SOLICITATION NOTICE
74 -- Medium-to--High Volume Copier/MFP
- Notice Date
- 2/3/2009
- 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-09-00103
- Response Due
- 2/9/2009
- Archive Date
- 3/9/2009
- Point of Contact
- Point of Contact, Hugh Sullivan, Purchasing Agent, Phone (202) 564-1763<br />
- Small Business Set-Aside
- N/A
- Description
- NAICS Code: 333313 UNITED STATES ENVIRONMENTAL PROTECTION AGENCY WASHINGTON, D.C. 20460 OFFICE OF ADMINISTRATION AND RESOURCES MANAGEMENT February 3, 2009 REQUEST FOR QUOTATION "Acquisition of One Medium-to-High-Volume Color Photocopier/Multifunction Printer"This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, in conjunction with FAR Part 13 and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.This procurement is a total small-business set-aside. The NAICS code is 333315. The SBA size standard is 500 employees. The solicitation number is RFQ-DC-09-00103 and is being issued as a Request for Quotation (RFQ). The United States Environmental Protection Agency Environmental Appeals Board (US EPA/EAB) is seeking one (1) medium-to-heavy duty color photocopier/multifunction printer (MFP).The contractor shall provide a purchase price for the required new medium-to-high volume MFP. The contractor shall provide trade-in/disposal of one copier now being utilized by the EAB. The contractor shall provide delivery, installation, set-up and initial training for the MFP. The MFP must have network connectivity capability in order to allow network printing and/or scanning. Please provide a quote for a full-service, comprehensive routine maintenance agreement, which includes (but is not limited to), periodic maintenance, replacement toner cartridges and disposal of expended toner cartridges, staples, and a phone number for requesting emergency repairs. 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 MFPs meet the specified requirements.*This document can be found in its entirety at http://www.epa.gov/oamhpod1/admin_placement/eabcopier/index.htm SPECIFIC REQUIREMENTSLINE ITEMS DESCRIPTION: Line Item 0001: Medium to Medium-to-High Volume Color Copier/Multi-Function Printer (scan/fax/print/copy) (1 required) a.508 Compliance: The Medium-to-High Volume Color Copier/MFP 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/MFP shall internally track copier statistics, including (but not limited to) the number of impressions and utilization of supplies. c.Print Job Size: The Medium-to-High Volume Color Copier/MFP shall have the capability to regularly print jobs averaging 50 pages in length. d.Additional Print Features: The Medium-to-High Volume Color Copier/MFP 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 of B&W and Color print jobs. e.Autocolor select: The Medium-to-High Volume Color Copier/MFP shall 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. Autocolor selection shall have the capacity to be overridden when necessary. f.Booklets: The Medium-to-High Volume Color Copier/MFP shall provide functionality to create saddle-stitched booklets. g.Resolution: The Medium-to-High Volume Color Copier/MFP shall provide minimum print resolution of 600 x 600 dpi and minimum copy resolution of 600 x 600 dpi h.Warm-up Time: The Medium-to-High Volume Color Copier/MFP should have a warm-up time of less than 100 seconds. i.Communication Security: The Medium-to-High Volume Color Copier/MFP shall allow for print encryption as print files are sent via the network. j.Copier Identification: The Medium-to-High Volume Color Copier/MFP shall have the manufacturer's serial number permanently and legibly stamped and affixed on the major components in a readily accessible location. k.First-page Out: The Medium-to-High Volume Color Copier/MFP should produce the first black-and-white and/or color copy no more than 10 seconds after receipt of the print request from the user workstation (assuming the copier is operational and in standby mode). l.Image quality: The Medium-to-High Volume Color Copier/MFP shall produce image quality that meets or exceeds the manufacturer's published commercial quality standards. m.Operating Environment: The Medium-to-High Volume Color Copier/MFP shall be capable of operating within a range of 110 to 120 volt 60 Hz AC electrical current. n.Paper Capacity: The Medium-to-High Volume Color Copier/MFP 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 multiple size/quality paper/transparency/cover stock. o.Paper Size: The Medium-to-High Volume Color Copier/MFP 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: The Medium-to-High Volume Color Copier/MFP 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: The Medium-to-High Volume Color Copier/MFP should produce black-and-white copies at an average rate of no less than 51 pages per minute and color copies at an average rate of no less than 51 pages per minute. r.Processor Speed: The Medium-to-High Volume MFP should have a processor speed of at least 1.3 GHz. to allow for fast printing of documents and rapid response to user selections. s.Scan Capabilities: The Medium-to-High Volume Color Copier/MFP shall 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: The Medium-to-High Volume Color Copier/MFP shall be Energy Star Compliant. u.Power Saving Mode: The Medium-to-High Volume Color Copier/MFP shall have energy saving "sleep" mode v.Standard Components: The Medium-to-High Volume Color Copier/MFP shall: a.Use laser printing technologyb.Produce automatic 2-sided copiesc.Allow automatic reduction and enlargement (25% - 400%)d.Select paper size 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 and "saddle-stitch" staple)i.Allow multi-position staplingj.Allow 3 hole-punchingk.Sort and collate outputl.Have touch panel controls with large, easy-to-read graphicsm.Have the ability to staple 40 sheets and separately staple multiple copy sets Line Item 0002: Trade-in and Removal of Existing Copier The Contractor shall remove a Canon ir400 and provide credit for its Fair Market Trade Value. The Contractor shall remove the trade-in copier on the date of delivery of the new copiers, provided that the Government will verify property pass, release trade and location of the unit. The contractor shall calculate trade-in value for the used copier and deduct that amount from the base year contract pricing in the quote. Line Item 0003: Delivery, Installation and Setup The contractor shall include in the quote all costs for delivery, installation and setup of the Medium-to-High Volume Copier/MFP. The Medium-to-High Volume Copier/MFP shall be delivered to: US Environmental Protection AgencyEnvironmental Appeals BoardColorado Building1341 G St., NWSuite 600Room 624Washington, DC 20005 The Contractor shall coordinate delivery, setup and installation with the project officer. Delivery, setup and installation shall be completed within 30 calendar days of the order. Line Item 0004: Training The contractor shall provide onsite user training (minimum of one hour) on the use of the copier at the location of installation. 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 copier. At its sole discretion, the Government may exercise each service option. The Government reserves the right to not order a maintenance agreement upon purchase of the Medium-to-High Volume Copier/MFP. It is anticipated that the copier will generate 10,000 black and white copies, and 5,000 color copies per month. Under no circumstances shall any additional per-image charges apply until the total number of monthly images (B&W or color, respectively) exceed the monthly allowable image count. The maintenance agreement should include all basic supplies (toner, staples, etc.). 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 one business day, 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 should provide a telephone number and contact name to be used for reporting copier problems, and should 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 EAB 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 toner cartridges, etc. In the unlikely event that the 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, 0007, 0008, 0009: Options to Renew Maintenance Agreement Four Option Periods for twelve-month maintenance agreements, as outlined in Line Item 0005, to be exercised at the discretion of the Government. Instructions to Quoters: "Quotes are due Monday February 9, 2009 at 2:30 PM eastern time."Please submit prices for a 60 month maintenance agreement, broken into 12 month segments of a Base Period and four Option Periods. oThe maintenance agreement shall allow for 10,000 aggregated B&W copies per month.oThe maintenance agreement shall allow for 5,000 color copies per month."Quotes must include make, model number and price for each copier, as well as technical specification sheet for each copier."Quotes should be no longer than ten (10) double-sided pages or twenty (20) single-sided pages, including specification sheet."Each quote should include a cover sheet providing a one-page summary description of the quote."If a vendor feels that multiple models of MFPs produced by the same or different manufacturers meet the requirements of the Government, the vendor is invited to submit a separate quote for each model as appropriate."Quotes shall be submitted via email to Hugh Sullivan, Contracting Specialist: sullivan.hugh@epa.gov or Bradley Austin, Contracting Officer: austin.bradley@epa.gov. "The Point of Contact for this procurement is Hugh Sullivan, Contracting Specialist: sullivan.hugh@epa.gov.
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