TEXAS LOTTERY COMMISSION

REQUEST FOR PROPOSALS FOR

DOCUMENT MANAGEMENT SERVICES

#362-17-0001

RESPONSES TO PROPOSERS’

QUESTIONS

FEBRUARY 22, 2017

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REQUEST FOR PROPOSALS

FOR

DOCUMENT MANAGEMENT SERVICES

RESPONSES TO PROPOSERS’

QUESTIONS

Note to All Prospective Proposers:

The following responses include questions raised and answers provided during the pre-proposal

conference held on January 26 and questions submitted in writing by the RFP deadline.

In its answers to the following questions, the Texas Lottery has attempted to provide both

accurate and thorough responses. Some answers may clarify or modify the RFP, and every

Prospective Proposer is on notice of each answer’s content. Answers that modify the RFP are so

noted. Answers apply only to the facts as presented in each specific question.

Proposers shall review all sections of the RFP along with this document to ensure a complete

understanding of the requirements. Any exceptions to the RFP shall be noted in the proposal, as

required under Section 2.7 of the RFP.

It is recommended that Proposers review the pre-Proposal conference video located on the Texas

Lottery’s website at:

http://www.txlottery.org/export/sites/lottery/About_Us/Doing_Business_with_TLC/Procurement

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Please note: Any questions regarding the HUB Subcontracting Plan (HSP) are in a separate

document that will be updated throughout the procurement process.

PRE-PROPOSAL CONFERENCE QUESTIONS AND RESPONSES – January 26, 2017. There were no questions received during the Pre-Proposal Conference.

WRITTEN QUESTIONS RECEIVED BY FEBRUARY 13, 2017 @ 4 P.M.

1. Would Texas Lottery Commission consider utilizing the DIR state contract?

RESPONSE: Please refer to Texas Government Code Ann., Section 2157.068 (e-2), which prohibits use of a DIR contract when the value of the contract exceeds $1million.

2. Should 11x17 prints and larger be consider 2 clicks or 1 click?

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RESPONSE: Proposers should identify if their solution to this RFP considers 11 x 17 prints and larger 2 clicks or 1 click.

3. Would said contract be an all-inclusive including all scan usage, toner replenishment

and supplies?

RESPONSE: Yes, except paper. In addition, please refer to Section 6.7 of the RFP.

4. 2.5 Submission of Proposal

a. 2.5.2- Part 5, HSP, requests one (1) original and 2 (two) copies of the HSP

documentation to be submitted. Confirm if these are to be submitted separate from

the original/ copies of the proposal response.

b. 2.5.7- Can proposer submit on USB Drive rather than CD?

RESPONSE: Proposers shall provide one (1) signed original and two (2) copies of all required HSP documents, this can be either be submitted separate or included with the original proposal response. Proposers may submit the electronic copy on an USB Drive.

5. 2.6 Response Format & Contents

a. As indicated in item D, confirm that the cost proposal shall be submitted in a

separately sealed envelope.

b. Does this require 1 (one) original and nine (9) copies included in the sealed

envelope?

RESPONSE: Yes, the cost proposal must be submitted in a separate, sealed envelope, attached to the original Proposal only. No, only the original signed cost proposal is required.

6. 2.10.1- Are proposers to submit only 1 copy of the Cost Proposal with the original

binder plus electronic version and NOT for the RFP copies?

RESPONSE: Please refer to the response to Question 5. Additionally, the Cost Proposal shall be excluded from the electronic version and the copies.

7. 2.15.5- Will the committee have access to the pricing proposal? At what point (i.e.

After the proposer is deemed responsive etc.)?

RESPONSE: Cost is not reviewed until the technical proposal is reviewed and scoring

is completed. Please watch the pre-Proposal conference video.

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8. 3.12.2- Under what circumstances would TLC not approve the vendor’s vetted choice

of key personnel?

RESPONSE: TLC expects any replacement personnel’s qualifications to be similar

with those originally proposed.

9. 3.15.2, How long has the current contract been in place?

RESPONSE: The current contract was awarded December 23, 2011.

10. Can you please verify the extensions are in months, not years?

RESPONSE: Yes, the extensions are in months. Please refer to RFP Section 3.15.2.

11. 6.1.1 Background and General Information- This paragraph states that there are

currently three full time vendor employees in the Document Management Center with

additional staff as needed, whereas 6.9.1 indicates that the successful proposal shall

provide a minimum of two staff in the Document Management Center to ensure

adequate coverage during business hours with floater staff utilized to fill vacancies

(including sick leave, vacation and additional workload). How many FTE’s are

contracted to be onsite Monday thru Friday from 7 AM to 6 PM?

RESPONSE: There are currently three vendor-provided staff working staggered shifts Monday through Friday between 7:00am to 6:00pm. Minimum staffing requirements are in RFP Section 6.9. Staff can work staggered shifts. There can be only one staff person from 7-9 am, and one staff person from 4-6 pm.

12. 6.3- What tool is in place today to allow TLC staff members to have the ability to

view jobs in the queue and/or the status of their jobs?

RESPONSE: TLC staff does not currently have the ability to view jobs in the queue.

13. 6.4.1- What is the name of the current Document Management System in place at

TLC?

RESPONSE: Please refer to Section 6.1.1 of the RFP.

a. Does it perform OCR and redaction or will proposer’s middleware have to perform

these functions?

b. How many hours/day does it currently take to perform scanning duties?

c. How will TLC determine the turnaround time?

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d. How many Metadata fields need to be entered into the documents going into the

DM?

RESPONSE: a. Please refer to RFP Section 6.4. The Successful Proposer is responsible for

OCR and redaction.

b. Scanning activities are performed throughout each day. The number of hours

depends on current workload.

c. TLC determines turnaround time based upon the document and staff needs. TLC

will work with the Successful Proposer to establish turnaround times on standard

documents.

d. Of the document types currently being processed, 1 has 3 metadata fields, 1 has

4 metadata fields, 3 have 6 metadata fields and 1 has 14 metadata fields (at

least 1 in each document type auto-populates). Last year, the number of

documents scanned with 14 metadata fields comprised less than 2% of all

documents scanned.

14. 6.4.3- What is the smallest media size for scanning? (ie. Business cards?)

RESPONSE: There would be no document smaller than a business card.

15. 6.4.3- Who determines how much “large quantity batch scanning” should be

completed in one day and how much time should be devoted to this task?

RESPONSE: The time devoted to a scanning project is based on turnaround times and workload. The TLC will work with the Successful Proposer to establish standard turnaround times.

16. 6.4.6- Are there any minimum requirements for the workstations?

RESPONSE: Minimum requirements for workstations provided by the Successful Proposer would be dependent upon the software and hardware being utilized by the Successful Proposer. Currently, TLC staff workstations are Dell all-in-ones running Windows 10, I7 processor, with a minimum of 32 GB of memory.

17. 6.4 Scanning and Imaging Services

a. What is the scanning volume p/ month for document scanning?

b. What percent of a given workday is spent on scanning documents?

c. Does the cover page that is submitted contain instructions on what needs to be

completed? Is it a job ticket? Is there an electronic job ticket?

RESPONSE: a. Please refer to Attachment I of the RFP.

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b. Please refer to the response in Question 13.

c. Yes, scanning requests and copy requests contain instructions. There

currently are no job tickets.

18. 6.5.1- Is there a minimum number of paper drawers required on each type of copier?

a. Please confirm there is no need for copying/printing on 11” x 17” paper?

b. Can you please provide the TLC badge type? (Proximity or swipe, HID, Prox II,

etc.)

RESPONSE: No, there is no minimum number of drawers required. a. See RFP Section 6.3, which does require 11” x 17” printing in the

Document Management Center.

b. HID MicroProx tag.

19. 6.7 Supplies and Inventory

a. Who is responsible for the binding supplies (i.e. covers, GBC combs, tape binds)?

RESPONSE: In accordance with RFP Section 6.7, the Successful Proposer shall be responsible for all copier consumables, except paper.

20. 6.7.1- Can vendor charge TLC for supplies over and above the historical quantities in

Attachment J that proposers included in the pricing?

RESPONSE: No. Attachment J was provided as a reference of historical quantities to be used as a basis for determining cost.

21. 6.9.1- TLC requests (2) staff in the Document Management Center however

Attachment I page 85 shows only (1) FTE in the DMC + (2) for Document

Imaging/Scanning Services (not including “floater” to cover sick days). Can you

please elaborate?

a. Is the current staffing level sufficient to perform the work?

RESPONSE: Please refer to the response to Question 11.

b. What duties will the FTEs have for the fleet of Copiers at TLC Headquarters?

RESPONSE: All duties necessary to keep the fleet of copiers operating, including copier consumable replenishment.

22. Attachment G Scoring Matrix

a. The scoring matrix indicates 0 possible points for the HSP. If a vendor is able to

fully support the RFP requirements and operations without subcontracting

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(supported by completing the necessary HSP documentation for a pass/ fail),

confirm that there are no further penalties or scoring criteria to the bidding vendor.

RESPONSE: There are no points associated with a HUB subcontracting plan (HSP). There is no minimum HSP quota or additional criteria. The HSP is a pass/fail requirement of the RFP. All proposers must submit an HSP with its proposal regardless of its intent to subcontract or not. Proposals that do not include a completed HSP in accordance with 34 Texas Administrative Code (TAC) § 20.285 shall be rejected and will not be evaluated. Please refer to RFP Section 5.2.1.

23. Attachment H- Can TLC please provide proposers with a current asset list (make/

model)?

RESPONSE: Please see Exhibit 1 below.

a. How many adds/deletes occurred in the current contract?

RESPONSE: None.

b. Who will pay for any equipment moves?

RESPONSE: TLC would pay for an equipment move if it involves relocation to another facility and transport. TLC will not pay for moves within the same building complex.

c. Under what circumstance equipment would be deleted?

RESPONSE: An example is a field office closure.

d. Are “equipment add” prices to be coterminous?

RESPONSE: Yes.

e. Can you please confirm that HQ Convenience Copiers are black & white only or

does every copier require color?

RESPONSE: Please refer to RFP Section 6.5.

f. Can you please verify that hole punching is only required on copiers that indicate

the need in Attachment H?

RESPONSE: One multifunction in Legal has hole punching (see Attachment H) and the Document Management Center copiers have hole punching (See RFP Section 6.3).

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24. Would the Texas Lottery Commission (TLC) be willing to accept a value proposition

for a CPC (cost-per-copy) maintenance plan/pricing structure? If not, please explain

any objections.

RESPONSE: Please see RFP Amendment No. 3.

25. What are the driving factors (please specify) that have prompted the agency to deviate

from utilizing the State DIR Contract?

RESPONSE: See refer to response to Question 1.

26. What digital resources, proprietary or open source, are currently being utilized

internally by the TLC to securely monitor and manage its multi-function devices

(MFD) across the city/state? Please explain any challenges encountered over the past

few years.

RESPONSE: None.

27. What specific brand(s) and models were researched as a basis for the specifications

outlined in the RFP, and what were the primary factors that led to those selections?

RESPONSE: The TLC declines to answer.

28. Based on utilization data that can be captured on the current MFD fleet, what

percentage of work is printing … copying … scanning?

RESPONSE: Percentages vary daily based on workload. See Attachment I for

a representative sample on copying and scanning. Currently, convenience

copiers do not have scanning capabilities.

29. To what destinations (emails, etc.) are documents scanned from the network MFDs and

how are these workflows currently managed?

RESPONSE: We do not currently scan from the convenience copiers.

30. As per “Attachment J Supply Usage”, please explain how the 3rd party bindery

supplies (e.g. –fastback strips, binder combs) are currently being ordered and invoiced

to TLC. Since there are no specific distributors or quantities listed for these types of

supplies, would it be acceptable to have one or more of the FTEs order these supplies

while onsite from a preferred distributor with comparable pricing and have the orders

be billed directly to the agency?

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RESPONSE: In accordance with RFP Section 2.10, Proposers must state

pricing for all goods and services presented in the format in Attachment H of

the RFP (see RFP Amendment No. 3).

31. What challenges has the TLC encountered with the existing MFD fleet relative to

invoicing issues, performance, technical support, security mandates, product quality,

service response, or service coverage (inc. remote areas)?

RESPONSE: The TLC is not aware of any challenges.

32. In conjunction with Section 322.017 of the State Business and Commerce Code,

governing electronic communications, please explain the current agency security

protocols that are place to ensure the protection and preservation of documents that are

printed, copied, or scanned through multi-function devices. Also, please provide any

examples of electronic modernization efforts the agency has implemented from the

fiscal strategic plan that have increased agency operational efficiency, reduced paper

usage, and/or resulted in cost savings.

RESPONSE: The Successful Proposer will be provided any security protocols as needed. See RFP Section 6.8.6. The agency has implemented a Document Management System.

33. Would the TLC be willing to discuss the option for maintenance to be invoiced

separately from hardware, if it presents a lower cost alternative?

RESPONSE: In accordance with RFP Section 2.10, Proposers must state

pricing for all goods and services presented in the format in Attachment H of

the RFP (see RFP Amendment No. 3).

34. Would the scanning applications of the TLC necessitate the ability to scan to editable

file formats (e.g. - MS Word, Excel, and PowerPoint)? If so, would the TLC like to

have this included with the response?

RESPONSE: See RFP Section 6.4.2.

35. How long is the current licensing and support contract for Laserfiche? Is the TLC

relegated to this solution, or would it be open to options that present a potentially

better value, performance, and/or reduce costs?

RESPONSE: The TLC maintains its own Document Management System. This

is beyond the scope of this RFP.

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36. As per Sec. 6.8.6, please explain “must sanitize device data monthly”.

RESPONSE: At a minimum, the copiers should have the cache memory flushed monthly.

37. How many MFD relocations, if applicable, were conducted over the past 60 months

with current vendor?

RESPONSE: One.

38. Would the TX CPA be willing to sign a lease agreement in lieu of a purchase order? If

not, please explain any concerns.

RESPONSE: The TLC does not understand the question. The RFP and

subsequent Contract will be the binding agreement.

39. Would the TLC like the ability to display the agency logo (digitally) on the device as

part of a standard image and/or to have the ability to generate and display corporate

messaging for its employees on the networked MFD devices?

RESPONSE: No.

40. Pursuant to Sec. 3.16, (p. 18) in the Contractual Terms & Conditions section of the

RFP, the language suggests that the TLC is seeking a “Cancellation For Convenience”

clause to be included in the contract. Please clarify the intent here and whether or not

the TLC would be willing to revise the language to state – “Termination due to

verifiable actions by the vendor that compromise the integrity or security of the

agency”?

RESPONSE: Please see RFP Section 2.7.2. Any exceptions to the Terms and

Conditions should be noted in a Proposer’s Letter of Transmittal. The TLC will

evaluate exceptions on a case-by-case basis.

41. If the agency is not willing to revise, please explain why it is necessary to have

separate contract termination clauses for “performance, cause, non-appropriations, and

eligibility” – if the TLC can simply “terminate at will”.

RESPONSE: The TLC declines to answer this question.

42. Has the TLC ever included a “Termination at Will” clause in an RFP - if so, please

specify which contract(s) including dates and whether the agency executed this term.

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RESPONSE: Yes. This is a standard provision in TLC contracts and has been

accepted and complied with by other TLC vendors. The TLC has only executed

this clause in relation to consulting contracts regarding agency procurements.

43. How many desktop printers (networked or personal) and desktop fax machines are

currently in use by the TLC, and what are the brands, models, and locations? What is

the published policy for employee utilization of these devices and what is the current

process for ordering consumables, break/fix repair, or other contracted services for

printers and various standalone devices?

RESPONSE: This question is beyond the scope of the RFP.

44. On estimation, how much has the TLC spent (based on annual averages) on

consumables and service for standalone devices (printers, faxes) including the

purchase of these devices over the last 5 years?

RESPONSE: This question is beyond the scope of the RFP.

45. Approximately what percentage of total print and copy output is 11x17 or larger (for

MFD &Production Press)? Specify how many devices do not require 11x17 capability

as this can significantly contribute to the overall costs.

RESPONSE: Please refer to RFP Section 6.3, the only devices that require

11x17 capability are the devices within the Document Management Center.

Please refer to RFP Section 6.5. Multifunction copiers do not require this

capability.

46. Were the services of a 3rd party consultant (current vendor or otherwise) retained to

assist with the any of the content details or technical requirements outlined in the

RFP?

RESPONSE: No services were acquired from a third party consultant in reference to the RFP.

47. Are there any agency workflows (HQ or Remote) that necessitate booklet making

capabilities on MFDs – if so, which ones and what are their monthly volumes?

RESPONSE: There are currently no agency workflows (HQ or Remote) that necessitate booklet making capabilities on MFDs.

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48. Was an internal survey submitted to agency employees regarding document processing

application to gain insight on device utilization, preferences, and/or expressed

challenges with the current MFD fleet? If so, what were the primary concerns and

interests?

RESPONSE: No surveys were conducted, but input from current users was solicited.

49. What are the TLC’s fiscal stewardship goals as it relates to paper and carbon footprint

reduction over the next 60 months?

RESPONSE: This is beyond the scope of this RFP.

50. Please explain any requirements for end-users with special needs (e.g. – seeing

impaired, wheelchair bound, etc.).

RESPONSE: There are currently no requirements for end-users with special needs other than standard ADA and VPAT requirements.

51. Did the current vendor perform any billable services or provide software or hardware

fulfillment OUTSIDE of the current Document Management Services contract, if so-

please provide details.

RESPONSE: No.

52. Ownership of enterprise software licensing is generally retained by the end user

whether it is purchased outright or leased/financed. How will the agency address this

portion of the contract agreement in the event that a termination is executed for any

reason outside of security or non-appropriations? In other words, will the TLC satisfy

its financial obligation for software licensing if it is not in direct correlation to a

security issue or non-appropriations and is the agency willing to include language

relative to software licensing ownership?

RESPONSE: Upon any termination or lease end, the TLC will not own any software licenses related to this equipment or pay for such.

53. The RFP’s Scope of Services in Section 6 calls for three (3) FTEs to facilitate the

duties outlined in 6.2 in the Document Management Center. The business hours are

stated as being from “7 a.m. – 6 p.m. daily”. Please specify if the agency is requiring

each FTE to be onsite for 11 hours each day or whether there will be overlapping

shifts to ensure coverage during normal operations.

RESPONSE: Please refer to Question 11.

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54. As noted in Sec. 6.2, please explain the desired process for TLC to request “overtime

operations”. How much advanced notification will be given, how will overtime (O/T)

billing be handled, which months are anticipated to require O/T, and is there a

maximum number of hours (per day) that the agency will cap in O/T?

RESPONSE: Overtime has generally been requested by the contracted vendor to complete job requests that have been determined to be urgent with a fast turnaround time which could not be completed during normal hours of operations. Overtime requests during the term of the current contract have been insignificant. If the TLC were to request overtime, it would be done with very short notice due to an unforeseen, urgent request.

55. What hardware and/or software compatibility issues has the agency encountered

during the course of the current contract? In other words, what unforeseen challenges

were presented post-implementation?

RESPONSE: The TLC is not aware of any issues.

56. As per the job submission requirements referenced on p.56 in Sec. 6.3, please explain

what software resource(s) are currently being used to accomplish the workflow. Also,

are any print jobs submitted via hard copy – if so, what percentage? What challenges

have been communicated by the production operators in regards to job submission

receiving, management, and/or execution?

RESPONSE: There is currently no workflow system. Most jobs at this time are submitted via hardcopy or email. A few TLC staff, utilizing print drivers installed on their desktop, can print directly to the copiers.

57. What are the dimensions, square footage, and current power connections in the

Document Management Center?

RESPONSE: Please refer to the websites for the floor plan. The TLC will provide additional power connections if needed by the Successful Proposer.

58. As referenced in 3.11.1, regarding termination of any subcontractor with or without

cause. Do you mean the entire agreement of the subcontractor, or just the personnel?

Please clarify?

RESPONSE: The Texas Lottery reserves the right, in its sole discretion, to demand the replacement of any Subcontractor, with or without cause.

59. What are the physical addresses of the 17 Field and 3 Warehouse locations?

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RESPONSE: There are 15 field offices and 2 warehouse locations. Please see Exhibit 2 below.

60. Please clarify the scanning counts provided in (p.86) regarding the monthly scans.

What is meant by “scans per document” and “scans per page”? Please describe the

document scanning process?

RESPONSE: To clarify, “per documents” is the total number of documents that the Copy Center scanned into the Document Repository and “per page” is the total number of pages contained within those documents. Requests for document scans are accompanied by a scan request coversheet. Customers use this sheet to indicate which metadata fields to include and to indicate any other special handling requests. In addition, please refer to RFP Section 6.4.4.

61. What is the average amount of O/T operations that have been required in the past

fiscal year?

RESPONSE: No overtime has been required in the past fiscal year.

62. Specifically, what inventory of supplies would needed to be delivered/transported to

the Field offices per the RFP in Sec 6.3 (p.56) - “In addition, the Successful Proposer

shall perform all related machine services, including, but not limited to, ordering,

storage, delivery, transportation, replenishment and inventory of supplies.” Please

clarify.

RESPONSE: Supplies would include any item needed for the operation of the multifunction copier(s), including, but not limited to toner, developer, ink cartridges and staples. Please refer to RFP Sections 6.7.1 and 6.7.2

63. Is the current vendor being provided any access to delivery vehicles at TLC HQ or any

of the Field and Warehouse locations? If so, can you provide details on type and

number of vehicles? If not please describe in detail what the FTEs requirements and

expectations will be relative to duties that necessitate supply delivery/transport.

RESPONSE: The Successful Proposer will not be provided access to TLC fleet. Please refer to RFP Section 6.7.2

64. As per the RFP’s item-by-item written requirements for Sections 4-6, is it acceptable

to state a response such as “Agrees” or “Complies” in the sections that do not require a

lengthier reply? In other words, Sec 4.1.1 appears to require more articulation

regarding a vendor’s capabilities and methodologies, whereas Sec 4.7.3 simply states

that “ … Proposer agrees that, during contract term … shall be obligated to provide …

“. Is it acceptable to state agrees/complies or yes/no?

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RESPONSE: It is acceptable for Proposers to indicate they will comply with sections that do not warrant a detailed response.

65. As per Sec 6.9.1, is onsite parking available for FTEs that arrive prior to “7am” and/or

after “4pm” as inferred on p.61? What is the current parking arrangement for the

current vendor?

RESPONSE: On-site parking is not available during the day until after 4pm. The current vendor is not allowed to park on TLC property until after 4pm either.

66. Would the Texas Lottery Commission (TLC) please provide digital copies

(monochrome and color) of print samples that would be printed on the “High Volume”

devices in the Document Management Center (DMC)?

RESPONSE: The RFP is a sample of type of documents printed on the High Volume devices. Samples are also available: http://www.txlottery.org/export/sites/lottery/About_Us/Meetings/Commission_Meeting_Agenda/ The TLC does not utilize the DMC to print agency publications, advertising or point of sale materials.

67. Would the TLC please provide digital copies (monochrome and color) of print

samples that require outsourcing to a government print shop due to limitations of the

devices currently in the DMC?

RESPONSE: Print shop requests are outside of the scope of this RFP. The TLC utilizes state print shops for specialized print jobs.

68. Pursuant to visible inspection and personal testing by an agency employee (not current

vendor) of the offline bindery devices (coil, cutter, etc.) in the DMC, what are the

current conditions of the equipment and what is the lifecycle expectancy? Would the

agency accept recommendations for replacing any of the devices, if so, how would you

like this handled?

RESPONSE: With the exception of the paper cutter, the equipment is not owned by TLC and therefore would not be a part of any Contract as a result of this RFP. The Successful Proposer would be expected to provide any necessary equipment to provide these services for equipment it owns.

69. What percentage of jobs are coil bound vs. tape bound?

RESPONSE: Please refer to Attachment J, which provides historical information on usage of supplies, including coil bound and tape bound.

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70. Please provide a breakdown (hourly average) on how long the primary daily tasks

performed by the FTEs in the DMC take? (E.G. – Scanning/2-hrs, Processing Job

Tickets-1-hr, etc.)

RESPONSE: The requirements for the scanning and processing of job tickets change daily based on agency needs.

71. What is the estimated percentage of print jobs that were outsourced in the last 12

months?

RESPONSE: None. All eligible copy/print jobs sent to the DMC were performed in the DMC. The TLC utilizes state print shops to print agency publications, advertising or point of sale materials.

72. What percentage of job tickets are hard copy vs. electronic?

RESPONSE: The TLC does not have this data breakdown.

73. Is the TLC currently charging jobs back to each department that are being run in the

DMC? If so, what method(s) are you using, and do any of them utilize software

resources to accomplish this process?

RESPONSE: The agency is currently not charging jobs back to each department that are being run in the DMC. Department usage, however, is tracked for each machine.

74. What percent of your documents have tabs?

RESPONSE: This changes based on the agency’s need. Please refer to Attachment J for historical use of tabs.

75. Based on an observation in the DMC, tabs were manually inserted in a document set

which can present a time-consuming process and at higher cost. Would a software

solution that automatically inserts tabs be of interest?

RESPONSE: The Successful Proposer is tasked with offering the best solution to meet the needs of the RFP.

76. The current devices do not fold cover sheets for booklets, is this currently outsourced?

What are the maximum number pages required for booklets produced for the TLC?

RESPONSE: This function is beyond the scope of this RFP.

77. The current color device does not have color management software, how important is

color matching, profiling and holding accurate color representation?

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RESPONSE: The Successful Proposer is tasked with offering the best solution to meet the needs of the RFP. All print jobs requiring accurate and specific color matching are produced by the state print shops.

78. What is the percent of jobs that utilize GBC punch? Based on observation, GBC

punching is performed off line. Would there be any objection to having punch

finishing in-line? Please explain.

RESPONSE: Please refer to Attachment J for historical use of GBC punch. The Successful Proposer is tasked with offering the best solution to meet the needs of the RFP.

79. Is envelope printing outsourced - if so, is this an application that would be an interest

to bring in house? If not, please explain the objection.

RESPONSE: Currently, envelope printing is outsourced. This function is beyond the scope of the RFP.

80. Pursuant to Section 3.49 regarding “liquidated damages”, has the TLC engaged in any

legal proceedings to recover funds perceived to be lost due to a vendor’s negligence?

If so, please provide information.

RESPONSE: The TLC declines to answer this question.

81. Would the TLC still feel that it is necessary to include language regarding liquidated

damages if a vendor is willing to include a binding service level agreement (SLA) that

assures the agency that the vendor will maintain acceptable uptime levels, and

implement contingencies such as dedicated resources utilized as replacement

equipment, all while subject to the governing laws outlined in the Texas

Administrative Code? If not, please explain reasons.

RESPONSE: Liquidated damages are required in TLC contracts under Texas Gov’t Code Ann. §466.102.

82. In the event that the TLC is unwilling to modify the language contained in the

liquidated damages clause, is the agency willing to include language that states if a

situation occurred where the agency felt that a damage assessment was necessary, that

the agency is willing to agree that the assessment be strictly conducted by an unbiased

mediator (eg. – Ombudsman)?

RESPONSE: The TLC declines to amend the RFP. The TLC takes into consideration the facts of each incident prior to assessing any damages.

18

83. Part 3, subsection 3.13.2, Because of the limited nature of the services being provided,

would the Commission please agree to limit its background checks to those persons

directly providing services onsite?

RESPONSE: The TLC declines to amend the RFP. At this time, this contract is not scheduled for a Vendor Background check. The TLC reserves the right, however, to conduct a background check if its procedures change. On-site vendor employees shall be required to undergo a background investigation prior to working on-site.

84. Part 3, subsection 3.9.3. Please confirm that billing for an individual equipment

placement can start when the unit is installed and turned over to the Lottery

Commission for its use.

RESPONSE: The TLC does not anticipate a long transition period. The acceptance date will be agreed upon in the work plan in RFP Section 6.14.2. Billing for equipment will start upon installation and acceptance.

85. Will the Lottery Commission agree to provide written notice of a potential contractor

default and a minimum of 30 days as a cure period to the exercise of any default

remedy, as is industry standard?

RESPONSE: The TLC declines to amend the RFP.

86. Part 3, subsection 3.20. Our proposed pricing is based on the Lottery Commission

requirements for termination without cause and without liability of termination fees.

Please confirm that this is the requirement as this pricing model does come at a

premium and is not the lowest cost option we can offer.

RESPONSE: The Terms and Conditions in Part 3 will become part of any Contract resulting from this RFP.

87. Part 6, subsection 6.3. Do you currently have a job submission capability other than

email? What is used to provide TLC staff members the ability to view jobs in the

queue and/or status of the jobs?

RESPONSE: Job submissions are currently submitted via email or filling out a written request form. Please refer to Questions 12 and 56.

88. Part 6, subsection 6.9.2. This states that there is no on-site parking provided. Will the

provider's employees be required to pay for parking off-site or is parking readily

available?

RESPONSE: Please refer to the response to Question 65. It is up to the Successful Proposer to address parking.

19

89. Attachment J. Are the noted supplies purchased by the provider and charged to TLC?

RESPONSE: Under the current contract, the supplies listed in Attachment J are provided by the vendor and charged to TLC. Please refer to Questions 3, 19 and 20.

90. Attachment I. Can you please confirm that all devices require color copy and print

capability?

RESPONSE: Please refer to Section 6.3 and Section 6.5.1 of the RFP.

91. Attachment I. Can you please provide a list of unit models that are currently installed?

RESPONSE: Please see the response to Question 23.

92. How many devices were cancelled during the current 60 month contract period?

RESPONSE: None.

93. 6.3 ‘Scope of Services- Copy Center’

a. Please elaborate on how the TLC would like TLC staff to ‘view jobs in the queue

and/ or the status of their jobs’.

b. Do you prefer that TLC staff members have access to a posted queue that contains

all print jobs or that they are provided electronic updates as requested (most secure

method)?

c. Please provide any other details regarding the requirements for electronic job

submission and job status updates.

RESPONSE: The Successful Proposer is tasked with offering the best solution to meet the needs of the RFP.

94. Is TLC outsourcing any work to other print shops that should be considered to be

printed in-house at the TLC print center? If so, how much is being sent out per month

at what cost, and what additional finishing and binding are necessary?

a. How many GBC Binds per month?

b. How many Fastback Binds per month?

RESPONSE: No. Please refer to Attachment J.

95. Does the 350,000 monthly page allowance account for any Color pages or just BW

pages? How many color pages should be included in the monthly allowance, if any?

If no color pages are included, Please explain how Color pages should be proposed

and where that information should be included on Attachment H Cost Proposal?

20

RESPONSE: Yes, the 350,000 monthly allowance accounts for color and black and white. See Attachment I (bottom section last 3 rows for High Volume, B&W and Color on page 84).

96. Document Scanning: What index fields are required at each level (folder, section,

document or page)? Indicate the maximum and the average length of each field.

Please indicate where the data for the field can be found (e.g., on the folder, on the

lead page of the document, in a database, etc.).

RESPONSE: The metadata indexes are applied at the document level. See Question No. 13 for information about metadata; additionally – metadata fields range from checkboxes, dropdown lists to free forms “notes” fields (see Exhibit 3).

EXHIBIT 1

Equipment List by Make and Model

TypeCopier

#Location Floor Department Oce Model Speed

1 Austin 1st CHARITABLE BINGO Canon IR 2535 35 PPM

2 Austin 1st ENFORCEMENT Canon IR 2535 35 PPM

3 Austin 1st HUMAN RESOURCES Canon IR 2535 35 PPM

4 Austin 2nd INFORMATION SER. Canon IR 2525 25 PPM

5 Austin 2nd PHONE BANK SECTION Canon IR 2525 25 PPM

6 Austin 2nd RETAILER SERVICES Canon IR 2535 35 PPM

7 Austin 2nd FACILITIES Canon IR 2535 35 PPM

8 Austin 2nd RS VALIDATION ROOM Canon IR 2525 25 PPM

9 Austin 3rd PRODUCTS Canon IR 2525 25 PPM

10 Austin 3rd OFFICE OF THE CONTROLLER Canon IRA 6055 55 PPM

11 Austin 3rd N. ADVERTISING/PROMOTION Canon IR 2535 35 PPM

12 Austin 3rd S. CONTRACTS/ADMIN Canon IR 2535 35 PPM

13 Austin 3rd MAIL ROOM Canon IR 2525 25 PPM

14 Austin 3rd REMITTANCE ROOM Canon IR 2525 25 PPM

15 Austin 4th LEGAL (with 2/3 hole punch module) Canon IRA 6055 55 PPM

16 Austin 4th MEDIA RELATIONS Canon IR 2525 25 PPM

17 Austin 4th EXECUTIVE Canon IR 2535 35 PPM

18 Austin 4th GOVERNMENTAL AFFAIRS Canon IR 2535 35 PPM

19 Austin 4th SUITE #453 Canon IR 2525 25 PPM

20 Austin Claim Ctr CLAIM CENTER Canon IR 2535 35 PPM

21 Austin Drawing Rm DRAWINGS/VALIDATIONS Canon IR 2535 35 PPM

22 Austin Draw Studio SECURITY Canon IR 2535 25 PPM

High

Volume1 Austin 3rd Document Management Center Canon IRA 8095 96 PPM

B&W 2 Austin 3rd Document Management Center Canon IRA 6065 65 PPM

Color 3 Austin 3rdDocument Management Center (Color

& B&W)Canon IRA C5051 35-45 PPM

1 Dallas Bingo Office Canon IR 2525 25 PPM

2 Dallas Field Office Canon IR 2535 35 PPM

3 San Antonio Field Office Canon IR 2525 25 PPM

4 Victoria Field Office Canon IR 2525 25 PPM

5 Houston Bingo Office Canon IR 2525 25 PPM

6 Ft. Worth Field Office Canon IR 2525 25 PPM

7 San Antonio Bingo Office Canon IR 2525 25 PPM

8 Odessa Field Office Canon IR 2535 35 PPM

9 Tyler Field Office Canon IR 2525 25 PPM

10 Beaumont Field Office Canon IR 2525 25 PPM

11 Austin Warehouse Canon IR 2525 25 PPM

12 Instant Ticket Warehouse Canon IR 2525 25 PPM

13 Amarillo Field Office Canon IR 2525 25 PPM

14 Corpus Christi Field Office Canon IR 2525 25 PPM

15 McAllen Field Office Canon IR 2525 25 PPM

16 El Paso Field Office Canon IR 2525 25 PPM

17 Laredo Field Office Canon IR 2525 25 PPM

18 Lubbock Field Office Canon IR 2525 25 PPM

19 Abilene Field Office Canon IR 2525 25 PPM

20 Houston Field Office Canon IR 2535 35 PPM

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TLC FIELD OFFICE / WAREHOUSE ADDRESSES

Customer Site Address City State Zip

Dallas Bingo Office 8700 N. Stemmons Freeway, Suite 140 Dallas TX 75247

Dallas Field Office 8700 N. Stemmons Freeway, Suite 140 Dallas TX 75247

San Antonio Field

Office

9514 Console Suite 111 San Antonio TX 78229

Victoria Field Office 2306 Leary Lane Suite 400 Victoria TX 77901

Houston Bingo Office 1919 N. Loop W Suite 100 Houston TX 77008

Fort Worth Field Office 4040 Fossil Creek Blvd Suite 102 Fort Worth TX 76137

San Antonio Bingo

Office

9514 Console Suite 111 San Antonio TX 78229

Odessa Field Office 4682 E. University Suite 100 Odessa TX 79762

Tyler Field Office 3800 Paluxy Drive Suite 330 Tyler TX 75703

Beaumont Field Office 6444 Concord Road Beaumont TX 77708

Austin Warehouse 8006 Cameron Rd, Suite F Austin TX 78754

Instant Ticket

Warehouse

8520 Tuscany Way Blvd, Bldg. 6, Suite

100

Austin TX 78754

Amarillo Field Office 7120 IH-40 West Suite 110

Park West Office Centre

Amarillo TX 79106

Corpus Christi Field

Office

4639 Corona Suite 19 Corpus Christi TX 78411-

5436

McAllen Field Office 4501 West Business 83 Suite A2 McAllen TX 78501

El Paso Field Office 401 East Franklin Ave Suite 150 El Paso TX 79901

Laredo Field Office 1202 Del Mar Blvd Suite 4 Laredo TX 78045

Lubbock Field Office 6202 Lola Avenue Suite 900A Lubbock TX 79424

Abilene Field Office 209 S. Danville, Suite C 103 Abilene TX 79605

Houston Field Office 1919 N. Loop W Suite 100 Houston TX 77008

EXHIBIT 2

Texas Lottery Commission

Scanning Request Form

Adjustments

( 5 day processing )

Cancellation

Request

CD Denial Letters

CD Release

CD Request Letter

Correspondence

EFT Authorization

Enforcement

(5 day processing )

Fee Payment

Renewal

Correspondence

Hearing Notices

Inventory Return

2 pages per Ret.#

(5 day processing )

Legal Documents

Fingerprint Card

Pre-Notes

Promo Event

Application

Note: Scan under

original Ret#____________

PS Form 3811

(Green Cards)

Letters –

Outgoing

Renewal Application Returned Mail

Note: Scan front &

back of envelope only,

not contents

Retailer File

(5 day processing)

Refund Requests Worksheet

Return to Archived box __________ Stamp Date: Return to: _______________________________ Enter Name

Request form instructions:

1. Check the box that applies, do not change or scratch out document type.

2. If any changes need to be made please bring it to your supervisor attention.

Document Sent By: ___________ Scan Verified Stamp --------- Enter Initial

Océ Use Only:

Received by Océ (date: _____________________________________________________ )

Digitally Filed by Océ (date: _________________________________________________ )

EXHIBIT 3