SPECIAL NOTICE
75 -- RFI for Multi-Function Devices
- Notice Date
- 5/22/2017
- Notice Type
- Special Notice
- NAICS
- 532420
— Office Machinery and Equipment Rental and Leasing
- Contracting Office
- Office of the Chief Procurement Officer, Washington, District of Columbia, 20528, United States
- ZIP Code
- 20528
- Solicitation Number
- HSHQDC-17-RFI-00105
- Archive Date
- 6/10/2017
- Point of Contact
- Crystal E. Lesesne, , Kerri B. Williams,
- E-Mail Address
-
crystal.lesesne@hq.dhs.gov, Kerri.Williams@hq.dhs.gov
(crystal.lesesne@hq.dhs.gov, Kerri.Williams@hq.dhs.gov)
- Small Business Set-Aside
- N/A
- Description
- DEPARTMENT OF HOMELAND SECURITY OFFICE OF PROCUREMENT OPERATIONS MULTI-FUNCTIONAL DEVICES THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Nonetheless, submitters should properly mark their responses if the information is confidential or proprietary. Furthermore, those who respond to this RFI should not anticipate feedback with regards to its submission other than acknowledgment of receipt, should the submitter request an acknowledgement. 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. All submissions become the property of the Federal Government and will not be returned. Responders are solely responsible for all expense associated with responding to this RFI. INTRODUCTION The Office of Biometric Identity Management (OBIM), within the U.S. Department of Homeland Security's (DHS) National Protection and Programs Directorate (NPPD), supports DHS's mission to protect our nation by providing biometric identity management services to federal, state, and local government decision makers to help them accurately identify the people they encounter and determine whether those people pose a risk to the United States. The Consolidated and Further Continuing Appropriations Act, 2013, designated OBIM as the lead entity for DHS biometric identity management services. The OBIM mission is to match, store, analyze, and share biometric identity data. This includes the operations, maintenance, and modernization of the Automated Biometric Identification System (IDENT). OBIM is committed to implementing sustainable programs to ensure the operations and actions are environmentally, economically, and fiscally sound. Attaining environmental excellence is the collective responsibility of OBIM personnel. As such, the agency has incorporated sustainable practices into day-to-day activities. Goals which have been established to accomplish these changes include, but are not limited to: • Replacing printers, copiers, fax machines and scanners to all-in-one multifunctional • Defaulting printers to Black and White • Reducing paper consumption • Reduce toner consumption • Switching default printing to double-sided • Using 30-100% recycled paper • Reducing consumable waste • Reduce energy use OBIM's transition to all-in-one multifunctional devices (MFD) has enabled OBIM to reduce energy consumption and reduce consumable waste, including paper, ink and toner cartridges, transfer kits and imaging drums.   PURPOSE OF RFI The purpose of this RFI is to gather information from vendors and organizations with experience to with provide leasing, installation, training, consumables, and maintenance for new, All-In-One, full-color, MFD Plus to support OBIM's mission at their facilities in Arlington, VA. SUBMISSION REQUIREMENTS For the purposes of this RFI, describe in your submission your company's relative experience in the following areas: TASK 1: All-In-One, Full-color, MFD Plus • Providing All-In-One, full-color, MFD Plus. The devices shall at a minimum provide the following capabilities. • Print capabilities (Ultra Fast Rendering II (UFRII), Print • Command Language (PCL) Print Drivers), and post-script (PS) printer language • Copy capabilities (minimum speed required for black and white and colored copies is 35 pages per minute) • Scanning capabilities (scan to email, desktop, and network folder) • Fax capabilities (Super g3 fax board) • Functional separation, including physical and logical separation of fax functions from copy, scan, self-contained document server/repository, and email functions. • 2 and 3 Hole Puncher • Key pad or touch screen • Ability to handle letter (8.5" x 11"), legal (8.5" x 14") and oversized (11" x 17") size paper • Adjustable size paper trays (minimum of two) • Ability to perform all functions with recycled paper without experiencing failure rates or errors outside the normal range of operation • High resolution and high memory capacity • Multiple user interfaces and multiple send methods • Ability to connect to the Government's networks with operating platforms including Wintel, Apple, Unix, and Linux • Contain hard drives with optional security data kits for data overwrite and control of user access. The data overwrite function shall have the ability to purge all images retained at the buffer cache/Random Access Memory (RAM) level. • Ability to be reformatted and restored to factory condition • Capability for user authentication from Homeland Security Presidential Directive 12 (HSPD-12) card readers, Common Access Card/Public Key Infrastructure (CAC/PKI), and user login and password and authentication (LDAP) and Active Directory compatibility which shall be installed at set-up. • Capability of generating print use reports • Print management system that allows administrators to analyze use and make appropriate adjustments where applicable • Capability of a "secure print" function using identification (ID) and password identification number (PIN) to retrieve documents from the device. • Self-diagnostic system that indicates at a minimum, the following conditions: maintenance needs, toner needs, paper needs, and paper jams • Capability for fully automatic duplexing (two-sided printing, copying, and scanning) from 8.5" x 11" through 11" x 17" size paper. • Ability to handle large files and long queues • Provide operational/consumable supplies such as toner, dry ink, fuser oil, and other copier supplies with the exception of paper and staples. • Energy Star Certification • Newly manufactured equipment must be in current production at the time it is provided to the Government; "current production" means the equipment is being manufactured as new equipment for the United States Government market; no equipment provided shall be equipment that has been converted to new model status of the like. • Providing all of the optional features and accessories that can be added to each device to include: • A finishing unit with the ability to sort and collate. • Wireless connectivity through Bluetooth and/or Wi-Fi • Hard drive, if needed for device functionality; once a device is delivered and installed at the Government location, the Government will retain ownership of the hard drive. • Providing leasing and installation. • Providing a device that is dedicated to being environmentally sustainable. TASK 2: Consumable Copier Supplies • Providing copier supplies to maintain continued operation of the copier. • Stock an adequate quantity of supplies for each office's copier (excluding staples and copier paper). The estimated number of black and white copies per month per MFD is 100,000 and the estimated number of color copies per month per MFD is 175,000. • A device shall be non-operational for no longer than 48 hours due to an out of stock of consumable supplies. • Upon initial delivery, provide a minimum of two weeks and a maximum of three weeks' worth of consumable supplies for each copier. These supplies will be stored by customer agencies. • The toner shall be checked during Technician service calls and replenished, if required. An adequate supply of toner shall be stored at each copier location and available for Government use to keep the machines operational. • Have toner bottle /cartridge collection and recycling program wherein empty supplies are picked up at the site. • Deliver supplies to the Government during the hours of 8:00 a.m. through 4:00 p.m. Eastern Standard Time (EST) Monday through Friday, excluding Federal holidays. TASK 3: Delivery and Installation • Delivering and installing MFDs within thirty (30) calendar days from the date of award of the order. Each MFD shall be permanently marked by the Contractor on the front frame with a unique identification/asset tracking label that includes, at a minimum, the model number, serial number, and a toll-free service telephone number. As a baseline, deliveries and installations shall be conducted Monday through Friday between the hours of 8:00 am and 5:00 pm EST excluding federal holidays. • Offering storage services for orders that may require a phased delivery, or that involve a delayed start date for the performance of the order. All storage services shall be provided at no additional cost to the Government. • Providing a substitute MFD of equal or superior features and capabilities if for any reason the original model is not available. The substitute shall be approved by the Contracting Officer prior to installation. Only those devices that have been awarded as part of this BPA can be used as substitutes. Note: Lease times shall not restart for substitute MFDs. • Testing the MFDs to ensure workability and shall provide a Testing and Acceptance Plan ten (10) business days after date of award. TASK 4: Maintenance Services • Responsible for maintaining the devices at a 95% monthly availability/uptime rating. Availability/up-time ratings are based on the nine (9)-hour Government business day and industry standards. All device components required to ensure that the up-time requirements of this task order are met shall be included in the maintenance/warranty agreement. Provide a Maintenance and Servicing Plan and Contact List fifteen (15) business days after date of award detailing the services to be rendered. Provide a complete "warranty" packet ten (10) business days after date of award that contains all of the warranties provided for the materials/services delivered under this task order. • Replacing any MFD that operates at less than the required up-time for two (2) consecutive months with an MFD of equal or greater capabilities at no cost to the Government. • Affixing identification/asset tracking labels to all devices under a maintenance agreement. All labels shall clearly identify the device serial number and the toll free number that is to be ordered for service, training, supplies/consumables, and device support. This number shall not be an automated answering device. This number shall be available during normal business hours from 8:00 am to 5:00 pm EST. The identification/asset tracking label shall be clearly visible to the end users during normal operation of the device, and shall remain so throughout the duration of the maintenance agreement.  Provide maintenance and repair service to all devices that, at a minimum, include installation; Information Technology (IT) and operational troubleshooting; service orders; preventive maintenance; repairs, including parts and labor; and network connectivity guidance throughout the term of the task order.  Provide, at a minimum, annual service orders at no charge to the Government. The annual service orders are a preventive maintenance service for devices covered by a maintenance agreement to ensure the devices furnished are maintained in good working condition. Such preventive maintenance shall be in accordance with the manufacturer's recommendations and shall be equal to maintenance provided to commercial customers for the same MFD.  For service orders placed by the Government, Dispatch a technician within six (6) hours to respond to all devices requiring onsite service. Response time on a service order begins when the order, if placed by phone, is received by the Contractor. Service orders received after normal hours of operation shall begin the following business day at 8:00 am. After determining that an MFD (that is not owned directly by the Government) cannot be repaired, provide a temporary device of equal or greater capabilities within two (2) business days at no additional cost to the Government. After the service order is completed, the service technician shall notify the TM about whether or not service was completed satisfactory. If the original MFD is not repaired within fourteen (14) calendar days, the Contractor shall provide a permanent replacement MFD with equal or superior features and capabilities. TASK 5: Training • Providing training to include the following: • How to operate the basic function keys of the MFD • Location and procedures for installing consumable parts, such as toner, staples, paper etc. • How to operate special features, including but not limited to duplexing, enlargements, and reductions • Multiple job queues • Diagnosis and resolution of basic device malfunctions, etc. • Provide the Government the necessary knowledge to sanitize the device(s) after sensitive information has been exposed (e.g., copied, faxed, e-mailed, scanned, or printed) or spilled. The schedule for that training shall be determined by OBIM and identified to the Contractor. • Providing up to three (3) general training sessions annually for general users and per the direction of OBIM. The training sessions shall be up to 1-hour in duration and conducted on-site. There are approximately 245 users per unit. Provide a Training Plan and Schedule with a "Quick Reference Guide" thirty (30) business days after award. • Providing access to training materials that meet the requirements for the training within thirty (30) business days of order award. Acceptable training methods include CD-ROM, web-based, and/or in-person training at no additional cost to the Government. SUBMISSION INSTRUCTIONS The information obtained may be utilized in the preparation of a Request for Proposal (RFP) provided DHS finds it in its best interest. Vendors are encouraged to review this RFI and determine if their competency meet the DHS requirements. Finally, RFI submissions should include a cover letter no longer than 2 pages in length with the following information: 1. Vendor official name, address and phone number. 2. Point of Contact information, including name, phone number and email address. 3. The vendor's country of origin. 4. If applicable, one URL for the organizations official web site. 5. The socio-economic category under which the vendor is currently certified to perform under NAICS code 532420 - Office Machinery and Equipment Rental and Leasing 6. If applicable, your company's GSA Schedule contract number; and 7. If applicable, any relevant DHS strategic sourcing vehicle your company currently holds a contract under and the associated contract number. Responses are limited to 10 pages (including cover letter), must be in 12pt Calibri font with.75 inch margins and submitted via e-mail only to Crystal Lesesne, at Crystal.Lesesne@hq.dhs.gov and Kerri Williams at Kerri.Williams@hq.dhs.gov no later than Friday, May 26, 2017 at 3:00pm. Any questions concerning the RFI must be submitted no later than Thursday, May 25, 2017. The subject line of the email should contain the RFI number (HSHQDC-17-RFI-00105). Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate and mark proprietary information. Please be advised that all submissions become Government property and will not be returned. (End of Request for Information)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DHS/OCPO/DHS-OCPO/HSHQDC-17-RFI-00105/listing.html)
- Place of Performance
- Address: Arlington, Virginia, United States
- Record
- SN04517560-W 20170524/170522235115-5532504c34f6aa89304cae5764909e76 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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