030ADV26R0001 QA Release 1.pdf

030ADV26R0001 – Managed Print Services Q&As Release #1

Q1. L. 1.4 The Government is requiring very specific and detailed responses for every requirement and section of the technical proposal as outlined, with an overall limitation of 90 pages for the proposal. Will the Library consider the draft implementation, exit plan as well as the unpriced Attachment J1 to be submitted as separate files?

A1. Yes, these can be submitted as separate files.

Q2. C.6 #4 Will the Government accept 3 business days delivery on replacement devices?

A2. Yes. 3 business days will be acceptable for replacement devices.

Q3. Will the Government entertain 1 live onsite training per device and online web portal training availability for additional training?

A3. Training is not expected to be a formal class. Rather, it would be a one-on-one session as needed to train staff on functionality. The on-site help desk staff should have sufficient knowledge of equipment to assist staff with operation of equipment.

Q4. The numbering of the following sections need correction. C.5.5.5 copying then it moves to C.5.5.7 Scanning. We are missing C.5.5.6.

A4. Numbering has been corrected.

Q5. Section C4.4 pg. 26: Printing: If the Library starts charging for prints, will the proposed solution need to support credit card transactions, or will payment be collected another way?

A5. Yes, the proposed solution should include Credit Card, Gift Card, and mobile payment options.

Q6. Is the Library’s intention to replace current equipment with equal or greater while keeping quantity and speed the same for all programs: reading rooms, administrative, print shop and copyright?

A6. Yes, the intention is to replace current equipment with equal or greater while keeping quantity and speed the same for all areas.

Q7. C. 5 Please confirm configuration desired for BW, color administrative program, and reading room devices (i.e. Internal vs external finisher, fax, hole punch).

A7. All MFDS must have fax capabilities, the B&W MFDs must have internal finishers while the color must have external finishers. All MFDs must have 2/3-hole punch capabilities.

Q8. C.5.2.1 - BW Production Confirm if you want 100ppm or equal to your current speed of 115?

A8. The Library’s minimum required speed is 100ppm speed.

Q9. Please confirm what paper capacity the Library requires for the BW production device.

A9. B&W MFDs must have 4 separate paper trays with each tray supporting 500 sheets.

Q10. Do you require any punching capabilities on the BW device, if so please specify what type (example, 2/3 hole, 44H or 19H punch)

A10. 2/3-hole punching capability is required on the Admin B&W MFD while all hole punching capabilities are required for the BW Production Printer (DP 115).

Q11. #24 – Will the Library accept an alternative method to back up files?

A11. Back-up files only relate to the Copyright Central Print Workflow Printing Program. The current solution creates PDF Print Files and these PDF files are currently stored on a secured network server for historical/re-print purposes. Please refer to Appendix B for the required workflow steps.

Q12. #28 – Is the Library asking for a stand-alone envelope printer? Can you please provide the brands/type of envelopes that the Library currently runs?

A12. The Library is not seeking a stand alone envelope printer. Rather, we are seeking a Production Size Printer that can handle the printing of large volume #10 or smaller size envelopes.

Q13. Will the Library accept a gsm requirement of 360 or less?

A13. No. The Production Printers do print jobs that require 360 gsm.

Q14. Will you accept 4000-4500 envelopes per hours?

A14. Yes, the Library will accept 4,000-4,500 envelopes per hour. See updated SOW.

Q15. What is the volume that the Library is currently running for envelopes?

A15. The largest print job would be around 4,500 envelopes.

Q16. As an alternative: Will the Library remove this requirement if the both the color devices proposed can print on envelopes?

A16. No, this requirement cannot be removed.

Q17. C.5.2.4 - Color Production Please confirm the Library wants to stay at 2 color production devices

A17. Yes. The Library would like to stay with 2 color Production Printers for the Library Print Shop.

Q18. #5 – Will the Library accept dual-pass duplexing as done on your current color devices?

A18. Yes.

Q19. Do you require any punching capabilities on the color devices, if so, please specify what type (example, 2/3 hole, 44H or 19H punch) and if you want on both color devices.

A19. 2/3-hole punch is required for the Color Admin MFDs. However, all 3 capabilities are required for the Color Production Printer.

Q20. #6 – Please confirm the number of paper trays the current color devices have and if the Library wants to stay at the same capacity.

A20. The Library’s current color MFDs have 4 paper trays and we would like to stay with the same capacity.

Q21. C.5.2.2 - Could the Library please clarify if these requirements are intended for a dedicated, standalone/desktop scanning station, or if the integrated scanning capabilities of the proposed Production Color or Black and White printers will satisfy the requirement?

A21. The requirements are for an Integrated Scanning Capabilities on the Production Printers.

Q22. C.5.2.3 Please clarify if this requirement is for all 3 production machines.

A22. In-Line Booklet Maker only applies to the 1 Imagepress C-810 Color Production Printer and 1 B&W DP Line 115 Production Printer. At a minimum, both must have Booklet Maker capabilities.

Q23. Do you require face trimming with this finishing set?

A23. Yes, Face Trimming is required on the finishing set.

Q24. C.5.2.5 - #8 will the Library remove the 2,880-dpi spec since this is not a specification of your current equipment?

A24. Yes. The Library will change to minimum of 2,400 dpi as current equipment is 2,400 dpi. Please see updated SOW.

Q25. Will the Library extend the due date to 10 Business days past the receipt of Answers from Q&A?

A25. The due date for proposals is extended to 12:00pm EST January 8, 2026.

Q26. Will the Library provide a list of device models required to be supported under the CRS program?

A26. The CRS models currently in use are listed in the Attachment J2 – Inventory Pricing Sheet.

Q27. C.4.1 General Technical Requirements {applies to all major performance areas) The Contractor's solution shall utilize one universal printer driver to be utilized on all Leased and CRS Owned networked printers within the Library. The requirement specifies a single universal printer driver for all networked printers. For print shop and wide-format equipment {including the two color and one B/W Fiery-controlled printers), industry best practice is to use device-specific drivers to access full functionality. Can the Library confirm if device-specific drivers are allowed for these production printers, while maintaining a universal driver for general office printing?

A27. The universal Print Driver only applies to those MFDs under the Admin and Reading Room Areas. In essence, all Admin MFDs must utilize 1 print driver and all Reading Rooms must use 1 Print Driver. Due to the nature of the Production Printers, device specific print drivers are ok to use. The Reading Rooms currently utilize a third-party software called PRINTME to manage print jobs.

Q28. C.4.3 Administrative MFD Support: How will service tickets be logged? What is the ITSM System of Record?

A28. The Library utilizes Service Now to record all service-related tickets involving all areas under the Print Management Contract, such as Maintenance support, User administration, reporting requests, equipment relocation, etc.

Q29. C.4.4 Reading Room Solution {applies to Reading Rooms) – Optional. What is the ERP system for accounting for payments?

A29. The Library utilizes Momentum for all of their Accounting.

Q30. C.4.3 Administrative MFD Support: Will the Library reduce the speed requirement to 55ppm?

A30. Yes. The Library will consider a maximum 55ppm speed to be acceptable. See updated SOW.

Q31. C.5.1 Requirements for all equipment under all major performance areas 15 Copiers shall be capable of operating on 115 Volt 60 Hz AC electrical current. Copiers with higher voltage requirements shall be highlighted. The requirement says copiers must run on 115V, 60 Hz, and that any higher voltage devices should be highlighted. Most production-class printers and finishing equipment need 208-220V, 15-20A.

Question: Will the Library allow production equipment to use 208-220V, 15-20A outlets if this is clearly noted in the proposal?

A31. Yes. The current Production Printers operate using 208-220V 15-20A outlets.

Q32. C.5.2.3 Production Equipment: In-Line signature booklet maker.

C.4.3 Administrative MFD Support (applies to Administrative MFD Program}

The In-Line Signature Booklet Maker (finishing equipment} shall have the following requirements:

1 All operator settings need to be made with the push of a button.

2 Fully automatic, programmable modes for document binding, or non-document binding.

3 Must support stock from 16 lbs. bond -110 lbs. cover (60-200} gsm.

4 Equipment must provide a "Square fold", not "Perfect Bind" document.

5 Must saddle stitch books up to 88 pages, 8.5" x 11 ", or 22 pages, 11" x 17".

6 Must produce 8.5" x 11" and 8.5" x 5.5" saddle stitch books.

Regarding the In-Line Signature Booklet Maker (Finishing Equipment} Requirements:

The stated requirements address automation, supported media weights, square-fold saddle-stitch binding, and finished booklet sizes.

Question: Please confirm whether the Library requires full-bleed booklet production, including trimming on the top, bottom, and face of the booklet to achieve a professional finished appearance, or whether non-trimmed saddle-stitched booklets are acceptable?

A32. The Library will accept trimmed or non-trimmed saddle-stitched booklets.

Q33. C.5.2.4 Production Equipment: Production Color Printers and C.5.2.1 Production Equipment: Black and White Printers

12 Must have a multi-drawer interposer to handle color inserts, covers, pre-printed forms, etc.

Multi-drawer insertion trays are not widely available in the industry

Question:

A} To enable fair and open competition, would the Government accept a device that supports one (1} drawer post insertion if it meets the overall requirements?

A33. The Library requires multi-drawer interposer due to the nature of print jobs.

Q34. C.5.2.4 Production Equipment: Production Color Printers

# 28 Envelope Printer Specifications:

The envelope printing specs, including full-bleed, seem to assume a stand-alone inkjet printer. Production color laser/toner devices commonly used in print shops do not support full-bleed but meet envelope quality and speed requirements.

Question:

1) Does the Library require a stand-alone envelope printer, or can envelope printing be done on production color laser/toner devices?

2) If a stand-alone printer is required, would the Library consider a separate CUN for it, independent of production print devices?

A34. This is not a stand-alone envelope printer. Rather, it is an in-line ability of the current Production Printers.

Q35. C.5.2.4 Production Equipment: Production Color Printers

# 28 Envelope Printer Specifications:

Question: Will the Library accept an envelope printer with a production speed of approximately 4,000 to 4,500 envelopes per hour, provided all other technical and quality requirements are met?

A35. Yes, the Library will accept a speed of 4,000 to 4,500 envelopes per hour. See updated SOW.

Q36. C.5.2.5 Production Equipment: Wide Format Printer {s)

# 10 Printable Area Maximum paper width: 60-64".

Some wide-format printer requirements {fixed DPI matrices, media tracking methods, poster board thickness, and max 64" width) reference vendor-specific features not commonly supported on TM-compliant industry-standard printers.

Question: Will the Library accept wide-format printers that meet or exceed the functional objectives {throughput, print quality, accuracy, and media handling) using standard manufacturer technologies, including the following:

* Maximum printable width of 60"

* Industry-standard print modes {e.g., Standard I High Quality I Photo /Premium Photo) with effective resolutions up to ~2880 x 1440 dpi

* Automatic media handling, alignment, and tracking without bar-coded roll media

* Support for heavy paper and photo media {excluding 1.5 mm poster board)

* Near-edge printing with minimal media-dependent margins

A36. Yes, the Library will accept a wide format printer that meets or exceeds functional objectives.

Q37. C.5.2.5 Production Equipment: Wide Format Printer {s)

# 10 Printable Area Maximum paper width: 60-64" & 030ADV26R0001 -Attachment J2 - Inventory Pricing Sheet imagePROGRAF TX-3100 w/ Stacker

Question: In the wide-format printing industry, consumables and supplies {inks, print heads, maintenance kits, etc.) are purchased separately from the maintenance contract. The pricing document references CUN 007 and 008 for cost-per-click, but these items are not included for wide-format printers. Would the Library create a separate CUN for wide-format printer consumables and supplies?

This would provide clear pricing, scope clarity, and alignment with industry practice.

A37. No, the Library will not add a separate CLIN for the wide-format printing consumables. As specified in section C.4.6, the vendor shall provide all and replenish all supplies (excluding paper) in all contracted equipment, including, but not limited to, the following: toner, toner cartridges, dispersant fuser oils, staples, accessories, repair parts and training materials. The vendor is expected to include the cost of consumables for the wide-format printers in their total lease price, as the cost-per-click usage CLINs for the MFDs and Production printers covers the consumables for MFDs and Production printers.

Q38. C.6 Performance Requirements Summary: Will the Library reduce the acceptable quality level to 95% on a rolling 3-month average across the fleet for metrics #1, 2, 3, and 6?

A38. No, due to the nature of these areas, the Acceptable Quality Level cannot be changed.

Q39. C.6 Performance Requirements Summary: Will the Library reduce the acceptable quality level to 95% for metric #7?

A39. No, due to the nature of these areas, the Acceptable Quality Level cannot be changed.

Q40. 030ADV26R0001 -Attachment J2 -Inventory Pricing Sheet Image PROGRAF TX-3100 w/ Stacker. Please confirm if the Library intends to acquire two (2) 36" technical wide-format printers, as listed in the pricing document. Question: Would the Library accept functionally equivalent 36" wide-format printers that meet the required performance, print quality, and workflow capabilities?

A40. Yes, the Library intends to acquire two 36” Technical Wide Format Printers due to the nature of the jobs being printed.

Q41. L.1.4 Proposal Contents, Factor A, #2: Can the Library provide more clarification on the request to include the J2 pricing sheet in Volume 1 without pricing?

A41. The Library requires a copy of the J2 pricing sheet filled out with the proposed solution information but not including pricing, for the technical evaluation, in addition to the J2 pricing sheet containing the proposed solution information with pricing. The priced J2 pricing sheet will be used for the price evaluation.

Q42. To provide the most competitive RFQ responses and ensure best value to the LOC, would you consider making CLINs 004-011 a separate solicitation?

A42. This is an Enterprise-wide program. The Library requires a solution that addresses all of the print needs of the Library under one vehicle to ensure cohesiveness and continuity of the Library’s mission.

Q43. Do you need a Fiery allocated Cost model including media, toner, labor, and equipment to be able to charge for the Print MIS?

A43. No, the Library does not require a Fiery allocated cost model as jobs performed on this Color MFD are not chargeable. This Admin MFD produces reports for stakeholders at no cost.

Q44. Do you need shipping cost included for product pricing, i.e.: FedEx, UPS?

A44. All shipping costs shall be included in the offeror’s total pricing.

Q45. Are database and archival storage of jobs required?

A45. This only applies to the Copyright workflow printing program. By law, the Library must save copies for archival purposes of all Copyright Certificates that are printed.

Q46. To allow for fair competition and more competitive pricing, will you accept 75 ppm production?

A46. Yes, the Library may accept a 75 ppm Production Printer. See updated SOW C.5.2.4.

Q47. For device management, will LOC accept an on-prem solution instead of Cloud Based?

A47. Yes, the Library will accept on on-prem solution for device management.

Q48. Are the production devices required to have FIPS if other validated security parameters are in place?

A48. As a Government agency and for security reasons, FIPS is required.

Q49. C.2- Can you please explain what is meant by terminating a lease to maintenance only? Does the LOC plan to buyout any remaining lease payments according to the TCC’s?

A49. The Library may elect to do a buy-out of current equipment at the time of exercising an option year.

The buy-out would be for the remaining lease term of the equipment. See section C.2 Scope of the Statement of Work for the process.

Q50. C.3.4 (Reading Rooms)- Please describe the current solution that is in place for patrons to print. Is this part of the requirements for this solicitation?

A50. This is part of the requirement for this solution. The current Reading Room Solution is described as follows:

1. Patrons will print jobs from a workstation utilizing the PrintMe software, which is provided separately by the Library, which provides a unique QR code/Job Code.

2. The Patron will enter/scan this code into a pay station that is hooked up to a MFD.

3. Once the code is entered, the print job is retrieved from a secured print server.

4. The Patron will then enter payment information into Pay Station which then release job for printing to the Reading Room MFD. However, if cost is set to Zero Dollars, the payment station will NOT request payment information and will automatically release print job to Reading Room MFD without payment information.

Q51. Will the Library consider extending the due date for proposals?

A51. The due date for proposals is extended to 12:00pm EST January 8, 2026.