Procurement Management Division
Baggage Tag and Boarding Pass Stock
ITB # 269-2016-058
Addendum # 2
To:
All Prospective Service Providers
Date:
February 29, 2016
Subject:
Addendum # 2 – Baggage Tag and Boarding Pass Stock, ITB # 269-2016-058
Please note the specification changes/modifications below for the ITB.
Item #
Page #
Section #
Specification(s)
Change(s) Modification(s)
Question: What quantities are we pricing (i.e. 3, 6
mo.)?
1
11
2
11
2
n/a
Answer: Estimated annual quantities as stated in
Section 2, Form 4.
Question: Are only annual quantities listed?
2
n/a
Answer: Yes, estimated annual quantiles listed on
Form 4 in Section 2
Question: Will we be storing product in a
warehouse?
3
3
31
11
Answer: Yes, Climate Controlled Storage Area.
Question: On the bag tags, you request a direct
thermal stock. Is this a synthetic material or a paper
material?
4
3
32
14
Answer: Either type as long as the product offered
allows for thermal printing.
Question: Do we have any samples? (or can we get
any?)
5
32
3
15
Answer: No, samples will not be provided to
vendors of the current we are requesting all bidders
provide samples to us for testing purposes. This is a
Procurement Management Division
Management and Financial Services/City of Charlotte 600 East Fourth Street Charlotte, NC 28202-2850
Phone: 704/336-2256 Fax: 704/336-2258
1
Item #
Page #
Section #
Specification(s)
Change(s) Modification(s)
new program and current items in use are not going
to be provided.
Question: It says labels are on a roll. How many
labels/roll is needed?
6
32
3
14
7
n/a
n/a
n/a
Answer: Standard is 200/roll however the Airport will
accept other pack/qtys as long as they meet the
form, fit, and, function for the VidTronix MAP printer
cabinet.
Question: What kind of terms for your discount are
you looking for, and what level of discount?
Answer: The lowest unit price that can be offered on
items meeting the specifications of this bid.
8
32
3
15
Question: Can you tell me about your equipment
that will be using these items? The manufacturer
and model, please.
Answer: VidTronix Map Printers per Exhibit A - #15
- Product Standards
Question: Can we google the spec data?
9
n/a
n/a
n/a
Answer: Yes. VidTronix can possibly provide spec
data on the MAP printers as well.
Question: How will this print program be managed?
10
n/a
n/a
n/a
11
n/a
n/a
n/a
Answer: The airport has dedicated operations
personnel who will manage the equipment and
stock for this program.
Question: Do you need print management software
which we can help you with?
Answer: No
12
n/a
n/a
n/a
Question: Do you also have needs for ticket kiosk
paper rolls?
Answer: No, not at this time.
13
n/a
n/a
n/a
Question: Are any printing services needed on the
tags or passes?
Answer: No
Question: What is the annual volume needed for
each product?
14
11
2
n/a
Answer: See the estimated annual quantities as
stated in Section 2, Form 4.
Procurement Management Division
Management and Financial Services/City of Charlotte 600 East Fourth Street
Phone: 704/336-2256 Fax: 704/336-2258
2
Charlotte, NC 28202-2850
Item #
Page #
Section #
Specification(s)
Change(s) Modification(s)
Question: How many deliveries of each product do
you anticipate annually?
15
31
3
10, 11, 12
16
31
3
10, 11, 12
17
n/a
n/a
n/a
Answer: The Airport anticipates keeping an
estimated one-month’s stock on hand right now,
however cannot fully commit to a delivery schedule
based on the nature of program. The Airport cannot
provide a history for a specific delivery schedule.
Question: Would you ask the supplier to have to
maintain a minimum inventory as a security
measure for the Airport?
Answer: The Airport will not determine vendor
inventory requirements for performance of the
contract. The vendor is responsible for coming up
with a plan to ensure all of the specification and
delivery requirements are met.
Question: Since this is a new program is there an
incumbent vendor?
Answer: No
18
n/a
n/a
n/a
Question: These items have been to other airports
around the country just not to the Charlotte Douglas
International Airport correct?
Answer: Yes
Question: Do the airlines provide stock currently?
Now the airport is going to supply stock for all of the
airlines.
19
n/a
n/a
n/a
20
31
3
10
Answer: Yes, the airlines currently provide stock.
The items in the bid will be used in the new
common use gates with airlines continuing to
provide stock for their equipment at their exclusive
gates.
Question: Are there exceptions to the 7 day delivery
requirement such as holidays and weekends?
Answer: No. Delivery must be made within 7 days
from receipt of order (not business days).
Question: What is the minimum quantity of bags
tags and boarding passes that would be shipped to
the airport during the course of a year?
21
29
3
1
Answer: No minimum or guaranteed quantities are
established for this ITB - purchases will be based on
actual need in accordance with Specifications.
Procurement Management Division
Management and Financial Services/City of Charlotte 600 East Fourth Street
Phone: 704/336-2256 Fax: 704/336-2258
3
Charlotte, NC 28202-2850
Item #
Page #
Section #
Specification(s)
Change(s) Modification(s)
Question: Would you send a PO for a certain
amount each time or issue a blanket order for the
annual quantity and make monthly or quarterly or
some other time frame releases?
22
31
3
8
Answer: It is anticipated a purchase order will be
issued quarterly to the vendor. Orders will be placed
with the account rep for delivery within 7 days and
submit an invoice referencing the PO number. This
is subject to change based on the needs of the
airport.
Question: When shipments of the bag tags and /or
boarding passes are made to 5601 Wilkinson Blvd,
are there any special requirements - 20' truck? Lift
Gate? Inside delivery? Is there a dock?
Answer: There are no special requirements for
delivery of items. All deliveries will be made to the
CLT Center loading dock.
23
31
3
11
Question: In order to include freight in the price, as
required, how many shipments do you anticipate will
be made in a one year time period? i.e. Can you
provide a "projected estimate"?
24
31
3
12
Answer: It is anticipated between 12-24 deliveries
would be required. The Airport desires to keep
approximately a month of stock on hand, however
given the nature of the need, Since there is no order
and inventory history this will be based on the
Airport’s needs.
Question: Will a test order be required of the
awarded vendor? If so for what quantity?
25
32
3
15
Answer: Vendors must provide both a specification
sheet and sample of baggage tag and boarding
pass stock in the standard unit of measure bid with
their bid submission for testing. The quantity should
be the standard unit of measure as provided by the
vendor i.e. one roll of baggage tags or one box of
boarding passes.
Procurement Management Division
Management and Financial Services/City of Charlotte 600 East Fourth Street
Phone: 704/336-2256 Fax: 704/336-2258
4
Charlotte, NC 28202-2850
Item #
Page #
Section #
Specification(s)
Change(s) Modification(s)
Question: On Item 1.23 Post Award Conference, on
page 6, you require a Project Manager and two
local phone numbers in the event of an emergency.
Does this mean the Project Manager needs to be in
Charlotte?
26
6
1.23
n/a
Answer: No. Change to read: The Company shall
provide a telephone number that may be used to
contact the Company’s authorized representative in
the event of an emergency after normal business
hours.
Question: Also, this same item mentions providing a
written schedule. Can you elaborate on that?
27
6
1.23
n/a
Answer: A post award conference may be
scheduled with delivery dates and written delivery
schedule proposed by the Company discussed at
that meeting at the Airport’s discretion.
Question: Do you intend to award this bid contract
to more than one vendor? For example, a primary
vendor and a secondary "back-up" vendor?
28
29
30
5
31
n/a
1.16
3
n/a
n/a
10
n/a
Answer: The Airport does not intend to award to a
primary and backup vendor, however the Airport
reserves the right to award all, none, or any part of
the items that is in the best interest of the Airport,
with one or more of the Bidders responding, which
may be done with or without re-solicitation.
Question: Can you confirm that delivery is expected
within 7 days of receipt of a PO and "time is of the
essence"?
Answer: Yes to both.
Question: Do any of the Baggage Tag or Boarding
Pass have any pre printed items on it or is the
printer doing all the imprinting? If there are items
preprinted how much advance notice we will have
for changes to be implemented. Answer: Please reference question 13 above.
Question: Do we know what quantity you will be
using per month?
31
11
2
n/a
Please see the estimated annual quantities and
stated in Section 2, Form 4. Monthly quantities
cannot be provided at this time.
Procurement Management Division
Management and Financial Services/City of Charlotte 600 East Fourth Street
Phone: 704/336-2256 Fax: 704/336-2258
5
Charlotte, NC 28202-2850
Item #
Page #
Section #
Specification(s)
Change(s) Modification(s)
Question: What will be expected delivery?
32
31
3
10, 11, 12
Answer: See questions 15 and 24 above.
In order to constitute a complete bid response you must acknowledge receipt of this addendum with the Addendum
Acknowledgement Form in Section 2 of the ITB in your bid.
Any Service Provider not acknowledging receipt of an issued addendum may not be considered.
In the event additional changes or clarifications to this ITB are warranted, all Service Providers are responsible for
monitoring www.ips.state.nc.us or http://charmeck.org/city/charlotte/Airport/AboutCLT/Pages/AdsForBids.aspx for
additional addenda.
We appreciate your interest in doing business with the City of Charlotte and look forward to receiving a Bid from your
company.
Sincerely,
Josh Matthews
Procurement Officer
Procurement Management Division
Management and Financial Services/City of Charlotte 600 East Fourth Street
Phone: 704/336-2256 Fax: 704/336-2258
6
Charlotte, NC 28202-2850