Miami-Dade County Public Schools
Procurement Management Services

Questions and Answers for bid: 033-KK11
(13)

Bid Number : 033-KK11  Opening Date : 9/9/2010
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Vanessa Flores 
Subject : Current Bid Information 
Question : Can you give me the number of the previous bid for the School Board?  
Answer : 128-FF11 
Date Posted : 8/11/2010 3:23:26 PM 
Attachment :

Bid Number : 033-KK11  Opening Date : 09/09/2010
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Vanessa Flores 
Subject : Pre-Bid Meeting Sign-In Sheet 
Question : Pre-Bid Meeting Sign-In Sheet 
Answer : Pre-Bid Meeting Sign-In Sheet 
Date Posted : 8/19/2010 10:25:10 AM 
Attachment : pre-bid meeting sign-in sheet 8-18-10.pdf

Bid Number : 033-KK11  Opening Date : 09/09/2010
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Vanessa Flores 
Subject : Cost Per Copy Charge 
Question : Should the Cost Per Copy Charge listed on the Bid Acquisition form include supplies? 
Answer : The Cost Per Copy is for service only. The bid prohibits vendors from bundling supplies in the service cost, therefore, this section should not include supplies. Vendors can either quote a cost for supplies in the Supplies Price section or they can identify the supplies as no cost. Vendors are NOT to note on the form included in cost. 
Date Posted : 8/19/2010 2:46:58 PM 
Attachment :

Bid Number : 033-KK11  Opening Date : 09/09/2010
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Vanessa Flores 
Subject : Special Conditions Section 16 
Question : In section 16 parts A and B, it states factory produced new model, newly manufactured, remanufactured, reconditioned, refurbishedare not acceptable and will be rejected. Xerox defines Factory produced new model equipment is manufactured and newly serialized at a Xerox factory, adds functions and features to a product previously disassembled to a Xerox predetermined standard, and contains both new components and recycled components that are reconditioned. Would those products be acceptable? 
Answer : No, those products would not be acceptable. 
Date Posted : 8/20/2010 1:59:35 PM 
Attachment :

Bid Number : 033-KK11  Opening Date : 09/09/2010
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Vanessa Flores 
Subject : Cost Per Copy Charge 
Question : On the bid proposal form, there is a section to list the cost per copy charge, which in the pre-bidders conference is to include all service and supplies. In addition, there is a section to list the price of toner. The industry standard today is for bundled cost per copy for maintenance where the cost per copy charge includes both service and consumable supplies. The current bid is asking for these to be priced separately with separate prices listed for service and then for cartons of toner cartridges etc. Would Miami Dade consider changing the requirement to a bundled cost per copy service plan where supplies are included in the maintenance contract for both purchased and leased equipment? Having the toner cost listed out is redundant since there is no additional toner cost as it is included in the cost per copy charge. 
Answer : Refer to previously answered question: The Cost Per Copy is for service only. The bid prohibits vendors from bundling supplies in the service cost, therefore, this section should not include supplies. Vendors can either quote a cost for supplies in the Supplies Price section or they can identify the supplies as no cost. Vendors are NOT to note on the form included in cost.  
Date Posted : 8/20/2010 2:01:26 PM 
Attachment :

Bid Number : 033-KK11  Opening Date : 09/09/2010
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Vanessa Flores 
Subject : Classes 3 and 4 
Question : We see that MDCPS has agreed to waive the 11x17 media size requirement for classes 1 and 2. We respectfully request that you also consider waiving those requirements for Classes 3 and 4. Doing so would allow the school system to more effectively drive down costs and increase productivity. Units that support maximum paper sizes of 8 1/5 x 14 also have much smaller footprints allowing them to be placed more strategically throughout the schools and administrative facilities. In addition, smaller units require less power further aiding in reduced costs. Areas needing 11x17 could take advantage of classes 5-8. Since this requirement is less prevalent throughout the district and more costly, we truly hope you consider waiving it for Classes 3 and/or 4. Thank you for your time and consideration. 
Answer : The changes have been made to Classes 1 and 2 and that will be the extent to which M-DCPS will be making changes with respect to your question. 
Date Posted : 8/23/2010 3:32:12 PM 
Attachment :

Bid Number : 033-KK11  Opening Date : 09/09/2010
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Vanessa Flores 
Subject : Color Classes 1, 2 and 3 
Question : As a part of Bid 033-KK11, Dade County Public Schools has included 3 Color Classes (Color 1, Color 2, Color 3). Would Dade County Public Schools waive the 11x17 requirement for Color Class 1? Doing so would allow the school system to more effectively drive down costs and increase productivity. Color units that support maximum paper sizes of 8 1/5 x 14 also have much smaller footprints allowing them to be placed more strategically throughout the schools and administrative facilities. In addition, smaller units require less power further aiding in reduced costs. Areas needing color 11x17 could take advantage of Color 2 and Color 3 classes. Since this requirement is less prevalent throughout the district and more costly, we truly hope you consider waiving it for Color Class 1. 
Answer : No changes will be made to Color Classes 1, 2 nor 3. 
Date Posted : 8/23/2010 3:34:38 PM 
Attachment :

Bid Number : 033-KK11  Opening Date : 09/09/2010
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Vanessa Flores 
Subject : Pages Per Minute 
Question : How many pages per minute are you considering segments 7 & 8?  
Answer : Bid 033-KK11 uses the terminology "Classes" and not "Segments" therefore please refer to the Bid Acquisition Forms on the attached bid as the information you are requesting is listed there as well. Class 7 100, Class 8 - 125  
Date Posted : 8/25/2010 11:08:37 AM 
Attachment :

Bid Number : 033-KK11  Opening Date : 09/09/2010
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Vanessa Flores 
Subject : Termination For Convenience 
Question : A Cancellation for Convenience will not enable the School Board to get the best possible price from any vendor. Can you please have this language amended to encompass the Cancellation for Non-Appropriation of Funds or have it removed entirely? 
Answer : Termination for Convenience is standard District language and is included in every and/or all District bids, therefore, this section cannot be removed. However, please refer to Section 17G for Lease Provision/Cancellation, Page SC15 of the Special Conditions for further clarification on this issue. In the past two decades of copier bids the District has not utilized this clause. However, please note, that this does not preclude the District from exercising this option, if needed. Vendors should also note that for all District contracts, including lease agreements, cancellation will be utilized if there is a non-appropriation of funds or funding has been depleted or substantially reduced to no longer support the essence of the agreement. A lease agreement is not considered a rental, therefore, pricing should not reflect that of a rental agreement. 
Date Posted : 8/27/2010 10:12:28 AM 
Attachment :

Bid Number : 033-KK11  Opening Date : 9/9/10
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Vanessa Flores 
Subject : Questions and Answers 
Question : See attached. 
Answer : See attached. 
Date Posted : 9/2/2010 9:41:45 AM 
Attachment : q & a 9-2-10.pdf

Bid Number : 033-KK11  Opening Date : 9/9/10
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Vanessa Flores 
Subject : Questions and Answers 
Question : See attached 
Answer : See attached 
Date Posted : 9/3/2010 10:30:20 AM 
Attachment : q & a 9-3-10.pdf

Bid Number : 033-KK11  Opening Date : 09/09/10
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Harry Eschbach 
Subject : Special Conditions #16 
Question : Will the District consider making a change to Special Conditions #16 Other Important Information A., with respect to the non-acceptance of equipment classified as Newly Manufactured by Xerox? 
Answer : To clarify Special Condition #16A, The District will allow devices classified as Newly Manufactured as long as the vendors do not submit devices/models that have a Domestic Introduction Date according to BLI older than two (2) years from the date of purchase of said device. This ensures that the district will only receive quotes on devices that are no more than 2 years old during the life of the bid. Due to the length of the evaluation period of this bid vendors must include devices introduced within the last 1.5 years. No vendor should have any submitted device older than 2 years on the bid at any given time. 
Date Posted : 9/8/2010 9:52:37 AM 
Attachment :

Bid Number : 033-KK11  Opening Date : 09/09/10
Bid Title : Multifunctional Devices, Copying Equipment, Servic 
Buyer : Harry Eschbach 
Subject : Insurance Requirements 
Question : The last sentence makes reference to a "Insurance and Indemnification Form" included with the bid. Could you please tell us where we can get a copy of this?  
Answer : Please see attached. 
Date Posted : 9/9/2010 8:34:07 AM 
Attachment : insurance requirements.pdf

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