SOURCES SOUGHT
D -- Print Management System
- Notice Date
- 1/9/2015
- Notice Type
- Sources Sought
- NAICS
- 323120
— Support Activities for Printing
- Contracting Office
- Library of Congress, Contracts Services, Fedlink Section, 101 Independence Ave SE, LA-318, Washington, District of Columbia, 20540-9414
- ZIP Code
- 20540-9414
- Solicitation Number
- ITS20150117
- Point of Contact
- Ann H. Piper, Phone: 202-707-4928, Mona A Shaw, Phone: 202-707-7719
- E-Mail Address
-
apiper@loc.gov, msha@loc.gov
(apiper@loc.gov, msha@loc.gov)
- Small Business Set-Aside
- N/A
- Description
- The Library of Congress (LOC) is conducting MARKET RESEARCH. This Request for Information (RFI) is being used to determine if sufficient interest and capability exists regarding a potential future solicitation. This notice is provided as information to the market place and is an invitation for respondents to express interest and provide information regarding their relevant capabilities, as well as provide feedback on LOC's requirement. Information submitted in response to this RFI may be used as a basis for a future solicitation and/or as a basis for more in-depth research of our organization's capability. The Government is developing a Statement of Work for Print Management Systems. Responses should be in a White Paper and contain three elements: 1. Your commercial capability that addresses the LOC requirement. 2. Your strategy and plan to meet the LOC requirement. 3. Pricing Information. Section 1: Print Management Solution for Library Administration 1. The Library of Congress generally defines this requirement as what is known in the industry as Managed Print Services. This requirement would include supply and maintenance of existing printers, designated copiers, scanners and new devices throughout LOC. This requirement would best serve LOC as the single control point for maintenance and monitoring of the printing environment and its operational productivity levels where all printers are managed on the network. Maintenance of current equipment and removal of obsolete or excess equipment is essential. LOC requires a solution which will also help to identify a wide range of innovative and cost effective solutions to printing, copying scanning in our environment as well as identifying opportunities to lower costs and improve performance and operational efficiency, reduce print costs and raise environmental sustainability performance under a Managed Print Service Program. Currently the approximate number of devices is 1800 local printers 540 networked printers, and other device and approximately another 220 printers and 82 copiers on a separate network. 2. By utilizing a Print Management System, LOC will gain the ability to monitor all print jobs and costs, analyze paper and toner needs, define opportunities and realize savings. 3. Part of a potential Managed Print Services solution is The Administrative Copy Program, which consists of approximately 180 MFD and various other devices located in the Library's three main buildings on Capitol Hill, and at three outlying annexes located at Taylor Street NW, Landover, Maryland, FT. Meade, Maryland, and the facility at Culpepper, VA. This LOC program must be considered in the context and scope of a Managed Print Solution for our unique agency. 4. Vendors must be capable of submitting multiple business models/ options including but not limited to cost per copy model, lease, and rent and buy options for new equipment. 5. Vendors must provide capabilities pertaining to asset recovery programs and handling of e-waste. 6. Security is crucial. Potential solution must be able to meet LOC ITS Security requirements (i.e. follows NIST IT security standards) for any and all proposed options. 7. LOC require a digital, networked solution utilizing multi-functional devices integrated in accordance with the provided security requirement to copy, print and scan. If a proposed feature cannot connect to the network because it does not meet stated security concerns, this limitation must be highlighted and noted. 8. Copying - It is anticipated that the current configuration will remain largely unchanged in the first year. LOC requires continuity of current copy services through Multi-Functional Devices (MFD), and reduce total number of MFDs in proportion with new printers introduced with a print management solution. Current specifications must be maintained or improved: 9. LOC requires a system that must be able to provide tiered levels of security so that specific functions are limited to specifically authorized staff. 10. All copiers must be able to use paper containing 30 percent post-consumer fiber (30%PC). (See Executive Order 13101.) 11. Copiers shall copy to within 3/16 inch of the leading edge of paper and to within 1/8 inch of the remaining three edges. Copiers shall include a border (edge) erase feature. 12. Print and copy quality produced by the offered copiers shall meet or exceed manufacturers published commercial quality standards (to be included with proposal.). 13. Models shall perform satisfactorily at any relative humidity between 15 and 85 percent. 14. Copiers shall feature a definite indicator of when the equipment is energized. This may be either a special power on light or an appropriate indicator on the control panel. Copiers shall have an automatic energy saving feature with instant-on capability. 15. Models shall be capable of operating on 115 Volt 60 Hz AC electrical current. Copiers with higher voltage requirements shall be highlighted. Section 2: Print Shop Program LOC's Print Shop currently provides in-house printing and duplication services for service units of the Library; including print-on-demand (POD) and large format printing. The objective is to further develop capability and increase service offerings, perhaps via a web/browser based application, to streamline the process for customers to request print services, graphic work, print jobs, and to account for printing expenses and chargebacks. LOC wish to have presented through the use of the print management software, savings and various print choices which are highlighted during every print decision costs, including the option of using the LOC Print Shop. This solution should enable LOC to utilize the LOC print shop in more efficient ways that help to define a plan for rightsizing the device fleet, and LOC to identify ways to potentially further reduce costs in the future. For all Programs referenced in this document except the Reading Room solution, an internal charge-back solution is needed to "charge back" all copying/printing/ for common MFDs and in particular move production work to in the print shop. The Reading Room application mentioned below is another necessary charge for print program which differs in that it interfaces with patrons, researchers, Congress and the public. LOC is open to reviewing separate or combined solutions for these Programs. 2.1 Job Submission Software for the Print Shop LOC has an interest in solutions that allow end users to submit print jobs electronically to the Print Shop using industry standard browsers for centralized production or decentralized print. The solution walks end users through each step of identifying their print needs, develop final print files, select print options, such as paper and binding, and automatically receive a job estimate. Web-based printing potentially generates cost savings and improvements in output quality, productivity, and turnaround time. Proposed solutions must incorporate this vision as part of the overall solution or separately. The integration of these different programs is a requirement of this procurement and will be evaluated. LOC will evaluate the responses to this requirement as part of the eventual scoring methodology. Section 3: Public Reading Rooms in the Library of Congress Vendors should consider two significant factors. First, the need to meet customer demand through the provision of products and services expected and received as standard in many peer institutions and across the marketplace. Second, the need to establish a transparent cost-recovery model, one that maximizes efficiencies and economies of scale, and allows LOC to set an affordable fee schedule for a wide range of services. Vendors shall provide traditional and multi-function capacities that provide the patrons of the reading rooms with a full range of contemporary options for imaging, transmitting, and printing output. The solution should also provide LOC with greater operational efficiencies, cost savings, and revenue generation opportunities. As an institution, LOC would provide a complete service environment for researchers and other patrons of its reading rooms, but new capabilities would vary from reading room to reading room, with equipment and services being provided in relation to collection type, material format, demand (volume) and condition of materials. The program will also create an efficient, fee-based imaging service that best meets LOC's operational and financial goals. Implementation would maximize cost effectiveness, streamline workflow, document use and optimize outputs. This RFI will introduce a fundamental change to the way LOC manages its public printing, copying, and scanning services. LOC wishes to establish a feature-rich print management environment in the 19 reading rooms of the Library of Congress. Objectives include: • Greatly reduce the inventory of desktop printers; • transition from analog equipment to digital; • network all imaging equipment to establish demand, volume, and cost; • reduce overhead costs associated with paper and ink; • Improve available services to include industry-standard services such as color, secure printing, scanning, scan-to-email etc. Vendor's White Paper should address implementation in the following areas: 1. The replacement of the traditional decentralized service model with an integrated print management solution. 2. A chargeback system that identifies which services (printing, copying, and scanning) can be incorporated into a self-service, fee-based structure and how it can be implemented. 3. The introduction of a network printing to replace desktop PC-printing. 4. The inclusion of the microfilm reader-printer service into the print management solution. 5. The introduction of scan-to-email capability from MFDs. 6. The introduction of color printing and copying 7. Mobile Printing which would allow patrons to print from their personal hand held devices such as IPad, Tablets and smart phones. 8. Secure print environments which would allow for the creation of individualized queues which only the patron could access using a log on or other identification method such as a smart card. 9. Ability to protect collections in a small number of instances where a reading room does not want to provide copying of brittle materials. A ‘lock' device or alternative machine is required in these instances. 10. Charge printing costs to patrons on a per copy basis Print equipment meets industry standards and specifications, and/or appropriate levels of performance related to reading room usage. 11. Protect privacy of the individuals doing the printing by limiting access to one's own print jobs. 12. Meet LOC security requirements for IT. 13. Configure workstations, printers, and photocopiers in a way that optimizes workflow in a particular area. Print jobs might be directed either to a photocopier or networked printer depending on volume of usage of the copier or printer and the room configuration. 14. Allows staff and/or customers to print without being charged. This would facilitate free printing as necessary for Congress-related matters, and information exchange with reading room staff concerning bibliographic references and meet basic service expectations. 15. It is desirable that a watermark designates the source of the material being copied and states general copyright restrictions. 16. Have the same charge mechanism for all publically-used imaging and printing services including printers, photocopiers, microform reader-printers, and MFD-enabled scanners. 17. Enable the direct replacement of all equipment associated with the current value-card system used by the LOC, including card readers, coin stations, and value-cards. 18. Manual value pads to program card value will be available during transition period, or appropriate approach to allow for the transition of all DAC Card Readers to new system. 19. Value-cards should be provided on an annual or semi-annual basis, or best agreed-upon method. 20. The solution should consolidate where possible so that fewer charge boxes and other enabling devices are required. 21. Provide an efficient, convenient and cost-effective means for users to purchase and add funds to their accounts or cards. 22. Users must be able to purchase cards on site in a manner that is service oriented and financially feasible. 23. Users must be able to use cash to purchase copy cards on site for convenience and to maintain anonymity if desired. LOC prefers that users have the ability to use credit cards to make purchases on site as well as long as regulations regarding use of credit card purchases are addressed before implementation. 24. Users must also be able to purchase copy cards at dedicated non-reading room site to allow for customer service and account management as necessary. The implemented system must allow for manual user data input by appropriate LOC staff members. 25. Provide a comprehensive means of tracking usage and charges made against the system to facilitate effective back-office accounting. 26. All functions of the cost-recovery system must be accessible by authorized LOC staff members to enable them to replace damaged copy cards, retrieve cash or credit cards from jammed card-purchase kiosks and to override incorrect transactions. 27. System must be able to provide tiered levels of security so that specific functions are limited to specifically authorized staff. 3.1 Microform Reader-Printers LOC currently uses about 40 microform reader-printers which are purchased by the individual reading rooms. Most reader-printers are operated with charge cards and serviced by a third-party vendor. Reading rooms also have 50 digital microform scanners, for which currently there is no charge for printing and it is possible to download digital files from them using an attached PC. The digital microfilm machines will be placed on the network and allow for printing through the proposed system. A method of charging for prints made on the non-networked analog Microfilm reader printers must be included in the proposal. The number of machines will decrease as they are replaced with digital versions but there will always be a small number in the inventory. 3.2 Mobile Printing Within LOC's Print Re-engineering Plans are considerations for Mobile Printing. Mobile printing is the process of sending data to a printer wirelessly from a smartphone, laptop, or tablet. LOC is interested in mobile printing solutions that would grant LOC staff, researchers, and Congress the ability to print wirelessly at LOC from any mobile device, such as a smartphone, tablet or a laptop, to an ePrint-enabled or wireless printer. The solution must provide security options that could possibly utilize hard disk encryption or erase options for MFDs where additional security is needed when handling sensitive or confidential information. Vendors shall address in the White Paper solutions that meet the following requirements: 1. Charge printing costs to patrons on a per copy basis. 2. Provide print management solution for current reader printers 3. Be able to transition all enabling equipment for print management from old reader printer to new digital printers as they are networked 4. Be able to print scanned images to hard-copy via MFDs 5. Protect privacy of the individuals doing the printing by limiting access to one's own print jobs. 6. Meet LOC security requirements for IT. 7. It is desirable that a watermark designates the source of the material being copied and states general copyright restrictions 3.3 Scanning Currently photocopy machines cannot be used as scanners because they have not been networked. Some reading rooms have flatbed scanners available for LOC staff use and staff occasionally allows patrons to use these scanners. Some reading rooms also have overhead scanners for patron use which have been purchased by the reading rooms. Currently there is no charge for the use of available scanners. LOC wants to provide regular scanning from MFDs as part of the scope of work, and to have the ability to charge for these scans if LOC chooses to do so. Vendors shall address in their White Paper solutions that meets the following requirements: 1. Provide scan-to-email capability through MFDs. 2. Provide a plan to include, the capability through equipment and software to allow MFD scanning. 3. Be able to print scanned images to hard-copy. 4. Be able to scan items in reading rooms that are in odd sizes and/or are somewhat fragile. 5. It is desirable that a watermark designates the source of the material being copied and states general copyright restrictions. 6. Provide a plan to include the ability to tag digital file with information on the file's origin and copyright restrictions in such a way that the tagging is both visible when viewed on a computer screen and when printed on tangible materials. 3.4 Color Currently, only one reading room provides a color copier and, with the current free printing policies, it is not possible to offer color printing at all. Vendors shall address color printing and copying in all reading rooms and be able to charge an appropriate price for higher cost of color printing. Vendors shall address in their White Paper solutions that meets the following requirements: 1. Use of an MFD model that provides color and black and white print options. 2. Use of an MFD model that provides color and black and white copy options. 3. Networking of printers with an appropriate charge mechanism for black and white and color options, with fees set at different rates. 3.5 Cost Recovery LOC currently uses a third-party vendor for cost-recovery on duplication equipment. A separate charge box is used for each photocopier and microform reader-printer at a significant cost per box. Most of these charge boxes accept copy cards but a few still only accept coins. At this point there is no charge mechanism for the use of desktop laser printers or scanners. Vendors will facilitate and provide detailed floor plans of all final equipment locations, based on reading room configurations, reading room policies, and ITS and Architect of the Capital (AOC) requirements for drops and related infrastructure. Vendors shall provide a method for transitioning from the current DAC card reader system to any new card reader system. Manual value pads to program card value will be available during transition period to allow the transition of all DAC Card Readers in as short a period as possible. The plan should be delivered two weeks after the effective period of performance begins. A Print Management System (PMS) responsive to public services, industry trends and revenue generation. LOC currently charges a fee for photocopying and microfilm printing in the reading rooms. Additionally, LOC needs the ability to charge for PC printing, and for scanning. As a revenue-generating activity, LOC is making assumptions about a print management solution: • Black and white printing has been declining for over a decade and will continue to do so. • Networking printing in the reading rooms will automatically reduce use by 50%. • Color printing and copying will increase, as it would be a new service. • On-site printing will increasingly be replaced by scanning options, and LOC must have the option to track and charge for equipment usage. • Vendors should be prepared to offer ideas on how to ideally migrate to credit card and/or smartcard use. Section 4: General Requirements A PMS that reduces cost and increases flexibility. In additional to requesting a pricing schedule in the RFI, LOC welcomes suggestions around alternate pricing arrangements that would lower LOC's total cost of ownership. Examples may include purchasing, renting, leasing, volume pricing or discounts, and ‘no cost contract' (i.e., vendor assumes all cost, and all revenue) DEFINITIONS 1. Critical Copiers: These copiers must be repaired and returned to service within two hours so that the mission of the Library will not be jeopardized. 2. Magnetic Card Encoding System: This system includes the equipment access units and magnetic card vending machines owned by the Library and manufactured by Digital Access Control, Inc. 3. Magnetic Card Vending Machine: The machines used by the public to purchase and/or add money amounts to magnetic cards to allow the operation of copying equipment. 4. Maintenance: Maintenance includes all labor, parts, consumable supplies (except paper), service, and repairs necessary to maintain proper operation of all copiers during contract performance. It does not include repair of damage resulting from factors clearly beyond the control of the Contractor, such as accident, inappropriate use, failure or interruption of electrical power, or failure of air-conditioning or humidity controls. 5. Meter Reading: A reflection of the number of copies made on each copier. Pricing Information LOC is looking for a best value and lowest total cost of ownership (TCO), where value is the optimal combination of cost, service quality, and technical capability required to meet the Library's needs, and TCO is the total cost of the solution over the length of the contract. While service and quality is essential, vendors are requested to offer cost estimates that illustrate value and lower total cost. QUESTIONS: QUESTIONS MUST BE SUBMITTED NO LATER THAN 12 NOON EST, 01/15/2015 in writing to apiper@loc.gov. SUBMISSION OF RESPONSES: Responses to this RFI should be submitted using MS Word no later than 5:00 PM EST, Friday, January 23, 2015 to: Ann Piper at the following e-mail address: apiper@loc.gov. Responses to all or part of the RFI will be accepted. Proprietary information shall be clearly marked. The Government will NOT be responsible for any proprietary information not clearly marked. Responses to the RFI MUST include the following: Submitters Name Street Address, City, State, Nine-Digit Zip Code Point of Contact (POC) POC Telephone & facsimile numbers, and email address. Responses received after January 23, 2015 may not be considered in the government's analyses. The Government may elect to contact RFI respondents to get clarification on the information submitted.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/LOC/CS/FEDLINKCS/ITS20150117/listing.html)
- Place of Performance
- Address: Library of Congress, 101 Independence Avenue, SE, Washington, District of Columbia, 20540, United States
- Zip Code: 20540
- Zip Code: 20540
- Record
- SN03612452-W 20150111/150109234026-60de5a45932331707d8d83fd636813e3 (fbodaily.com)
- Source
-
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