Questions and Answers 04.04.2024.docx

These answers supersedes all posting of Q&A in prior amendments.

Questions and Answers 04.04.2024 Q1. Will the government allow a NAICS change to 541519 value added reseller?

A1. No, the government will not provide a NAICS change at this time. The items are not being sold but rather leased. The chosen NAICS code best fits this requirement.

Q2. Is there a site visit scheduled for this requirement? if a site visit/survey is a possibility. A site survey would be beneficial when determining factors such as space constraints, power outlet availability, and storage availability.

A2. There is not a site visit scheduled. The large machine is in a space that measures 14’. The smaller machine in in a space that measure 10’10”. There is space that can accommodate larger machines but would require a little reorganization. See attached pictures for more information.

Q3. Is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

A3. This is a new contract for a color production copier. A previous contract was only for a black and white production copier. Therefore, there was not a prior contract to perform these exact services.

Q4. The RFP notes the VA is looking for two 125PPM units with various specified capabilities. Vendor recommends that the VA consider a solution for three 90 PPM machines with even more capabilities.

A4. The VA is unable to change their salient characteristics due to the waiver provided by Government Printing Office.

Q5. Will the VA allow for a second NAICS code to be added to the solicitation.

A5. No, the VA will allow NAICS provided in the solicitation Q6. Could you clarify the need for the “Secure Print” feature on the device?

A6. Username and password is an acceptable alternative.

Q7: Would either (or both) devices require any color embellishment capabilities?

A7. Unknown. Possible 1 machine, but value of having feature for future projects not known.

Q8: Are the dimensions of the space available to the bidders to confirm the service and operation envelope, on-site storage, along with power requirements?

A8. Current machines reside in 2 spaces. The first space is 10’10” in length and the second space is 14’ in length. Power appears to be conventional 220v with converter for current machine plug configuration. See attached layout and measurements.

Q9. Can you provide a floor plan of the install space depicting the size of entryway(s)?

A9. Entryway is double ~36” doors to secure mailroom area.

Q10. Is there a delivery dock or similar available for delivery of the device and additional components?

A10. Yes Q11. What type of folding capability is required (if any)?

A11. Folding capabilities exist in area – Multifold capability Q12. Since most production devices of this size/speed do not have available internal scanners, what are the standalone scanner spec requirements?

A12. No internal scanner needed.

Q13. What types of applications would be produced on the devices? Question unclear?

A13. Machines produce reproduction material.

Q14. Can you please provide the Usage reports (color & black) per machine for the last 12 months?

A14. Estimated 160K black and white and 80K color per machine. See DMO productivity.

Q15. If Usage reports are not available, can the VA provide approximate monthly usage of Color and Black (individually) per machine?

A15. COLOR unknown. Station currently only has B&W capabilities. See DMO productivity attachment.

Q16. Will these Production Copier machines & Print Controllers be connected to the VA’s main IT network?

A16. Yes. These will be on network Q17. The RFQ specification under the “Finishing” section states “Punching”, is this request different from the “2/3 hold punch” specification listed?

A17. No. See updated SOW Q18. The RFQ states “The Contractor shall also track how the copy, print, scan and fax capabilities of the devices are being utilized; track device usage, service issues and service resolution metrics; and maintain user satisfaction.”

A18. Fax capability not required see updated SOW.

Q18. Is the VA requiring the functionality of FAX on these 2 Production Copier machines?

A18. Fax capability not required see updated SOW.

Q19. As the requested devices are “Production Copiers” and not general use MFD’s, they report output as Color & Black usage and not Copy, Scan, or Fax usage. Will the VA modify the wording and remove “Copy”, “Scan”, & “Fax” verbiage?

A19. VA will remove FAX verbiage see updated SOW. Impression Tracking is allowable.

Q20. As this RFQ specifies “2 Production Copiers” machines, not fleet MFD devices, the Industry Standard Print Controllers do not integrate with CAC/PIV as the Print Controller are a computer system with the Unique Print Processing solution connected to the Copier/Printer. Additionally, Within VA Medical Centers, the Production Copiers are typically installed in a secured, non-public/general employee accessible room and not connected to the VA main network. Will the VA please remove the CAC/PIV requirements along with the Microsoft Windows secure printing, secure scan to network specifications?

A20. Log-in with username and password is allowable. See updated SOW

Q21. The RFQ state “All newly acquired devices must be PIV enabled and provide a PIV enabled Secure Print Release solution for Veterans Health Information Systems and Technology Architecture (VistA) print jobs (mainframe jobs, Computerized Patient Records System (CPRS) and other Windows applications).”

Will these Production Copiers be connected to the VA’s main network and have access to the VA’s CAC/PIV server/subsystem for authentication?

A21. Username and password is acceptable see updated SOW.

Q22. As Production Copiers are not fleet MFD devices, the Industry Standard Print Controllers do not integrate with CAC/PIV as the Print Controller are a computer system with the Unique Print Processing solution connected to the Copier/Printer. Additionally, Production Copiers are typically installed in a secured, non-public/general employee accessible room and not connected to the VA main network. Will the VA please remove the CAC/PIV requirements along with the Microsoft Windows secure printing, secure scan to network specifications?

A22. Username and password is acceptable see updated SOW.

Q23. Do you have specs for the copiers you are looking for? A3 or wide format? Print Sizes needed?

Speed? Paper? Additional Finishing options- booklet, hole punch, staple, etc.?

A23. Please refer to the statement of work concerning the required salient characteristics.

Q24. Is the VA requiring the functionality of FAX on these 2 Production Copier machines?

A24. Fax capability not required see updated SOW.

Q25. Please note that our MFPs run an embedded, hardened proprietary OS, which is not Windows based. We don't allow any executable software to run on any of our devices, and don't require anti-virus software, as no trojan can run inside the device. The system is impervious to viruses and worms. We have never had a single instance of malware ever infecting any of our MFDs or printers. This eliminates the need for a whitelist. Please amend this requirement to state equivalency, as while we do not require anti-virus software for security as tested for HCD PP v1.0 certification. If the anti-virus requirement cannot be removed, please confirm that alternate AV options are acceptable.

A25. This is normal for MFDs…they are devices and as such cannot run software AV, it has to be built into the Firmware.

Q26. We fully support Cisco ISE 802.1x as a device native feature without embedding Cisco middleware. Please amend this requirement to state equivalency.

A26. As long as the VA can put the equal option on the network, the VA will accept an equivalent.

Q27. Please also note that our devices do not have Hard Disk Drives. Solid State Drives do not require multiple pass overwrite. This function is no longer necessary for SSDs because of their different technology than Hard Disk Drives (HDD). Similar options that HDD devices may include for security functionality are inherent to SSDs to maintain performance (e.g. – garbage collection and wear leveling). Please amend this requirement to allow for Solid State Drive wear leveling technology, as data cannot be retrieved from an SSD when overwritten in a single pass.

A27. VA requires all hard drives be destroyed through a shredding contract, so the devices would be returned without the hard drive or SSD drive.

Q28. Web-based fleet management tool exceeds the configuration and management functions of Fleet Orchestrator, which is specific to one OEM only. Please remove the Fleet Orchestrator brand requirement (or state equivalent) or advise that this is a sole source acquisition.

A28. Will remove Fleet Orchestrator brand requirement see updated SOW.

Q29. Section 2.5.1, page 1: “Up to 125PPM laser color production copier”. In the interest of fair and open competition, will VAECHS review and revise this requirement to “Up to 120PPM laser color production copier”.

A29. See updated SOW this has been amended to machines between 80-125PPM.

Q30. Section 2.5.1, page 1, Paper: “10,000 sheets total paper capacity including bypass tray.” For essentially all vendors, capacity requirements of 10,000 sheets will increase the overall footprint of the proposed equipment by 3 feet or more. Will VAECHS review and revise this requirement to 8,000 sheets?

A30. Will accept paper capacity of 5,000 see updated SOW.

Q31. Section 2.5.1, page 1, Finishing Inline booklet maker. Does VAECHS require inline trimming of the top, bottom, and face of the booklet? Will VAECHS accept a booklet maker system that must be detached from the printer in order to access the other requested finishing features (stacking, sapling, 2/3 hole punching, folding)?

A31. No needs to be with machine not detached Q32. Section 2.5.1, page 2: Personal Identity Verification (PIV): “All newly acquired devices must be PIV enabled.” Unlike in office printing environments, production print shops typically have a dedicated operator who is responsible for all printing and scanning. Can the requirement for PIV access be removed?

A32. User ID and password is acceptable see updated SOW Q33. Section 2.5.1, page 2 and 3: Secure Print Release: “provide a PIV enabled Secure Print Release solution for Veterans Health Information Systems and Technology Architecture (VistA) print jobs….” The requirement for secure print release is more commonly used for office printing, where multiple users print to the same multifunction device and where users are some distance from the multifunction device. Can the requirement for Secure Print Release be removed?

A33. User ID and password is acceptable see updated SOW Q34. Section 2.5.1, page 3, Document Conversion Services. In the third bullet of page 3, VAECHS requests that vendor provide “document conversion services” and “print management services”. Could VAECHS clarify what “document conversion services” and “print management services” are required as part of this contract?

A34. Document conversion will be removed see updated SOW Q35. Small Business Set Aside. Can the government please add a small business NAICS code of 541519 or alternatively 532490-Other Commercial and Industrial Machinery & Equipment, 323120-Support Activities for Printing in order for additional SDVOSB’s who are tailored towards employ size solutions rather than revenue.

A35. This is an SDVOSB set aside and will not change the NAICS code due to this being a lease and not a purchase. The selected NAICS 532420 best suits this requirement “This industry comprises establishments primarily engaged in renting or leasing office machinery and equipment, such as computers, office furniture, duplicating machines (i.e., copiers), or facsimile machines.”

Q36. CLIN structure/print charges. The base year plus option year CLINs are for “Lease of Color Production Copiers (2 EA) including maintenance, service, parts and consumables (excluding paper), training and reports OY1”. Do the current CLINs also include the cost of prints? If so, how many color and how many BW prints should vendors include in CLINS 0001 through 4001?

A36. Yes, 160,000 B/W and 80,000 color per month per machine, for a total of 240,000 pages per month per machine.

Q37. Does VAECHS plan to provide additional CLINs for print charges when VAECHS exceeds the numbers of included prints above?

A37. No.

Q38. The requirements asked for (2) machines and based on the specifications both are to be configured the same way. The 18 feet will work for one of the machines, however the other one will not fit. If we remove a feeder the device will be just over 14 feet. This also looks more like the device they have now – based on your pictures. Would it be okay to remove the feeder for one of machines so that it can fit in the space?

A38. Needs to meet minimum capacity requirement of 5,000 pages.

Q39. We kindly seek supplementary dimensions pertinent to the allocated installation area. This data is pivotal in facilitating the delivery of optimal solutions tailored to the VA's floor space limitations.

A39. Measurements are as followed:

A: 124” B: 101” C: 125” D: 42” E: 76” F: 19’ Q40. Is power verified along the 18’3” wall and the wall furthest to the ‘right’?

A40. Yes there is power there and on all walls.

Q41. Is the VA willing to consider leasing a standalone fax machine to meet their fax capability requirement?

A41. Fax capabilities is no longer required. Please see updated SOW Q42. In the Q&A for RFQ 36C25924Q0293, there are few references of GPO on the CAC/PIV and Fax Requirements. Based on the GPO TO 90060 (attached) which came out in August 2023 for VA East Colorado Production, there are no requirements for CAC/PIV or Fax with the Production in this Task Order. RFQ’s for VA Production have never required (or have been removed) the PIV and Fax at this level of Production: 125 Pages per minute Color (or even 115 pages per minute). For Fair and Open Competition, we respectfully request that the CAC/PIV and the Fax requirement be removed for this RFQ, or this should be a Sole Source.

A42. Fax capabilities have been removed. Username and Password is an acceptable solution to PIV. See updated SOW for clarified salient characteristics.

Q43. Could VA Eastern Colorado provide a drawing that gives the dimensions of the entire room and any obstructions that cannot be moved (such as columns, etc)?

A43. The Highlighted areas of the floor plan shows where these machines can be placed. See measurements provided in A39.

Q44. The included DMO_Productivity_2023 excel spreadsheet appears to indicate a total of 2,023,580 impressions in 2023. Is the total for the two current Konica Minolta copiers combined?

A44. The volume is estimated to increase with the new machines to 240K per month per machine.

Q45. Given the choice between fitting in the space (as described in the Q&A) and meeting the printer capabilities in the SoW, which would the government prefer? A printer that fits in the space doesn't meet the SoW, and the printer that meets all the SoW is 22 ft long and doesn't fit in the space.

A45. See updated SOW.

Q46. Does "up to 125ppm" mean no printers with speeds in excess of "125ppm" or that printers must print at least 125ppm?

A46. Printers with a range between 80PPM – 125 PPM are acceptable.

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