SOLICITATION NOTICE
74 -- RFQ-DC-08-00280 Copiers
- Notice Date
- 9/23/2008
- Notice Type
- Presolicitation
- Contracting Office
- Environmental Protection Agency, Office of Acquisition Management, EPA/Headquarters, Environmental Protection Agency, Headquarters Procurement Operations Division, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-08-00280
- Response Due
- 9/30/2008
- Archive Date
- 10/31/2008
- Point of Contact
- Point of Contact, Hugh Sullivan, Purchasing Agent, Phone (202) 564-1763<br />
- Small Business Set-Aside
- N/A
- Description
- NAICS Code: 532420 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are beingrequested and a written solicitation will not be issued.This procurement is a total small-business set-aside. The NAICS code is 532420. The SBA size standard is $25.0 Million in revenues. The solicitation number is RFQ-DC-08-00280 and is being issued as a Request for Quotation (RFQ). The United States Environmental Protection Agency Office of International Affairs (US EPA/OIA) is seeking three Black and White (B&W) medium-duty copiers and one Color medium-to-heavy duty copier. The anticipated award will be a firm fixed-price Purchase Order. The contractor shall provide a lease for the required new multi-function copiers, three of which will be B&W medium duty units and one will be a Medium to High Volume color unit. The contractor shall provide trade-in/disposal of the six copiers now being utilized in OIA. The contractor shall provide a full-service, comprehensive maintenance agreement, which includes (but is not limited to), replacement toner cartridges and disposal of expended toner cartridges for each unit. Finally, the contractor shall provide delivery, installation, set-up and initial training for the copiers. These copiers will not initially be connected to the network. However they must have network connectivity capability should network printing and/or scanning be required at a later date. The following provisions and clauses apply to this acquisition: 52.212-1, Instructions to Offerors-Commercial Items; 52.212-3, Offeror Representations and Certifications-Commercial Items; 52.212-4, Contract Terms and Conditions-Commercial Items. The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this solicitation. Specifically, the following clauses cited are applicable to this solicitation: FAR 52.222-3, FAR 52.222-19, FAR 52.222-21, FAR 52.222-26, FAR 52.222-35, FAR 52.222-36, FAR 52.222-37, FAR 52.222-39, FAR 52.232-33, FAR 52.222-41 and FAR 52.222-42. Quotes will be evaluated for best value to the Government, including price and how well the features of offered copiers meet the requirements for each line item. *This document can be found in its entirety at HTTP://WWW.EPA.GOV/OAMHPOD1/ADMIN_PLACEMENT/OIACOPIERS/INDEX.HTM SPECIFIC REQUIREMENTSLINE ITEMS DESCRIPTION: Line Item 0001: Medium Duty Black-and-White Multi-Function (scan/fax/print/copy) Copiers (3 required) a.508 Compliance: All units shall be certified to be in compliance with Federal requirements for use by visually-impaired persons. b.Accounting: All units shall internally track copier statistics, including (but not limited to) the number of impressions and utilization of supplies. c.Additional Print Features: All units shall provide delay-, sample- and secure-print, embedded web server for remote control/monitoring and setup, and job monitoring at the device and at the desktop. d.Resolution: All units shall provide print resolution of up to 1200 x 1200 dpi and copy resolution of up to 600 x 600 dpi e.Warm-up Time: All units should have a warm-up time of less than 100 seconds. f.Communication Security: All units shall allow for print encryption as print files are sent via the network. g.Copier Identification: All units shall have the manufacturer's serial number permanently and legibly stamped and affixed on the major components in a readily accessible location. h.First-page Out: All units shall produce the first black-and-white copy no more than 10 seconds after receipt the print request from the user workstation (assuming the copier is operational and in standby mode). i.Image quality: All units shall produce image quality that meets or exceeds the manufacturer's published commercial quality standards. j.Secure User Access: All units shall have the ability to monitor and control access to copy and print features by way of user access codes. k.Interleaving: All units shall provide an IP Filtering capability, which provides security and has the ability to limit access for security purposes. l.Network Security: The connection of multifunction copiers to the OIA LAN will introduce potential security vulnerabilities. Therefore, Information-Assurance (IA) or IA-enabled information technology hardware, firmware and software components are an essential enhancement in the area of security. The contractor shall certify that the copiers will be validated through the National Information Assurance Partnership (NIAP) common criteria validation, pursuant to the Department of Defense Directive 8500.1 and National Security Telecommunications and Information Systems Security Policy (NSTISSP) Number 11, within 120 days after contract award. The contractor shall maintain such product validation for updated version or modifications by subsequent evaluation or through the participation in the NIASP maintenance program as required. The contractor shall provide ample documentation within 120 days after contract award assuring compliance with these standards. The contractor shall provide NIAP/NSTISSP configuration documents. m.Operating Environment: All units shall be capable of operating within a range of 110 to 120 volt 60 Hz AC electrical current. n.Paper Capacity: All units shall have, at a minimum, four paper trays, including a high-capacity feed tray (2000 sheets, size 8.5" x 11") and a bypass tray to allow for use of multiples size/quality paper/transparency/cover stock. o.Paper Size: All units shall be capable of handling all standard sized paper, including 8.5" x 11", 8.5" x 14" and 11" x 17", as well as transparency and cover stock. p.Print Job Storage: All units shall have disk storage capacity of at least 80 GB to allow for very large print files and multiple jobs to be printed. q.Printing Speed: All units should produce black-and-white copies at an average rate of no less than 35-45 pages per minute. r.Processor Speed: All copiers shall have a processor speed of at least 1.4 GHz. to allow for fast printing of documents and rapid response to user selections. s.Scan Capabilities: All units must be able to scan documents to email, server or network, storing files as commonly used file types, using secure scanning technology to protect sensitive data. t.Energy Star Compliance: All units shall be Energy Star Compliant. u.Power Saving Mode: All units shall have energy saving "sleep" mode v.Standard Components: All units shall: a.Use laser printing technologyb.Produce automatic 2-sided copiesc.Allow automatic reduction and enlargement (25% - 400%)d.Select paper automaticallye.Switch feed trays automaticallyf.Accept mixed-size originalsg.Provide book copying capabilities and 2-sided book copying capabilitiesh.Allow multi-position staplingi.Sort and collate outputj.Have touch panel controls with large, easy-to-read graphicsk.Have the ability to staple 20 sheets and separately staple multiple copy sets Line Item 0002: Medium to Medium to High Volume Multi-Function (scan/fax/print/copy) Color Copier (1 required) a.508 Compliance: The Medium to High Volume Color Copier shall be certified to be in compliance with Federal requirements for use by visually-impaired persons. b.Accounting: The Medium to High Volume Color Copier shall internally track copier statistics, including (but not limited to) the number of impressions and utilization of supplies. c.Additional Print Features: The Medium to High Volume Color Copier shall provide delay-, sample- and secure-print, embedded web server for remote control/monitoring and setup, and job monitoring at the device and at the desktop. d.Autocolor select: The Medium to High Volume Color Copier should have an autocolor select feature, so that when processing copy jobs with interleaved B&W and color pages, the appropriate copy type will be used for each page. e.Booklets: The Medium to High Volume Color Copier shall provide functionality to create saddle-stitched booklets. f.Resolution: The Medium to High Volume Color Copier shall provide print resolution of up to 1200 x 1200 dpi and copy resolution of up to 600 x 600 dpi g.Warm-up Time: The Medium to High Volume Color Copier should have a warm-up time of less than 100 seconds. h.Communication Security: The Medium to High Volume Color Copier shall allow for print encryption as print files are sent via the network. i.Copier Identification: The Medium to High Volume Color Copier shall have the manufacturer's serial number permanently and legibly stamped and affixed on the major components in a readily accessible location. j.First-page Out: The Medium to High Volume Color Copier should produce the first black-and-white and/or color copy no more than 10 seconds after receipt the print request from the user workstation (assuming the copier is operational and in standby mode). k.Image quality: The Medium to High Volume Color Copier shall produce image quality that meets or exceeds the manufacturer's published commercial quality standards. l.Secure User Access: The Medium to High Volume Color Copier shall have the ability to monitor and control access to copy and print features by way of user access codes. m.Interleaving: The Medium to High Volume Color Copier shall provide an IP Filtering capability, which provides security and has the ability to limit access for security purposes. n.Network Security: The connection of multifunction copiers to the OIA LAN will introduce potential security vulnerabilities. Therefore, Information-Assurance (IA) or IA-enabled information technology hardware, firmware and software components are an essential enhancement in the area of security. The contractor shall certify that the copiers will be validated through the National Information Assurance Partnership (NIAP) common criteria validation, pursuant to the Department of Defense Directive 8500.1 and National Security Telecommunications and Information Systems Security Policy (NSTISSP) Number 11, within 120 days after contract award. The contractor shall maintain such product validation for updated version or modifications by subsequent evaluation or through the participation in the NIASP maintenance program as required. The contractor shall provide ample documentation within 120 days after contract award assuring compliance with these standards. The contractor shall provide NIAP/NSTISSP configuration documents. o.Operating Environment: The Medium to High Volume Color Copier shall be capable of operating within a range of 110 to 120 volt 60 Hz AC electrical current. p.Paper Capacity: The Medium to High Volume Color Copier shall have, at a minimum, four paper trays, including a high-capacity feed tray (2000 sheets, size 8.5" x 11") and a bypass tray to allow for use of multiples size/quality paper/transparency/cover stock. q.Paper Size: The Medium to High Volume Color Copier shall be capable of handling all standard sized paper, including 8.5" x 11", 8.5" x 14" and 11" x 17", as well as transparency and cover stock. r.Print Job Storage: The Medium to High Volume Color Copier shall have disk storage capacity of at least 80 GB to allow for very large print files and multiple jobs to be printed. s.Printing Speed: The Medium to High Volume Color Copier should produce black-and-white copies at an average rate of no less than 35-45 pages per minute and color copies at an average rate of no less than 25-35 pages per minute. t.Processor Speed: All copiers shall have a processor speed of at least 1.4 GHz. to allow for fast printing of documents and rapid response to user selections. u.Scan Capabilities: The Medium to High Volume Color Copier must be able to scan documents to email, server or network, storing files as commonly used file types, using secure scanning technology to protect sensitive data. v.Energy Star Compliance: The Medium to High Volume Color Copier shall be Energy Star Compliant. w.Power Saving Mode: The Medium to High Volume Color Copier shall have energy saving "sleep" mode x.Standard Components: The Medium to High Volume Color Copier shall: a.Use laser printing technologyb.Produce automatic 2-sided copiesc.Allow automatic reduction and enlargement (25% - 400%)d.Select paper automaticallye.Switch feed trays automaticallyf.Accept mixed-size originalsg.Provide book copying capabilities and 2-sided book copying capabilitiesh.Provide booklet creation capabilities (V-fold)i.Allow multi-position staplingj.Allow multi-position 2 and 3 hole-punchingk.Sort and collate outputl.Have touch panel controls with large, easy-to-read graphicsm.Have the ability to staple 20 sheets and separately staple multiple copy sets Line Item 0003: Trade-in and Removal of Existing Copiers The Contractor shall remove the following the following six copiers and provide credit for their Fair Market Trade Value: Xerox Docucolor 12Purchased in 2002Canon NP6085Purchased in 1997(2) Sharp AR407JPurchased in 2000(2) Panasonic DP4510Purchased in 2002 The Contractor shall remove the trade-in copiers on the date of delivery of the new copiers, provided that the Government will verify property passes, release trade, location of all trade units and a copy of the Xerox CERT tag that will be provided on each machine prior to removal/delivery. The contractor shall calculate trade-in value for the six used copiers and deduct that amount from the base year contract pricing. Line Item 0004: Training The contractor shall provide onsite (at OIA's Office, 1300 Pennsylvania Ave, NW) user training on the use of each copier. The total twelve hours of training shall be provided over four business days to allow for as many potential users as possible to attend the training. Training will be scheduled in three hour blocks on each day. The contractor shall coordinate the training schedule with the project officer within five (5) business days after delivery. Line Item 0005: Copier Maintenance and Repair Service Maintenance of copiers shall be provided at a monthly fixed rate for one base year and four option years (total of five years) from the date of physical installation of the copiers. At its sole discretion, the Government may exercise each service option. It is anticipated that each of the copiers (three B&W copiers and one B&W/color copier) will generate 10,000 black and white copies, and the color copier will generate 3,500 color copies per month. For the four copiers covered under the agreement, this represents an aggregated image count of 40,000 black-and-white copies and 3,500 color copies per month. Under no circumstances shall any additional per-image charges apply until the aggregated total number of monthly images (B&W or color, respectively) exceed the aggregated monthly image count. The maintenance agreement should include all basic supplies (toner, staples, etc.) and shall cover replacement of the drum and/or other operating components. Specifically excluded are any paper or transparency supplies. The contractor shall provide a clearly defined schedule of routine preventative maintenance service. The contractor shall provide emergency repair and maintenance service within an eight-hour time frame, computed from the time the initial trouble call is logged at the contractor's trouble line. The contractor shall provide an average performance time of four hours for this service. The contractor shall provide a telephone number and contact name to be used for reporting copier problems, and must assure that the number is staffed during normal business hours (7:00 AM to 5:00 PM, M-F, Eastern Time). In addition to the supplies in use within a purchased copier, the contractor shall assure that one "spare" set of supplies is available at each copier at all times, so that authorized OIA staff can replace expended components when necessary. The contractor shall assure that fresh supplies are provided as spares are used. The contractor shall recycle expended supplies such as toners, etc. In the unlikely event that any copier purchased in response to this Statement of Work (SOW) cannot be repaired after three consecutive attempts, the contractor shall replace the defective copier with another of the same or newer model at no additional cost to the Government. Line Items 0006, 0009, 0012, 0015: Options to Renew Lease of B&W Copiers Four Option Periods for twelve-month renewals of B&W copier lease as outline in Line Item 0001, to be exercised at the discretion of the Government. Line Items 0007, 0010, 0013, 0016: Options to Renew Lease of Color Copier Four Option Periods for twelve-month renewals of Color Copier lease, as outlined in Line Item 0002, to be exercised at the discretion of the Government. Line Items 0008, 0011, 0014, 0017: Options to Renew Maintenance Agreement Four Option Periods for twelve-month maintenance agreements, as outline in Line Item 0005, to be exercised at the discretion of the Government. Line Item 0018: Option for Copier Software Installation and Testing Please provide a quote for exercising an Option for Copier Software Installation and Testing as outlined below:1.If this option is exercised, the contractor shall provide installation and testing of the required copier software needed for desktop control of line items 0001 and 0002. a.The contractor shall develop the schedule for this task in coordination with the Project Officer, due to the need to certify software with agency requirements.2.The Contractor shall validate and install all driver software, in accordance with the schedule developed with the project officer, following the exercise
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