Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF AUGUST 19, 2023 SAM #7935
SOURCES SOUGHT

J -- Copier Maintenance Services Sources Sought Notice

Notice Date

8/17/2023 9:19:52 AM
 

Notice Type

Sources Sought
 

Contracting Office

VETERANS BENEFITS ADMIN (36C10D) WASHINGTON DC 20006 USA
 

ZIP Code

20006
 

Solicitation Number

36C10D23Q0063
 

Response Due

8/22/2023 8:00:00 AM
 

Archive Date

10/21/2023
 

Point of Contact

Joshua N Gallien, Joshua.Gallien@va.gov, Phone: 413-584-4040 X6460
 

E-Mail Address

Joshua.Gallien@va.gov
(Joshua.Gallien@va.gov)
 

Awardee

null
 

Description

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 811210, (Photocopying Machine repair and maintenance services without retailing new photocopying machines. with a size standard 34 Million. The Department of Veterans Affairs (VA) is seeking to identify any vendor capable of providing Multi-Function Printer Services at the Washington DC, VA per the Statement of Work below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to provide the requested services are invited to submit a response to this Sources Sought Notice by 11:00 AM EST, 22-Aug-2023. All responses under this Sources Sought Notice must be emailed to Joshua.Gallien@va.gov with Sources Sought Multi-Function Printer Services in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 DRAFT STATEMENT OF WORK with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 (DRAFT STATEMENT OF WORK) Section I: Purpose and General Information Overview The Department of Veterans Affairs, Veterans Benefits Administration (VBA), Office of Mission Support (OMS), Executive Management Operations (EMO) is seeking a qualified vendor that is capable of providing services related to servicing and supplies for two (2) multi-function copiers. The objective is to secure a vendor capable of meeting the department s needs at the best value to the Government. The OMS intends to make a single award to provide service and supplies for two (2) multi-function copiers. The intended period of performance is for one (1), 12-month base period, with four (4), 12-month option periods to be exercised at the discretion of the Contracting Officer. Scope of Work The OMS intends to make a single award to provide service and supplies for the existing multi-function copiers and scanner. 1.2.1 Required personnel, materials, supplies, and equipment: 1.2.2. The contractor shall furnish all personnel, materials, supplies, and equipment required to perform work under the task order, to include but not limited to tools and expendable items. The Flat-Rate Monthly Fee Copying Plan must include new equipment, full-service maintenance, preventative maintenance, repair parts, all operational/consumable supplies such as toner, developer, printer heads, black/color cartridges, dry ink, fuser oil, and other copier supplies for the copier, except paper and staples. Approximately 135 employees require access to the multi-function devices to conduct business associated printing for reports and presentations at the following locations: 1800 G Street NW, Rooms 7400 and 7300 Washington, DC 20006. The following tables include the monthly average for black and white print, color, maximum printed monthly and minimum printer monthly for the copiers which the contractor shall deliver/setup and install. PRINTING DETAILS 1800 G Street NW, Room 7300 Washington, DC 20006 Monthly Average Maximum Printed (Monthly) Minimum Printed (Monthly) Black & White Prints (B/W) 4500 6500 1200 Color 1500 1750 750 PRINTING DETAILS 1800 G Street NW, Room 7400 Washington, DC 20006 Monthly Average Maximum Printed (Monthly) Minimum Printed (Monthly) Black & White Prints (B/W) 4576 6674 1499 Color 14153 23040 1614 Section II: Equipment Specifications HP Color LaserJet Mgd Flw E87660z Multi-Functional Device (MFD), Z8Z17A Dual Cassette 2 x 520 sheets, Y1F98A 3000 side HCI, Y1G20A Booklet maker finisher, Y1G07A Hole punch - 2/3 for external fin., Y1G10A HP MFP Analog 700 Fax Accessory, 2EH31A Maintenance and Supplies Excluding Paper and Staples, Unlimited Copies, No Overages Z8Z21A#201 (Black and White-CPC)- (B/W Allowance-Unlimited) Z8Z13A#201 (Color-CPC)- (Color Allowance- Unlimited) Contractor Point of Contact: The contractor shall furnish one (1) designated point of contact (POC) to the government s designated representative for coordination of supplies, delivery, and/or maintenance. The POC shall be empowered to make daily decisions to ensure that the task order implementation and day-to-day maintenance meets the terms and conditions of the task order. Contractor s Phone Number: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight (8) working hours, between 8:00 am and 5:00 pm, Eastern Standard Time (EST), Monday through Friday. Parts/Supplies Availability: The contractor shall have an inventory of parts and consumable supplies in quantities sufficient to effectively service this requirement. The contractor shall have an internal inventory and delivery system for parts and consumable supplies. The inventory and delivery system must be sufficient to service this requirement in accordance with the maintenance response times specified in Section III, Specific Tasks. Personnel Qualifications: The contractor shall provide fully qualified, and manufacturer trained or certified service, delivery, and management personnel in sufficient numbers to actively and efficiently service and support the copiers in place. Section III: Specific Tasks 3.1 Service Calls: The contractor shall respond to verbal service calls and is expected to initiate the repairs within one (1) business day or sooner, during business hours between 8:00 a.m. and 5:00 p.m., Eastern Standard Time (E.S.T.), Monday through Friday, excluding federal holidays for all purchased printers. The response time on a service call starts when the service call is placed to the contractor. The service technician shall report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician shall contact the government s designated representative and provide a detailed explanation as to why the copier was not repaired and provide an estimated time for completion of the required repairs. The contractor shall complete the repairs and satisfactorily resolve the problem by effectively restoring the copier to normal operating capability within four (4) working hours of responding. 3.1.1 The Contractor shall have an adequate working inventory of copiers in order to provide backup support for the two (2) copiers. When a malfunctioning copier cannot be repaired within the on-site repair time, the VA will have the option of requesting a backup copier at no additional cost to the government. The Contractor shall supply such a backup copier within seven (7) working hours after notification by the government. Backup copiers shall meet or exceed the capabilities of the copiers to be replaced. For this purpose, only, remanufactured equipment may be used as a temporary device until a new replacement copier is delivered or the original copier is reinstalled. Backup copiers are generally expected to remain in place for two (2) working days or less, but in unusual cases, a backup copier may remain in place for as long as 60 days. If the original copier has not been repaired and reinstalled at the end of 60 days, the Contractor shall provide a replacement copier equal to or superior to the original copier model at no additional cost to the government. The Contractor shall coordinate the removal, delivery and install of the back-up copier with the designated government employee. 3.2 Preventive Maintenance: The contractor shall provide, at a minimum, one (1) annual preventive maintenance service call to ensure that copiers are maintained in fully operational condition. Contractor shall maintain copiers at levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications. Maintenance is defined as factory recommended replacement of worn parts based on time and throughput on each machine to include preventive maintenance. 3.3 Replenishment of Supplies Procedures: On or about the same day of each month, the contractor shall ensure that each copier is furnished with sufficient consumable supplies, (excluding paper and staples) to produce a volume of copies equal to the levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications. Upon initial delivery of the MFDs, the Contractor shall provide two (2) months worth of consumable supplies for each copier. 3.3.1 The contractor shall respond to verbal requests for additional consumable supplies under the following conditions: The government s designated representative may make emergency requests for consumable supplies verbally. Verbal Orders will state the quantity and type of consumable supplies required and the location and serial number of the copier for which the additional consumable supplies are being ordered. The contractor shall deliver additional consumable supplies within a period of twenty-four hours after receipt of verbal order. 3.4 Supplies from the contractor shall be delivered between 8:00 a.m. and 5:00 p.m., Eastern Standard Time (E.S.T.), Monday through Friday (excluding Federal holidays) directly to the copier location. Section IV Special Information Technology (IT): 4. Device Security: MFDs shall be subject to ordering activity hardware/software evaluation processes at the task order level. If the MFD fails a security evaluation, the Contractor may select a different technology or mitigate the failed controls to fulfill this requirement. The Contractor shall be available to meet with information technology (IT) and security personnel at a mutually convenient time during the evaluation process and shall identify a mutually acceptable solution. The Contractor shall provide the necessary equipment or expertise to complete security testing and integration into the existing environment. 5. Configuration and Settings: The ordering activity will provide specific configuration guidance applicable to its MFDs and to the Contractor. The Contractor shall be responsible for configuring the MFDs and may require local OI&T for networking support. All MFDs shall be connected to the Active Directory. All MFDs should have secure print and scan capabilities using PIV cards with the option to scan into the user s OneDrive. All MFDs shall have the ability to retain configuration states (passwords, service settings, etc.) after a power down or reboot. Administrative options and device settings shall have the ability to be password protected. The default password must have the ability to be changed at installation. New passwords shall comply with ordering activity standards for length and complexity. MFDs shall limit the ability to modify administrative settings to authorized personnel. MFDs shall have the optional capability, based on ordering activity requirements, to track all jobs performed. These job logs shall be accessible only to authorized personnel. The Contractor shall provide configuration documentation where applicable, and shall clearly demonstrate its approach to: 5.1 Supporting the ordering activity s requirements for role-based authentication controls, including but not limited to the numbers and levels of user identifications (IDs) and discretionary access controls (e.g., key operators, backup key operators, system administrators, users). The key operator refers to the principal end-user who is responsible for managing task order administration and user training. 5.2 Providing documentation to describe how the ordering activity may be able to override or disable commonly known and published defaults, including role-based authentication code controls, such as user IDs, passwords, and discretionary access controls. 5.3 Installing the most recent version of firmware, service, and application security software updates without jeopardizing the security of the device or network to which it is attached in order to install patches (or provide documentation about why patching is not necessary); and to comply with the technical requirements set forth in National Institute of Standards and Technology Special Publication (NIST SP) 800-53 (actual updates and installs will be controlled by the ordering activity s IT personnel). https://cstc.nist.gov/publications. 5.4 Assisting the ordering activity in complying with NIST SP 800-53 managerial and operational requirements with the proposed devices, including documenting the necessity or lack of necessity to install patches. 6. Network Protocol: MFDs shall have the ability to prevent downloads from external websites. MFDs shall utilize only Hypertext Transfer Protocol Secure (HTTPS) sockets for any approved web-enabled services. Any wireless capabilities shall have the ability to be disabled on all devices. MFDs shall be capable of configuring static and dynamic internet provider (IP) addresses and domain name service (DNS) server addresses and shall support IPv4 and Ipv6. Devices also shall be able to use IP-based as well as media access control (MAC)-based address control. All devices shall include the optional capability for internet protocol security (IPSEC) or transport layer security (TSL) support. The MFDs shall be capable of supporting 802.11 when connecting to ordering activity networks. MFDs shall have built-in firewalls that limit connections to secure devices or be placed behind firewalls. MFDs shall be preconfigured to prohibit incoming fax lines from accessing the network and any data on the device, other than what is required to complete the fax. Any device connected to a network or other information system containing sensitive data shall have the ability to disable dial-in capabilities and internet access. As needed, the Government shall furnish or make available to the Contractor the necessary Government Furnished Equipment (GFE) Server(s) with Microsoft Windows based Server operating systems (Windows Server 2012 R2, SQL, etc.) for Contractor required software to perform the duties of the Task Order on Government property. 7. Hardware and Software Security: All MFDs shall have hard drive data encryption or image overwrite after each print, copy, scan, facsimile (fax), and e-mail job. Overwrite shall include, at a minimum, the capability of a hard drive overwrites and overwrite capabilities for flash drives, and any other memory source where data is buffered. The available method shall be described by the Contractor. MFDs shall provide functional separation, meaning physical and logical separation of fax functions from copy, scan, self-contained document server/repository, and e-mail functions. The Contractor shall clearly explain and/or provide documentation that verifies or certifies the separation. All MFDs shall have the ability to password-protect fax address books. MFDs shall offer the ability to encrypt documents being e-mailed using PIV card readers. Encryption must be compliant with FIPS 140-2. MFDs shall allow access by only approved Universal Serial Bus (USB) encryption devices and shall be capable of disabling firewire interfaces. MFDs shall be capable of disabling serial connectors, USB ports, and Bluetooth interfaces. 8. Manual Data Collection: The contractor should propose a plan for performing data collection services (such as meter reads and device discovery) without the use of automated Data Collection Data (DCAs). The Government anticipates task orders where DCAs will not be authorized for deployment on an agency s network. In order to respond to those requirements, the Contractor shall provide a plan to collect the required data outlined in this section through a manual process that is not reliant on an electronic assessment tool. The Contractor shall clearly identify its approach to performing inventory and collecting meter reads so as to streamline the manual process as much as possible and mitigate any disruption to the end user.
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/99ccfcd8c33940038b3c172f88f961e5/view)
 

Place of Performance

Address: Department of Veterans Affairs Veterans Benefits Administration 1800 G Street NW, Washington, DC 20006, USA

Zip Code: 20006

Country: USA
 

Record

SN06796155-F 20230819/230817230054 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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