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Alexander County North Carolina Request for Proposals No. 2023-0201 Managed Print Services ADDENDUM #2 - 02/07/2023 1. Question: “Do you have a print server?” a. Answer: Yes. The majority of County copiers are tied to two Windows 2012 R2 print servers. Users print via the print servers. Site-to-site VPN users print via IP address directly to the copiers. 2. Question: “How do you currently deploy printers to end users?” a. Answer: We deploy printers to end users via shared printers through the two Windows print servers mention in Question 3. Question: “Are you currently using any kind of specific software that may need to connect to our devices?” a. Answer: To the knowledge of staff, we currently do not use any software that directly interfaces with the copiers. 4. Question: “Current machine configuration or do you have a standard configuration in mind?” a. Answer: Location-based machine configurations should be mostly accurate as stated in the RFP – Also see the Copy County per Machine list attached to this Addendum to address Question We have modified some configurations on an as-needed basis as needs changed (ex. Adding a FAX board where needed). A proposal which mirrors the current configuration stated should be sufficient to meet current needs. 5. Question: “Average volume per device?” a. Answer: In lieu of an average volume per device, a list detailing the copy count per device per quarter is attached to this addendum. We have also received requests to visit county facilities in order to view the inventory of machines currently deployed. We interpret this request as an effort by vendors to submit a proposal that may deviate from the current number and types of machines deployed in order to consolidate at some locations as a cost saving mechanism to the County and thus, a lower cost-per-copy bid being submitted. ---PAGE BREAK--- It would be the preference of Alexander County to maintain the number and types of machines currently deployed at their respective locations, however, we invite vendors to submit both a base bid from the number and configurations currently in use as well as an alternate bid with suggested modifications to the number, type, or configuration of machines which the vendor recommends as a cost saving opportunity for the County. Attached to this Addendum are two PDF files; “Copy Count Per Machine” and “Current Machine Configurations”. “Copy Count Per Machine” details the machine location, model number, and copy counts by quarter as well as a four quarter average per machine. Note that the table is broken down by counts for both B&W and color prints per machine so some machines appear twice in the sheet by department / location (device ID’s are provided so you may identify where the same machine is shown for both types of copies). The “Accessories” file details specific current configurations of machines so vendors may better identify what configurations are currently deployed. END OF ADDENDUM #2 ---PAGE BREAK--- DEPARTMENT NOTE MODEL # EQUIP ID TYPE Comm Room ES356 58393 B&W 165 218 356 396 284 Mail Room E5506AC 78311 Color 6,933 5,918 5,024 5,630 5,876 Mail Room E5506AC 78311 B&W 7,932 9,223 7,538 7,031 7,931 Coop Ext E3505AC T0689 Color 1,951 9,361 6,148 7,058 6,130 E3505AC T0689 B&W 1,419 3,373 3,337 3,276 2,851 Animal Svs LEXC4150 P7005 Color 1,740 2,616 2,225 2,221 2,201 LEXC4150 P7005 B&W 538 739 1,079 336 673 LEXC4150 P7007 Color 1,103 1,126 1,036 850 1,029 LEXC4150 P7007 B&W 150 161 135 130 144 E2555C 67108 Color 1,704 2,377 1,957 1,605 1,911 E2555C 67108 B&W 1,615 1,600 2,034 1,571 1,705 LEXM3150 74722 B&W 1,060 2,053 1,303 2,521 1,734 LEXM3150 74718 B&W 738 1,349 1,729 2,073 1,472 LEXM3150 73487 B&W 349 942 524 881 674 LEXM3250 79182 B&W 393 377 182 569 380 E3055C 77192 Color 1,920 10,112 3,268 6,634 5,484 E3055C 77192 B&W 1,049 2,242 1,664 6,017 2,743 Compliance David Moose E2550C 64120 Color 208 176 93 366 211 E2550C 64120 B&W 1,672 640 477 442 808 E4505AC 74712 Color 13,365 15,423 15,758 16,399 15,236 E4505AC 74712 B&W 7,483 6,505 6,801 4,547 6,334 E7508A 78332 B&W 30,531 0 0 0 7,633 E7508A 78291 B&W 24,561 0 0 0 6,140 E3508A 74730 B&W 13,484 13,672 14,311 13,569 13,759 E5508A 74714 B&W 9,723 175 0 0 2,475 E5508A 74713 B&W 17,027 13,805 17,256 16,659 16,187 E7518A CM2523 B&W 12,316 47,497 45,428 45,872 37,778 ES7518A CM2524 B&W 0 72,335 54,961 58,990 46,572 ES5518A 78588 B&W 0 14,307 12,904 12,783 9,999 Courthouse CPS LEXM3150 82160 B&W 1,007 1,084 1,187 1,210 1,122 E3040C 58505 Color 1,596 1,122 1,407 2,038 1,541 E3040C 58505 B&W 1,358 963 1,712 1,352 1,346 Four Qtr Avg Administration JAN-MAR 2022 APR-JUN 2022 JUL-SEP 2022 OCT-DEC 2022 Board of Elections DSS EDC Page 1 of 6 NOTE TO VENDORS: Alexander County currently has only 87 total devices in use. The table below shows more than that number of devices but is due to the fact that some devices were swapped out mid-year as noted by those device ID's showing a zero count for some quarters. Please use 87 devices as the count when establishing a baseline machine number for your proposal. ---PAGE BREAK--- DEPARTMENT NOTE MODEL # EQUIP ID TYPE Four Qtr Avg JAN-MAR 2022 APR-JUN 2022 JUL-SEP 2022 OCT-DEC 2022 Bethlehem E256 58389 B&W 764 705 1,143 1,071 921 Sugarloaf E3508A 77277 B&W 630 574 865 1,105 794 Taylorsville E2000AC 75877 Color 3,325 2,680 3,107 2,344 2,864 E2000AC 75877 B&W 4,244 3,662 4,464 3,359 3,932 E4505AC 74711 Color 822 1,307 1,061 809 1,000 E4505AC 74711 B&W 17,570 20,360 19,174 15,379 18,121 E3005AC 74801 Color 4,156 3,669 6,556 3,247 4,407 E3005AC 74801 B&W 4,015 2,302 3,337 2,249 2,976 0 0 0 0 0 ES3518A 79518 B&W 0 0 0 0 0 E456 58395 B&W 2,843 46 1,033 0 981 4518A CM31775 B&W 0 0 4,756 1,745 1,625 E5506AC T0839 Color 5,293 2,719 2,273 3,377 3,416 E5506AC T0839 B&W 18,804 14,732 15,722 18,779 17,009 E3505AC T0032 Color 5,190 6,231 8,646 7,593 6,915 E3505AC T0032 B&W 11,326 13,129 11,597 12,789 12,210 LEXM3150 P5725 B&W 1,881 2,637 2,970 2,744 2,558 LEXM3250 CM2525 B&W 0 0 3,832 1,094 1,232 Environmental E3040C 58540 Color 2,121 2,684 2,376 2,746 2,482 Health E3040C 58540 B&W 1,081 1,207 1,190 1,077 1,139 E2000AC 75685 Color 63 198 218 467 237 E2000AC 75685 B&W 801 225 225 195 362 E3005AC 76092 Color 214 525 276 298 328 E3005AC 76092 B&W 198 184 160 188 183 ES3525C T0497 Color 0 0 4,695 33 1,182 ES3525C T0497 B&W 0 0 3,405 53 865 E3040C 62142 Color 3,204 183 3,583 0 1,743 E3040C 62142 B&W 2,698 164 3,011 0 1,468 Building Inspections Health IT Admin Bldg Services Bldg EMS EMS GARAGE EMS Finance Fire Marshall Page 2 of 6 ---PAGE BREAK--- DEPARTMENT NOTE MODEL # EQUIP ID TYPE Four Qtr Avg JAN-MAR 2022 APR-JUN 2022 JUL-SEP 2022 OCT-DEC 2022 ES5055C 70225 Color 4,254 7,011 4,302 4,858 5,106 ES5055C 70225 B&W 3,646 3,762 5,054 3,235 3,924 LEXM3150 78405 B&W 5,020 5,893 15,313 0 6,557 LEXM3150 P6638 B&W 0 0 0 7,259 1,815 Bethlehem E2505AC 74709 Color 2,112 2,742 709 1,380 1,736 E2505AC 74709 B&W 1,086 861 1,427 1,677 1,263 Stony Point E3540C 60556 Color 19 39 70 80 52 E3540C 60556 B&W 80 133 299 281 198 E3008A 74707 B&W 0 2,990 1,394 1,136 1,380 E3305AC 75566 Color 1,968 2,731 1,227 3,190 2,279 E3305AC 75566 B&W 2,976 3,044 3,042 2,696 2,940 LEXM3150 74717 B&W 4,361 4,784 7,041 6,886 5,768 LPA E3008A 74703 B&W 3,417 3,866 3,287 2,724 3,324 E3540C 60336 Color 926 684 823 708 785 E3540C 60336 B&W 2,458 4,388 2,522 3,086 3,114 E3540C 58382 Color 3,841 1,318 3,339 2,811 2,827 E3540C 58382 B&W 2,780 1,692 2,136 2,000 2,152 E3040C 58541 Color 3 563 3,005 0 893 E3040C 58541 B&W 482 1,057 410 773 681 E2550C 63594 Color 413 557 240 280 373 E2550C 63594 B&W 811 583 389 204 497 E4505AC 71823 Color 4,809 3,577 1,255 1,036 2,669 E4505AC 71823 B&W 4,529 5,634 6,683 5,383 5,557 LEXM3150 74724 B&W 366 93 6 0 116 LEXM3150 74723 B&W 2,955 1,497 1,229 1,032 1,678 Landfill Library Library Library Taylorsville Solid Waste Admin Bldg Resource Center Recreation Rocky Face Park 3451 Rocky Face Church Rd 3645 Rocky Face Church Rd Register of Deeds Page 3 of 6 ---PAGE BREAK--- DEPARTMENT NOTE MODEL # EQUIP ID TYPE Four Qtr Avg JAN-MAR 2022 APR-JUN 2022 JUL-SEP 2022 OCT-DEC 2022 LEXM3250 P9205 B&W 0 0 0 0 0 E4555C 63629 Color 638 667 445 1,136 722 E4555C 63629 B&W 6,648 6,122 9,175 6,419 7,091 LEXM3250 P7697 B&W 4,683 976 688 5,200 2,887 LEXM3150 P5779 B&W 2,930 173 122 1,864 1,272 E356 58391 B&W 84 38 131 0 63 E3040C 58259 Color 415 473 597 395 470 E3040C 58259 B&W 629 609 606 439 571 LEXM3150 P5776 B&W 0 12 0 0 3 E256 60206 B&W 3,040 2,319 1,739 1,538 2,159 E3505AC 72827 Color 1,182 1,122 963 1,118 1,096 E3505AC 72827 B&W 4,919 4,430 3,952 4,161 4,366 E256 60330 B&W 138 454 499 551 411 E256 60332 B&W 3,203 2,352 2,703 4,213 3,118 E456G 60307 B&W 2,020 2,596 1,691 3,036 2,336 E3505AC 74049 Color 4,636 5,235 5,804 5,202 5,219 E3505AC 74049 B&W 5,762 7,782 6,986 7,662 7,048 E2050C 75056 Color 2,715 2,637 2,918 3,170 2,860 E2050C 75056 B&W 2,965 3,211 4,321 3,028 3,381 E2508A 74794 B&W 29,207 35,185 30,597 30,900 31,472 E256 60335 B&W 424 510 674 465 518 LEXM3150 P5776 B&W 0 0 0 0 0 Senior Center Taylorsville Sheriff Detention Page 4 of 6 ---PAGE BREAK--- DEPARTMENT NOTE MODEL # EQUIP ID TYPE Four Qtr Avg JAN-MAR 2022 APR-JUN 2022 JUL-SEP 2022 OCT-DEC 2022 LEXXC4140 73737 Color 863 1,030 885 405 796 LEXXC4140 73737 B&W 135 91 236 58 130 E3040CG 60337 Color 1,512 1,558 1,478 1,121 1,417 E3040CG 60337 B&W 2,321 2,001 2,287 1,829 2,110 E3040C 58503 Color 454 0 0 0 114 E3040C 58503 B&W 509 1 0 0 128 ES3515C 78911 Color 0 5,479 2,178 0 1,914 ES3515C 78911 B&W 0 2,349 788 0 784 E3540C 58386 Color 373 212 139 175 225 E3540C 58386 B&W 1,317 1,165 929 819 1,058 LEXXC4140 78251 Color 467 454 585 496 501 LEXXC4140 78251 B&W 529 759 1,333 687 827 LEXM3250 79246 B&W 858 755 3,518 2,290 1,855 LEXM3150 P5781 B&W 350 2,536 2,683 376 1,486 LEXM3150 P5780 B&W 4,277 1,561 3,519 3,901 3,315 LEXM3150 P5777 B&W 1,823 1,256 2,124 1,400 1,651 LEXM3150 P5778 B&W 4,064 707 611 1,949 1,833 LEXM3150 P5645 B&W 2,585 2,881 2,868 1,497 2,458 LEXM3150 P5775 B&W 0 0 0 0 0 LEXC4150 72438 Color 396 165 0 0 140 LEXC4150 72438 B&W 200 516 612 584 478 LEXM3150 P5724 B&W 0 0 0 794 199 LEXM3250 68858 B&W 93 173 573 1,676 629 LEXM3250 P4097 B&W 1,231 1,900 1,233 2,710 1,769 E2508A 74708 B&W 1,991 1,956 3,587 1,775 2,327 LEXCS748DE 71615 Color 73 144 86 68 93 LEXCS748DE 71615 B&W 1 9 4 29 11 Bethlehem LEXXC4140 P5765 B&W 213 218 313 257 250 Tax Office Veteran's Taylorsville 911 Communications Soil & Water Page 5 of 6 ---PAGE BREAK--- DEPARTMENT NOTE MODEL # EQUIP ID TYPE Four Qtr Avg JAN-MAR 2022 APR-JUN 2022 JUL-SEP 2022 OCT-DEC 2022 LEXXC4140 78349 Color 3,902 4,083 3,673 2,850 3,627 LEXXC4140 78349 B&W 1,435 2,033 2,284 2,189 1,985 Total B&W 326,976 383,100 395,420 374,720 370,054 Total Color 90,879 110,908 104,428 94,194 100,102 Human Resources Page 6 of 6 ---PAGE BREAK--- Accessories DEPARTMENT NOTE MODEL # EQUIP ID TYPE FINISHER HOLE PUNCH UNIT FAX OPTIONAL FUNCTION KIT PAPER DRAWERS CAPACITY EA ADDITIONAL FEEDER CAPACITY EA Comm Room ES356 58393 * B&W NO NO NO PRINTER/SCANNER 2 550 1 1100 Mail Room ES5506AC 78311 * Color FINISHER 2/3 HOLES YES 2 540 1 2360 Ag. Ext. Services ES3505AC T0689 * Color SADDLE STITCH 2/3 HOLES YES 2 550 1 2000 Animal Svs LEXC4150 P7005 * Color NO LEXC4150 P7007 * Color NO E2555C 67108 * Color INNER FINISHER NO YES 2 550 1 2000 LEXM3150 74722 * B&W NO LEXM3150 74718 * B&W NO LEXM3150 73487 * B&W NO LEXM3250 79182 * B&W NO E3055C 77192 * Color INNER FINISHER 2/3 HOLES YES 2 550 1 2000 Compliance Services E2550C 64120 Color INNER FINISHER 2/3 HOLES NO 1 250 1 550 E4505AC 74712 Color SADDLE STITCH 2/3 HOLES YES 2 550 1 2000 E3508A 74730 B&W INNER FINISHER 2/3 HOLES NO PRINTER/SCANNER 2 550 1 2000 E5508A 74714 B&W FINISHER 2/3 HOLES NO PRINTER/SCANNER 2 540 1 2360 E5508A 74713 B&W FINISHER 2/3 HOLES YES PRINTER/SCANNER 2 540 1 2360 E7518A CM2523 B&W FINISHER 2/3 HOLES YES PRINTER/SCANNER 2 540 1 2360 ES7518A CM2524 B&W FINISHER 2/3 HOLES YES PRINTER/SCANNER 2 540 1 2360 ES5518A CM78588 B&W Courthouse CPS LEXM3150 82160 B&W EDC 3040C 58505 Color NO NO NO 2 500 1 2000 Bethlehem ES256 58389 * B&W NO NO YES PRINTER/SCANNER 2 550 Taylorsville 3540C 58387 * Color FINISHER 2/3 HOLES YES 2 500 1 2000 Finance Administration 3540C 58384 * Color FINISHER 2/3 HOLES YES 2 500 1 2000 Administration EMS Board of Elections DSS Page 1 of 4 ---PAGE BREAK--- Accessories DEPARTMENT NOTE MODEL # EQUIP ID TYPE FINISHER HOLE PUNCH UNIT FAX OPTIONAL FUNCTION KIT PAPER DRAWERS CAPACITY EA ADDITIONAL FEEDER CAPACITY EA Fire Marshall ES3005AC 74801 * Color INNER FINISHER 2/3 HOLES YES 2 550 1 2000 Garage ES255 52309 B&W NO NO YES PRINTER/SCANNER 2 550 ES456 58395 * B&W FINISHER NO NO PRINTER/SCANNER 2 550 1 2000 E3530 54069 Color FINISHER 2/3 HOLES YES 2 500 1 2000 6540C 58315 * Color FINISHER 2/3 HOLES YES 2 500 1 2000 Env Health 3040C 58540 * Color NO NO NO 2 500 IT Administration 3040C 58543 * Color HANGING NO YES 2 500 1 2000 Inspections Services 3040C 62142 * Color HANGING NO YES 2 500 1 2000 Landfill Lexmark Printer LEXM3150 P6638 B&W NO 1 500 ES3008A 74707 B&W NO ES3005AC 75566 Color INNER FINISHER NO YES 2 550 1 2000 LEXM3150 74717 B&W NO 1 550 Stony Point ES3540C 60556 Color HANGING FINISHER NO NO 2 500 Bethlehem ES2505AC 74709 * Color NO NO YES 2 550 LPA ES3008A 74703 B&W NO NO YES PRINTER/SCANNER 2 550 1 1000 Pretrial Release ES3540C 60336 Color HANGING FINISHER NO YES 2 500 Recreation Services 3540C 58382 Color FINISHER 2/3 HOLES YES 2 500 1 2000 ES4505AC 71823 Color NO NO YES 4 550 LEXM3150 74724 B&W NO 2 550 LEXM3250 P9205 B&W NO 1 550 LEXM3150 74723 B&W NO 1 550 E3040C 58541 Color NO E2550C 63594 Color NO ES4555C 63629 Color NO NO YES 2 550 LEXM3250 P7697 B&W NO LEXM3150 P5779 B&W NO Taylorsville Library Rocky Face Park Register of Deeds Senior Center Health Page 2 of 4 ---PAGE BREAK--- Accessories DEPARTMENT NOTE MODEL # EQUIP ID TYPE FINISHER HOLE PUNCH UNIT FAX OPTIONAL FUNCTION KIT PAPER DRAWERS CAPACITY EA ADDITIONAL FEEDER CAPACITY EA ES356 58391 B&W NO NO NO PRINTER/SCANNER 2 550 ES3040C 58259 Color HANGING NO NO 2 500 1 2000 LEXM3150 P5776 B&W NO ES256 60206 B&W NO NO NO PRINTER/SCANNER 2 550 ES3505AC 72827 Color NO NO YES 2 550 1 2000 ES256 60330 B&W NO NO NO PRINTER/SCANNER 2 550 ES256 60332 B&W NO NO NO PRINTER/SCANNER 2 550 ES2508A 74794 B&W NO NO YES PRINTER/SCANNER 2 550 1 2000 ES256 60335 B&W NO NO YES PRINTER/SCANNER 2 550 ES456G 60307 B&W FINISHER 2/3 HOLES YES PRINTER/SCANNER 2 550 1 2000 ES3505AC 74049 Color NO NO YES 2 550 1 2000 ES2000C 75056 Color NO NO NO 1 250 1 2000 1 550 E3540C 58386 Color NO NO YES 2 500 1 2000 LEXXC4140 78251 Color NO 1 550 LEXM3250 79246 B&W NO 1 550 LEXM3150 P5781 B&W NO 1 550 LEXM3150 P5780 B&W NO 1 550 LEXM3150 P5777 B&W NO 1 550 LEXM3150 P5778 B&W NO 1 550 LEXM3150 P5645 B&W NO 1 550 LEXM3150 P5775 B&W NO 1 550 LEXC4150 72438 Color NO 1 550 LEXM3150 P5724 B&W NO 1 550 LEXM3250 68858 B&W NO 1 550 LEXM3250 P4097 B&W NO 1 550 Soil and Water Services 3040C 58503 * Color INNER FINISHER 2/3 HOLES YES 2 500 2 1000 Solid Waste Administration ES5055C 70225 * Color FINISHER 2/3 HOLES NO 2 550 2 1000 LEXC4140 CM73737 Color NO 1 550 Courthouse Sheriff Tax Office E911 Page 3 of 4 ---PAGE BREAK--- Accessories DEPARTMENT NOTE MODEL # EQUIP ID TYPE FINISHER HOLE PUNCH UNIT FAX OPTIONAL FUNCTION KIT PAPER DRAWERS CAPACITY EA ADDITIONAL FEEDER CAPACITY EA ES3040CG 60337 Color NO NO YES 2 500 Administration ES2508A 74708 B&W NO NO YES PRINTER/SCANNER 2 550 Administration LEXC748 71615 Color NO 1 550 Bethlehem LEXM3150 P5765 B&W NO 1 550 Attorney Services ES3505AC 76366 * Color INNER FINISHER 2/3 HOLES YES 2 550 2 1000 HR Administration LEXC4140 78349 * Color NO 1 550 Veterans Courthouse E911 Page 4 of 4