PMS-RFP Questions & Answers

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RFP 0005262 – Print Management System (PMS)
Questions and Answers - 1
1 – Q - We do not provide hardware, operating systems or the SQL database. That is the client's
responsibility. We work with numerous universities and most of them are allocated database space on the
university main servers. Please let me know if the fact that we do not provide the hardware is a
disqualifier for consideration. If it is, then we will need to withdraw from consideration.
1-A- The department does need a server, and that’s why it is part of the RFP. Vendors should propose a
server that they will order and provide if awarded the contract.
2-Q- I could find no indication of the number of users that would be working with the system, particularly
in the main printing plant. We are not concerned with users who are accessing the browser based
modules, but do need to know how many production and admin users (estimated) would have a log on id.
This figure is needed in order to give you an accurate cost.
2-A- An estimated 14 to 15 people will require a log-on ID to the Print Management System (PMS).
Others will access via the web.
3-Q- What is the total number of printers by Manufacturer and Model that are currently in place?
3-A- A detailed list of printers is not available, but won’t impact this RFP. See related Q&A # 9 below.
4-Q- Are you keeping your current printers or will you be replacing them?
4-A- This RFP will not involve changing current printers. Specific printers will not impact this RFP.
5-Q- What print server and software are you currently using for your printer management capture
process?
5-A- Printing Services is currently using a home-grown Oracle database and Remedy process provided as
a service by another campus department. The goal is for this Print Management System (PMS) to replace
the current Oracle/Remedy process.
6-Q- What is Virginia Tech’s operating system that will interface the printer management system?
6-A- This RFP is for a web-based system, so an operating system is not specified.
7-Q- How is the current Bar Code System currently used?
7-A- Unique numbers in the form of UPC bar codes are generated by the current system for real-time
tracking of jobs and their component processes within the central Printing Services shop. Bar codes are
not used for the decentralized copier management tracking. This process will continue with the proposed
PMS.
8-Q- Will the print management system be used for all satellite copier program MFP’s on campus in
addition to the printers?
8-A- The PMS will be used for both the central Printing Services shop and decentralized copier
management tracking (fee per click). The PMS will not be used by the satellite copy centers.

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9-Q- How many total printers and MFP’s will ultimately be managed by the print management system
software?
9-A- The PMS will manage all central Printing Services shop equipment and approximately 493
decentralized printers and MFPs across campus.
10-Q- How many total end users will ultimately be managed by the print management system?
10-A- See # 9 above.
11-Q- Are we going to have a prebid meeting for questions?
11-A- No pre-proposal conference will be held.
12-Q- I am not clear on whether or not you are looking for a direct machine interface to the copier
equipment, or just the ability to collect data at the equipment without directly interfacing to the equipment
hardware/software.
12-A- The PMS will not have direct interface to printers. Data will be entered via the web.
13-Q- Is there a main printing plant with a number of satellite copy centers or are there just satellite copy
centers?
13-A- See Q&A # 8 above.
14-Q- Where is the content housed? Will it have to be housed in the system or is it coming from an
external platform?
14-A- All content will be housed within the proposed PMS on the proposed server.
15-Q- The timeframe in which to complete this is exceptionally tight. If we were to bid, we would have
to ship this no later than Friday to ensure delivery by the mandated September 2 date. Can we have a one
week extension for the bid?
15-A- We will extend the deadline for receipt of proposals by one week to Tuesday, September 9, 2008 at
3:00 pm Eastern time.
16-Q- From a specific functionality perspective, is it a requirement that the vendor supply the hardware?
It is unclear from how the proposal is written.
16-A- Yes. See Q&A # 1 above.
17-Q- Regarding the Software specifications listed:
A. There is insufficient information in the RFP to provide a suitable answer for their requirement for
“estimating.” Can you please be more specific as to what you are looking for?
B. There is insufficient information in the RFP to provide a suitable answer for their requirement for
“price list quoting.” Can you please be more specific as to what you are looking for?
C. There is insufficient information in the RFP to provide a suitable answer for their requirement for
“job billing.” Can you please be more specific as to what you are looking for?

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D. There is insufficient information in the RFP to provide a suitable answer for their requirement for
“order entry.” Can you please be more specific as to what you are looking for?
17-A- Below is explanation of PMS terminology:
A. “Estimating” is using a customer’s specifications to arrive at a cost of manufacture
B. “Price List Quoting” is a predetermined list of prices for products
C. “Job Billing” is the ability to arrive at a final cost and invoice the customer
D. “Order Entry” is placing all necessary job specifications onto a form that craftsman throughout the
plant use to build the product
18-Q- Can your team provide clarification as to whether or not the inability to provide one or more of the
items listed (listed as “must be capable of”) are grounds for disqualification?
18-A- Shortcomings will not necessarily disqualify a proposal, but will be considered in evaluation.
Vendors propose systems they have commercially available, clearly stating whether or not their system
meets each of the RFP specifications. Proposed systems should be commercial-off-the-shelf (COTS)
systems used in the marketplace by comparable clients.
19-Q- Regarding the Implementation section, you have requested information regarding “customizing”
the system, but have provided no details that would permit us to provide a thoughtful response. Can you
please define Customization for me?
19-A- Propose a cost for developing several customized reports that would be used for the decentralized
copier management program, not the central Printing Services shop. The reports would likely involve
accounting, billing, and history, as stated in the RFP, page 4, sub-heading Implementation, bullet five.
This may be proposed in the form of estimated hours of programming time multiplied by an hourly rate,
with the subtotal added to the total proposed cost.