Questions and Answers Regarding
Request for Proposals No. 12-100
Copier Lease
As of June 24, 2011
Question 1. Answer: Question 2. Answer: Question 3. Answer: Question 4. Answer: Question 5. Answer: What machines do you currently have that will be replaced? Canon 2870, 3220, 3570, 4570, 5070, 5570, 7200, 5870, 8070. Canon Fax LC710. What company is servicing your current fleet? IKON Business Solutions. There is no mention in the RFP of the requirement that the copiers need to have color copying and printing capabilities but you reference making 375,000 color copies per year. Is this RFP for color copiers or only black and white? Capability will be for both color and black and white. We are willing to look at machines that meet our overall needs. Multifunctional machines that have color as an option need to be able to have management control over usage of the color function. Management should be able to designate if a machine can use the color option or not. If that function is not available, some machines may need to be black and white only. The RFP mentions the need for 1200 x 1200 dpi on copying. Is this an enhanced dpi requirement or true dpi requirement? We require a minimum of 600 dpi for any unit. The RFP mentions the need for faxing along with the 60 ppm copying/printing speed machine. Is 60 ppm a strict requirement or can 52‐55 ppm meet your needs? Most production 60 ppm machines omit faxing based on the high production nature of the 60 ppm. TBWA is flexible with this requirement. TBWA is looking for the best unit to meet our overall needs. Questions and Answers Regarding
Request for Proposals No. 12-100
Copier Lease
As of June 24, 2011
Question 6. Answer: Out of the 20 MFP's, how many of those MFP's do you want to be color to cover your 375,000 annual color volume? TBWA is flexible with this requirement. TBWA is looking for the best MFP unit to meet our overall needs. Question 7. Answer: Question 8. Answer: Question 9. Answer: Question 10. What Electronic Document Management System (EDMS) do you currently have? We are currently using Atlas for EDMS. Answer: Question 11. Answer: Are you looking for a 48 month lease, or a 12 month lease with a 3 year option? The initial term is dependent upon the negotiated start date, but will end on June 30, 2012; with the option to extend on an annual basis for up to 3 additional years. Length of the agreement is subject to funding availability. Are you looking for all units to be full color capable or a mix of monochrome and black and white units? TBWA is flexible with this requirement. TBWA is looking for the best unit to meet our overall needs. The minimum specs require 1200 x 1200 dpi for copying and a maximum of 1200 x 1200 dpi for printing. Is 600 x 600 dpi in the copy mode acceptable? We require a minimum of 600 dpi for any unit. If a model features dpi printing in excess of 1200 x 1200 will it be deemed unacceptable? No, TBWA is flexible with this requirement. TBWA is looking for the best unit to meet our overall needs. Questions and Answers Regarding
Request for Proposals No. 12-100
Copier Lease
As of June 24, 2011
Question 12. Answer: Question 13. Answer: Question 14. Answer: Question 15. Answer: Regarding Section V. (G) Contract Term and Conditions, it notes the period of the term to be from, “…August 1, 2011 and terminating June 30, 2012 with an option to extend for up to three (3) additional years...” This initial period is only 11 months not 12 months. Please clarify the intended contract term period and timeline? The initial term is dependent upon the negotiated start date, but will end on June 30, 2012; with the option to extend on an annual basis for up to 3 additional years. Length of the agreement is subject to funding availability. Regarding Section IV. (C) Service and Supplies, the fourth clause, “Any machine deemed unacceptable by customer shall be replaced at vendor/contractor’s expense.” Will this fall under the mechanism established for resolution of problems? No, a machine that is deemed unacceptable will need to be replaced. A mechanism for resolution of problems would be an established guideline of how resolutions of continued problems will be addressed. How many user codes will be needed? Every individual that utilizes the system could possibly have a user code or password to access the system. We currently have 182 users. How many of the new units need to be color devices? TBWA is flexible with this requirement. TBWA is looking for the best unit to meet our overall needs. Questions and Answers Regarding
Request for Proposals No. 12-100
Copier Lease
As of June 24, 2011
Question 16. Answer: Question 17. Answer: Question 18. Answer: Question 19. Answer: Question 20. Answer: Question 21. Answer: Question 22. Answer: Question 23. Answer: Will you be loading the printer drivers on your server or peer to peer? The printer drivers will be loaded onto our server. How many users do you have per device? It varies by machine and by locations, and users are departmentalized. What programs are you printing from? We are printing from several Web based applications, MS Office Suite, Adobe, etc. What operating systems are you using? We are currently operating on Windows XP and upgrading to Windows 7. Is your SMTP offsite or company owned? We have an internal path to our Exchange Server. Are you using an Exchange server? Yes. Will the folders you are scanning to be located on the Server or PCs? The folders are located on the server. Do your passwords require a password change every so many days? If so, how often? Yes, 90 days. Questions and Answers Regarding
Request for Proposals No. 12-100
Copier Lease
As of June 24, 2011
Question 24. Answer: Question 25. Answer: Question 26. Answer: Question 27. Answer: Question 28. Answer: Question 29. Answer: Throughout the RFP there are numerous references to Xerox specific terms or features such as “newly remanufactured,” “print around” and the fact that you are requesting an outline of which equipment is National Information Assurance Partnership (NIAP) Certified Level 2. In the spirit of a competitive bid this would limit the manufactures of consideration to just Xerox. Must vendors meet these requirements exactly or can we supply you with bids for equipment with similar specs and or similar security protocols? TBWA is flexible with this requirement. TBWA is looking for the best unit to meet our overall needs. How many email addresses do you have? 300+. What authentication systems are you currently using, e.g. active directory? We are currently using active directory. What workflow applications are you using? We are currently using MS Office Suite applications. What document management system are you using? We are currently using Atlas for the document management system. The last clause under Section IV. (B) Services/Requirements/Features, appears to be incomplete. Please clarify. Section IV. (B) Services/Requirements/Features, should read: An internal hard drive for scanned documents storage and retrieval.