RFP#2627-01 Q&A

	Question	Answer
1.	I did not see the accessories you would like for the (2) B/W Production (replacing the Canon VP 130’s) and (1) Color Production Units (Canon V 900) I see the request on pg. 37 for the Units but do not see the accessories you would like included.	Machine Color (IPV900) Main Unit PrismaSync Print Server LP IPR V900 Series Set w/Upright Panel Resale License IPR Series Light w/ Win11 Upgrade Kit Booklet Finisher Puncher Unit Booklet Trimmer Document Insertion Unit Printer Cover Color Image Reader Multi Drawer Standard Power Filter Diag Pwr Filt B&W (big) VPDP 140 Series Quartz Set VarioPRINT DP Line 130 Base License w/Printer Operation Care Set (Quartz) External Paper Input Module Puncher Unit Booklet Trimmer Booklet Finisher High Capacity Stacker Document Insertion Unit POC Kit Standard Power Filter High Volume Connectivity Over 80PP B&W (small) VPDP 140 Series Quartz Set VarioPRINT DP Line 130 Base License w/Printer Operation Care Set (Quartz) Elan External Paper Input Module Puncher Unit Booklet Finisher POC Kit Standard Power Filter High Volume Connectivity Over 80PPM
2.	Would it be okay for me to bid an 85 page per minute device even though the request is for an 86 page per minute device?	No. The RFP requires at least 86 pages per minute.
3.	We'd like to evaluate your machine usage and better understand your business needs to see how we can best support you.	The District has outlined its relevant needs in the RFP. No further evaluation is needed.
4.	Are the questions/responses being submitted going to be available to all the vendors who will be responding to the RFP?	All questions from all vendors are posted here in the Q&A.
5.	Will the district accept 2 different Manufacturer such as Toshiba(classrooms) and Xerox(Reprographics) for the RFP?	Yes, but the district prefers a single manufacturer for standardization and consistency.
6.	In the RFP you mentioned that you would like the 3rd Large Capacity Feeder being able to handle different paper size, but would you be okay with only 2 of the trays being able to handle different sizes?	Please see the minimum requirements in the RFP. The workroom machines, aside from those in the specified locations, require a single high-capacity unit in addition to the main machine’s paper trays so that staff only have to load a single high-capacity tray for larger jobs.
7.	Regarding the equipment configuration on the Reprographics devices. These have a wide variety of paper input, finishing, and print controller options and I want to make sure to quote apples to apples along with potentially address any additional feature/function requests?	See answer #1.
8.	Can you please elaborate on your existing solution set that you are using for device authentication, release of print jobs, etc. (PaperCut, uniFLOW, etc.) along with if the desire is to be able to utilize card readers or just PIN codes on the new solution?	The District uses uniFlow on an on-premise server. Secure print release, user authentication, accounting, and reporting are done through uniFlow. The District uses RFID 26-bit Wiegand format cards assigned to users so that they can authenticate onto the machines and pick up their print jobs securely. We wish to continue to use the existing cards assigned to our users.
9.	Please confirm the reason this solicitation has been re-issued. Was the previous RFP awarded, cancelled, or withdrawn? If cancelled or withdrawn, please provide any available details regarding the decision and whether any changes have been incorporated into the current solicitation.	The previous RFP was cancelled and all bids rejected. This was due to the automatic renewal of the District’s previous contract which required the District to push back the timing of this procurement process.
10.	Please confirm where you would like for vendors to include pricing for the Print Management Software within the Price Sheet.	The District uses uniFlow on an on-premise server. Secure print release, user authentication, accounting, and reporting are done through uniFlow.
11.	Can the District provide the average monthly black & white and color volumes for each existing device, or at minimum by device type (Office, Workroom, Reprographics)?	Here is a Sheet showing the average monthly usage for the existing machines.
12.	The RFP specifies an annual black & white copy pool of 8.5 million copies. Can the District provide the anticipated annual color copy volume or expected color click quantity for pricing purposes?	Here is a Sheet showing the average monthly usage for the existing machines.
13.	Are the existing Canon devices currently leased? If so, when do the leases expire, and will the District be responsible for any remaining obligations?	The current machines are leased. The current lease agreement expires August 20, 2026.
14.	Please describe the District's current print management solution, if any. Are secure print release, user authentication, accounting, and reporting currently being utilized?	The District uses uniFlow on an on-premise server. Secure print release, user authentication, accounting, and reporting are done through UniFlow.
15.	Does the District currently utilize employee ID badges or proximity cards that the proposed solution should integrate with, or is PIN authentication acceptable?	The District uses RFID 26-bit Wiegand format cards assigned to users so that they can authenticate onto the machines and pick up their print jobs securely. It is required that users be able to use their existing cards.
16.	For the secure release is there a preference of cloud vs onsite?	See answer #14.
17.	Any additional nice to have features such as secure scanning?	Please see the minimum requirements in the RFP, as well as preferred features.
18.	Do you need digital fax connectors for MFDs?	Not needed. The District currently uses Imagicle StoneFax which leverages email for fax sending.
19.	For the Reprographics devices, are booklet making, saddle stitch, folding, perfect binding, inserters, or other production finishing accessories required?	See answer #1.
20.	Is the District expecting all 73 devices to be installed during the weekend of August 29, or can implementation occur in phases?	The District would like to have machines installed by August 29, 2026. Installation can commence following award and contract execution.
21.	May offerors include their Agreements for Leasing and Maintenance as part of the proposal response?	The District will provide the Equipment Lease Agreement incorporating the general terms in the RFP. The costs for leasing (hardware) and maintenance should be included on page 36, REQUEST FOR PROPOSAL #2627-01 PRICE FORM. Maintenance costs should be included as part of the 8.5 million copy pool. The Proposer shall provide its Service and Maintenance Agreement for review by the District.
22.	Would the District accept electronically executed signatures (e.g., DocuSign or another legally recognized electronic signature platform) on proposal documents requiring an authorized signature, in lieu of original wet signatures? Our authorized corporate signer is located in a different office, and this clarification will help ensure timely submission of our proposal.	Yes.
23.	When will the Q&A questions be posted?	Questions and answers have been posted on July 23, 2026. Final questions and answers will be posted on July 28, 2026 at 4pm.
24.	Given that the proposal due date is scheduled for this week and the responses to the submitted questions have not yet been released, would San Mateo-Foster City School District consider extending the proposal due date by two (2) weeks? The additional time would allow all prospective proposers sufficient opportunity to review the Q&A responses, incorporate any resulting clarifications into their proposals, and submit the most complete and responsive proposals possible.	The district will not extend the deadline at this time. Questions and answers have been posted since July 23, 2026 with some questions pending. They will be addressed by 4pm, July 28, 2026.
25.	Page 25 Section 9: Work room and Office machines are spelled out on what to include, however. I did not see the accessories you would like for the (2) B/W Production (replacing the Canon VP 130’s) and (1) Color Production Units (Canon V 900) I see the request on pg. 37 for the Units but do not see the accessories you would like included.	See answer #1.
26.	Is the District currently utilizing any print management software not native to the devices? (e.g. PaperCut, uniFLOW, uniFLOW Online, etc.)	See answer #14.
27.	Is the District paying for color prints/copies on the color Office Machines and Reprographics device on a monthly basis with a per copy charge?	Yes.
28.	What are the current configurations of the 3 Reprographics devices including but not limited to: finishing accessories such as staple, fold, hole punch, or trimmers, additional paper trays, Fiery or external RIP, Digital Front Ends?	See answer #1.