1. Can companies based outside of the United States respond to this RFP?
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1 University of West Florida Procurement and Contracts University Parkway Bldg. 20W, Rm 159 Pensacola, FL June 20, 2017 ADDENDUM NUMBER # 1 16ITN-10BP Pay-For-Print Kiosk Solution for Student Printing Submittal Due Date: July 19, 2017 All respondents must acknowledge receipt of Addendum by signing in the space provided below. Return signed addendum with submittal. Failure to do so may result in your proposal being disqualified. Do not return signed Addendum prior to due date. 1. Can companies based outside of the United States respond to this RFP? Yes. 2. Are there requirements to come to campus for meetings? In order to fulfill some of the requirements of the ITN, the awarded contractor may need to be on campus on a regular basis. 3. Can the tasks outlined in the scope of work be performed outside of the United States? No, there are specific requirements that would require the awarded contractor to be on campus. Please see Section II Section B for more information. 4. Can ITN responses be submitted via ? No, per the ITN, please submit an original and the required copies of the requested information and return proposal binders and the sealed price package all in a sealed box/envelope directly to Procurement & Contracts. 5. What are the make and models of the machines you use now for this print for pay service? The printers are OKI. The University does not have a preference as long as the new printers have the same dependability and functionality. 6. What is the expected print volumes overall and per kiosk? The University is unable to project future print volume. See Attachment F for Print Volume by Kiosk for current and previous years and overall Print Volume History for the past six (6) years. 7. Is there and existing print for pay service, hardware, software, device or technology the University would like to keep in place and have work with equipment we propose? See ITN, Section II, Paragraph D Integrated Financial Services, must be able to interface with TouchNet Heartland Campus Solutions software. Page 1 of 7
2 8. Under print history, does your volume reflect simplex numbers only? Should we assume that in Fiscal Year 15/16, there were 40,871 Color Simplex pages and 658,558 B/W simplex pages printed? The numbers reflect both simplex and duplex pages printed. 9. If there are BW duplex and Color duplex numbers, please provide them as well See spreadsheet on page 6 of 7 of this Addendum #1 that shows print volume broken down by simplex and duplex (B/W and Color) in number of sheets printed. 10. In the range of priorities, what is most important - keeping the same commission rate or keeping the same number of units? The University s priority is to provide a quality, responsive service to our students. The University will evaluate all components of the submitted proposals. 11. Would the University consider paying a premium to deliver a better user experience that provides the latest technology to students? The University intends to earn a commission on this service, rather than create an expense associated with this program. 12. How many companies have been invited and participating in this Pay-for-Print Kiosk ITN? The University performs a national search with the assistance of an online bid service. We do not have an exact number of participants. 13. To ensure equal access for all, would it be the preference of the University to have all deployed kiosks be ADA Compliant? This would depend on the kiosk design and functionality for non-ada users. 14. Is it an absolute requirement for the vendor to provide daily on-site support for replenishing of consumables, or would the University be open to a turnkey program where University staff mitigate light custodial services? Yes, it is an absolute requirement for the vendor to provide daily on-site support. The University does not have the resources available to provide staff to mitigate light custodial services. 15. In your Ways to Print section of the ITN, what is the difference in the user experience between Print Apps and Mobile App? Print App is referring to the ability to download print drivers to a personal or public device (ie. laptop or computer). Mobile App is referring to the ability to print from a mobile device (ie. cell phone). 16. Is a print app/mobile app a preference or mandatory. Mandatory. 17. Is it a nice-to-have or must-have requirement for all units to be connected wirelessly? Preferred option, but not mandatory. Page 2 of 7
3 18. What is the particular reason for the preferences to have units connected wirelessly? The University included this option so that it might have the ability to install kiosks in locations where it might be cost prohibitive to install wiring. 19. Is your current pay-for-print system connected wirelessly or hard line? Hard wired. 20. When was the last time that print prices were changed? Please provide the date this change was made and prices for each (BW simplex/duplex and Color simplex/duplex) prior to the change. Last price increase was in August Prices before increase were B/W simplex $.10; B/W duplex $.17; Color simplex $.50 and Color duplex $ Have you collected any student/user feedback highlighting what they do not like about the current system and things that they would like to see in a new system? If so, please provide. We do not have this data. 22. If you could change three (3) things about the current pay-for-print system that is in place now, what would those three (3) things be? We continue to look for new and improved ways of doing business that offer students better services, promotes success and enhance their college experience. 23. What do you (and your students) like about the current pay-for-print system? Ease of use, print options available and multiple ways to pay for prints. 24. What do you (and your students) not like about the current pay-for-print system? We have had the rare requests to provide prints larger than 8 ½ x What is the impetus behind this ITN and why are you looking at possibly bringing in a new vendor for the pay-for-print system? The current contract is nearing completion. 26. The University has requested on-site support from 7:00 am to 9:00 pm. How hard of a requirement is 9 pm? If machines are serviced during normal business hours, in a timely manner, there should not be much of a need for after hour support. However, there are times during the semester when the library has extended hours that may require after hour support. 27. Is an actual kiosk a requirement? We can provide more units at a lower cost if they allow us to put higher capacity printers in libraries with touch-screen release stations. We could place copiers with touch screens so students and guests can not only pay to print but can also pay to copy. We can still place kiosks in areas such as dorms, cafeterias, student unions, etc. The University has found that kiosks offer a more secure environment and have less downtime due to misuse. All components of submitted proposals will be considered and evaluated. We currently have a contract that offers students the ability to make copies. Page 3 of 7
4 28. Will the University accept a system where students and guests can add funds online and not at the kiosks that still ties into Heartland and the Nautilus Card? Yes, the University would consider this option. 29. The ITN states that the vendor s software must provide the ability to restrict and control printing at end-user level. Please elaborate. A student should be authenticated when they initiate the print job and when they pick it up from the kiosk. A student should not have the option of picking up another student s print material or initiating a print job on behalf of another student. 30. Will the University allow advertisers to advertise on the kiosks and the screens for additional revenue? All options proposed will be considered and evaluated. 31. What is the estimated usage for the first year of the new contract? The University cannot make an estimate, nor guarantee a minimum number of prints. There is print history included in the ITN and two additional print volume spreadsheets are included in this Addendum # To what do you attribute the decline in student/guest print volume? The University s Student Government Association offered free prints at the beginning of the contract. The amount offered was later reduced then eliminated. 33. Why is it necessary to provide pre-loaded cards knowing the proposed system will accept debit/credit cards and the Nautilus Card? Why is there a need for pre-loaded cards and kiosks to dispense them? The University has guests that use our library and other facilities who may have a need to print. The University does not offer these guests Nautilus Cards. Thus, the University would need the ability to sell the pre-loaded cards in a self-service dispenser/machine for guests. 34. Is the University looking for appropriate content for their website informing the students/guests on printing or is the intention for this to be a completely independent site? In addition to the vendor s site, the University includes print information on an internal website. 35. Is it possible for the debit/credit card traffic to flow over the network since the vendor is responsible for PCI compliance? The preferred method is for the kiosks/printing devices to utilize a cell or landline phone network for the transmission of the Card Holder Data. If this cannot be achieved, the vendor should demonstrate how it could make its service PCI compliant while using the University s network. 36. Please provide quarterly or monthly reports for the past year that show the black/white and color print usage for each device. See spreadsheet on page 7 of 7 of this Addendum # Are taxes included in current per print rates or added on at the end of the transaction? Page 4 of 7
5 Taxes are included in the price of the print. 38. Is it the University s intent for the vendor to provide the pre-loaded cards at orientation at no charge or will the University be paying for this? Yes, the University intends to provide free print cards at the vendor s expense. 39. Wireless connectivity - is this referring to wireless printing or having the actual devices connect wirelessly to the network? It refers to both. See questions #17, 18 and Throughout the ITN document, only printing is referenced. Is it a desire to offer copy function to students and guests? The University has a separate contract for copy functions. All other criteria and information contained in this solicitation remain the same and without change. FAILURE TO SIGN BELOW AND RETURN WITH RESPONSE MAY RESULT IN RESPONSE BEING DISQUALIFIED. Respectfully, Bob Pacenta Assistant Director University of West Florida rpacenta@uwf.edu RESPONDENT S SIGNATURE NAME OF RESPONDENT FIRM University of West Florida Procurement & Contracts University Parkway, Pensacola, FL An Equal Opportunity/Affirmative Action Institution Page 5 of 7
6 Summary of B&W and Color Prints by number of sheets printed Broken down by Simplex and Duplex prints Total Sheets Total Pages Fiscal Year 15/16 B&W Simplex B&W Duplex Color Simplex Color Duplex Printed Printed* Jul 15 - Sep ,411 23,716 5, , ,771 Oct 15 - Dec ,376 27,002 8, , ,392 Jan 16 - Mar ,100 35,920 9,884 1, , ,797 Apr 16 - Jun 16 87,984 16,595 7,419 1, , , , ,429 Fiscal Year 16/17 Jul 16 - Sep 16 85,517 25,324 5,079 1, , ,663 Oct 16 - Dec ,032 27,416 7,742 1, , ,769 Jan 17 - Mar ,644 33,493 8,178 2, , , , ,243 * Total pages printed as indicated in Attachment F Page 6 of 7
7 Data for June 2017 Total Pages Printed by Kiosk location - July 16 thru May 17 not yet available Data unavailable July-16 August-16 September 2016 October-16 November-16 December-16 January-17 February-17 March-17 April-17 May-17 June-17 Total Pages for FY 16/17 Location Color B&W Total Color B&W Total Color B&W Total Color B&W Total Color B&W Total Color B&W Total Color B&W Total Color B&W Total Color B&W Total Color B&W Total Color B&W Total Color B&W Total Color B&W Total B ,047 1, ,715 1, ,711 1, ,913 2, ,149 1, ,349 1, ,353 2, ,764 2, ,618 1, ,922 16,305 18,227 B22 Great Hall ,262 1, ,800 2, ,971 2, ,652 1, ,042 2, ,523 1, ,286 2, ,913 2, ,829 16,314 18,143 B22 Cyber Lounge ,212 2, ,775 2, ,823 2, ,532 1, ,550 1, ,204 1, ,192 1, ,991 13,036 15,027 B32 1st # ,530 1, ,840 7, ,582 10, ,416 9, ,639 9, ,212 3, ,493 9,429 1,238 8,110 9, ,596 8,193 1,199 8,626 9, ,414 3,705-8,290 74,458 82,748 B32 1st # ,750 2, ,463 3, ,453 2, ,225 1, ,595 1, ,583 2, ,283 3, ,142 2, ,721 2, ,173 1, ,119 25,105 B32 1st # , ,777 3, ,368 2, ,241 2, ,078 1, ,972 2, ,868 2, ,324 2, ,672 2, ,015 1, ,638 21,487 B32 1st #4-3,005 3,005-8,748 8,748-15,323 15,323-15,395 15,395-11,747 11,747-4,779 4,779-12,221 12,221-15,176 15,176-9,584 9,584-12,843 12,843-4,874 4, , ,695 B32 1st # ,873 1, ,223 2, ,593 1, ,664 2, ,385 1, ,987 3, ,052 2, ,501 1, ,077 2, ,998 19,665 21,663 B32 2nd #1 73 2,548 2, ,742 4, ,317 7, ,787 8, ,067 7, ,124 3, ,978 4, ,876 6, ,994 6, ,374 7, ,566 2,678-3,367 58,373 61,740 B32 2nd # ,023 1, ,932 2, ,370 3, ,084 2, , ,622 1, ,084 2, ,571 1, ,951 2, ,331 19,102 B32 3rd , ,575 1, ,423 3, ,823 2, ,767 1, ,493 2, ,902 3, ,288 2, ,573 3, ,719 1,742-1,143 23,762 24,905 B32 5th ,822 1, ,833 4, ,058 4, ,525 3, ,256 1, ,949 2, ,234 2, ,211 3, ,436 23,823 25,259 B ,310 1, ,383 1, ,196 1, ,236 1, ,695 9,484 B ,586 1, ,161 1, ,227 1, ,025 1, , ,166 1, ,386 10,137 B ,267 1, ,308 2, ,490 2, ,848 2, ,081 2, ,842 2, ,663 2, ,830 2, ,603 16,817 19,420 B ,217 1, ,791 2, ,412 1, ,836 2, ,117 1, ,410 1, ,164 1, ,025-2,775 12,419 15,194 B76A 194 1,232 1, ,094 1, ,027 2, ,710 2, ,021 3, ,667 1, ,197 2, ,423 2, ,387 2, ,326 20,379 21,705 B ,641 5,269 B86 # , ,120 1, ,175 1, ,079 1, ,481 1, ,423 1, ,850 1, ,157 11,636 B86 # ,414 1, ,174 1, ,744 1, ,551 1, ,080 2, ,961 2, ,117 1, ,397 1, ,043 14,565 Argo Hall ,259 1, ,436 1, ,359 1, ,034 1, ,041 1, ,169 1, ,370 1, ,999 10,650 Martin Hall ,068 1, , ,045 1, ,372 1, ,657 8,143 Pace Hall ,288 1, ,246 1, ,071 1, ,023 1, ,401 1, ,144 1, ,088 9,594 Presidents Hall ,262 1, ,495 1, ,700 1, ,191 1, ,084 1, ,374 1, , ,534 1, ,668 12,569 Ft Walton Beach ,074 1, ,046 1, ,309 1, ,145 9,695 Total per month 1,106 16,610 17,716 2,080 45,415 47,495 3,981 71,471 75,452 3,713 73,225 76,938 4,517 64,045 68,562 2,468 25,801 28,269 3,591 58,127 61,718 4,852 66,063 70,915 3,876 55,302 59,178 5,943 67,566 73,509 1,422 23,988 25, , , ,162 Page 7 of 7
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