University of Illinois at Springfield



University of Illinois

Purchasing Division

1817 S. Neil St. – Suite 212

Champaign, Illinois 61820

217-265-0434

December 17, 2013

Amendment Four

Request for Proposal 1DAG1402

University Document Services Digital Color Printing System

The following is presented to provide information, and clarify RFP 1DAG1402. All other terms and conditions of the original RFP shall remain unchanged.

A Pre-Proposal Vendor Conference was held at the University of Illinois on Friday, December 13, 2013.

Attendees:

Five Vendors were in attendance:

Konica Minolta

Hewlett-Packard

Ricoh

Xerox

CDS

Correction: In Attachment KK, Requirements & Specifications, Section 1. Scope of Services, delete part a) outright purchase of the equipment. Only option b) a five-year operating lease will be considered for this RFP.

Questions and Answers:

At the Vendor Conference, the following questions were asked related to Attachment KK, Section 2.0: Quality of Output.

Please Note: Document Services does not want the prints finished (i.e., folded, scored, cut, etc.,), Document Services will finish prints.

Question: How many copies of each print sample should be provided by Vendors with their proposal?

Answer: At least six (6) copies of each print sample.

Question: Has Document Services provided adequate stock to produce the required samples?

Response: Yes. Each Vendor would receive at least 25 stock samples for each required print sample, however, if additional stock is needed, please contact the University Solicitation Contact.

Question: Can Vendors provide the Output print samples, unfinished, in a separate box from the Packet 1 Binders?

Answer: Yes, it is acceptable for Vendors to provide the print samples in a separate box, marked “Output Samples” rather than incorporating the output print samples within the RFP technical binder.

Question: Will the sample files provided by Document Services for printing contain callouts?

Answer: No. The sample files provided are samples of printing jobs that Document Services completes regularly for customers.

Question: In Attachment KK – Requirements & Specifications, Section 1.1 Digital Color Printing System, Sub-Part 1.1.1. University is requesting an operating lease, with a $1 Buyout of the leased equipment at the end of the Initial Term. Should Vendors take that to mean a Fair Market Value end of lease buyout? Or does the University consider a lease with a $1 end of lease buyout that contains a provision for the University to be able to terminate the lease before it ends if further funds are not appropriated for an operating lease?

Answer: The University does want an installment buyout to purchase the equipment for $1 at the end of the Initial Term. The University’s would own the equipment at the end of the Initial Term (5 years). The potential renewal periods (two, subsequent renewals of one-year each) would cover only the costs of service and maintenance, and click charges, if applicable, because the DCPS would be purchased through the lease buyout.

Question: What is the payment terms? Does the University pay annually, monthly or quarterly?

Answer: The University pays invoices Net 30. The University’s preferred method of invoicing and payment for this RFP would be monthly or quarterly, rather than annually.

Question: In Section 2.7.2. There is a reference to the address for sending invoices, but the address is missing. Where would invoices need to be sent?

Invoices would be sent to the University’s Invoice Processing Center at P.0. Box 820, Rantoul, IL 61866. The “Bill To” address is provided on purchase orders. A Department may request that an invoice be sent to their attention, or the Department may request a copy of the invoice.

Question: In Attachment KK, Section 1, Sub-Section 1.1.1., there is a Lease Option table with price fields. Should Vendors provide the pricing in the Lease Option Table in response to Requirement 1.1.1.?

Answer: No. The Lease Option Table was provided as an example only. All pricing should be provided as outlined in Section 2 – Pricing.

Question: IN Attachment HH – References, the requirement states that “if requested” Vendors will need to provide references. Will the University require references for this RFP?

Answer: The University reserves the right to request references. References may be contacted to confirm whether technical support will meet requirements defined in Attachment KK, Section 3.0.

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