FAQ

RFP COPIER FAQS

Page 3, bullet #3: Please confirm that all MFP need duplex scanning, 3-hole punch, staple, color scanning, and fax units

  • All MFPs do not need fax units.
  • All MFPs do need duplex scanning, 3-hole punch, staple capability
  • Vendors with the ability to provide color scanning will be given extra consideration

Page 3 bullet #3 says "where noted" regarding additional paper trays. I did not see any notes on the attachment. How many trays are needed?

  • On the MFPs where Approximate Annual Volume is > 100,000 copies, we would request a large paper paper drawer for 8.5 x 11" paper and an additional tray for 8.5 x 14" or 11 x 17" paper.

Additional information needed for "ability to set one print/copy limit and have it totaled across all devices" on page 3 of 6 regarding a central management solution. I don't understand what is meant by this.

  • CCPS is asking for one copy limit to be setup for a school and all devices in that location count against the copy limit. (ie. I use copier 1 to make 50 copies, then I walk down the hallway and use copier 2 to make 50 copies. I will have 100 copies against my single copier code)

I'm trying to determine the faxing needs; it says in the overall scope on page 3 that all MFPs should have fax . The attachment shows fax needs separately. For example, Atlantic Elementary has 7 MFP and "2 faxes at location." Does this mean that 2 of the 7 MFP require fax?

  • Most of our schools are using a separate fax machine for the school. We would expect the school to be able to choose between a stand alone fax machine or a fax card in the MFP totalling the number of faxes indicated

Need more information on the configuration and technology needed for the replacement of the "Riso" duplicators?

  • If you have risograph machines, we would request that you would price those in the bid. If not, please leave them out. The Riso machines do not hookup to the network. We would want the ability to monitor counts on the Riso machines. This does not have to tie into the central management system as they would be stand alone devices.

Do any of the MFP require 11 x 17 paper handling capability? Any larger sizes?

  • All MFPs with multiple paper trays would need to have option to handle 11 X 17 paper. (see question 2 above)

I don't see where a speed/segment system is referenced. Does this mean we are to "right size" the replacement device directly/solely by the volumes given?

  • CCPS would expect for machines to be "right size" the replacement devices based on the Approximate Annual Volume

More detail needed on the document management solution. Legacy scanning or is this for a "day forward" scanning process? How many documents / files need to be archived? We should schedule a phone call or onsite visit to do a survey for this need.

  • Our document management solution would be taking the records of our students graduating (approximately 800) and taking them from a paper copy to a PDF document. This would need to be able to integrate with Scibbles Software for transcript retrieval. This could be done on-site at the three high schools or cataloged and taken off-site to be scanned.

Does the district require device print drivers to be PostScript compatible?

  • PostScript compatibility is not a requirement for our MFPs.

From the district website we notice the school also plans to utilize Chomebooks, should the proposed devices be Google Cloud Print Ready so that they can be registered to Google Cloud Print with no middleware required?

  • Google Cloud Print Ready devices would be an advantage in some situations, but not a requirement.

Does the district currently utilize iOS or Android tablets in the classroom such that proposed devices should include the ability to interface with these tablets via AirPrint, Android Mopria or Google Cloud Print?

  • We do currently use iOS tablets in some classrooms, but do not require printing from those devices.

From the district website we also notice it appears that the G Suite for Education platform hosted by Google is utilized. Would the ability to Scan-To/Print-From Google Drive directly on the operation panel of the device be of benefit to the district?

  • Scan to/Print From Google Drive would be an advantage in some situations, but not a requirement.

Does the district currently utilize Scantron forms for bubble sheet analysis? If so, can the district provide approximate number of Scantron forms used annually (by location if possible)?

  • We use PDF printable bubble sheets from Pearson Schoolnet. These are not scantron preprinted forms though. The copiers are used for scanning these printable forms into Schoolnet through Pearson ScanIt software.

In addition to the Document Management Solution, does the district desire the ability to scan documents in Searchable PDF, MS Word, MS Excel and MS PowerPoint formats? If so, would this be considered a preferred option or required option?

  • This would be an advantage in some situations, but not a requirement.

Does the district currently utilize the Home Directory feature of Active Directory for users to store files in a roaming profile?

  • We do utilize Home Directories, but not roaming profiles.

For devices that require a fax option, can the district provide an Approximate Annual Fax Volume on those devices? In addition, does the district incur a monthly cost for each of these individual fax lines?

  • We do not keep track of volume on fax machines. Most of our schools utilize a stand alone fax machine. Some locations do utilize a fax card within the MFP. Only the numbers listed would be the max need of fax machines or fax cards. We do currently pay for individual fax lines.

Can you please inform us as what your intensions are regarding the RISOs?

  • If you have risograph machines, we would request that you would price those in the bid. If not, please leave them out. The Riso machines do not hookup to the network. We would want the ability to monitor counts on the Riso machines. This does not have to tie into the central management system as they would be stand alone devices.

We noticed the high volume counts on several of your copier machines. Would you be possibly open to more heavy production oriented systems that can handle that type work load?

  • We are open to the suggestions of the bidders to "right size" or "right equip" the replacement devices based on the Approximate Annual Volume.

We were also wondering is there a requirement that the equipment being placed must be new and not refurbished or used? If so, will there be required verification that equipment is new?

  • As per the overall scope of our RFP, bullet two states "The selected vendor shall provide NEW multi-functional devices with copy, print, scan and fax capabilities at all locations identified in Attachment A."