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CITY OF ALBANY LEASE OF MULTIFUNCTIONAL COPIERS AND MAINTENANCE SERVICES RFP 2019-31 ADDENDUM #1 CITY OF ALBANY ---PAGE BREAK--- LEASE OF MULTIFUNCTIONAL COPIERS AND MAINTENANCE SERVICES RFB 2019-31 ADDENDUM #1 OCTOBER 22, 2019 The following information is provided as a result of question(s) posed by vendor(s): QUESTION Please clarify about Third Party Leasing is not acceptable. Minoria Tech LLC is a company that deals directly with HP, Canon, Xerox, Fujitsu and others. If the lease, equipment, maintenance, ink, etc...are done through one of the companies listed, but Minoria Tech LLC does the billing, is that considered a Third Party Lease? Thank you for the clarification and the opportunity. ANSWER Unfortunately, we would consider this a third party lease as the Minoria does the billing but the actual manufacturer holds the lease. QUESTION Why is the City of Albany rebidding this? ANSWER The City is rebidding the lease of printers as we have found that the initial RFP specs caused some confusion which may have created unfavorable and/or inaccurate bid results. Since this will be a four year contract, the City would prefer to have the terms of the contract as clear and concise as possible to avoid any misinterpretation. QUESTION Can we get copies on the vendors first response? ANSWER this information is available to the public by submitting a FOIL request. QUESTION A third party lease is not acceptable and will not be considered. I believe this clause would just about exclude every local or regional dealership. Even global organizations rebrand their leasing portfolios through Wells Fargo, GE, etc.. Curious as to why this restriction is bolded and underlined? ANSWER In an effort to obtain regular maintenance along with other services needed to keep the equipment running without delay, the City Of Albany requests to have a direct relationship with the vendor who holds our lease and maintains our equipment. This restriction has been bolded and underlined to avoid any miscommunication. QUESTION The City of Albany will have the right to terminate the contract at any time, with or without cause, upon thirty (30) days written notice. My experience has been that this specific clause, above all others prevents lease funding of any kind. Would a non-appropriation of funds addendum be considered? ANSWER Please refer to Answers #1 and The City Of Albany plans to award the contract to an entity that owns the equipment for lease to the City. A non-appropriation of funds addendum is not required in this scenario. ---PAGE BREAK--- QUESTION Would you please forward a sample City of Albany Professional Services Agreement? ANSWER Unfortunately, this request is outside the scope of the RFP process which provides potential bidders with the opportunity to clarify the RFP and the RFP procedure throughout the question and answer time period. QUESTION Per the Class 4 system, the specs are requiring that the system have a minimum of 2,000 sheets of paper combined with a 100 sheets bypass tray. On the left side of page 24 of the RFP it states that system Large Capacity cassette tray should be a minimum of 3,000 sheets of paper. My Kyocera 6053ci recommendation comes standard with two 500 sheets paper trays, I if I add an additional two 500 sheets paper trays this will give you a total of 2,000 sheets of paper and a 150 sheets bypass tray. My question do you need the 3,000 sheet letter side cart tray? If I add this this will give you a total of 5,150 sheets of paper. ANSWER The letter side cart tray is not necessary. Please indicate this adjustment on the bid sheet so that we are aware of the deviation from the specifications. QUESTION Data Security Kits come standard in all new Kyocera task alfa systems and will erase the Hard Disk Drive every time a copy, scan, print or fax takes place. My question, will you still need the Hard Disk Drives removed from each Kyocera task alfa if the hard drive is totally erased per every time a copy, scan, print or fax takes place. This feature is secure and will save the City of Albany money, if you have to buy new Hard Disk Drives for every Kyocera task alfa that National surrenders will cost money. Data Security Kit comes standard in their new Kyocera task alfa systems. Please let me know what you think on this matter. ANSWER This is something that we can certainly look into once a contract has been awarded or prior to award. Please mention this option on your bid sheet and please provide a quote for the hard drive surrender. QUESTION Requirements for Network ready machines 2/3 down on Page 8, System shall allow for security mechanism to prevent guest from scanning to personal e-mail and or home folders. Please elaborate on this. Will your IT department need some kind of authentication at the copier level to stop this from taking place. ANSWER Our IT Department has advised that they will take care of this requirement.