VA249-18-AP-6237 Lexmark Copier Rental
The Department of Veterans Affairs Medical Center, Network Contracting Office (NCO) 9, on behalf of Veteran Affairs Medical Center, Mountain Home, TN, is issuing this source sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed contract for Multi-function Devices (MFD s) The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 532420.
THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals or quotes; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.
See below requirement details:
STATEMENT OF WORK:
Multi-function Devices (MFD s)
for the
Veterans Affairs Medical Center
(VAMC) Mountain Home, TN
GENERAL INFORMATION
The Veterans Affairs Medical Center (VAMC) Mountain Home, TN Multifunction Device (MFD) Lease Project
Scope of Work: The contractor shall provide all resources necessary to provide flat rate multifunction (printing, faxing, copying, and network scanning) devices capable of supporting Secure Personal Identifier Verification (PIV) printing for both Veterans Health Information Systems & Technology Architecture (VISTA) and Microsoft print jobs, hardware maintenance support, all consumables except paper, and onsite user training required to support the printer consolidation initiative at the Mountain Home Veterans Affairs Medical Center (VAMC).
As part of a Veterans Administration national green environmental initiative, the Mountain Home VAMC is tasked to reduce overall printing expenditures. This will decrease energy consumption and printer consumables (paper, toner, associated supplies, etc ) while at the same time reducing overall printer maintenance support cost. Additionally, secure printing functionality will significantly reduce privacy incidents. Failure to implement the national initiative will have a negative impact on mandated environmental goals and increase fiscal obligations to support underutilized printing devices.
Performance Period: Base Year + 4 Option Years
The period of performance is October 1, 2018 through Sept 30, 2023 if all options are exercised.
Type of Contract: Contract Type shall be a GSA delivery order for a base year and four option years exercised at the discretion of the government.
This solicitation will be awarded to the Offeror that represents the Best Value to the Government. This process permits tradeoffs among price and non-cost factors and shall allow the VA to accept other than the lowest priced proposal. The perceived benefits of the higher priced proposal shall merit the additional cost.
Place of Performance: The Mountain Home VAMC consists of the main Medical Center located at corner of Lamont & Veterans Way, Mountain Home, TN 37684 and the following:
BRISTOL 2426 LEE HWY SUITE 200, BRISTOL, VA 24202
MORRISTOWN 925 E. MORRIS BLVD., MORRISTOWN, TN 37813
NORTON 654 HWY 58 EAST, NORTON, VA 24273
ROGERSVILLE 401 SCENIC DR., ROGERSVILLE, TN 37857
KNOXVILLE 1557 DOWNTOWN WEST BLVD., KNOXVILLE, TN 37919
KNOXVILLE RAY MEARS 8033 RAY MEARS, KNOXVILLE, TN 37919
SEVIERVILLE 1124 BLANTON DR., SUITE 100, SEVIERVILLE, TN 37766
CAMBELL CO 130 INDEPENDENCE LANE, LAFOLLETTE
BURLINGTON BUILDING JOHNSON CITY VET CENTER, 2203 MCKINLEY RD, JOHNSON CITY, TN 37604
MARION (CBOC) 4453 LEE HWY, MARION VA, 24354-4270
JONESVILLE (CBOC) 32613 WILDERNESS ROAD, SUITE 101, JONESVILLE VA, 24263
VANSANT (CBOC) 1941 LOVERS GAP LANE, SUITE A, VANSANT VA, 24656-0310
7. Contract Management:
The Contractor shall assign an Account Manager who will serve as the point of contact for the Mountain Home VAMC throughout the duration of contract performance. The contractor shall also designate an alternate Account Manager
who will serve as the POC when the Account Manager is not available (illness, vacation, training, etc.).
The Mountain Home VAMC will assign a Contracting Officer who will be the only individual authorized to effect changes in the contract.
The Contracting Officer (CO) shall delegate the authority to manage all technical aspects of the multifunction printer lease project to a Contracting Officer s Representative (COR).
Invoices - All invoicing by the Contractor for multifunction printer devices and device maintenance will be submitted monthly and in arrears electronically FSC e-Invoice Payment. Information on electronic invoice set up can be found at http://http://www.fsc.va.gov/fsc/einvoice.asp, or 1-877-489-6135.
B. CONTRACT AWARD MEETING
The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting or has advised the contractor that a kick off meeting is waived.
C. TECHNICAL SPECIFICATIONS/REQUIREMENTS
The Contractor shall provide multifunction (printing, faxing, copying, and network scanning) devices capable of supporting Secure Personal Identifier Verification (PIV) printing for both Veterans Health Information Systems & Technology Architecture (VISTA) system hosted on a Linux platform (VistA Linux print environment) and Microsoft print jobs. Only offers including hardware meeting this requirement will be considered.
Definition of standard:
Must be equipped with PIV card reader with appropriate software and licenses to be compatible with the Mountain Home VAMC PIV ID cards.
MFDs must support on-board PIV card authentication using government (DOD) PKI certificates. PIV card authentication must also integrate with Windows Active Directory via LDAP.
MFDs must support secure release for VISTA print jobs (mainframe jobs as well as print jobs from Computerized Patient Record System (CPRS) and other Windows applications). User-initiated VISTA print jobs must be held in a print queue; user must be able to authenticate at any MFD on the network with their PIV card and view, release or delete only their own print jobs. Unclaimed print jobs must be deleted by the system at configurable time intervals.
All user initiated print jobs are captured in a central print queue and released from any MFD on the network. This solution provides a maximum uptime environment for users since they can use any MFD in case their designated MFD is down. Holding print jobs on the MFD hard disk or memory is discouraged as it is limited (not a scalable solution) and does not meet compliance and security standards.
The Secure Print solution must operate from the MFD touch-screen display. External displays or operator panels and third-party solutions will not be acceptable as they require additional multi-vendor support. In addition, the MFD will not show other user s jobs sitting in the queue. Only the authenticated user s job will be shown as not to present a security vulnerability target. Print jobs are not tied to only one MFD, but are accessible at any MFD for the user to release after PIV card authentication. References must be provided from two federal facilities where this solution is implemented and used successfully.
Equipment must be TAA compliant.
MFDs must support scanning to the user s Home Directory not a shared network folder. User must be able to authenticate with their PIV card at the MFD to access his/her own unique Home Directory. User registration is not acceptable; user s Home Directory should be automatically obtained from Active Directory when the user authenticates with their PIV card.
When scanning a document at the MFD (following user PIV authentication) and sending via email, the user s email address will automatically be placed in the From field of the email to prevent anonymous emails the sender s email address is obtained from the user s PIV card during authentication. MFDs also allow the user to digitally sign and encrypt the email and attachments using PKI Certificate technology in accordance with government security policies.
MFD must support authentication from both VA PIV/CAC card as well as a touch-screen keyboard using Windows Active directory.
MFD configuration will be completed by vendor prior to lease including software and firmware updates (latest supported revision), network configuration (using VA provided information), loading proper certificate authority (provided by VA) and necessary embedded solutions to support VISTA and Microsoft secure PIV printing.
Must provide one common user LCD interface for all MFDs to perform all MFD functions, e.g., printing, faxing, copying, and scanning. MFD LCD interface must be customizable giving ability to have screen programmed for alterations.
MFD must have the ability to program the screen so that when faxing we can authenticate outside fax lines while not requiring authentication for inside fax lines. It is acceptable for all fax usage to be PIV authenticated.
MFDs must have the ability to integrate with fax servers like RightFax, Streem and others. The MFD must be able to deliver fax image and metadata in the required format. Mountain Home is not currently using a fax server in conjunction with the MFD. This device should support both a fax server and analog fax capabilities.
Must be equipped to scan documents into file formats including PDF, TIFF and JPEG.
Vendor must provide centralized management software that remotely collects data from MFDs and provides information that can be used for page counts, replacement trends, audit trail, and error reporting. A web interface that requires us to log into every device to gather this information will NOT meet the requirement.
All MFDs shall be standalone, desktop models not accepted.
MFD must support duplex print, scan, fax and copy.
Maintenance, installation, and repair of leased multifunction printers will be the sole responsibility of the vendor and will be included in leasing costs.
All multifunction printer maintenance kits, repair parts and consumables (excluding paper) will be covered under the lease agreement and will be OEM.
MFDs must be furnished with Hard Disk Data overwrite and Encryption for the full HDD.
MFDs with installed hard drives or removable media become the sole property of the Department of Veteran Affairs and will be disposed of at end of lease period by the Department of Veterans Affairs in compliance with Department of Veterans Affairs Information Security Policies. Department of Veterans Affairs retains the right to hold at no charge all drive media on all equipment at no added expense. Vendor is responsible for hard drive removal at no expense to the Agency.
Contractor shall comply with the accessibility standards under Section 508 of the Rehabilitation Act of 1973. Existing VPATs must be provided with each proposed model.
Contractor must describe its initial phase-in plan for logistical management purposes. The current contractor will manage the current leased MFDs until the end of the contract (9/30/2018).B The awardee will be expected to begin to replace and install these MFDs no more than sixty (60) calendar days from the date of award of the order. The Contractor shall work with the Government to develop a transition strategy for the orderly replacement of all current MFDs within 90 days of award. B B The awardee will coordinate with Information Resource Management Service (OI&T) to configure devices with the latest supported software and firmware updates, network configuration, loading of proper certificate authority, and necessary embedded solutions to support VistA and Microsoft secure Personal Identifier Verification (PIV) printing.B Awardee will position replacement equipment at the beginning of the lease.B When MFDs require replacement, the contractor will remove the hard drive from the machine and provide the hard drive to the Mountain Home IRM for proper disposition.B B
Contractor must provide a list of all proposed hardware and software to be installed/used as solutioned within their proposal. All proposed software (i.e. PIV enabled Print Release, Centralized Management, Data Collection) must be One-VA TRM approved. https://www.va.gov/TRM/SearchPage.aspx
D. DELIVERY
The contractor shall begin to deliver and install multi-functional devices (copiers), no more than sixty (60) calendar days from the date of award of the order for MFDs, the Contractor shall work with the Government to develop a transition strategy for the orderly replacement of all current MFDs within 90 days of award. B
E. TRAINING & SUPPORT
1. Contractor shall provide onsite training to end users of the MFD's.
Vendor training shall consist of onsite demonstration(s) to include the following functions:
Printing, Finishing, Faxing, Scanning, Emailing, Copying, Secure print functionality using VA PIV card as well as clearing routine device errors, adding paper, staples, etc.
Vendor shall provide one user manual per MFD.
2. Contractor Personnel Security
Contractor shall not be required to obtain a background investigation as contractor staff will not have access to VA computer system or high value areas without a VA security escort with the appropriate clearance.
3. Government Responsibilities
VA shall provide escorted security access into high security areas as needed to perform work during normal duty hours.
The Government shall make available to the Contractor the necessary Government Furnished Equipment (GFE) to perform the duties of the Task Order (i.e. VM Servers (Windows Server 2012 R2) for Contractor required software).
All installation will be performed by VA staff.
4. Service Calls
The vendor will be required to provide full technical support both on-site and phone.B The phone support must be available during at least eight working hours, between 8:00 am and 5:00 pm, Monday thru Friday (Eastern Time) (excluding Federal Holidays.) The contractor shall respond to service calls during normal working hours (between 8:00 AM and 4:00 PM), Monday through Friday, excluding holidays observed by the Mountain Home VAMC. On-site service must be provided by next business day. Technician will check in with IRM before reporting to the department for repair. All machines covered under this task order shall be maintained at 95% monthly effectiveness rate based on the standard federal work month.B Failure of the MFD fleet to achieve a monthly effectiveness level of 95% for more than two months shall result in reassessing the Contractor s performance and functional ability to perform for the term of the agreement.
5. Consumables Management:
Vendor must provide a proactive consumables management system to automatically detect low toner situations and order toner as needed either from local VA inventory or from authorized consumables vendor. Cartridge model must be supported by automatic ordering process model; please describe how you would offer this service.
Toner Cartridge Removal
(1) Contractor shall work with the assigned VA point-of-contact to implement a process to recycle all MFD toner cartridges at no cost to the Government.
(2) The Contractor s disposal process plan shall be provided to the assigned VA point-of-contact within one (1) month of Contract award for review and approval.
(3) Contractor shall not dispose of toner, parts, or chemicals at VA facilities.
(4) Toner cartridge and waste container recycling services are not required for existing VA MFDs not acquired under this solicitation.
(5) To help with sustainability efforts, quarterly reports showing quantity of cartridges returned and total pounds of material recycled must be provided.
6. Automated Data Collection:
Vendor must provide recommendations around tools that reside inside the VA network/firewall to securely collect asset information (statistics, alerts, interventions, meter reads, etc.), and transmit the information back to the vendor to take action when appropriate. This tool must push the information to the vendor over a secure communications channel; it cannot allow the vendor to pull the information from inside the VA network.
This tool will help the VA obtain a complete picture of our output environment, identify opportunities for sustained operational cost savings, and help us transition to a true managed print environment.
7. Reports:
Vendor must provide reports to help us determine what devices we have and where, what devices have been added recently, changed, are missing, and are under or over-utilized.
The Contractor shall obtain a monthly meter reading of each machine following the end of each month for each location and shall transmit those readings electronically (Excel Spreadsheet) within five (5) business days of the subsequent month for verification by the facility COR. Meter readings are the sole responsibility of the Contractor for all networked MFDs containing a valid IP address. Government employees are only responsible for providing the meter readings to the Contractor of non-networked MFDs.
Vendor must provide references from two federal facilities where all these tools and services are installed and used successfully.
F. MFD REQUIREMENTS:
CLIN 1: Standalone Mono A4 MFD, 50 PPM (Quantity 126)
Minimum Monthly Duty Cycle of 150,000 pages
Average Monthly Page Volume Per MFD 3,000
Must have a minimum total input of 1,200 sheets, including by-pass tray
Capable of automatic print duplexingB
PIV authentication
Support PIV enabled Print Release in the Linux Environment
Black White & Color Scanning
7 inch color touchscreenB minimum
1200 x 1200 DPI print resolution
7 seconds or less time to first page print
Paper Size: 8.5 x 11 to 8.5 x 14
CLIN 2: Standalone Mono A3 MFD, 45 PPM (Quantity 10)B
Minimum Monthly Duty Cycle of 200,000 pages
Average Monthly Page Volume Per MFD 3,500
Must have a minimum total input of 2,000 sheets, including by-pass tray
Capable of automatic print duplexingB
PIV authentication
Support PIV enabled Print Release in the Linux Environment
Black White & Color Scanning
Staple and Hole Punch Finishing (no convenience stapling)
10 inch color touchscreenB minimum
1200 x 1200 DPI print resolution
7 seconds or less time to first page print
Paper Size: 8.5 x 11 to 11 x 17
CLIN 3: Standalone Color A4 MFD, 50 PPM (Quantity 1)
Minimum Monthly Duty Cycle of 200,000 pages
Average Monthly Page Volume Per MFD 4,000
Must have a minimum total input of 1,600, including by-pass tray
Capable of automatic print duplexB
PIV authentication
Support PIV enabled Print Release in the Linux Environment
Black White & Color Scanning
10 inch color touchscreenB minimum
1200 x 1200 DPI print resolution
7 seconds or less time to first page
Paper Size: 8.5 x 11 to 8.5 x 14
G. PRICING
Contract Type shall be a GSA delivery order for a base year and four option years exercised at the discretion of the government. Mountain Home VAMC is requesting flat rate lease pricing to include hardware and maintenance (supplies & service), except paper.
B.7 PRICE SCHEDULE
Contractor shall furnish MFD prices for a monthly flat lease rate based on meeting the requirement in the SOW. Contractor shall submit a Firm Fixed Price quote for all base and option year line items.
Base Year
Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 001 $______________ / MFD / month
Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts.
CLIN 002 $______________ / MFD / month
Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 003 $______________ / MFD / month
The following pricing applies to additional device(s) and/or service(s) acquired within
the base 12-month period. Orders will be placed on an as needed basis (TBD) and the location(s) will be provided upon submittal.
Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 001(a) $______________ / MFD / month
Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts.
CLIN 002(a) $______________ / MFD / month
Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 003(a) $______________ / MFD / month
OPTION YEAR 1
Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 001 $______________ / MFD / month
Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts.
CLIN 002 $______________ / MFD / month
Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 003 $______________ / MFD / month
The following pricing applies to additional device(s) and/or service(s) acquired within
OPTION YEAR 1. Orders will be placed on an as needed basis (TBD) and the location(s) will be provided upon submittal.
Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 001 (b) $______________ / MFD / month
Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts.
CLIN 002 (b) $______________ / MFD / month
Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 003 (b) $______________ / MFD / month
OPTION YEAR 2
Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 001 $______________ / MFD / month
Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts.
CLIN 002 $______________ / MFD / month
Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 003 $______________ / MFD / month
The following pricing applies to additional device(s) and/or service(s) acquired within
OPTION YEAR 2. Orders will be placed on an as needed basis (TBD) and the location(s) will be provided upon submittal.
Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 001 (c) $______________ / MFD / month
Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts.
CLIN 002 (c) $______________ / MFD / month
Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 003 (c) $______________ / MFD / month
OPTION YEAR 3
Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 001 $______________ / MFD / month
Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts.
CLIN 002 $______________ / MFD / month
Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 003 $______________ / MFD / month
The following pricing applies to additional device(s) and/or service(s) acquired within
OPTION YEAR 3. Orders will be placed on an as needed basis (TBD) and the location(s) will be provided upon submittal.
Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 001 (d) $______________ / MFD / month
Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts.
CLIN 002 (d) $______________ / MFD / month
Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 003 (d) $______________ / MFD / month
NO ADDITIONAL DEVICES CAN BE ADDED AFTER THE OPTION YEAR 3 PERIOD
OPTION YEAR 4
Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 001 $______________ / MFD / month
Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts.
CLIN 002 $______________ / MFD / month
Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled
Print, copy, scan, analog fax including toner, maintenance, service, and parts.
CLIN 003 $______________ / MFD / month
TOTAL: BASE AND ALL OPTION YEARS: _________________
BASED ON THE RESPONSES TO THIS SOURCE SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
Submission Instructions: Interested parties who consider themselves qualified to provide these supplies/services are invited to submit a response to this Sources Sought Notice by 1:00pm CST, Thursday, August 16, 2018. All responses under this Sources Sought Notice must be emailed to cheri.burton-crutcher@va.gov, Subject Line Title: Multi-function Devices (MFD s) Contract.
SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. The SAM can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220.
DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
Cheri Burton-Crutcher, Contracting Officer
Cheri.Burton-Crutcher@va.gov
