U.S.Department of Energy, Document Control Specialist, P.O. Box 2500, Washington, DC 20013

W -- PROVIDE THE U.S. DEPARTMENT OF ENERGY WITH MAINTENANCE SERVICES ON ALL COPYING MACHINES. DUE 070996 POC Annette C. Brown, Procurement Analyst, (202) 634-4588 Craig S. Frame, Contracting Officer, (202) 634-4588. This is a sources sought notice to determine if there is industry interest in providing the Department of Energy (DOE) copiers, scheduled maintenance, all parts and supplies (except paper), with control systems in accordance with Volume Bands I through VI . Firms must provide an all or nothing ''package'' in which all copiers, related supplies & services are on a price per copy per volume band basis. Additionally, the firm will be required to provide a remote copy control system inclusive of all hardware and software. The copy control system must be able to handle a minimum of 9,000 separate accounts. The software must provide a variety of management reports by display screen and printed hard copy. The DOE will authorize use of twisted pair telephone lines for linkage to each copier and modems for copiers in different buildings. The copiers are located in 12 different buildings throughout the Germantown, Md. and Washington, D.C. metropolitan area. Firms will be required to acquire existing Government-owned copy equipment with credit being applied to initial billings to the Department. Government equipment includes Xerox, Lanier,Kodak, Canon, Konica, Monroe and Oce. The DOE acquired equipment may be replaced with the offeror's equipment as long as it meets the Volume Band and EPA's Energy Star program requirements. Some copiers must also be handicapped accessible. All billings will be based on a price per copy per band basis. The DOE will supply 100% recycled paper with 50% post - consumer waste for use with each machine. All machines must be able to operate using the recycled paper without excessive jamming or operation problems. The price per copy will include maintenance, preventive maintenance, all parts including toner and drums, all repair parts, service between 8:30 a.m. and 5:00 p.m. Monday through Friday within four hours of telephone notification, a machine effectiveness rating of a minimum of 90%, key operator training and cost of operation, equipment, equipment setup & deinstallation and maintenance of the control system. The automated control system will be included in the per copy price inclusive of all materials, equipment, cables, software and hardware. DOE will provide the personal computer(s) (PC) and printer(s) and all telephone cables. The system must include, at the minimum, the following: a. Keypad with magnetic card swipe, b. Storage of a minimum of 9,000 nine digit account numbers with usage and user documentation, c. Programmable to bill for a fully burdened cost per copy, d. Central data access point for all copiers, e. Various account manager reports f. Ability to have up to 300 personal computer access points to the control system for reports and account billing information, g. Battery backup to retain history at each copier, h. Validation system or safeguard system to check computer records of copiers charged, i. Sample of required reports: Machine Usage Report for 1.) current period, 2) year-to- date, 3) percentage of charges between different periods. Report should also include transaction per user, organization and office. j. The system must include all copiers at all DOE locations in Germantown, Md and the Washington, D.C. metropolitan area. The firm must be certified to be an authorized service dealer by the OEM. The firms must only submit one invoice per month in a configuration approved by the DOE. The following Volume Bands and estimated quantity of copiers will be required. Multi-Copy Speed Volume Per Number of CPM Month Units Volume Band I 18-28 5 to 15K 97 Volume Band II 28-35 25 to 30K 72 Volume Band III 35-50 30 to 45K 15 Volume Band IV 50-60 50 to 65K 12 Volume Band V 60-70 85 to 100K 16 Volume Band VI 62-85 125 to 400K 13 Minimum Standard Features a. Console unit b. Stationary platen glass c. Copy onto 8.5'' x 11'', 8.5'' x 11'' reduction, 8.5'' x 14'' and 11'' x 17'' paper ( 11'x17' not required for VI) d. Minimum of two (2) paper trays with automatic or push button access, total paper capacity minimum 1000 sheets. e. Manual copy contrast control f. Automatic Document Feeder to feed 8.5'' x 11'' (8.5'' x 11'' reduction, 8.5'' x 14'', 11'' x 17'' either semi-automatically or automatically) up to 50 sheets at one time. g. 10 bin staple sorter (I & II) 20 bin staple sorter (III - VI) h. Variable reduction and enlargement i. Automatic 2-sided copying (push button access) 1:2, 2:2 j. Electronic copy control device k. self diagnostic system, toner, jam, paper, service, etc. Firms who wish to express their interest will provide the following to the U.S. Department of Energy, Headquarters Procurement Operations, Room 240, 1615 M St, N.W., Washington, D.C. 20036, ATTN: Document Control Specialist, HR-562. 1) Affirmative statement of the willingness of the firm to credit DOE for all Government-owned equipment related to the transaction. 2) Demonstrate the make and model for each Volume Band I through VI. 3) Estimate the per copy cost of the complete control system. Note: The total number of copies for FY 1995 was 121 Million. 4) Fully discuss their firm's ability to provide a complete turn key copier and control system and the system's Quality Assurance Safeguards. 5) Discuss the control system which would be offered if a solicitation is made available. Such a control system should use existing hardware and software. No first of a kind, never tried before system should be offered. 6) Be willing to present a discussion of the presented documentation at the firm's own expense at the DOE in Washington, D.C. 7) Interested firms must offer a complete turn key ''all or nothing'' copier/control system to be responsive to this notice. 8) Firms must identify any barriers to establishing such a system and prospects for success. The due date for the submission of the requested documentation is 4:30 p.m. local time on July 9, 1996. (0150)

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