RFP#2526-01

	Question	Answer
1.	For the Secure Print software as part of the fleet RFP, did you want On-Prem version? or Cloud On-Line version?	We currently use an on-premise version but would be interested in a hosted version.
2.	What are the specs for the replacement for the Varioprint 140 and the ImagePress C910?	Details for this question are pending. Here are photos of the machines. CCIPC910 - multi-tray paper deck (D), main engine (C), document inserter (I), booklet maker/finisher (F), trimmer/folder (T) CVP140 (Big) - multi-tray paper deck (D), main engine (C), document inserter (I), booklet maker/finisher (F), document stacker (S), trimmer/folder (T) CVP140 (Small) - multi-tray paper deck (D), main engine (C), booklet maker/finisher (F),
3.	Does the District currently use badge or pin codes for authentication and/or secure release?	We use 26bit access control cards H10301 standard format. There are currently about 1500 staff that have one assigned to them. We would like to transfer the existing database of users so that we can continue to use the same cards and not have to assign new ones.
4.	Please confirm what device will be replaced in the District Office/IT location for a higher ppm machine, as mentioned on page 39 of the RFP.	The IT Department has a C5850i.
5.	We cannot find a model that is a C5130, is this a typo? If so, what is the correct current model?	The machine listed here is actually a Riso. It can be removed from the list and requirements.
6.	May offerors provide their template contracts/Agreement, or will there be an opportunity to negotiate the contract upon award?	Yes. We can negotiate the contract after award.
7.	Due to some of our executives working remotely across different cities and regions, we would like to inquire whether the District will accept electronically signed documents that include a digital certificate, such as those generated through Adobe Sign or a similar certified platform. Please confirm if this method of signature is acceptable for the submission of required forms and documents.	Yes. Electronic signatures are acceptable.
8.	What are the volumes of the machines?	Please see the linked report here (as of 09/2025). Please see the linked usage report here (as of 2024).
9.	What are the configurations and volume for the Production equipment?	Please see question #2 and #12.
10.	What is currently a “workroom” printer?	The typical school workroom printer is listed on the equipment list as the C6780i.
11.	What is in the copy center?	Please see question #2.
12.	Can we do a walk through at the print center?	Yes. Walk throughs are scheduled for 10/21/2025 and 10/22/2025 between 1pm-4pm. One of the Reprographics personnel will be on-hand to answer questions. You can visit any time during these windows and ask your questions. San Mateo-Foster City School District 1170 Chess Drive \| Foster City, CA 94404
13.	Is this request for an additional machine at the District Office? “District Office / IT: requesting a higher ppm machine”	Please see question #4.
14.	When does the lease expire and who is the lease through?	The current lease expires at the end of November 2025. It is currently with Pacific Office Automation.
15.	On the last RFP, did you include this statement regarding return of devices, if so, will they be removing current devices? "At termination of the lease, the successful Proposer will be responsible for the return of the devices. The intent to not keep the devices at the termination of the lease will be assumed at the commencement of the lease with no further notification required by the District. Termination of the lease will be automatic aon the payment of the final invoice."	The previous RFP states: "Free Pick-up: Return of equipment at the end of the lease term will be done at no charge to the District by the Vendor that originally conducted the install. District owned copiers will be picked up at no charge to the District by the Vendor replacing the equipment; exceptions may be mutually agreed to."
16.	Are there any other printer or specialty equipment that you’d like the management software to manage outside this RFP?	We have 2 Riso machines in the district that are on a maintenance and repair contract. It is possible (depending on the cost) that we may wish to continue using and maintaining these machines.
17.	Can the district provide current black and white and color usage for devices?	Please see question #8.
18.	How does the District currently managed Secure Print Release? Are users utilizing a PIN at the device panel or utilizing a card or fob to release prints?	Please see question #3.
19.	Do you have an average monthly volume breakdown per machine that can be provided?	Please see question #8.
20.	Do you have an average monthly volume breakdown for the 3 machines in the Reprographics Department?	Please see question #8.
21.	Page 25, # 31: This states a queue management software is required for machines 60ppm or higher, can you elaborate on this? Is the District currently using a Print Management System today? Are you looking for Follow Me Printing? If so, how many servers does the District currently have? Do you need to be able to badge into the device?	Yes, the district has an on-premise SecurePrint server. See question #1.
22.	Minimum Technical Requirements & Features: It states on #13 that Staple should be included, but #16 states the vendor shall quote with and without. Do you want staple & hole punch included on every device with the option for a booklet finisher, or do you want it itemized?	Yes, please include and itemize.
23.	Lease Equipment Pricing: Should the total for Proposer’s recommended solution include just the base units? If some machines need a booklet finisher and some need a standard staple finisher, how should we determine the total amount?	Yes, please include and itemize.
24.	Are fax kits needed on any devices or should this cost be itemized?	The district uses e-fax so these machines will not require any fax capability.