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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 11, 2018 FBO #6197
DOCUMENT

J -- KC- Mid-Volume Digital Production Presses Lease - Attachment

Notice Date

11/9/2018
 

Notice Type

Attachment
 

NAICS

532420 — Office Machinery and Equipment Rental and Leasing
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office (NCO) 15;3450 S 4th Street Trafficway;Leavenworth KS 66048
 

ZIP Code

66048
 

Solicitation Number

36C25519Q0074
 

Response Due

11/16/2018
 

Archive Date

12/16/2018
 

Point of Contact

James W Hogue
 

E-Mail Address

6-1986<br
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does no obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified businesses. Responses to this notice shall include: Company Name Address Point of Contact Phone, Fax, and Email DUNS number Cage Code Type of business, e.g. Service Disabled Veteran Owned Small Business, Veteran Owned Small Business, 8(a), HUB Zone, Women Owned Small Business, SDB Must provide a capability statement that addresses the organizations qualifications and ability to perform the work described below: The Kansas City VA Medical Center (KCVAMC) intends to lease two Mid-Volume Digital Production Presses. One (1) Monochrome digital press and one (1) Color digital production press to include copying, printing, scanning, binding and booklet making capabilities. The Contractor shall have the resources necessary to support this effort. The requirements defined in this SOW represent the consolidated needs of the medical center and all Community Based Outpatient Clinics (CBOCs) as listed below: PLACES OF PERFORMANCE: Reproduction Department Kansas City, Missouri (KCVAMC) *Exact addresses subject to change. HOURS OF OPERATION: 8:00 a.m. to 4:30 p.m. Monday Friday, excluding federal holidays. OBJECTIVES: Deliver and Install Leased Production Presses. To provide a contract for Lease of Production Presses, service, maintenance, consumables (excluding paper) and provide training to key personal on functionality of copiers for one base year plus four option years. SCOPE: The Government requires One Mid-Volume Monochrome digital press and One Mid-Volume Color digital production press. Each Production Press will be configured with medical center s LAN network, to include printing, copying, scanning, binding and booklet making, tailored to the needs of the reproduction department. We expect both presses to be connected to the medical center s LAN either immediately upon install, near term or at some point during the contract life. We expect both presses that are connected to the LAN to have scanning capability. NOTE: No guarantee is given that listed quantities will be ordered. Estimated quantities are based on current number of reproduction requests nearing contract ending dates and projected new business. SECTION B EQUIPMENT, SUPPLIES AND SERVICES: PRICING Vendors will provide pricing proposals for One Mid-Volume Monochrome digital press and One Mid-Volume Color digital production press. Pricing will be based on a lease plan. All plans will include maintenance, service, supplies, and print servers. SPECIAL INSTRUCTIONS Vendors must provide enough detailed information on products and services offered for the government to conduct a thorough evaluation of equipment features, functions, connectivity, software, and machine operations for each model proposed. Vendors will describe their internal quality control process used for ensuring compliance with contract terms and conditions, government defined response times and machine performance specifications. Vendors will provide information on qualifications of technical personnel performing work as specified in this contract and will describe the organization structure, and business process the government will use to obtaining technical, repair, or maintenance service, and the escalation process for the government to elevate issues and get problem resolution. Press Functions: The vendor will identify all software associated with performing the following functions and provide descriptions on how each press performs these functions and all associated costs: Binding: (a) Spiral (b) Square Fold (c) Perfect Binding (d) Saddle Stitching Scanning: (a) scan to digital file (b) scan to text searchable pdf. Press Management: (a) Cost Accounting/Billing Process (b) Remote Access A contractor Security Control Assessment (CSCA) must be completed within thirty days of contract approval and yearly on the renewal date of the contract. Prior to the removal of Presses from the facility, the vendor will ensure that the COR is present upon pulling the hard drive and surrender the hard drive to the COR for destruction through VA channels. No other method is acceptable. SECTION C DESCRIPTIONS AND SPECIFICATIONS MINIMUM FUNCTIONS Must be able to print/copy 80 pages per minute. Must be furnished with a receiving bin for copies, unless an offset stacker is specified or offered. Must have the capability to copy pages of bound documents. Must be capable of operating satisfactorily and providing acceptable copies on recycled paper conforming to the requirements of Commercial Item Description (CID) A-A-1912 and Joint Committee on Printing (JCP) Standard JCP 0-460. Must be capable of producing copies on transparencies and gummed labels Limitation of use of particular brands/stocks must be noted with offered model. Must be equipped with a lighten/darken contrast control. Must provide equipment for color calibration. Must have a self-diagnostic system which indicates as a minimum, the following condition; (a) needs toner, (b) needs paper, and (c) paper mis-feed or jam and report back to the end users print driver. (d) Automatic image shift correction/centering. Must be capable of operating on 120 Volt or 208 to 240/volt, 60 Hz AC electrical current. Must also provide Print Servers with minimum requirements of heavy duty print capabilities, color, collating, stapling, binding, imposition and composition. Must be able to handle high volume jobs and be able to queue prints for jobs later. GENERAL REQUIREMENTS: Vendors shall propose the type of machine to meet the government s needs for the different areas covered by the contract. Each Press shall comply with all the general requirements stated below. During the course of the contract period, the vendor shall notify the government whenever an offered model is no longer available, e.g. discontinued production. The vendor must propose a substitute model it currently offers that meets or exceeds the requirements of the model no longer available, at the same price offered for the model it is substituting. The compliance with the words "CAPABLE OF PRODUCING" in the monthly volume requirement for each volume band defines a machine that will regularly produce, as a minimum, the upper limit of the stated number of copies per month without excessive malfunctions, breakdowns, or repeat service calls. Networked Digital Equipment provided under this program must meet VA security accreditations, or obtain appropriate certification from appropriate medical center Information Security Officer. The Government will not accept reconditioned, renovated or previously used copiers. A proposal to provide other than New or Remanufactured models will not be accepted. "Remanufactured" means factory rebuilt to original specifications. Each Press proposed must be models that are in current production as of the date the offer is submitted. All equipment will be in current production consistent with normal commercial practices and standards. Must perform satisfactorily at any temperature between 50 and 90 degrees Fahrenheit. Must perform satisfactorily at any relative humidity between 15 and 85 percent. Must have the manufacturer's serial number permanently and legibly stamped or affixed on a major component in a readily accessible location. In addition, each Press shall be permanently and legibly marked in a conspicuous location with the manufacturer's name or trademark and model number of machine. Must conform to the requirements of Underwriters laboratories (UL). Must be furnished with an operators' manual. CRITICAL MACHINES Critical machines will be designated for the purpose of responding to calls for maintenance. It is anticipated that Both Presses provided under this contract will be designated as critical. Specific locations for critical machines will be specified in the purchase order. CONSUMABLE SUPPLIES Orders for additional consumable supplies will be made by Reproduction staff. Orders shall state the location and serial number of the machine for which the additional supplies are being ordered. Supplies from the vendor shall be delivered between 8:00 a.m. and 4:30 p.m., Monday through Friday (excluding Federal holidays) directly to the copier location or copier center. The vendor will furnish one designated point of contact for coordination of supplies, delivery, and or maintenance. PARTS/SUPPLIES AVAILABILITY The vendor shall have an inventory of parts and consumable supplies in quantities sufficient to service the resulting contract. The vendor must have an inventory system and delivery system for the parts and consumable supplies. MAINTENANCE AND SERVICES Response to Service Calls: The vendor will respond to service calls during normal working hours after receipt of service call, Monday through Friday, excluding holidays observed by the Federal Government. The response time on a service call starts when the authorized personnel places a service call to the vendor. The vendor will respond within 2 to 4 hours after call for service. The service technician will report to the designated location requesting service checking in at the reproduction center and verify the issue for which the service call was made. After the call is completed, the service technician will notify Reproduction staff. The vendor will respond with a technician within 24 hours after a call for service. The vendor must be able to manage our Press (expendable) supplies and toner management. Show the most cost-effective method of management and produce reports that support overall cost savings. The vendor must provide a toll-free telephone number for service calls which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday, Central Standard Time. TECHNICAL MAINTENANCE SUPPORT The vendor must have a crew of qualified and trained service and delivery personnel in sufficient numbers to service and support the requirements under contract. REPLACEMENT AND BACKUP EQUIPMENT Replacement presses are those that are installed in place of malfunctioning Presses. They are intended to remain in place for the remainder of the contract period. Backup copiers are those that are installed in place of malfunctioning copiers in order to provide temporary relief until the original equipment is repaired or until replacement copiers is installed. Replacement or backup equipment is in addition to the Government s rights to take credits. Replacement Press: During the contract period, should the repair record of any Press reflect a downtime of 25% or more of the normal working days in one 30-day period, a determination will be made by the COR to replace the initial unit with a new press, or to have the vendor's management representative certify on the repair record that sufficient repairs have been made to preclude additional abnormal breakdowns. In those cases where a press, having been certified as above, continues to suffer an abnormal rate of breakdowns for two consecutive months, the vendor must provide a replacement". The responsibility for maintaining presses furnished is the sole responsibility of the vendor. KEY OPERATOR TRAINING/NETWORK TRAINING AND TECHNICAL SUPPORT Training is to be offered at initial installation to key operators. Additional training sessions may be requested by the Contracting Officers Representative (COR) at no charge. EQUIPMENT DEMONSTRATION During installation, the vendor must demonstrate that the Press is properly working. This demonstration must be accomplished pursuant to the operating instructions furnished with each Press. SECURITY Access to classified information is not a requirement of the contract. However, due to the sensitive nature of equipment and data present in particular areas, Contractor(s) working on-site will be required to complete and submit forms for a background check (NACI). Contractor(s) shall be fingerprinted and shall be given an ID badge for entrance to VA grounds. Contractor (s) working on-site shall complete all necessary training regarding Privacy and Information Security and any other training deemed necessary to work on station. Escort will be provided as required in sensitive work areas. DEVICE SECURITY REQUIREMENTS: Device must have the following IPv6 support -IPv6 protocol for printing, scanning and device management. Device must have two drivers, one secure and one unsecure. Device must also have Windows 7 and Windows 10 software. Printing will be on ports tcp/515 and top/9100. SNMP will need a Strong password (Will utilize one PC to collect this data). Scanning will be the Pull method using Port tcp/80 or tcp/443 to retrieve the scan with auto delete after 1 week as the default. (Password or pin required). Hard Drives will not be allowed to leave VA Property or Control. Smart Card authentication devices support Smart Card technology, which protects against unauthorized access. Users can be authenticated using a two-factor identification system including both card-based identification and a personal identification number entered at the device user interface to gain access to the walkup features at the device and the network. Security features required for all device models: Secure print holds print jobs at the device before they are printed Audit log tracks printing, scanning and network fax activities by user, time and date Restrict job detail display hides job names when non-authenticated users view job queue Encrypted disk drive applies 128-bit encryption to data stored on the device hard drive Must meet or exceeds NIST guidelines. Ability to restrict access to a device s walk-up features, ensuring that only authorized users are copying, scanning, emailing and faxing information.Two-factors of identification requirement. Users must insert their access card and enter a unique PIN at the device The vendor will identify all software associated with performing the following functions and provide descriptions on how copiers perform these functions and all associated costs: Scanning: (a) scan to digital file (b) Scan to text searchable pdf PHASE-IN Personnel Resources: The vendor shall be required to provide sufficient personnel during the transition period to work with the ordering activity and the incumbent vendor in scheduling for the removal/replacement of copiers. This requirement includes, at a minimum, a central contact point as well as the technicians necessary to properly install all equipment in accordance with the vendor requirements in a timely manner. OWNERSHIP OF COPIER/MULTIFUNCTIONAL DEVICES Title to equipment provided under this contract shall remain with the vendor. All accessories furnished by the vendor shall accompany this equipment when returned to the vendor. While the copiers are installed on the government premises, the vendor shall assume all responsibility for loss or damages to copiers except for loss or damages caused by the negligence or willful act of the Government. The hard drive will remain in VA Control and Property at all times. SITE PREPARATION Once awarded, the government shall provide the vendor access to installation sites prior to the scheduled installation date. To arrange for a site visit, the vendor should contact the COR. Pre-award site visits will be available upon request to the Contracting Officer (CO). CONTRACTOR REPORTS Initial Installation Reports: The vendor will provide installations with documents of each copier placed. The document will show, at a minimum, the make, model and serial number of the machine placed, where it was delivered to, the date of delivery, and the beginning meter read. The document must be signed by the government personnel accepting the receipt of the copiers. Monthly Reports: The vendor shall maintain an inventory record that identifies all equipment delivered under this contract. The inventory record will be provided to the COR monthly, by the 20th calendar day following the completion of each month and shall include: Make and model, agency name, location and serial number of all installed equipment; Record of performed maintenance and repair; Monthly volume of copies produced by machine; Total billing for all copying/duplicating services provided under this contract during this period. Prior to the issuance of an invoice, the monthly report will be forwarded to the COR in digital form. The digital form may or may not include the record of performed maintenance and repair. Semi-Annual Reports: The vendor shall provide a semi-annual usage report to the COR for each location by machine. At this time, the contractor may opt to suggest any changes of copier volume bands due to over usage or under usage. Maintenance Reports: The vendor will complete a maintenance report upon the completion of each maintenance service/repair call. Report will include time or arrival on-site; date and time of service completed; and a description of service(s) rendered. A copy of the reports will be forwarded to the COR via e-mail within seven (7) calendar days of maintenance/repair call. Security Reports: The contractor will provide to the COR a checklist showing that the security settings were accomplished IAW Homeland Security Presidential Directive HSPD-12, OMB Memorandum M-04-04, FIPS 140-2, FIPs 201, NIST SP 800-63, NIST SP 800-73 and VA Directive 6500, dated September 2012. Image and scan Logs: This report will be generated by the Press and produced upon demand by COR. SERVICE OUTSIDE THE SCOPE OF THE CONTRACT The vendor may perform only services covered in the scope of the Delivery Order. Any requests for services outside of the terms and conditions of the Delivery Order are not authorized for action by the vendor. DEFINITIONS Exclusion: This order does not include repairs made necessary by accident, abuse, misuse, theft, riot, vandalism, electrical power failure, fire, water, nuclear accident, or other casualty, or to repairs made necessary by service personnel other than Authorized Manufacturer s Service. GREY MARKET GOODS (a) Gray market items are Original Equipment Manufacturer s (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM supplies, equipment and/or services contracts for maintenance of equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable. (b) Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed supplies, equipment and/or services contracts for maintenance of equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the supplies, equipment and/or services contracts for maintenance of equipment shall be in accordance with the OEM terms and conditions. (c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items. Response Needed by 11/16/2018 at 10:00aM EST. Contact Information: James Hogue Contract Specialist Department of Veterans Affairs Network Contracting Office 15 3450 S. 4th Street Leavenworth, KS 66048-5055 Office: 913-946-1986 Email: james.hogue@va.gov
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/LeVAMC/VAMCKS/36C25519Q0074/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25519Q0074 36C25519Q0074.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4676133&FileName=36C25519Q0074-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4676133&FileName=36C25519Q0074-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Kansas City VA Medical Center;4801 East Linwood Blvd.;Kansas City. MO

Zip Code: 64128
 

Record

SN05148731-W 20181111/181109230434-aa00d3c91a5389265a99df3600f556ea (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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