SPECIAL NOTICE
74 -- Paper Milling Machine
- Notice Date
- 3/20/2015
- Notice Type
- Special Notice
- NAICS
- 423420
— Office Equipment Merchant Wholesalers
- Contracting Office
- Department of Commerce, U. S. Census Bureau, Acquisition Division, 1201 East 10th Street, Jeffersonville, Indiana, 47130
- ZIP Code
- 47130
- Solicitation Number
- RFI2015-0003
- Point of Contact
- TINA M. JORAE, Phone: 8122183351, Cherie H. Guilford, Phone: 8122183351
- E-Mail Address
-
TINA.M.JORAE@CENSUS.GOV, Cherie.H.Guilford@census.gov
(TINA.M.JORAE@CENSUS.GOV, Cherie.H.Guilford@census.gov)
- Small Business Set-Aside
- N/A
- Description
- United States (US) Census Bureau Paper Milling Machine for Staple Removal for the National Processing Center (To Replace our Existing Power Paper Cutter) Request for Information (RFI) Introduction The US Census Bureau (Bureau) is issuing this RFI to solicit information from vendors on state-of-the-art automated paper milling devices for the purpose of pre-scanning staple removal. The Bureau intends this RFI to provide key information on cost and upgrade credit of Census owned equipment, and technical capabilities of paper milling devices using current industry standards. This is not a Request for Proposal (RFP), Request for Quotation (RFQ), or an invitation for bid, nor does its issuance obligate or restrict the Bureau to an eventual acquisition. The Bureau will use all information received from this RFI for market research purposes only. The Bureau does not intend to award a contract based on responses to this RFI or reimburse vendors for the preparation of any information submitted for Bureau. The Bureau will make no acknowledgement of receipt of responses, nor will it notify respondents regarding the outcome of the information received. However, based on the information provided, and as part of its ongoing market research, the Bureau reserves the right to contact individual respondents for additional information. Background The Bureau requires continual premier performance, operational excellence, exceptional intelligence and exemplary services from the most current state-of-the art version of automated paper milling devices. The use will support pre-scanning operations for ongoing surveys delivered to the Bureau's National Processing Center (NPC) in Jeffersonville, Indiana. If proven successful for ongoing surveys, the Bureau may expand it to support the 2017 Agriculture, Economic, and Government Censuses, special censuses, and possibly the Dress Rehearsals and 2020 Decennial Census operations. The NPC provides comprehensive printing, mailing, check-in (receipt and acknowledgement of materials), document preparation, imaging, and data capture services for numerous surveys, including but not limited to those listed above. The Bureau, at the NPC, has a desire to explore the use of automated paper milling devices (to remove staples prior to imaging) to supplement its check-in and document preparation operations, in an effort to increase efficiency. The device may eventually replace our existing power paper cutter. The purpose of this RFI is to solicit information on how best to achieve the Bureau's requirement. Responding to this RFI Submit responses in Microsoft Word format and including attachments, should not exceed twenty (20) pages, with Arial font greater than or equal to 11 pt. Please be sure to clearly identify the Topic Area and Point of Interest (outlined in the next section) you are addressing in your response. Submit responses via mail to the U.S. Census Bureau. 1201 East 10th Street, Jeffersonville, IN 47132 or by e-mail to <tina.m.jorae@census.gov> no later than 10:00 A.M. Eastern Time on April 20, 2015. Mark the subject line for responses "[Company Name]-RFI-Census Paper Milling Devices". The Bureau will maintain all information gathered during market research as confidential. Respondents are strongly encouraged to limit submission of general marketing materials and focus on responding to the specific questions posed in this RFI. Please direct any technical questions to Edmond Jarrell, by e-mail at <edmond.r.jarrell@census.gov>, or by phone at 812-218-4090. Upon completion of the review of the responses received, and based on the quality, specificity, and ingenuity demonstrated in the RFI responses, the Bureau might invite select respondents to individually discuss their products and solutions and conduct a technical exchange via a teleconference. The Bureau may also decide to visit contractor's places of business to process a test run of the contractor's automated paper milling devices. This is a Request For Information only. The Bureau is not prepared to make a purchase at this time. The Bureau will not award any contract resulting from this notice. Topic Areas and Points of Interest Please provide information on the following topic areas and points of interest. Topic 1: Vendor Information The Bureau is interested in understanding the profile of the companies responding to this RFI. Accordingly, please respond to the following points of interest: 1.A. Company Information Please provide company information below. 1. Organization Name 2. Contact person's name and title 3. Contact person's email address and phone number 4. Data Universal Numbering System (DUNS) Number 5. Primary North American Industry Classification System (NAICS) Code(s) 6. Commercial And Government Entity (CAGE) code 7. Number of years of company experience with paper milling equipment 8. Business Classification / Socio-Economic Status (e.g., large, small, 8(a), women owned, Veteran Owned) 9. Annual revenue, for the last two years, related to the sales of high volume paper milling devices 10. Annual revenue, for the last two years, related to the sales of high volume paper milling devices to the federal government 11. Annual Volume, for the last two years -- (number of high volume paper milling devices shipped to customers) 1.B. Operating Sites Please provide the following information about your operating sites. What is the number of actual active sites operating your high volume paper milling devices? For each site, describe the type of operation and provide the number of devices. 12. Describe the business providing high volume paper milling devices to your customers. Also, briefly summarize any additional value added services you provide. 13. What is your geographic reach across the lower 48 U.S. States relative to the installed customer base, sales and service locations, and maintenance and repair shops (whether company direct or contracted third-party services)? 14. What is your capability and experience processing and executing diverse ordering scenarios, specifically orders that require multiple ship-to locations across the states? 15. What is your capability to deliver on short notice for emergency requirements? 16. What is your flexibility to customize, noting specific past performance experiences with government agencies. 17. What is a recent (within a year) experience where you provided high customer satisfaction? 18. Provide any other information that describes your diversified customer portfolio. Topic 2: Device Capabilities, Features, and Functions The Bureau requires performance of high volume and high quality automated paper milling devices. It is important the devices remove staples without compromising the integrity of the survey questionnaire. It is also important the devices remove paper dust to prevent transference of dust to the scanners. The Bureau seeks information on the following points of interest to meet operational performance excellence and identify capabilities from the paper milling devices. Please address the capabilities of the devices to successfully conduct and conquer challenges of a demanding and time-restrictive operation, such as a large-scale census: 2.A. Document Processing Please describe document processing, by answering the following questions. 1. What are the types (i.e., paper, card stock, flats), dimensions (include length, height, and thickness), and weights of documents the devices can process? 2. How many different types of documents can the system process in a continuous feed? 3. What is the mechanism for removing paper dust and staple debris? 4. What is the paper milling process? Include information about the type of cutter installed on the device. 5. What distance must content be from the edge of the document, to process it without damage? 6. What are the limits (i.e., gloss, coating, stiffness) on the documents to be processed? 7. What are the restrictions (i.e., condition of paper, damaged/torn documents, irregular sizes, etc.) on the documents to be processed? 8. What are the capabilities to remove staples, stitches, binding, or paper clips? 9. What are the capabilities to process booklets? 10. What are the limitations for stapled, stitched, bound, or paper clipped documents or booklets? 2.B. Critical Path Processing Please describe your standard processing. 1. What preparatory work must be done to the documents prior to staple removal (i.e., unfold, sort, etc.)? 2. How does your system streamline operations? 3. How does the system eliminate manual user tasks? 4. How do you facilitate continual processing with intermixed documents in various orientations? 5. What is the most efficient workflow for simple staple removal? 6. What is the throughput of the equipment (pieces per minute) for staple removal and for preparation? Include total volumes for a typical 8-hour shift. 7. What are the quality assurance processes? 8. What is the maximum number of input feed trays and output bins? Please provide information on tray sizes, configurations, capacities, etc. 9. What is the document feeding mechanism (i.e., drop, auto, etc.)? 10. How does the system loosen pages (to ensure none is stuck to another)? 11. Identify any supplemental functions provided by your devices that may improve or further automate pre-scanning productivity. 2.C. Exception Path Processing Please generally describe the processing capabilities of the devices. 1. How does the system identify and correct for document jams? 2. What does your system do to avoid processing bottlenecks? 3. How does your system reduce downstream exceptions? 4. What type of waste does the system create? 5. How often does the user have to empty waste? 6. What are the built-in waste components? 7. What are the exception handling features? 8. How does the system reduce vulnerabilities and eliminate damage to document content? 9. If damage occurs, what repair and reconstruction processes follow? Topic 3: System interface, Requirements, Specifications, and Drawings Please describe the following points of interest: 3.A. Production Logs and Reports Please describe the production logs and reports of the system. 1. What individual or integrated production, multi-job or multi-machine reports or statistics does the system provide? 2. What are the types of external systems and databases in which your devices can interface? 3. How would the system seamlessly pass production information to Bureau systems? 4. What is the minimum and maximum bandwidth needed? 5. What is the recommended file interface, file naming conventions, destination server paths, etc., for control information? 6. What are the system archiving features? 3.B. System Requirements and Specifications Please describe a paper milling workstation in the following terms. Attach a separate sheet for each type of machine needed. 1. What are the Information Technology computer system requirements, including operating system, if any? 2. What are the equipment electrical requirements and specifications (load, etc.)? 3. What are the environmental controls for temperature and humidity requirements? 4. What are the equipment space requirements? 5. What is the proprietary and standard software needed (include versions)? Identify those that come bundled with the system. 6. What is the required disk drive speed? 7. Is there any required communication, peripheral or supplemental hardware? If so, describe. 8. What Information Technology resources would the Bureau need to support your system? 9. How does the system receive software or firmware updates? 10. What is the expected life cycle of a devise running at full capacity? 3.C. User Interface Describe the interface for the Bureau users. If your device is multi-purpose or modular, describe each module or function. 1. What is the type of user display (i.e., touch screen, mouse driven, etc.)? 2. How large is the monitor and what is the type of screen? (i.e., LCD) 3. What user confirmations/prompts does the system require during processing? 4. Which of the system components are adjustable by the user? 5. What is a typical start-up routine? How long does it take? 6. Are there process points where documents are not within clear vision of the operator? If so, please identify. 7. What types of workflow management can an operator perform? 8. What types of diagnostics can the user perform? 9. Upon inspection, how can users route documents to appropriate output bins? 10. What are the requirements for user names and passwords? 3.D. System Drawings Please provide a dimensioned, plan view drawing of the equipment footprint that includes the following points of interest. If there are different dimensions involved with providing different configurations, please supply a plan view diagram for each. 1. Machine access points 2. Electrical connection points 3. Network connection architecture 4. Required clearances for access panels 5. Operator locations 6. Necessary on-site supplies Topic 4: Shipping and Installation Please address the following points of interest: 4.A. Shipping Please describe how you would ship the devices to the National Processing Center in Jeffersonville, Indiana. 1. Do you contract shipping of equipment via dedicated equipment moving companies or via common carrier? 2. What packing and/or shipping precautions do you take to ensure there is no damage to equipment? 4.B. Installation Please describe how the devices would be unpackaged and installed. 1. Provide your standard pre-installation requirements. 2. What is your installation plan from equipment delivery to final test, including the time required to install on a "per machine" basis? 3. What is your ability to support multiple machine installations at the same site? 4. What is your capacity to support two site installations not located within 50 miles of one another? Topic 5: Training, Support and Maintenance Please describe the following points of interest: 5.A. Course Schedule of Training Provide your course schedule of training options to include: 1. Standard on-site programs 2. Customized on-site programs 3. Levels of training (including simple and complex maintenance) 4. Training duration for each course schedule 5. Operational training (for managers) 6. Operator training, including cleaning and adjustment (include frequency of cleaning needed) 7. Preventive maintenance (vendor supplied) 8. In-house maintenance training 5.B. Technical Support Services Describe your technical support services in terms of the following: 1. Provide a listing of your current technical support services for your installed base of customers to include any response-based support as well as on-site support. 2. What are your rapid support capabilities from technical experts familiar with the product line and able to utilize a keen sense of how to address our demanding needs, thus offering prompt resolutions and service upon request? 3. What successful technical collaborations have you had with a customer to diagnose and rectify issues (give an example)? 4. In what situations did your technical engineers respond with a solution to a government request within a 30-day period (give an example)? 5. What are your abilities and availabilities to provide Monday through Friday on-site support (8-hours per day or 16-hours per day) and availability associated with responding to on-site weekend work? 6. Provide statistics on average uptime performance as a percentage of available time. 7. Provide statistics regarding Mean-Time-To-Failure and Mean-Time-To-Repair. 8. Why is your solution is reliable? 9. What are the names and quantities of stock items the National Processing Center should keep on site? 5.C. Maintenance Servicing Define your maintenance operations as requested below: 1. Where are your service and technical support locations? 2. What is your response time from these locations to Jeffersonville, Indiana? 3. Provide examples of Service Level Agreements that you support for your current customer base. 4. To what degree do you train the maintenance personnel who service your equipment? 5. What certifications and on-going training requirements do you require of your service personnel? Topic 6: Safety and Security Please describe the following points of interest: 6.A. Safety Specification Sheets Provide safety specification sheets that address safety considerations including: 1. Machine guarding 2. Safety interlocks 3. Lockout-Tag out provision 4. Operating temperature range 5. Decibel rating for the equipment 6. Ergonomic features 7. Any safety certifications relative to the equipment 6.B. Occupational Safety Provide the following occupational safety information: 1. How are the machines cleaned and what products do you recommended for performing cleaning tasks? 2. Is there any exposure to hazards during installation, use or maintenance (i.e., moving parts, blades, heat, fumes, electrical or mechanical hazards)? 3. Does your equipment meet Occupational Safety and Health Administration, National Electrical Code, American National Standards Institute, National Fire Protection Association, Environmental Protection Agency and other applicable regulatory requirements? 4. What other government compliance or certifications does the equipment hold? 5. Are there any emissions from the equipment electro-mechanical system, computer and communications system, or milling technology? 6. Was there an instance where your equipment required customization to meet local codes and regulations at the time of installation? If so, please describe. 7. What are your built-in safety features? 6.C. Information Technology Security Please respond to the Information Technology questions. 1. What experience does your company have complying with government Information Technology and physical site security requirements where contractors are subject to background investigations? 2. What experience does your company have complying with data stewardship requirements? 3. How does the system minimize the risk of compromising confidential information? Topic 7: Industry Input The Bureau would like to understand the industry's perspective on how business processes should change to lower total costs and produce more efficient processes (for high volume paper milling devices). In as such, please respond to the following points of interest: 7.A. Improved Efficiency Based on your experience doing business with federal government agencies, please address the following. 1. What alternatives should the Bureau consider in the way it procures equipment? 2. What is an implementation solution for the way the Bureau could manage high volume paper milling devices? 3. What is the environment that would result in the greatest impact on reducing labor costs and/or improving efficiency of pre-scanning operations? 4. What is the most viable solution using minimal hardware investment by the Bureau? 5. Why would your system offer a unique solution for the Bureau? 6. Why would your system offer the best business value for the Bureau? 7. What is an opportunity where you have successfully met changing customer needs? 8. What is your biggest success story? 9. Our largest receipts come from a survey that uses a 28-page form, stapled twice on the edge. Tailor a solution that could help the Bureau realize process improvements prior to scanning. 7.B. Technical Trends While reducing total costs for pre-scanning processes is a core objective, equally important is ensuring the Bureau has the right technology to accomplish our mission. Keeping this in mind, please address the following areas: 1. What methods do you use to identify inefficient processes? 2. From your perspective, what are the key technical trends that will influence the paper milling industry in the next 2 - 5 years? 3. In what ways do you see yourself competing in the market place in the next 2 - 5 years? 4. In what ways do you see yourself as a leader in the market place? 5. From a contract and pricing perspective, what procurement methods have you found most effective in balancing the need for periodic technology refreshment while also ensuring competitive pricing as technology continues to evolve? (i.e., buy new, buy used, lease, buy back, etc.) 6. List the major business benefits the Bureau would realize from using your system.
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(https://www.fbo.gov/spg/DOC/CB/JeffersonvilleIN/RFI2015-0003/listing.html)
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