Whitfield County Schools Sealed Solicitation
Title: Technology - Multi Function Copier / Printer / Scanners for District
Deadline: 2/15/2021 2:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Awarded
Solicitation Number: WCS-IT-2020-020
Description: Provide Copier/Printer/Scanners for district. 24 and Admin areas.
Documents:
| Documents as of 2/3/2021 |
|---|
| RFP Copier - 2020 V2.pdf |
| summaries 2016_2019.pdf |
Addition 1
Posted: 4/15/2021
Type of Addition: Awarded to MSA
Amount: $9,971.58
Question 1
Posted: 12/11/2020
Question: Can you provide the average monthly volume for all your current systems? This is needed to provide the unlimited copies/prints you have requested in the RFP
Response: I posted a file in the shared folder. Here's the link to that folder. https://drive.google.com/drive/folders/1OHoKGgh0UBGVlcqPoXKDiZIpXPI75BKt?usp=sharing
Question 2
Posted: 12/14/2020
Question: I have 2 questions.... #1- does pricing need to be State contract pricing and #2 if we represent 2 different lines of MFP's can we quote both many thanks
Response: #1. Provide your best pricing. We do not require it to be on state contract. #2. You may quote whatever you want as long as it follows the RFP requirements.
Question 3
Posted: 12/30/2020
Question: Thank you so much for the opportunity to bid on the MFP solution for Whitfield County School. We look forward to collaborating with you to earn both your valued trust and your business. To ensure the most comprehensive solution for your application we would appreciate if you could please provide answers to the following questions. We realize that during these rather unorthodox times, information that may have been visible with a usual walk through and the pre-proposal meeting have now been replaced by a myriad of emails. We want to thank you in advance for your time and effort and appreciate your assistance and guidance. 1) To get a more comprehensive understanding of your usage, we ask if you could please provide meter counts for the annual time periods of Nov 14th, 2019 as well as Nov 14th, 2018. 2) Could you please supply the lease term or terms that you are considering? 3) With regards to color, do you currently have any devices that you produce color on? If so, what models, how many units and volumes printed on each unit? 4) With regards to consideration of color units: would these be in addition to or replacing of a current Black and White unit? 5) How will the current fleet of copiers be returned: will the current vendor pick them up, or will you need a quote for packaging, freight and insurance? 6) What is the network bandwidth like between the Central Office and the individual School Sites? 7) Does Whitfield County Schools recommend a site server to host printing software at every individual School site or one central print server? This will be bandwidth and typology dependent. 8) Is Whitfield County currently using print servers? Are these at each site or located in the central office? 9) Does Whitfield County use a virtual server environment? 10) After the bid is awarded, will Whitfield County Schools supply a virtual server(s) for solution implementation?
Response: 1) To get a more comprehensive understanding of your usage, we ask if you could please provide meter counts for the annual time periods of Nov 14th, 2019 as well as Nov 14th, 2018. This is all I have available. I requested this but that data was not collected because we have unlimited copies. https://drive.google.com/drive/folders/1OHoKGgh0UBGVlcqPoXKDiZIpXPI75BKt?usp=sharing 2) Could you please supply the lease term or terms that you are considering? I would like to see what options you have available. 3) With regards to color, do you currently have any devices that you produce color on? If so, what models, how many units and volumes printed on each unit? We currently do not have any color units. 4) With regards to consideration of color units: would these be in addition to or replacing of a current Black and White unit? In addition to. Most would be housed in the Media centers or in a staff work room. 5) How will the current fleet of copiers be returned: will the current vendor pick them up, or will you need a quote for packaging, freight and insurance? The current vendor will pick them up. 6) What is the network bandwidth like between the Central Office and the individual School Sites? We have 10Gb going into our core data center and 1Gb to each School Site. 7) Does Whitfield County Schools recommend a site server to host printing software at every individual School site or one central print server? This will be bandwidth and typology dependent. We currently have a central server 8) Is Whitfield County currently using print servers? Are these at each site or located in the central office? Yes, a single one in our datacenter. 9) Does Whitfield County use a virtual server environment? Yes 10) After the bid is awarded, will Whitfield County Schools supply a virtual server(s) for solution implementation? We can provide you a Host with Windows or Linux OS. Any software or licensing needed beyond that needs to be included in the quote or discussed prior to awarding.
Question 4
Posted: 1/2/2021
Question: Can you please provide the termination for convenience language mentioned on page 7, section 2.13 CONTRACT.
Response: Our standard contract template includes the wording: 4. TERMINATION BY BOARD a. For Cause. The District may terminate this Contract for cause after providing two (2) days written notice to the Company; and b. Without Cause. The District may terminate this Contract without cause by providing the Company thirty (30) days written notice. Any contracts between the WCS Board and a vendor must include this language, must be governed by the laws of the State of Georgia and be in compliance with O.C.G.A. § 20-2-506.
Question 5
Posted: 1/8/2021
Question: With honesty being the basic tenant of any collaboration, and in the spirit of full transparency we want to bring this to your attention. On page 14 of the MFP-RFP section 6.3.18, we are unable to fulfill the set scan spec of 120 ipm single and 240 ipm duplex. However, we are can provide 120 ipm single and 220 ipm. In section 6.3.19 we are unable to fulfill the set scan spec of 100 ipm single and 200 ipm duplex. However, we are can provide 100 ipm single and 180 ipm. We recognize that this does not meet your requirements but would appreciate the opportunity to bid to provide you with an outstanding solution. Please let me know if you are amenable to this and will consider our RFP submission.
Response: To fulfill the RFP requirements and be fair to all involved, Please provide a copier that would meet the requirements. Then you may offer the unit mentioned above as an alternate cost-savings option.
Question 6
Posted: 1/20/2021
Question: 1. Can cancellation for convenience clause be amended specifically to cancellation for non-appropriation or performance? 2. Can you provide a copy of current PO with pricing redacted so we can see full details of services you are currently receiving? 3. Can you be more specific on management software you a currently using? Name of software and key elements of how you use software to facility your printing and scanning needs? 4. Your inventory list of copiers shows an IRA6575 and IRA6055. Is the IRA6575 your primary unit and IRA6055 your secondary unit? Is the current inventory list a fair assessment of your inventory mix for this bid or will there significant changes? 5. Based on the way bid is laid out, I assume you want a price for a single primary unit and a single secondary unit and management software then you would determine inventory mix from there for flexibility? Thanks for your consideration of these quesitons.
Response: 1. Can cancellation for convenience clause be amended specifically to cancellation for non-appropriation or performance? Cancellation for Convenience - In previous lease agreements we have generally used the copier company's version with amendments to bring them into alignment with Georgia Law. Specifically, O.C.G.A. 20-2-506 which states (1) All contracts terminate absolutely and without further obligation to the school district at the end of the calendar year unless we renew it; (2) We may include language to automatically renew. We generally do not include this wording and rely on written communications to approve annual renewals. (3) The contract will terminate immediately and absolutely if funding is no longer available to satisfy the contract. Other items required: - The Governing Law and Venue for the agreements will be the State of Georgia, Whitfield County. - Whitfield County Schools cannot indemnify anyone for any reason. Georgia Supreme Court CSX vs Garden City 2015. As long as the contract meets these and other legal requirements, it will be acceptable. 2. Can you provide a copy of current PO with pricing redacted so we can see full details of services you are currently receiving? PO found here. https://drive.google.com/drive/folders/1OHoKGgh0UBGVlcqPoXKDiZIpXPI75BKt 3. Can you be more specific on management software you a currently using? Name of software and key elements of how you use software to facility your printing and scanning needs? We currently use Uniflow. We have AD and Google integration along with badge access integration. However You need to provide a software solution that best supports the RFP requests and your copier MFG. 4. Your inventory list of copiers shows an IRA6575 and IRA6055. Is the IRA6575 your primary unit and IRA6055 your secondary unit? Is the current inventory list a fair assessment of your inventory mix for this bid or will there significant changes? Yes the IRA6575 is our primary using and the IRA6055 is the secondary. The inventory list is exactly what we currently have. Any changes to the design will be discussed based on your solution and total cost (primarily cost) as shown in the bid matrix. 5. Based on the way bid is laid out, I assume you want a price for a single primary unit and a single secondary unit and management software then you would determine inventory mix from there for flexibility? Thanks for your consideration of these quesitons. I feel this was answered under question #4
Posted: 4/15/2021
Type of Addition: Awarded to MSA
Amount: $9,971.58
Posted: 12/11/2020
Question: Can you provide the average monthly volume for all your current systems? This is needed to provide the unlimited copies/prints you have requested in the RFP
Response: I posted a file in the shared folder. Here's the link to that folder. https://drive.google.com/drive/folders/1OHoKGgh0UBGVlcqPoXKDiZIpXPI75BKt?usp=sharing
Posted: 12/14/2020
Question: I have 2 questions.... #1- does pricing need to be State contract pricing and #2 if we represent 2 different lines of MFP's can we quote both many thanks
Response: #1. Provide your best pricing. We do not require it to be on state contract. #2. You may quote whatever you want as long as it follows the RFP requirements.
Posted: 12/30/2020
Question: Thank you so much for the opportunity to bid on the MFP solution for Whitfield County School. We look forward to collaborating with you to earn both your valued trust and your business. To ensure the most comprehensive solution for your application we would appreciate if you could please provide answers to the following questions. We realize that during these rather unorthodox times, information that may have been visible with a usual walk through and the pre-proposal meeting have now been replaced by a myriad of emails. We want to thank you in advance for your time and effort and appreciate your assistance and guidance. 1) To get a more comprehensive understanding of your usage, we ask if you could please provide meter counts for the annual time periods of Nov 14th, 2019 as well as Nov 14th, 2018. 2) Could you please supply the lease term or terms that you are considering? 3) With regards to color, do you currently have any devices that you produce color on? If so, what models, how many units and volumes printed on each unit? 4) With regards to consideration of color units: would these be in addition to or replacing of a current Black and White unit? 5) How will the current fleet of copiers be returned: will the current vendor pick them up, or will you need a quote for packaging, freight and insurance? 6) What is the network bandwidth like between the Central Office and the individual School Sites? 7) Does Whitfield County Schools recommend a site server to host printing software at every individual School site or one central print server? This will be bandwidth and typology dependent. 8) Is Whitfield County currently using print servers? Are these at each site or located in the central office? 9) Does Whitfield County use a virtual server environment? 10) After the bid is awarded, will Whitfield County Schools supply a virtual server(s) for solution implementation?
Response: 1) To get a more comprehensive understanding of your usage, we ask if you could please provide meter counts for the annual time periods of Nov 14th, 2019 as well as Nov 14th, 2018. This is all I have available. I requested this but that data was not collected because we have unlimited copies. https://drive.google.com/drive/folders/1OHoKGgh0UBGVlcqPoXKDiZIpXPI75BKt?usp=sharing 2) Could you please supply the lease term or terms that you are considering? I would like to see what options you have available. 3) With regards to color, do you currently have any devices that you produce color on? If so, what models, how many units and volumes printed on each unit? We currently do not have any color units. 4) With regards to consideration of color units: would these be in addition to or replacing of a current Black and White unit? In addition to. Most would be housed in the Media centers or in a staff work room. 5) How will the current fleet of copiers be returned: will the current vendor pick them up, or will you need a quote for packaging, freight and insurance? The current vendor will pick them up. 6) What is the network bandwidth like between the Central Office and the individual School Sites? We have 10Gb going into our core data center and 1Gb to each School Site. 7) Does Whitfield County Schools recommend a site server to host printing software at every individual School site or one central print server? This will be bandwidth and typology dependent. We currently have a central server 8) Is Whitfield County currently using print servers? Are these at each site or located in the central office? Yes, a single one in our datacenter. 9) Does Whitfield County use a virtual server environment? Yes 10) After the bid is awarded, will Whitfield County Schools supply a virtual server(s) for solution implementation? We can provide you a Host with Windows or Linux OS. Any software or licensing needed beyond that needs to be included in the quote or discussed prior to awarding.
Posted: 1/2/2021
Question: Can you please provide the termination for convenience language mentioned on page 7, section 2.13 CONTRACT.
Response: Our standard contract template includes the wording: 4. TERMINATION BY BOARD a. For Cause. The District may terminate this Contract for cause after providing two (2) days written notice to the Company; and b. Without Cause. The District may terminate this Contract without cause by providing the Company thirty (30) days written notice. Any contracts between the WCS Board and a vendor must include this language, must be governed by the laws of the State of Georgia and be in compliance with O.C.G.A. § 20-2-506.
Posted: 1/8/2021
Question: With honesty being the basic tenant of any collaboration, and in the spirit of full transparency we want to bring this to your attention. On page 14 of the MFP-RFP section 6.3.18, we are unable to fulfill the set scan spec of 120 ipm single and 240 ipm duplex. However, we are can provide 120 ipm single and 220 ipm. In section 6.3.19 we are unable to fulfill the set scan spec of 100 ipm single and 200 ipm duplex. However, we are can provide 100 ipm single and 180 ipm. We recognize that this does not meet your requirements but would appreciate the opportunity to bid to provide you with an outstanding solution. Please let me know if you are amenable to this and will consider our RFP submission.
Response: To fulfill the RFP requirements and be fair to all involved, Please provide a copier that would meet the requirements. Then you may offer the unit mentioned above as an alternate cost-savings option.
Posted: 1/20/2021
Question: 1. Can cancellation for convenience clause be amended specifically to cancellation for non-appropriation or performance? 2. Can you provide a copy of current PO with pricing redacted so we can see full details of services you are currently receiving? 3. Can you be more specific on management software you a currently using? Name of software and key elements of how you use software to facility your printing and scanning needs? 4. Your inventory list of copiers shows an IRA6575 and IRA6055. Is the IRA6575 your primary unit and IRA6055 your secondary unit? Is the current inventory list a fair assessment of your inventory mix for this bid or will there significant changes? 5. Based on the way bid is laid out, I assume you want a price for a single primary unit and a single secondary unit and management software then you would determine inventory mix from there for flexibility? Thanks for your consideration of these quesitons.
Response: 1. Can cancellation for convenience clause be amended specifically to cancellation for non-appropriation or performance? Cancellation for Convenience - In previous lease agreements we have generally used the copier company's version with amendments to bring them into alignment with Georgia Law. Specifically, O.C.G.A. 20-2-506 which states (1) All contracts terminate absolutely and without further obligation to the school district at the end of the calendar year unless we renew it; (2) We may include language to automatically renew. We generally do not include this wording and rely on written communications to approve annual renewals. (3) The contract will terminate immediately and absolutely if funding is no longer available to satisfy the contract. Other items required: - The Governing Law and Venue for the agreements will be the State of Georgia, Whitfield County. - Whitfield County Schools cannot indemnify anyone for any reason. Georgia Supreme Court CSX vs Garden City 2015. As long as the contract meets these and other legal requirements, it will be acceptable. 2. Can you provide a copy of current PO with pricing redacted so we can see full details of services you are currently receiving? PO found here. https://drive.google.com/drive/folders/1OHoKGgh0UBGVlcqPoXKDiZIpXPI75BKt 3. Can you be more specific on management software you a currently using? Name of software and key elements of how you use software to facility your printing and scanning needs? We currently use Uniflow. We have AD and Google integration along with badge access integration. However You need to provide a software solution that best supports the RFP requests and your copier MFG. 4. Your inventory list of copiers shows an IRA6575 and IRA6055. Is the IRA6575 your primary unit and IRA6055 your secondary unit? Is the current inventory list a fair assessment of your inventory mix for this bid or will there significant changes? Yes the IRA6575 is our primary using and the IRA6055 is the secondary. The inventory list is exactly what we currently have. Any changes to the design will be discussed based on your solution and total cost (primarily cost) as shown in the bid matrix. 5. Based on the way bid is laid out, I assume you want a price for a single primary unit and a single secondary unit and management software then you would determine inventory mix from there for flexibility? Thanks for your consideration of these quesitons. I feel this was answered under question #4