Solicitation #ISDITB18-3

Questions - Solicitation #ISDITB18-3

Questions Answer

The bid specifies that the equipment must be Kyocera, Canon, or Konica Minolta. We Only Kyocera, Canon, or Konica Minolta products will be accepted. No Substitutions are just confirming that you only accepting responses for these branded products. will be allowed.

Do you own any Paper-Cut MF licenses today? The TOWN does not own any Paper-Cut MF licenses.

For Device Type that is Copier, please confirm that ALL new devices quoted must be capable of Full Color Output, 45ppm, regardless of whether they are currently a B&W model at a slower speed. Correct 45ppm

Unfortunately we cannot based on our correct lease expiration. We at the TOWN Would you consider extending the RFP Opening Date for a week or two? appreciate all your efforts to meet our RFP dates. Thank you.

Can a Vendor submit an alternate proposal with a “right-sizing” of units (based in expertise in dealing with municipal governments), or will this step take place after Only Kyocera, Canon, or Konica Minolta products will be accepted. No Substitutions initial bids are reviewed and narrowed down? will be allowed.

Can you confirm that the Device Type that is MFP will NOT be using Print If you omit the MFPs from the Papercut MF software, please be sure to note this in Management Software? Exhibit C "Exceptions taken as noted below "

Will you be providing a list, by location, of the Single Function Printers that are currently utilized in the Town, in the event you are looking to reduce their footprint and migrate their volume to Copier/MFP devices- at a lower CPP? No additional Single Function printers information will be provided at this time.

If a Vendor is Authorized for two Manufacturers, can they provide two pricing proposals, ie – Canon and Kyocera? Yes

section 11.1 should read "Technical Specifications: All equipment shall have For section 11.1, can you please complete the second sentence. networking capability." Questions - Solicitation #ISDITB18-3

Questions Answer Would you consider an alternate, more robust, Print Management Software, other than PaperCut, such as the Canon uniFLOW Product? Only PaperCut product will be accepted. No Substitutions will be allowed.

Are you currently using PaperCut for Secure, Follow-me Print? No

What method do you use to Authenticate to MFP devices, ie – PIN Code, Prox Card? None

Who is the current Vendor supporting your Kyocera Copystar MFP’s? n/a

For section 16, will you accept a Third Party Lease Agreement with a Non- appropriation Clause, along with a review of Terms & Conditions with potential for slight modifications via Addendum to the Agreement? No

When you refer to 4 Cartridges & Finisher, do Cartridges mean Online Paper Drawers? Yes, these are drawers

The current devices in the Tax and Assessor Offices appear to be A4 (NO 11x17 capability) Desktop units, running low volumes on an annual basis. How many Online Paper Drawers are required for these units and are they currently Desktop or Free- Two draws accommodating up to legal size. standing units? Desktop footprint.

Are there any other locations that do NOT require 11x17, ie – Fire Marshall, Highway Dept, Police Chief? Highway

What is meant by “Expandability for future output”? Boilerplate

Do any current locations have or need Saddle Stitch Finishing capabilities? No Questions - Solicitation #ISDITB18-3

Questions Answer Please see section 4.3 for bidding date, time and location When is the actual bid due? I can see when the questions dateline is , I can see when Bid Opening: March 22nd, 2021 AT 9:30 AM the bid opening is but not when the bid is actually due. Please arrive before 9:30 AM

Please confirm how you will authenticate to the machines as Papercut requires this. Options are PIN, badge, key fob, or enter username and password each time Combination of PIN, Badge and FOB

Do you require fax on all units? Yes

Specs state contains 4 cartridges and finisher. Do you mean 4 paper trays and finisher? Yes

Do you need finisher for the black/ white “MFP” group or just for the “Copier” group Finishers on the Copiers only

Please confirm all color units except the 3 MFP units in Assessor, Tax, and Highway departments. Copiers Color / MFP B&W

Do you require 11 x 17 printing in all areas or is 8.5 x 14 max acceptable Copiers up to 11x17 / MFPs up to legal

Would you consider a “Rightsize” offering? Looking at the monthly volumes there are some where 45 page per minute units are overkill. Example – Tax and Assessor are only averaging 300 clicks per month. Others are relatively low volume for 45 ppm Yes, see Section 8.2 and Please be sure to note this in Exhibit C "Exceptions taken as machines. Your overall costs could be much lower by rightsizing the fleet. noted below "

Please confirm the volumes – especially for Assessor and Tax departments – these seem very low for high activity departments. Please see Exhibit D

Is there requirement for printing from mobile devices Yes Questions - Solicitation #ISDITB18-3

Questions Answer Is it possible to extend the due date to allow for a more thorough review? Since questions are due on Monday, March 15 - by the time we receive answers it will only leave a few days to complete the submission. Some of these answers may require prospective vendors to require company approvals. Whatever is possible is Unfortunately we cannot based on our correct lease expiration. We at the TOWN appreciated. appreciate all your efforts to meet our RFP dates. Thank you.

Will your current vendor be providing a quote also? As there was no Prebid or walkthrough we have no way of knowing. the RFP states that only Kyocera, Konica Minolta or Canon equipment would be The creation and evaluation was formulated based on existing feedback and Gartner accepted for a bid proposal and I was curious as to why that would be? Marketshare Analysis.

Would the Town be willing to accept a proposal that distributes Sharp copiers for all Only Kyocera, Canon, or Konica Minolta products will be accepted. No Substitutions output solutions? will be allowed.

I wish to formally request a copy of your current copier bid under the FOIA. We are interested in bidding on your upcoming Copier, MFP RFP . Can you please email me You may obtain the RFP via with the requested information at your earliest convince so we can make the bid cut The Town of Orange Website: https://www.orange-ct.gov/ off terms. The CT biznet website: https://biznet.ct.gov/AccountMaint/Default.aspx

In the RFP it says copiers that are “Kyocera, Canon or Konica Minolta”. Will you accept Only Kyocera, Canon, or Konica Minolta products will be accepted. No Substitutions Ricoh copiers? will be allowed.

Will you consider an alternative product? Epson Business Ink Jet. Epson Business Ink Jet Work Force Enterprise MFP’s have speeds of 60, 75, and 100 pages per minute. Only Kyocera, Canon, or Konica Minolta products will be accepted. No Substitutions They are fast, reliable and affordable. will be allowed.

Only Kyocera, Canon, or Konica Minolta products will be accepted. No Substitutions I wanted to refer to the statement below, Is Xerox able to participate in this RFP? will be allowed. Questions - Solicitation #ISDITB18-3

Questions Answer

Do you currently use Papercut? If yes, please provide the “.license” file so that we may confirm the configuration and required software maintenance The TOWN does not own any Paper-Cut MF licenses.

Do these copiers under 2.2 require the same finishing capabilities as described under copier specification 2.1? Finishing capabilities are not addressed in this section

What speed copier are you seeking for the Highway Department? Output for the MFP will be similar to the Assessor and Tax department's MFP

Are all finishing accessories part of the standard build or to be priced separately? Please price in the standard build

Do you require card readers for papercut authentication? Please price as an Alternate Item in the end of Exhibit C

Do you want us to provide the total lease cost x 5 years per site? Then break it down by unit? Yes, all prices should be for a 5 year lease.

What is your estimated state date of the contract? All Equipment must be installed and configured by June

Do you require Papercut Maintenance for the full 5 year term? Yes

Would the Town of Orange be open to the use of consortium contracts inclusive of pre-negotiated terms and conditions? Not at this time

Is printing or scanning 11x17 a requirement? For copiers only

Is an emailed PDF an acceptable digital format? No, Please submit electronic copy via USB Key with the RFP Please see section 4.3 for bidding date, time and location Is the deadline for bid submission 3/22? Bid Opening: March 22nd, 2021 AT 9:30 AM Please arrive before 9:30 AM There is no mention of maximum image size. Does the town need to print or copy on anything larger than 11 X 17”? Copiers up to 11x17 / MFPs up to legal Questions - Solicitation #ISDITB18-3

Questions Answer

On the color devices the phrase contains 4 cartridges is used. What does that mean? These are 4 drawers

On the black & white devices there is no mention of finishing capabilities. Does that mean none are needed? This is correctn none are needed.

Please Clarify “Contains 4 Cartridges + Finisher” These are 4 drawers

Does the Town currently use Papercut, and if so are the licenses owned and transferable to the new units? The TOWN does not own any Per-Cut MF licenses.

In the pricing do you want a monthly, annual or five year price? Yes, all prices should be for a 5 year lease.

Badges are only required at the Police Department. Please list the difference in price Do you need release stations so people can badge authenticate at the device? in the bid