Miami-Dade County Public Schools
Procurement Management Services

Questions and Answers for bid: 070-LL04
(6)

Bid Number : 070-LL04  Opening Date : September 13, 2011
Bid Title : IT Hardware 
Buyer : Harry Eschbach 
Subject : Q&A 
Question : Just wanted to verify that the warranty pricing should be included in the price of the printer in the excel bid proposal form (Format B). The bid states that the calculation for award "Total Yearly Cost" will include the cost of the printer. The bid also states that each device is to include three total years of warranty coverage. Printers are sold with one year warranty coverage standard. Are we to submit the cost of the extended warranty in the cost of the hardware for this calculation?  
Answer : The cost for the 3-yr warranty should be built into the cost of the printer. 
Date Posted : 9/9/2011 11:40:23 AM 
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Bid Number : 070-LL04  Opening Date : September 13, 2011
Bid Title : IT Hardware Bid 
Buyer : Harry Eschbach 
Subject : Q&A 
Question : If a manufacturer is responding but has a subcontractor fulfilling the orders, invoices, etc. please confirm the Occupational License the school would require is the one for the subcontractor and not the manufacturer. In light of HPs Personal Systems Group recent announcement would Miami Dade reconsider splitting the Tablets, Notebooks, Desktops and Servers into separate categories to allow for more OEMs to compete? If the School District will reconsider, would it be possible to extend the submission to Friday, September 16th? 
Answer : The O/L is to be submitted to my attention from the manufacturer with your proposal due no later than 2:00pm tomorrow 9-13-2011 This is posted under questions and answers, along with all other Q&A asked to date. The categories will not be sub-divided and the bid opening date was extended once to Sept 13 and will not be extended any further. 
Date Posted : 9/12/2011 2:09:57 PM 
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Bid Number : 070-LL04  Opening Date : 08/30/2011
Bid Title : IT Hardware 
Buyer : Harry Eschbach 
Subject : Q&A 
Question : There were some questions surrounding contract language. We would like some better understanding of MD Schools stand on flexibility surrounding the below areas: The short list of terms we would like to note follows (we would prefer to model these terms after the State of Florida PUR 1000 terms and conditions): ? Indemnification (modify per PUR 1000) ? Limitation of Liability (add per PUR 1000) ? Insurance (modify per Vendors Memorandum of Insurance. Vendor is adequately insured for the services and products Vendor provides.) ? E-Rate (Modify to remove Vendors sole responsibility to determine product eligibility. Customer must remain liable for payment for products deemed ineligible. The determination as to whether a product is eligible is based on many factors beyond Vendors control, including the actual usage by the customer.)  
Answer : Suggestion would be to email to my attention the language as it reads on our Bid and underneath indicate how your legal department wishes it to be reflected. I can then forward to our risk management department, attorney and e-rate department to ask for input on whether it adversly effects the District. The determination should be done prior to bid opening to avoid Vendors response being considered non-response due to unacceptable changes to the terms and conditions of the bid. 
Date Posted : 8/16/2011 12:04:12 PM 
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Bid Number : 070-LL04  Opening Date : August 30, 2011
Bid Title : IT Hardware 
Buyer : Harry Eschbach 
Subject : Q&A 
Question : 1. Q: Can the Bid opening date be extended for a week 2. Q: Can pricing be submitted on any other format other-than the District?s Format B spreadsheet 3. Q: Would the terms and conditions of the District?s Bid be open to negotiation 4. Q: What should the cost basis be for cost of supplies 5. Q: Is the printer warranty for 3 years 6. Q: Is W7 Starter ok to put on machines being sold to us rather than W7 Home 7. Q: Would an exchange program be considered versus the on-site service 8. Q: Can the manufacturer partner with local representation 9. Q: Can the specification offered by the vendor exceed the District requirement 10. Q: Group 1: Should the DVD be 16X and not 18X 11. Q: Group 6: Did we want the unit with a solid State Drive 12. Q: Group 7 (13?-14? Laptop): Since the webcam is standard in the machine can base price reflect this 13. Q: In group 8 is 8h & 8i duplicated 14. Q: Group 9: Should the resolution of the screen be 1600*900 15. Q: Group 11:Should the warranty period read 3 years and not 2 years as specified 16. Q: Printers (Item 2): Would we consider modifying the memory on the printer to read 32MB 17. Q: Item 4 Printers: Should the print Speed be the same as the scanner speed  
Answer : 1. A: No 2. A: No 3. A: It will be taken under advisement prior to bid opening 4. A: List Price and OEM 5. A: Yes 6. A: Windows 7 Starter edition is valid for us to upgrade to Windows 7 Pro 7. A: No 8. A: Yes, but the proposal must be submitted by the manufacturer 9. A: Absolutely 10. A: Yes 11. A: Provide the quote with a standard drive and then provide us an option for getting the drive as solid state 12. A: Yes 13. A: Yes 14. A: Yes 15. A: Yes 16. A: No 17. A: Item 4 Printers: Scanner speed was lowered to 23+ pages per minute to equal print speed of 23+ ppm.  
Date Posted : 8/19/2011 10:00:06 AM 
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Bid Number : 070-LL04  Opening Date : August 30, 2011
Bid Title : IT Hardware 
Buyer : Harry Eschbach 
Subject : Q&A 
Question : 1) I understand that the CPP analysis is to be used for comparison reason only and not to be posted on your shopping cart as the acquisition cost. Is this correct? 2) Quoting supply cost at list for the CPP calculation does not give a realistic CPP. It does not factor in the discounting of pricing for the District that respondents may offer. This may lead to a skewed CPP and cause a firm to be rejected. Would you reconsider this calculation? 3) Format ?B? response Form, Line 1 Printer Cost: Is this entry for the Printer hardware only or is it to include the three year warranty as a bundle price? 4) There is no line item entry for the supply items other than the CPP calculation. How would the respective schools know their cost? 5) The BID states that the CPP calculations are the first round of potential award. It then states that a follow on spot market RFQ would be issued. I understand from the Pre-bidders conversation that there will not be a second RFQ request. If the CPP is based upon supply list pricing, what is the determining factor for the award and what will get posted to your internal shopping cart?  
Answer : 1. Not necessarily. We can?t guarantee that we are not going to post the results of our CCP calculations (since these are being generated based on list supplies cost it would not seem to be an issue of a trade secret). That said if a unit is ?that more? expensive to operative it will not have to be worry about having its numbers publicized because it will not be awarded. 2. No. We are aware that using list pricing provides us with a worst case scenario in-terms of pricing however it is the only way to level the cost comparison field and avoid artificially discounted supplies cost in the calculations. 3. Include the three year warranty. The 3 year warranty is mandatory for M-DCPS and it must be bundled into the price for the calculations. 4. Toners are bought off the toners bid and schools are aware of this, or will be directed as such if they inquire. 5. As the District carefully re-enters the printer market we reserve the right to weigh-in not only the acquisition price but also the ongoing expense of a given printer. Though printer cost is usually the deciding factor we reserve the right to not award to a unit whose acquisition price is low however its total cost of ownership is far higher than its competitors.  
Date Posted : 8/22/2011 11:58:05 AM 
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Bid Number : 070-LL04  Opening Date : September 13, 2011
Bid Title : IT Hardware 
Buyer : Harry Eschbach 
Subject : Q&A 
Question : 1) Special Conditions #2 ? ?Printer award will be based on EITHER Calculated Cost per Page OR Calculated Total Yearly Cost. ? a. Why are there two separate calculations? b. It seems as if the main difference in the two categories is the cost of the device. In an effort to make the award criteria more streamlined and fair, could we add cost of device to CPP formula to streamline? 2) Special Conditions #2 - ?Bid may be awarded to a maximum of (3) bidders for each category: Category 1 (Desktops, Laptops, & Servers) and Category 2 (Printers).? a. Will there be separate awardees per printer class? 3) Special Conditions #8 ? ?The warranty? shall be for no less than three years? The successful vendor will be responsible to repair each unit during the warranty period, at no cost to the Board.? a. Does the clause apply to damage that is due to end user misuse? b. Considering the low acquisition costs of some printers (i.e. Item #1), would the district consider simply replacing the unit rather than paying more for the cost to extend the warranty? 4) Special Condition #17 ? ?Assignment. Manufacturer may not assign bid. The foregoing shall not be construed to limit the Awardees? right to use qualified subcontractors in the performance of portions of the services provided hereunder.? a. Can you confirm that these resellers/ subcontractors can be used for any portion of this bid (i.e. sales execution, break/ fix service)? 5) Special Condition #31 & #38 (J) ? ?Labels should be affixed in an easy to view area on the outside of the CPU housing.? a. Please confirm that labels are not required for printers. 6) Please confirm that the requirement ?Embedded 10/100/100 Ethernet? for the ?Large Lab Color Network Duplex Laser (Item 3) is a mistake and that ?Embedded 10/100 Ethernet? is the actual requirement. 7) Can you please confirm what type of documentation is sufficient for section 5.0 requirement ?A. Provide documentation to support that the manufacturer has shipped 200,000 units during a 12 month period to the K-12 market.? Is a statement from the manufacturer in that line item sufficieint? 8) Would you consider lowering the memory requirement for ?Item 3 ? Large Lab Color Network Duplex Laser,? from 256mb to 128mb? 9) Would you consider lowering the processor requirement for ?4 - Monochrome Multifunction? from 300 MHz down to 266 MHz? This is more in line with the speed and the rest of the product requirements. If not, would you consider increasing the speed requirement to 40 pages per minute to increase the class of the device up to the processor spec?  
Answer : 1. The District is treading back carefully into the printer arena with a carefully eye on the ongoing cost of consumable and as such is looking to give itself as much flexibility in deciding what devices will provide the best short and long term value. 2. Yes, printers may be awarded separate from three main (desktop, laptop, server) manufacturers since several PC manufactures do not make printers and several printer manufacturers do not make PC?s. 3. (A) It is a three year extended warranty not an accident insurance policy, (B) All equipment sold to the district must come with a three year warranty 4. Manufacturer must submit bid; however, are required to utilize local support 5. No, labels will not be required on the printers 6. The specification should read ?Embedded 10/100 Ethernet? 7. Yes, signed by an officer of the company and name of location 8. No for this bid, though we will consider it for consideration in a future specification 9. No for this bid, though we will consider it for consideration in a future specification  
Date Posted : 8/25/2011 9:31:03 AM 
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