Questions and Answers

Transcription

1 RICK SCOTT GOVERNOR Florida Department of Transportation 719 S. Woodland Boulevard Deand, Florida MIKE DEW SECRETARY Questions and Answers ADVERTISEMENT NUMBER: RFI-DOT CPY DESCRIPTION: District Five Copier Contract DATE: November 17, ) Is there a requirement for a prospective vendor to respond to the provided RFI in order to be considered to be able to respond to any future RFP? Answer: No. 2) Is this RFI in reference to or supercede the RFP #ITB-DOT-17/ CA Answer: No. 3) What equipment is currently being used in your Quick Copy Center to deliver the services you have listed in the RFI? Answer: Canon ir ADV 8105 and Canon ir ADV C ) What are the number of employees and their job titles currently being used in your Quick Copy Center to deliver the services you have listed in the RFI? Answer: Two Employees, a Printer and Print Center Manager 5) What are the methods are used to submit document jobs to the Quick Copy Center? Answer: Walk up and electronic submission via internet 6) How much of the work is black and white pages? By the average number of pages generated on a monthly basis? Answer: Monthly B/W 105,516 and color 33,606 all sizes 7) How much of the work is color pages? By the average number of pages generated on a monthly basis? Answer: See #6 8) What paper sizes, letter, legal tabloid, are required to be of service in the Quick Copy Center? Answer: etter, egal, edger, 18x24, 24x36, 30x42 Page 1 of 6

2 9) How much of the work is Wide Format (arger than 11x17 paper) being produced by the Quick Copy Center and not direct to print to a wide format printer in the center? By the average number of linear feet generated on a monthly basis? Answer: 100 % in copy center and 20 % in Surveying and Mapping 10) How much of the work is Wide Format (arger than 11x17 paper) being produced by the direct to print to a wide format printer in the center? By the average number of linear feet generated on a monthly basis? Answer: See #13 11) What is the minimum and maximum Wide Format paper requirements for the Quick Copy Center? Answer: Please see Exhibit A, Scope of Services (DRAFT) 12) Does the Quick Copy Center need to be able to produce Wide Format documents in color and black and white? Answer: Both B/W and color could be done in the copy center 13) What is the current volume of Wide Format printing in Color and Black and White, by linear feet? Answer: 3725 IF per month B/W in copy center and 600IF per month color/100 IF B/w in Surveying and Mapping 14) Is there any need for printing on both sided of the paper in Wide Format? Answer: No. 15) How much of the work is Wide Format (arger than 11x17 paper)? By the average number of linear feet generated on a monthly basis? Answer: See #13 16) How much of the document jobs require finishing more complex than stapling and what finishing options other than stapling are currently provided? In addition is the finishing completed online or offline by a device not attached to the printer? Answer: Binding, cutting, hole punch, laminating, CD burning, padding, folding 17) Is there a requirement for in line hole punching of paper not being completed offline by any paper drills in use today? Answer: Yes 18) Does the Quick Copy Center need to be able to provide faxing? Answer: Please see Exhibit A, Scope of Services (DRAFT) Page 2 of 6

3 19) Is there seasonality to the work? Such as, the first three months of the year is 20% higher than the rest of the year. Answer: There can be variation. First quarter maybe higher but overall print services are stable 20) How much of the documents, as a percentage, being produced are being presented and mailed by the USPS? Answer: 10% 21) How are document jobs being tracked today and in what method? Answer: Paper job tickets 22) Currently, how are documents produced by the Quick Copy Center being delivered to the end recipient? Answer: Customer pickup or Interoffice Mail. 23) What specifically are the jobs being archived? Document jobs being produced? Existing documents and files? Answer: Existing documents are being scanned to PDF and sent to a file destination 24) Are there existing Service evels expected with the turnaround of document jobs submitted? If so what are they? If not, what would be considered as an expected turn around time? Answer: Please see Exhibit A, Scope of Services (DRAFT) 25) How are document jobs billed back to the requesting department? Answer: They are not. Monthly bill. We would like to track users and department use 26) How are document jobs being priced back to the end user and what is the tool being used today? Answer: See #25 27) What reports are being offered by the Quick Copy Center currently to the FDOT and FDOT end users? What metrics are being collected and how are they being collected? Answer: Quarterly and Annually reports of copier fleet. Desire computerized end user/dept tracking reports 28) Is the PIN authentication you are currently using associated with Active Directory? Answer: No 29) Is Active Directory on a single domain? Answer: D5 is a single domain. We are a part of a forest (the rest of the state), but for the concerns of this project D5 is a single domain. Page 3 of 6

4 30) Do you have any intention of moving away from Windows XP in the near future? Answer: We are all on Windows 10 for clients. 31) Archive Record Scanning - Do these file require OCR (Optical Character Recognition)? Answer: No 32) Will the reporting tool application be required in front of or behind the firewall? Answer: This will all be within D5. 33) What is your vision of the rollout of convenience devices and associated applications and training? Answer: Please see Exhibit A, Scope of Services (DRAFT) 34) Do you have control of all user devices to push out a workstation client to enforce print/scan/copy policies? Answer: Yes. We are the administrators to all of the PC s in D5. 35) Do you need guest or follow-me printing? Answer: Yes 36) Do you require mobility print? Answer: Please include information regarding mobility print services in your Request for Information response. 37) Are there any MACs in the environment? Answer: ipads yes. 38) Is there any host printing that is being done that will need to be tracked by user and device? i.e., AS400, check printing, etc. Answer: Please include information regarding these services in your Request for Information response. 39) Your Current Print Servers - location, configuration Answer: We have print servers in each remote site and the District Office. They are just Windows 2012 R2 Print Servers. Page 4 of 6

5 40) What is the bandwidth between locations? Answer: This is changing at the moment as we are upgrading our sites bandwidth. Below is the current. Cocoa 12 Mbps OOC 12 Mbps Kepler 21 Mbps ORMT 12 Mbps eesburg 8 Mbps Oviedo 12 Mbps Ocala 6 Mbps Sanford 8 Mbps ison and Rockledge 4 Mbps Disrtic Office 1 Gig 41) Can all locations be pinged by a central server? Answer: Yes 42) Number of users? Answer: Right around 1,100 users in D5 total. That includes Consultants. 43) Number of convenience, wide format and production devices? Break out by type. Answer: Please see attached Spreadsheet. 44) Do you require automated meter readings, supply and outage notifications? Answer: Yes 45) Is "scan to me" and scan to network folder a requirement? Any advanced scanning needs? i.e., scan to a specific application? Answer: We require MFD to desktop scan capability 46) Will the convenience devices need to be connected to a fax server, or only embedded faxing capabilities? Answer: Embedded 47) Will the FDOT enter into a multiyear initial contract for equipment and services with a vendor to provide the services listed in the RFI Answer: No contract will be issued in connection with this Request for Information. 48) How many option years would be offered after the initial term? Answer: The Department has the option to renew the contract for up to 3 additional years. 49) Will the FDOT enter into a lease with the prospective vendor for the hardware and software used in delivering the services as outlined in the RFI? Answer: No contract will be issued in connection with this Request for Information. Page 5 of 6

6 50) How many employees are working in the copy center? Answer: Two. 51) Is your Quick Copy Center staff currently being outsourced? Answer: One employee is provided by the Vendor. 52) What Copy Equipment is currently being used in the copy center? Answer: Please see attached spreadsheet. 53) What is the average monthly black & white and color volume in the Copy Center? For the rest of fleet? Answer: B/W 105,516 Color 33,606 54) What percent of jobs have a turnaround time requirement of more than 4 hours? Answer: Please see Exhibit A, Scope of Services (DRAFT) 55) Do you prefer to have the archiving of records scanning work to be done on site? Answer: Yes. 56) In regards to printing, are all locations sharing a print server allowing all devices to have line of site back to it? Answer: Each site has its own Print Server on location except for the 2 very small sites (isbon and Rockledge). Those two sites use the closest print server to them. isbon uses eesburg s and Rockledge uses Cocoa (Brevard). These small sites only have one printer at them each. 57) Can you please expand on the areas that indicate at vendors expense? Is FDOT open to leasing or rental of equipment for walk up throughout as well as copy center? Or is the expectation that the facilities management will own and bring in all equipment? Answer: Please see Exhibit A, Scope of Services (DRAFT) Page 6 of 6

7 = eased ROOM # Office / ocation Copiers/ Brand Number # O=Owned Term Date Printers/ Brand Number # Color B/W Color B/W District Office 24-Canon MFD (All Included Below) O Print Center Room Scanner/OCE' Wide Format 1 O OCE' 750 B/W Printer 36" Bond, O 127 Vellum, Mylar Wide Format 127 Canon C /31/ Canon /31/ /31/2017 Canon HP aserjet 9050n 1 1 1st Floor Right of Way 1C51 Canon /31/2017 B/W Print- b/w/color scanning Copy Room - West 1C51 O Color aserjet CP5525xh Printer 1 Data Researach - Cost Est 1C21 O Color aserjet CP5525xh Printer 1 Copy Room - Admin 115 Canon /31/2017 B/W Print- b/w/color scanning Cost Estimate by Buzz 1C21 O HP aserjet 2430tn 1 Masters, Tammy 1C63 O HP aserjet 2430tn 1 Wilson, Michelle 1C25 O HP aserjet 4250n 1 Copy Room - Admin 115 O HP aserjet 9050n 1 Copy Room - West 1C51 O HP aserjet 9050n 1 Appraisal File Room 1C46 O HP aserjet P3015n 1 Wilson, Terrie 1C57 O HP aserjet P3015n 1 Acquisition 1C42 O aserjet P3015x Printer 1 Remington, aura 1C02 O HP aserjet P3015n 1 1st Floor Annex Copy Room 165 O HP Color aserjet 4650n Canon /31/2017 B/W Print- b/w/color scanning Modal 1C-75 Canon C /31/2017 1st Floor EOC O HP aserjet 9050n 1 2nd Floor Annex 256 Canon /31/2017 B/W Print- b/w/color scanning Copy Room 256 O HP ColorJet Enterprise M rd Floor Annex Safety O HP Color aserjet 5500n 1 2nd Floor CPM 2C99 O HP Color aserjet 4600n 1 CPM 2C96 O HP aserjet 9050n OIT 2C77 O HP Color aserjet CP6015xh 1 OIT Service Desk O HP aserjet Enterprise M527 1 OIT-Kiosk O HP J1320 1

8 Facilities Canon C1030iF 1 12/31/2017 Design Area 2C34 O HP aserjet 9050n 1 2C41 O HP aserjet 9000n 1 2C45 O HP aserjet 9050n 1 2C16 O HP Color aserjet 5500n 1 O HP Color aserjet CP nd Floor Copy Room 210 O HP DesignJet 4000PS Wide Format O HP Color aserjet Canon C /31/ Canon /31/2017 B/W Print- b/w/color scanning 221 Canon /31/2017 B/W Print- b/w/color scanning 3rd Floor Survey & Mapping 318 Oce Colorwave 650 Wide format 1 O 318 Oce Scanner Wide Format 1 O O HP aserjet 9050n 1 O HP aserjet O HP aserjet 600 M602 1 Jenny Palmer 3C-11 O HP aserjet 2300d 1 Inside cube 3C-32 O HP aserjet 500 Color MFP M575 1 Outside cube 3C-32 Canon C /31/2017 3C-47 O HP Color aserjet 4600dn 1 3rd Floor Copy Room 309 O HP Color aserjet CP6015dn Canon /31/2017 B/W Print- b/w/color scanning 309 Canon File Print 470/Microfilm O With Canon Microfilm Scanner Canon /31/2017 B/W Print- b/w/color scanning Outside cube 3C-122 O HP aserjet 9050n 1 Outside cube 3C-133 O HP aserjet 9000n 1 Outside cube 3C-87 Canon C3330i 1 12/31/ C-84 O HP aserjet Maintenance Canon C /31/2017 Construction Outside Cube 3C-72 O HP aserjet 9050dn 1 3C-66 O HP DesignJet Ray Marlin 3C-37 O HP aserjet 4200n 1 4th Floor Exec Suite Closet O HP Color aserjet 5500dm 1 Crystal O HP aserjet P1606dn 1 Norma O HP aserjet 6P 1 Fax Room fax room Canon C /31/2017 egal O HP aserjet 500 Color M551 1 Procurement 4C-27 Canon C /31/2017

9 Financial 4C-49 Canon C /31/2017 Performance Management 4C-33 Canon /31/2017 Copy Room 427 Canon /31/2017 B/W Print- b/w/color scanning 409 Canon /31/2017 B/W Print- b/w/color scanning 4C-53 O HP Color aserjet 5550n 1 Aida 4C-55 O HP aserjet C-57 O HP Color aserjet 5500n 1 GIS AB 4C-23 O HP Designjet T C7 O HP aserjet 9000n 1 4C7 O HP Color aserjet 6P 6015dn 1 HR Canon C1030iF 1 12/31/2017 Canon /31/2017 B/W Print- b/w/color scanning Brevard Operations 4 PO's Toshiba-State Contract 3 9/30/2018 Wide Format Scanner KIP /1/2018 Mary O Konica Minolta 1 Barry Hallman O Desktop printer for MMS 1 Mary Peltzers O HP asewrjet 1 Juilie Richardson O HP Universal Print 1 Mo Hassan O Brother 1 Rockledge Building MFD 1 Ability to scan thin paper (asphalt tickets) Deland Operations-Kepler Konica Minolta (7) 4 3 Materials & Research Toshiba State Contract 1 Pre-stress Yard Konica Minolta BIZHUB 364e 1 Dura-stress Konica Minolta 2019/2020 Can make do with 5 MFD Would like 1 for Dura-stress and 2 in M&R, MFD Oviedo Operations Front Office Toshiba 1 1/31/ SHOP Toshiba Month to Month 1 6/30/ OUO Toshiba Month to Month 1 ended 1

10 Desktop Printers(10) O 1 9 eesburg Operations 4-MFD's total Need to replace with 4 MFD's and 9000 Konika Minolta C458 1 O Konika Minolta C454E 1 O BIZ Hub O SHOP Canon IR25 1 O MMS HP aserjet O 10 desktops printers on the network, served by Toshiba contract, Sept buy toners from them they provide free service, toners have 2 year warranty, state contract, technician comes out and works on them service free, we pay for parts. If we get rid of the MFD's we will lose the service contract for the printers. Need 4 MFD Toshiba has their own people to do maintenance, the respond immediately. Konica Minolta does not they use copy tronics. Toshiba you can scan with your ID badge Annual maintenance contract through state contract, furnish Konica Minolta through North American Office Solutions Moving forward need to replace 4 Orlando Operations Main Building Toshiba State Contract 1 6/1/2020 MFD's and 9500 printer. New Modular Toshiba 1 6/1/2020 Shop Toshiba 1 3/1/2019 Crew Room Toshiba 1 8/1/2019 Using MFD's for EDMS scanning, purchased scanner for $3K for big East Wing permits, having issues with it O 9500 Color Printer 1 Minolta has been an issue in the past. Toshiba is good, top notch on service Ocala Operations Toshiba State Contract 1 6/1/2018 Moving forward would like a MFD, 1 color and 3 b/w for a total of 4

11 Receptionist Area TOSHIBA e-studio Series 357 MFD O 1 Irinas Office O HP Universal Printing 1 OIT/Vacant Office - Needs O abel - Offline HP aserjet 4000 Series PC 5 1 Field Crew Building O HP aserjet 4250 PC6 1 Admin Fax Room O HP Color aserjet 5550 PC 5 1 Receptionist Area O HP Color aserjet Admin Fax Room O HP aserjet 9000 arge Color 1 Admin Bldg Retention Area O HP Color aserjet M402dn 1 Shop Office O HP aserjet 4000 Series PC 5 1 MMS O Remote Printer 1 RCI O Remote Printer 1 Warehouse O Remote Printer 1 Orlando Urban Office Konica Minolta State Contract 1 6/30/2108 Konica Minolta 1 O O HP aserjet 9000 (need surplus) 1 Some desktops (not replacing) SunRail Operations Center Minolta State Contract 1 7/17-1/1/2020 No additional needs

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