RFP# 025-1213 Multi-Functional Device Management, Print Shop/Duplication and Mailroom Services
ADDENDUM No. 3 – Bid Conference Questions
SPECIAL ADMINISTRATIVE BOARD OF THE TRANSITIONAL SCHOOL
DISTRICT OF THE CITY OF ST. LOUIS
Purchasing Department
801 North 11th Street
Saint Louis, Missouri 6301
RFP# 025-1213
Multi-Functional Device Management, Print Shop/Duplication and Mail Room Services
ADDENDUM No. 3 – Bid Conference Questions
- Is it possible to bid on individual pieces of the RFP, but not bid on the whole thing?
Answer: While the District has not split the services in the past, the pricing form is set up to look at the pricing for each of the pieces of the contract. We will look at each piece to determine the best fit and most effective solution for the District.
We could/will separate the pieces if it makes sense to do so.
Print Center
- How many employees in the print center?
Answer: 2 in the Print Shop – 3 delivery drivers, technicians (on call)
- Are any District employees?
Answer: No
- Would the District oppose the bid winner from hiring any or all of these employees?
Answer: That is not our decision.
- Can we reduce head count if necessary?
Answer: You should provide whatever you think is appropriate.
- Do the employees have any responsibilities outside of the print shop?
Answer: The responsibilities are basic print shop duties which include, but are not limited to:
- Printing of documents received
- Layout of specific jobs (i.e., business cards)
- Delivery of all jobs in schools
- Postage of mailing documents
- Delivery of “pony” mail in 801 location and all buildings/schools
- Acceptance of FedEx, UPS, other delivery vendors
- Repair and maintenance on equipment per the lease
- What equipment is in the print center?
Answer:
- DocuColor 12 (1)
- DocuColor 260 (2)
- DocuTech 6155 (1)
- Nuvera 120 (1)
- ColorQube 9303 (7)
- WorkCentre M20i (1)
- WorkCentre Pro 232 (141)
- WorkCentre Pro 245 (38)
- WorkCentre Pro 265 (40)
- WorkCentre Pro 5130 (1)
- WorkCentre Pro 5135 (3)
- WorkCentre Pro 5638 (1)
- WorkCentre 5655 (1)
- WorkCentre 5790 (1)
- Would the District consider moving the print center offsite?
Answer: Give your best recommendation
Walk up Devices
- Can we get a current inventory or MFDs and Desktop printers
Answer: See #7 above. We do not have an inventory of printers.
- Are all the leases coterminous?
Answer: see earlier answer re: leasing
- Do the leases have early termination penalties?
Answer: no
- Do you expect to replace all the equipment?
Answer: We do not own the majority of the equipment (other than the secondary equipment outlined in Attachment A). Therefore, all equipment must be replaced.
- Does the school district own any of the equipment?
Answer: We do not own the majority of the equipment (other than the secondary equipment outlined in Attachment A).
Mailing Services
- What mail services do you current provide internally? What is outsourced? Can we get a list of equipment?
Answer: Internal mail delivery between offices at 801 and all schools. There is no outsourcing. The postage meter is provided by Pitney Bowes (Connect+ 3000 Series)
Outsourced/Print Management
- What type of jobs is outsourced?
Answer: In some cases, there are large projects that are better handled outside the District. It is typically the large quantity of production for back to school communication and other specific brochures that have non-standard customization.
- Are any projects contracted with specific vendors?
Answer: If you are referring to outsourcing, no.
Miscellaneous
- Who is the current provider of the District’s Output Management Strategy?
Answer: The provider is Xerox, our current MFD vendor.
- Could I get a copy of the current configurations and quantities of all machines?
- DocuColor 12 (1)
- DocuColor 260 (2)
- DocuTech 6155 (1)
- Nuvera 120 (1)
- ColorQube 9303 (7)
- WorkCentre M20i (1)
- WorkCentre Pro 232 (141)
- WorkCentre Pro 245 (38)
- WorkCentre Pro 265 (40)
- WorkCentre Pro 5130 (1)
- WorkCentre Pro 5135 (3)
- WorkCentre Pro 5638 (1)
- WorkCentre 5655 (1)
- WorkCentre 5790 (1)
- Could I get a copy of the desired configurations and quantities of all machines pertaining to this RFP?
Answer: The configurations are standard according to machine.
- How many people are currently deployed with the Xerox contract?
Answer: 2 in the Print Shop – 3 delivery drivers, technicians (on call)
- Could I get a description of each person’s responsibilities and hours worked (including any overtime)?
Answer: The responsibilities are basic print shop duties which include, but are not limited to:
- Printing of documents received
- Layout of specific jobs (i.e., business cards)
- Delivery of all jobs in schools
- Postage of mailing documents
- Delivery of “pony” mail in 801 location and all buildings/schools
- Acceptance of FedEx, UPS, other delivery vendors
- Repair and maintenance on equipment per the lease
- Could I get a list of and access to the equipment that is referred to in Attachment A as “secondary equipment”?
- Risograph (cold copier)
- Cutter
- 3-hole drill
- Hasler M9000 Maintenance (tri-fold, bi-fold) stuffing device
- Shrink wrapper
- Could I get the buyout of the Xerox contract(s) as of the date it will be terminated?
7032595 - Parent Contract(7/1/10 - 7/1/13) / $93,006.00
7118355 Amendment 6, added 6 ColorQubes (12/1/11 - 11/30/16) / $2,542.00
7032595 - Parent Contract(removed 6 devices) / ($391.00)
7121254 - Amendment 9, added 1 ColorQube (2/1/12 - 1/31/17) / $439.00
7032595 - Parent Contract(removed 2 devices) / ($133.00)
7127057 - Amendment 12, Hasler M9000 Maintenance / $593.00
7128515 - Amendment 13, Imagine(9/1/12 - 8/31/15) / $965.00
Total Monthly Billing / $97,021.00
7119636 - XPS Contract(1/1/12 - 11/30/16) / $1,009.95*
*Amount not Included in Monthly Minimum nor Monthly Billing
- Could I get a copy of the buyout of any services contracts from Xerox?
7118355 Amendment 6, added 6 ColorQubes (12/1/11 - 11/30/16) / $2,542.00
7121254 - Amendment 9, added 1 ColorQube (2/1/12 - 1/31/17) / $439.00
7128515 - Amendment 13, Imagine(9/1/12 - 8/31/15) / $965.00
7128515 - Amendment 13, Imagine (9/1/12 - 8/31/15) / $965.00
- Could I get a copy of all invoices from Xerox/subcontractors from the previous 12 months?
Answer: The monthly amount is included above.
- Could I get a copy of all contracts the district has with Xerox and any sub-contractors of Xerox?
Answer: No.
- For replacement equipment, is SLPS expecting New/Remanufactured equipment?
Answer: Our preference would be “new”.
- The RFP identifies there are currently 240 multi-function devices across 73 school sites, 3 ancillary sites, and 2,400 classrooms. What is the population of employees/students that these devices support?
Answer: 27,550 students and approximately 5,000 employees
- Please elaborate on the specific requirements for fleet management.
Answer: Fleet management involves all of the devices (along with software and support) that the vendor is proposing.
- Please elaborate on the specific requirements for on-site production output management
Answer: This is the print shop concept that would include management and supplying of staff, along with the daily output by these individuals in all facets of their job.
- Please explain what functionality you want in Document Management Software that is over and above the scan, store, and retrieve functionality that is standard on most MFD’s.
Answer: Faxing and emailing document from machine; Quota design and management
- Should staples be included in the pricing?
Answer: Supplies would include paper, toner, and staples
- How will you handle the current fax functionality? What support do you need from us?
Answer: The District no longer provides stand-alone fax machines. Therefore, the MFDs must provide this capability. Support should be included as with any other software application or device that the vendor would provide.
- Will you be able to provide us a list of subnets prior to the appointment for the installation of the port sniffer so that we can have them pre-programmed in?
Answer: Yes. Please put your email address next to your requested appointment time and we will provide the list.
- Could you clarify 23 and 24? The listing of contracts you reference for the buyout of the services contracts.
Answer: The basic lease that we have expires June 30. We have had other devices that we have added on mid-term. The contracts for those devices do not expire on June 30. Our intention is to have the successful vendor buyout the contracts that do not expire on June 30. We would like everything finished as of June 30 and everything new as of July 1.
- The frame or scope of this RFP with the $97,000, does that include the employees in the print shop and the courier service as well as the volume for the entire fleet?
Answer: Yes as well as the printer management services in the 801 Building.
- On the MFD Fleet, what is the total volume that we would need to quote?
Answer: We have no idea on the total volume. We have some devices on the network and some are local to specific computers. We have no idea on the volume on these devices.
- On the MFD’s, how much volume is on the fleet?
Answer: We have really pushed individual schools and specifically in the 801 Building to use the copiers and not the printers. The majority of our volume is on the MFD’s.
- The volume in the RFP for the MFD’s is 36,000,000 copies per year in the print shop?
Answer: The 36,000,000 is the total District-wide including the print shop.
- Can we get a tour of the print shop?
Answer: I don’t want to impact our current environment. The print shop employees are not SLPS employees and I would prefer not to get them involved in the RFP process.
- Would it be possible to get a job log of what they are currently producing? It would help us project labor cost.
Answer: Let us think about that. With a school district, so much of the printing is time sensitive particularly with the beginning of the school year and school progress reports. Mid May and June are also very heavy times for printing.
- Could you provide a list of the machines and their capabilities in the print shop with percentage of usage?
Answer: We currently don’t have that. We will try to get a layout of the room to give you an idea of the space available in the print shop.
- Is the print shop currently a profit center?
Answer: Not for St. Louis Public Schools.
- Is there a push to send the documents from the schools through the print shop?
Answer: We have both options. We know that individuals don’t always plan well, so they need to copy in their locations, but for the larger print jobs we would prefer to use the print shop where we have better, faster equipment and people to assist. We cannot remove the MFD’s from the schools because they are used as printers, copiers and fax machines.
- Is it your plan not to replace desktop printers when they breakdown?
Answer: Yes.
- If you could list 3 things that would be the drivers for the outcome of this RFP?
Answer: Money is high on the list. Newer equipment. Pushing in more of an electronic format.
- Is there any desire at all to get down to the print usage at the individual level?
Answer: We would love to and some of the schools would like to as well. The most we have been able to do with the resources we have is push quotas down to the school level and possibly the department level or grade level in that school.
- Is that something that you want to get to and you are just not there now?
Answer: I would give your best recommendation on your approach to quotas.
- If there was somewhat of a unique solution provided to you that is outside of this scope, would that be looked at as far as something completely different that might save the District money?
Answer: I’m not against it. It would be pretty hard to evaluate if only one vendor did that. If it is a creative solution for the District to get what it needs, we would certainly consider.
- Is Active Directory used in the District?
Answer: It is used for employees and students.
- Will the subnets be sent out today?
Answer: Yes. They will be emailed this afternoon.
- Is the 36,000,000 combined of black and white and color copies?
Answer: Except for the ColorQubes and the print shop, it is all black and white.
END OF ADDENDUM 3.