Posted Date: 03/27/2019
Hempstead ISD is accepting proposals for the district copier contract. The proposal should
include the features listed below and address the concerns as listed. The proposal will be
approved by the Board of Trustees. The District may accept or reject any and all proposals.
Features included for all copiers:
Proposals should address the following:
Machines Considered in Proposal:
Two (2) hard copies of each proposal must be received by 11:00 a.m., Monday, April 15, 2019, at Hempstead ISD Administration, 1440 13th St., Hempstead, TX 77445. (May deliver via USPS mail to Hempstead ISD Administration, PO Box 1007, Hempstead, TX 77445.)
Any questions may be addressed to Alex Miller at email@example.com
Q & A
What is the anticipated start date for the new contract?
July 1, 2019
Which Board Meeting (date) are you planning on taking it to?
We plan on presenting our selection to the board for approval on April 15th (6PM start) provided we are able to make a determination before the meeting starts that night.
If not, we will schedule a special meeting later in April to get the selected contract approved.
How many copiers need fax capability?
None. we have separate dedicated devices for faxing purposes.
How many need to have color copy/print capability?
2. We want to replace our existing color copiers with a comparable solution.
With the 9 medium use machines (Greater than 20,000 per month but less than 50,000) – is that total or per machine?
With the 4 light use machines (less than 20,000 copies per month) – is that also total or per machine?
How many machines will need to have staple finishing capability?
We specialize in Texas Buy Board Purchasing Cooperative Coop pricing with our current education customers. Is Hempstead ISD accepting of the Texas Buy Board Purchasing Coop for this RFP?
In regards to the columns suggesting “network printers”, would desktop printers or small desktop multifunctional copiers want to be considered to be put in place? That way, those machines would have scanning and copying capability as well.
The 'network printer' changes were added because we were considering removing those copiers from the scope of the copier agreement altogether. They simply are not used enough to justify the cost of a leased and maintained copier. We were going to replace them with a standard PCS network printer.
In terms of the configuration of each copier and their estimated output volumes, is the number of paper drawers significant?
No, it is not.
Do any of the campuses and departments use Mac devices or computers?
We are mostly windows but we have a few Macs.
Do any of the teachers or staff use account codes when logging in to the copiers?
Every staff member used an account code to log into the copiers. That account code is linked to their Google account.
Does the school district use a current document and print management software system such as PaperCut? If not, would the school district consider adding a document management software system to the copier fleet?
We currently use Uniflow. It set up by the current lease company. We expect a software management system to be included in submitted proposals.
The RFP lists that Staple finishing is needed. Do any machines need to also have saddle stitch finishing?
No, we have no need for saddle stitch finishing.
How does the district prefer the meter read cycles? Monthly/Quarterly/Annually?
If you are referring to the copying pool count, we prefer annually as we have months of the year with very low copy count (summer) that could help cover other months of the year where we may go over the monthly quota.
What is the preferred term length for the lease?
Do the teachers and staff use badges when logging into the machines?
Every user currently uses a copier code (which is associated with their respective district Google account) to log into the copier.
Regarding average monthly volume, can you please provide separate average monthly volumes for color and BW?
What is the difference between the devices listed as Color Medium/Light and (color) Light-Medium? You stated that you want 2 Color devices in previous questions answered, so can you please clarify what (color) is representing?
Do devices need to be 11x17 capable?
There is no required amount of available trays. However, the existing trays should accommodate various sizes up to 11x17.
For the stapling feature, are you looking for an external staple finishing option or an internal staple finishing option? Is Hole Punch needed on any of the devices?
Can you please confirm that the (9) Medium Use devices are color coded in the dark green on the spreadsheet and the (4) Light Use devices are in the light green on the spreadsheet?
Regarding the software management system:
Can you please confirm what signed documents need to be included in the proposal?
Signed RFP proposal. Any additional required vendor information will be requested at a later date.
I wanted to find out what the percentage of total annual copies is color vs. b/w.