance?
Response: There is no buyout. Several devices were added to the contract after the initial award. Their lease will expire in early 2022. Will add a list to the proposal.
Posted: 10/7/2021
Question: Does UAH own the Duplo DC-618 or does it need to be part of the bid? Does UAH own the Plockmatic 50 BM or does it need to be on the bid?
Response: Xerox owns both the Duplo and the Plockmatic. Both devices are required and should be included on the bid.
Posted: 10/7/2021
Question: What is the end date for final installation? Production machines first or smaller machines first?
Response: Installs should begin in January. We would like the production devices to be installed first.
Posted: 10/12/2021
Question: 1) The RFP specifies the following finishing options, but does not specify which of the three production devices require the finishing. /// Saddle-stitch booklets with pre-made covers (post engine inserter) /// /// Coil punching/binding capability (including dual punch on 11x17) /// /// Inline booklet maker with three-blade trim and square-fold /// Based on our walkthrough of the facility, there are no accessories specified in the RFP specific to each of the 3 machines. Please advise on what finishing equipment is desired on each of the three devices or if we should specify like-for-like based on the configuration of the current machines. 2) Service Calls & Procedures: Is there currently a campus coordinator / first responder type person that initially responds to do an initial diagnosis on devices with an issue, or is there a help-desk type set-up currently to help manage calls that come in? 3) P-Card / Credit Card Spend: Are you able to disclose an average amount in monthly spending that is currently being spent on the P-Card referenced in the RFP (regardless of what items are being purchased)? 4) Billing Related: Just to confirm, is the University receiving 1 bill monthly that comprises of the lease, all service, all facilities management fees, the van, and all P-Card/Credit card transactions from the previous periods spend? Or are there multiple invoices that come in monthly or different items?
Response: 1) The RFP specifies the following finishing options, but does not specify which of the three production devices require the finishing. /// Saddle-stitch booklets with pre-made covers (post engine inserter) /// /// Coil punching/binding capability (including dual punch on 11x17) /// /// Inline booklet maker with three-blade trim and square-fold /// Based on our walkthrough of the facility, there are no accessories specified in the RFP specific to each of the 3 machines. Please advise on what finishing equipment is desired on each of the three devices or if we should specify like-for-like based on the configuration of the current machines. All three production devices should have 3-hole punch capability as well as coil punch capability (including dual punch (11x17) if available. The only device requiring an inline booklet maker (currently a Plockmatic 50) will be the higher end color device (currently a Xerox Versant 2100). 2) Service Calls & Procedures: Is there currently a campus coordinator / first responder type person that initially responds to do an initial diagnosis on devices with an issue, or is there a help-desk type set-up currently to help manage calls that come in? Yes, one of the three on-site employees has this responsibility. The end user calls or emails us with their problem. We then dispatch the person listed below to do an assessment of the problem. Many issues are resolved at this level. Campus Equipment Coordinator/Delivery – responsible for maintaining all fleet copiers on campus to include toner and paper delivery and minor break-fix procedures, maintains all equipment logs and does monthly billing for fleet copiers, and delivers finished jobs and copy paper as required. 3) P-Card / Credit Card Spend: Are you able to disclose an average amount in monthly spending that is currently being spent on the P-Card referenced in the RFP (regardless of what items are being purchased)? This amount varies greatly month-to-month. It includes all paper and other supplies (binders, covers, etc.) that we use AND also includes payments to 3rd party vendors for outsourced jobs. I would say on average it is around $7,500 per month, but it can vary quite a bit. As noted in the RFP, there is to be no mark-up on this, strictly a pass-through to the monthly invoice as "Vended Services". 4) Billing Related: Just to confirm, is the University receiving 1 bill monthly that comprises of the lease, all service, all facilities management fees, the van, and all P-Card/Credit card transactions from the previous periods spend? Or are there multiple invoices that come in monthly or different items? We are to receive one monthly invoice. Items such as "Vended Services" should have it's own line item on the invoice.
Posted: 10/19/2021
Question: Due to the constrained supply chains we are all experiencing is there any additional information you can provide about how long the successful bidder will have to complete the installation? Is there flexibility with the incumbent to phase out picking up there equipment?
Response: Yes, we are aware of the current supply chain situation and anticipate some challenges in this regard. The current contract expires 12/31/21, however, we intend to go month to month with any devices (from the current vendor) and will replace each item as it is available. There will definitely be "flexibility" during this process.
Posted: 10/19/2021
Question: Is it possible to provide a multi-year average for the copy fleet and production volumes so as to determine a pre-covid estimate of total volume?
Response: Unfortunately, this data is not available. The volume info for the fleet is not really needed, as we intend to let each department choose the device they are willing to pay for. We will provide them with a list of copier options with an associated monthly cost, and let them choose what they want.
Posted: 10/19/2021
Question: How do we approach the copy center employees to determine current salaries and benefits?
Response: This is not required for you to submit a proposal.
Posted: 10/20/2021
Question: Are the students or faculty using any kind of card-swipe or proximity system for authentication or tracking?
Response: The students do not use the devices. Student printing is handled by WEPA stations across campus. We are not currently using any type of access card. The only authentication used is Xerox Standard Accounting on some of the devices.
Posted: 10/21/2021
Question: 1. Item 3 Format ,section E This section refers to pricing Exhibit A. The EXHIBIT A: XEROX EQUIPMENT (UAH ACCOUNT) attached to this RFP appears to be a machine list. Is there a specific pricing exhibit A that can be provided? 2. 2.1 Common Expiration Date Please confirm your RFP is requesting pricing, similar to your current contract, for coterminous 60 month leasing. For example, a device added 1 year into the contract term will be priced at a 48-month lease rate.
Response: 1. We do not have an equipment list that shows pricing. 2. Yes, that is correct.