AMENMENT_1_Regional Office MFP Devices and Maintenance Solicitation_FINAL 9.2.26.pdf

REQUEST FOR QUOTATIONS (RFQ)

Leased Multifunction Printing Devices and Maintenance Support Services – Replacement, Installation, and Disposal

U.S. Census Bureau

Solicitation No. 13ADFL26Q0001-FLD_Revised

RFQ Issue Date: August 24, 2026

Questions Due: August 27, 2026 – 12:00 noon EST

Quotation Due: September 410, 2026 – 121:00 PM EST

Quotations and Past Performance Submissions shall be emailed to:

Contracting Officer: Tanisha Contee

Contracting Officer Email: Tanisha.L.Contee@census.gov

Contracting Officer’s Representative: Donnell Hunter

Contracting Officer’s Representative email: Donnell.M.Hunter@census.gov mailto:Tanisha.L.Contee@census.gov mailto:Donnell.M.Hunter@census.gov

Leased Multifunction Printing Devices and Maintenance Support Services – Replacement, Installation, and Disposal

Anticipated Award: Firm-Fixed-Price

Acquisition Type: Commercial Products and Associated Services

Set-Aside: Total Small Business Set-Aside

NAICS: (TBD - Offeror shall identify as applicable)

PSC: (TBD - Offeror shall identify as applicable))

1.0 GENERAL INFORMATION

1.1 Purpose

The U.S. Census Bureau (USCB) is seeking quotations from qualified small-business concerns that can provide, through a lease arrangement, replacement, installation, configuration, maintenance, support, and environmentally responsible removal and disposal services for multifunction printing devices (MFDs) at six regional offices. The USCB intends to lease a total of twenty (20) MFDs, with approximately three (3) to four (4) devices at each regional office location. The Contractor shall ensure the existing devices at each location are removed and properly disposed of as part of the service for each of the following Regional Offices:

1. Atlanta, Georgia

2. Chicago, Illinois

3. Denver, Colorado

4. Los Angeles, California

5. New York, New York

6. Philadelphia, Pennsylvania

The USCB’s existing fleet of multifunction devices is approaching end-of-life. The purpose of this acquisition is to lease modern, reliable, secure, high-volume multifunction printing and scanning devices to support mission-critical operations at each regional office, with each site receiving three (3) to four (4) new leased devices as replacements.

The required solution consists of commercially available multifunction devices provided through a lease, including delivery, installation, configuration, testing, user transition support, preventative and corrective maintenance, consumables support, and removal and disposal of existing equipment. The total number of devices to be provided is twenty (20), distributed across the six regional offices.

1.2 Acquisition Method

Installation, and Disposal

This acquisition is anticipated to be conducted using simplified acquisition procedures under FAR Part 13.

The Government intends to make award based on the lowest evaluated price among quotations determined to be technically acceptable.

The Government intends to evaluate quotations in accordance with the criteria established in this RFQ. Formal discussions, competitive ranges, and numerical scoring are not anticipated.

1.3 Set-Aside

This acquisition is intended to be a total small-business set-aside, subject to the final determination and approval of the Contracting Officer.

Offerors shall represent their small-business status in accordance with the applicable solicitation provisions.

1.3.1 Government Contract Vehicle

Offerors are encouraged to identify any existing Federal contract vehicle, including a Federal Supply Schedule (FSS), Governmentwide Acquisition Contract (GWAC), Governmentwide Multiple Award Contract (MAC), Indefinite-Delivery/Indefinite-Quantity (IDIQ) contract, or other Federal Government contract vehicle under which the products and/or services proposed in response to this solicitation are currently available.

If applicable, the Contractor shall identify any open-market items included in its proposed solution and clearly distinguish such items from products or services available under an existing Federal contract vehicle, including an FSS, GWAC, MAC, or IDIQ contract.

Identification of an FSS, GWAC, MAC, IDIQ or other Federal contract vehicle does not waive or modify the small-business set-aside requirements applicable to this solicitation.

Information Offeror Response

FSS/GWAC/MAC/IDIQ Contract Number:

Contract Vehicle Name:

1.4 Commerciality

The requirement consists of commercially available multifunction printing devices and associated commercial installation, maintenance, support, and disposal services.

Installation, and Disposal

Offerors shall propose commercially available equipment that meets or exceeds the minimum requirements contained in this RFQ.

1.5 Contract Type

The Government anticipates awarding a firm-fixed-price contract.

The resulting contract is anticipated to include equipment, delivery, installation, configuration, maintenance, warranty support, consumables support, training/orientation, and removal/disposal services.

2.0 BACKGROUND

The USCB operates regional offices requiring reliable multifunction printing, copying, and scanning capabilities.

The current MFD fleet is approaching the end of its useful life. Replacement equipment through a lease arrangement is required to improve operational reliability, cybersecurity capabilities, document-management functionality, and overall efficiency.

The USCB is seeking commercial equipment appropriate for high-volume office environments.

The requirement is not intended to obtain production-level printing equipment or advanced production finishing capabilities. The primary objective is to lease reliable, secure, high-volume office MFDs capable of supporting routine and mission-critical business operations.

3.0 PLACES OF PERFORMANCE

The contractor shall provide a total of twenty (20) leased multifunction printing devices across the following USCB regional office locations, including replacement of existing equipment, removal, and disposal of retired devices.

No. Regional Office Location

1 Atlanta, Georgia

Atlanta Regional Office Suite 320, 101 Marietta Street NW Atlanta, GA 30303

Installation, and Disposal

2 Chicago

Chicago Regional Office Suite 320, 101 Marietta Street NW

Oak Brook, IL 60523

3 Denver

Denver Regional Office 6950 W. Jefferson Avenue, Suite 250

Lakewood, CO 80235

4 Los Angeles

Los Angeles Regional Office 15350 Sherman Way, Suite 400

Van Nuys, CA 91406

5 New York New York Regional Office Old Slip, 9th Floor New York, NY 10005

6 Philadelphia Philadelphia Regional Office 833 Chestnut Street, Suite 100 Philadelphia, PA 19107

3.1 DELIVERY, INSTALLATON REMOVAL AND DISPOSAL

The contractor shall complete the installation, removal of existing devices, and disposal of any replaced equipment for all twenty (20) leased multifunction printing devices within 30 calendar days of award. Phased installation is acceptable, and proposals should detail solutions for phased delivery, removal, and disposal to ensure all devices are operational within the specified timeframe.

4.0 SCOPE OF REQUIREMENT

The contractor shall provide twenty (20) leased multifunction printing devices between the regional offices meeting or exceeding the minimum technical requirements established below, with one device to be supplied for each regional office.

The contractor shall also provide:

Installation, and Disposal

1. Delivery;

2. Installation;

3. Network configuration;

4. Security configuration;

5. Testing;

6. User transition support;

7. Training/orientation;

8. Preventative maintenance;

9. Corrective maintenance;

10. Warranty support;

11. Consumables and supply support;

12. Legacy equipment removal;

13. Data sanitization;

14. Environmentally responsible disposal; and

15. Required documentation.

5.0 MINIMUM TECHNICAL REQUIREMENTS

5.1 Printing

Each proposed MFD shall:

1. Provide sustained print speeds of at least 70 pages per minute (ppm) for both monochrome and color printing;

2. Support sustained high-volume office printing without material performance degradation;

3. Provide automatic duplex printing;

4. Support standard network printing; and

5. Provide commercial office-grade color output.

5.2 Multifunction Capability

Each MFD shall integrate:

1. Printing;

2. Copying;

3. Scanning; and

4. Color printing.

Each device shall include an automatic document feeder (ADF) capable of duplex scanning.

5.3 Scanning

Installation, and Disposal

Each MFD shall provide:

1. Minimum 600 dpi optical scanning;

2. Scan-to-email capability;

3. Scan-to-network-folder capability;

4. Scan-to-secure-repository capability; and

5. Duplex scanning through the ADF.

5.4 Security

Each MFD shall support:

1. TLS 1.2 or higher;

2. CAC/PIV-enabled authentication or equivalent secure access control;

3. Encrypted internal storage/hard drive;

4. Secure print release;

5. User authentication;

6. Secure network communication;

7. Firmware/security updates; and

8. Vulnerability management consistent with applicable USCB cybersecurity requirements.

The contractor shall provide applicable security documentation and configuration information necessary for Government review and implementation.

5.5 Reliability and Durability

Each proposed MFD shall:

1. Be designed for long-term, high-volume office operation;

2. Support a recommended monthly volume appropriate for workloads of approximately

40,000–80,000 pages per month;

3. Have commercially available replacement parts and consumables for a minimum of five years; and

4. Have a minimum of five years of manufacturer support remaining at the time of award.

5.6 Installation and Configuration

The contractor shall:

1. Deliver equipment to each applicable regional office;

2. Install each device;

3. Connect the equipment to the applicable network infrastructure;

Installation, and Disposal

4. Configure network printing;

5. Configure secure print release;

6. Configure scanning workflows;

7. Configure user authentication;

8. Conduct operational testing;

9. Correct installation/configuration deficiencies; and

10. Provide configuration documentation.

5.7 Legacy Equipment Removal and Disposal

The contractor shall remove existing MFD equipment designated by the USCB for disposal or replacement.

The contractor shall (The Government requires data sanitization in accordance with NIST SP 800‑88. The Government will remove storage media for sanitization.):

1. Remove equipment without disrupting ongoing operations;

2. Handle equipment in accordance with applicable environmental requirements;

3. Remove or otherwise appropriately address internal storage devices;

4. Perform required data sanitization;

5. Provide documentation of data sanitization or storage-device disposition; and

6. Recycle or dispose of equipment through environmentally responsible methods.

5.8 Training and Documentation

The contractor shall provide:

1. User guides;

2. Quick-reference materials;

3. Basic operational documentation;

4. Security/configuration documentation; and

5. Remote or on-site orientation for designated personnel at each regional office.

5.9 Maintenance and Support

The contractor shall provide:

1. A minimum three-year warranty;

2. On-site maintenance and repair;

3. Preventative maintenance;

4. Corrective maintenance;

5. Next-business-day service response for mission-critical equipment outages;

6. Technical support;

Installation, and Disposal

7. Replacement parts;

8. Consumables support, including toner and applicable maintenance kits; and

9. Escalation procedures for unresolved service issues.

6.0 DELIVERABLES

The contractor shall provide, at a minimum (The Government requires data sanitization in accordance with NIST SP 800‑88. The Government will remove storage media for sanitization.):

1. Delivery and installation schedule (Deliveries ;

2. Equipment inventory;

3. Installation completion documentation;

4. Configuration documentation;

5. Security compliance artifacts;

6. Warranty documentation;

7. Maintenance and support plan;

8. Training/orientation materials;

9. Data sanitization documentation;

10. Disposal/recycling documentation; and

11. Final acceptance documentation for each installed device.

7.0 LEASE PRICING AND/OR CONTRACT LINE-ITEM STRUCTURE

The Government anticipates establishing CLINs substantially similar to the following:

CLIN Description Quantity Unit Firm- Fixed Price

CLIN

Leased Multifunction Printing Device – Equipment Lease (per regional office)

20 EA (TBD)

CLIN

Delivery, Installation, Network & Security Configuration, Testing, User Transition Support (Base Period)

20 EA (TBD)

CLIN

Legacy Equipment Removal, Data Sanitization, Environmentally Responsible Disposal

20 EA (TBD)

CLIN

Training/Orientation & Documentation (Each Regional Office.

- User Guides, Quick Reference, Security Documents shall apply to each MFP.)

6 EA (TBD)

Installation, and Disposal

CLIN

Option Period Lease Extension (Year 1) Includes Annual Preventative & Corrective Maintenance, Warranty Support, On-site Repairs, Consumables

20 EA (TBD)

CLIN

Option Period Lease Extension (Year 2) Includes Annual Preventative & Corrective Maintenance, Warranty Support, On-site Repairs, Consumables

20 EA (TBD)

Notes: Quantities reflect one device per regional office (Atlanta, Chicago, Denver, Los Angeles, New York, Philadelphia). Firm-fixed prices for each CLIN are to be proposed by the Offeror and are subject to Government evaluation. Option period CLINs (Years 2 and 3) should include all recurring lease, maintenance, and support services.

7.1 Option Period/CLIN Lease Extension and Total Price Fixed-Price

Year Period of Performance Price Base September 15, 2026 – September 14, 2027 (TBD) Option Period 1 September 15, 2027 – September 14, 2028 (TBD) Option Period 2 September 15, 2028 – September 14, 2029 (TBD) Total Price (TBD)

8.0 QUOTATION SUBMISSION REQUIREMENTS

Each quotation shall include the following:

8.1 Technical Response

The technical response shall clearly identify:

1. Manufacturer;

2. Model number;

3. Print speed;

4. Color and monochrome capability;

5. Scanning capability;

6. Optical scanning resolution;

7. ADF capabilities;

8. Security features;

9. Authentication capabilities;

10. Encryption capabilities;

11. Secure print capabilities;

12. Manufacturer support period;

13. Monthly volume capability;

Installation, and Disposal

14. Warranty;

15. Maintenance/service approach;

16. Service response time;

17. Consumables support;

18. Installation approach;

19. Training approach; and

20. Legacy equipment disposal approach.

The quotation shall identify any exception, deviation, or limitation associated with the proposed leased equipment.

8.2 Price

The quotation shall provide firm-fixed pricing for all required CLINs.

Pricing shall include all costs necessary to provide a complete operational solution, including applicable delivery of the leased equipment, installation, configuration, maintenance, warranty, support, and disposal costs.

8.3 Past Performance

The quotation shall identify up to three relevant contracts or commercial engagements involving comparable MFD equipment, high-volume office environments, multi-location deployment, installation, maintenance, or related services.

For each reference, provide:

• Customer;

• Contract/customer contact;

• Contact information;

• Period of performance;

• Approximate value;

• Description of services; and

• Relevance to this requirement.

*Past performance information shall be submitted in writing to the Contracting Officer and the Contracting Officer’s Representative before the closing of this solicitation and will not be used to establish a numerical score under this LPTA evaluation.

9.0 EVALUATION AND BASIS FOR AWARD

9.1 General

Installation, and Disposal

The Government will evaluate quotations using a Lowest Price Technically Acceptable (LPTA) methodology.

The Government will first determine whether each quotation satisfies the minimum technical requirements.

Among quotations determined to be technically acceptable, the Government intends to select the quotation offering the lowest evaluated price, provided the price is determined fair and reasonable.

FAR 13.106 permits the Government to establish efficient evaluation procedures appropriate to the acquisition and does not require formal Part 15 procedures.

9.2 Technical Acceptability

A quotation will be determined technically acceptable when the proposed solution meets or exceeds all mandatory requirements identified in Section 5.

The Government may determine a quotation technically unacceptable if:

1. A mandatory technical requirement is not met;

2. The proposed equipment does not meet the required 70-ppm print speed;

3. Required security capabilities are not provided;

4. Required manufacturer support is not available;

5. Required warranty or maintenance support is not provided;

6. Required installation/configuration services are not included;

7. Required disposal/data-sanitization services are not included; or

8. The quotation contains material exceptions to the solicitation requirements.

9.3 Price

The Government will evaluate the total evaluated price of each technically acceptable quotation.

The Government will determine whether the proposed price is fair and reasonable using appropriate price-analysis techniques.

9.4 Award

Award is intended to be made to the responsible small-business concern submitting the lowest-priced technically acceptable quotation.

The Government reserves the right to consider all timely quotations received in accordance with applicable regulations.

Installation, and Disposal

9.5 SAM.gov Registration and Award Eligibility

The Offeror shall be active in the System for Award Management (SAM.gov) at the time of submission of its quotation and at the time of award and shall be eligible to receive Federal Government contracts. The Offeror shall maintain an active SAM.gov registration throughout the period of contract performance. It is the Offeror’s responsibility to ensure that its SAM.gov registration remains active and current throughout the solicitation, award, and contract performance periods.

If an Offeror is selected for award but its SAM.gov registration is not active or otherwise prevents the Government from processing the award, the Government will notify the Offeror in writing and provide the Offeror 24 hours to demonstrate that its SAM.gov registration is active and that it is eligible to receive the award. If the Offeror fails to demonstrate active SAM.gov registration and award eligibility within the specified 24-hour period, the Government may proceed with the next otherwise eligible, responsive, and responsible Offeror in accordance with the solicitation's evaluation and award provisions. The initially selected Offeror will be notified in writing of the Government’s decision, as applicable.

10.0 QUESTIONS AND CLARIFICATIONS

Questions regarding this RFQ shall be submitted electronically to Tanisha Contee, Contracting Officer at Tanisha.L.Contee@census.gov. No phone calls will be accepted.

Questions must be received no later than August 27, 2026, 12:00 noon EST.

The Government may issue an amendment or consolidated response if questions received from industry identify information that should be provided to all quoters.

11.0 SITE VISITS

If a site visit is determined to be necessary, it will be coordinated between the COR and the Contractor. No site visit is currently anticipated.

12.0 PERIOD OF PERFORMANCE

The anticipated period of performance is a 12-month base year with two option periods, September 15, 2026 through September 14, 2029, consistent with the minimum warranty and maintenance requirement.

mailto:Tanisha.L.Contee@census.gov

Installation, and Disposal

13.0 GOVERNMENT-FURNISHED INFORMATION

The Government may provide information necessary for installation and configuration, including applicable network information, site contacts, device inventories, security requirements, and installation instructions.

The contractor shall protect Government information and shall not use Government-furnished information for purposes unrelated to contract performance.

14.0 SECURITY AND DATA PROTECTION

The contractor shall comply with applicable federal and USCB information-security requirements.

The contractor shall ensure that any storage devices contained in removed equipment are appropriately sanitized, removed, surrendered, or otherwise handled in accordance with Government direction.

The contractor shall provide documentation sufficient for the Government to verify completion of required data-sanitization activities.

15.0 COMMERCIAL WARRANTY AND SUPPORT

The contractor shall maintain manufacturer-backed support for all proposed leased equipment.

At the time of award, each proposed model shall have at least five years of manufacturer support remaining.

The contractor shall provide a minimum three-year warranty and on-site maintenance support.

Anticipated Award: Firm-Fixed-Price Acquisition Type: Commercial Products and Associated

Services Set-Aside: Total Small Business Set-Aside NAICS: (TBD - Offeror shall identify as applicable) PSC: (TBD - Offeror shall identify as applicable)

1.0 GENERAL INFORMATION

1.1 Purpose

Installation, and Disposal

The U.S. Census Bureau (USCB) is seeking quotations from qualified small-business concerns that can provide, through a lease arrangement, replacement, installation, configuration, maintenance, support, and environmentally responsible removal and disposal services for multifunction printing devices (MFDs) at six regional offices. The USCB will lease a total of twenty (20) MFDs, with approximately three (3) to four (4) devices at each regional office location. The Contractor shall ensure the existing devices at each location are removed and properly disposed of as part of the service for each of the following Regional Offices:

1. Atlanta, Georgia

2. Chicago, Illinois

3. Denver, Colorado

4. Los Angeles, California

5. New York, New York

6. Philadelphia, Pennsylvania

The USCB’s existing fleet of multifunction devices is approaching end-of-life. The purpose of this acquisition is to lease modern, reliable, secure, high-volume multifunction printing and scanning devices to support mission-critical operations at each regional office, with each site receiving three to four new leased devices as replacements.

The required solution consists of commercially available multifunction devices provided through a lease, including delivery, installation, configuration, testing, user transition support, preventative and corrective maintenance, consumables support, and removal and disposal of existing equipment. The total number of devices to be provided is twenty (20), distributed across the six regional offices.

1.2 Acquisition Method

This acquisition is anticipated to be conducted using simplified acquisition procedures under FAR Part 13.

The Government intends to make award based on the lowest evaluated price among quotations determined to be technically acceptable .

The Government intends to evaluate quotations in accordance with the criteria established in this RFQ. Formal discussions, competitive ranges, and numerical scoring are not anticipated.

1.3 Set-Aside

This acquisition is intended to be a total small-business set-aside , subject to the final determination and approval of the Contracting Officer.

Installation, and Disposal

Offerors shall represent their small-business status in accordance with the applicable solicitation provisions.

16.0 APPLICABLE PROVISIONS AND CLAUSES

The following Federal Acquisition Regulation (FAR), Revolutionary FAR Overhaul (RFO) provisions and clauses, and Department of Commerce Acquisition Regulation (CAR) provisions and clauses, as applicable, are incorporated into this solicitation and resulting contract. The Contracting Officer shall determine applicability of each provision and clause in accordance with the FAR, applicable RFO class deviations, CAR, Department of Commerce policy, and the circumstances of this acquisition.

16.1 SOLICITATION PROVISIONS AND CONTRACT CLAUSES

FAR/RFO 52.212-1 - Instructions to Offerors - Commercial Products and Commercial Services FAR/RFO 52.212-2 – Evaluation - Commercial Products and Commercial Services FAR/RFO 52.212-4 - Terms and Conditions - Commercial Products and Commercial Services FAR/RFO 52.212-5 - Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Products and Commercial Services, as applicable CAR 1352.239-71 - Electronic and Information Technology CAR 1352.239-72 - Security Requirements for Information Technology Resource RFO 52.240-90 - Security Prohibitions and Exclusions—Representations and Certifications RFO 52.240-91 - Security Prohibitions and Exclusions RFO 52.240-93 - Basic Safeguarding of Covered Contractor Information Systems FAR/RFO 52.204-9 - Personal Identity Verification of Contractor Personnel FAR/RFO 52.223-23 - Sustainable Products and Services FAR/RFO 52.223-10 - Waste Reduction Program FAR/RFO 52.244-6 - Subcontracts for Commercial Products and Commercial Services RFO/FAR 52.243 - Changes clause appropriate to the resulting contract F FAR/RFO 52.219-1 - Small Business Program Representations FAR/RFO 52.219-6 - Notice of Total Small Business Set-Aside FAR/RFO 52.219-28 - Post-award Small Business Program Rerepresentation FAR/RFO 52.204-24 - Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

Installation, and Disposal

FAR/RFO 52.204-25 - Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment

FAR/RFO 52.204-26 - Covered Telecommunications Equipment or Services - Representation FAR/RFO 52.204-30 - Federal Acquisition Supply Chain Security Act Orders FAR 52.204-8 Annual Representations and Certifications – The Offeror shall ensure that all applicable representations and certifications required by the Federal Acquisition Regulation (FAR), applicable Revolutionary FAR Overhaul (RFO) provisions, and Department of Commerce Acquisition Regulation (CAR) are current, accurate, and complete at the time of submission of its quotation and at the time of award. The Offeror shall maintain current and accurate representations and certifications in the System for Award Management (SAM.gov) as required throughout the period of contract performance. The Government may verify the Offeror’s representations and certifications in SAM.gov prior to award and at any time during contract performance. Any change in the Offeror’s status that affects its eligibility, representations, or certifications shall be promptly reported to the Government.

17.0 GOVERNMENT RIGHTS

The Government reserves the right to:

1. Reject any or all quotations;

2. Cancel the solicitation;

3. Issue amendments;

4. Request clarification when permitted;

5. Determine the responsibility of the prospective contractor;

6. Verify information contained in quotations;

7. Determine price reasonableness; and

8. Make award consistent with applicable federal acquisition regulations.

END OF SOLICITATION

17.0 GOVERNMENT RIGHTS