02.03.01 Questions_Answers_70FBR425Q00000159 Request for Quote - Copier Rental DR4874-MS.pdf
PDF 147 KB Posted
- Solicitation number
- 70FBR425Q00000159
- Issued by
-
Federal Emergency Management Agency
About this file
This document is a Questions & Answers (Q&A) file for a Federal Emergency Management Agency (FEMA) Request for Quote (RFQ) for copier rental. The RFQ seeks four Multi-Functional Devices (MFDs) to be delivered to 500 Clinton Center Dr in Clinton, MS, with specific technical and security requirements. Key details include a monthly print volume of 11,000 black and white pages per device, mandatory network configuration restrictions, and strict data security protocols such as hard drive removal before equipment departure and disabling of wireless/Bluetooth capabilities.
The solicitation covers a three-month base period with an optional three-month extension, anticipated to be awarded around July 10, 2025. Contractors must provide MFDs from approved brands like Canon, Konica, Ricoh, Xerox, and Kyocera that meet specific compliance standards including TAA, FIPS 140-2, and compatibility with Windows 11. FEMA will handle paper supplies but requires contractors to supply ink, and contractors must factor potential overages into their pricing based on the specified monthly page limits. Contractors will be escorted and issued visitor badges when delivering or servicing the equipment.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
70FBR425Q00000159 Request for Quote – Copier Rental – DR4874-MS
Questions & Answers
A. Delivery & Installation
1. Will all four (4) MFDs be delivered to the Clinton, MS address listed in the SOW, or are there other delivery sites? All units will be delivered to 500 Clinton Center Dr
2. Is FEMA requesting all four units be delivered and installed simultaneously, or will delivery be staggered across a timeline? All four units are required together
3. Will FEMA provide any required VLAN/network configuration details in advance to assist with MFD network setup and secure integration? FEMA will set up on the network
4. Are there any access control protocols or site security requirements the contractor should be aware of when delivering or servicing equipment? Contractors will be issued a visitor badge from Security and escorted throughout the building
Maintenance & Service Expectations
5. Are average monthly copy/print volume estimates available per unit to assist in forecasting service levels and consumable replenishment? 11000 pages B&W per device per month
6. Will FEMA personnel provide monthly meter readings, or is the contractor expected to provide remote meter monitoring and reporting? Yes
7. Is remote access to MFD logs and diagnostics permitted for maintenance purposes, provided secure protocols are used, or is all support to be performed on premises?
No
Security & Compliance
8. Can FEMA confirm the required hard drive sanitization method (e.g., DoD 5220.22- M wipe, degaussing, or physical destruction)? FEMA requires the hard drives removed and returned to us before copiers leave the facility.
9. Is the contractor required to physically destroy hard drives on-site, or will FEMA take possession and manage destruction internally? FEMA will take possession and destroy
10. If contractor-led destruction is required, are FEMA-approved destruction certificates sufficient, or must FEMA personnel witness all sanitization activities?
N/A
11. Will all proposed MFDs be required to appear on the DHS Technical Reference Model (TRM) prior to deployment, or can devices be used under restricted status as long as they comply with wired-only restrictions? Must be on TRM already
12. If MFDs include wireless/Bluetooth capabilities by default, is software/firmware disabling sufficient, or is hardware disabling/removal required? Must disable on copier
Consumables & Paper Management
13. Will FEMA monitor and replenish paper supplies, or is the contractor expected to report low paper levels to the COR or site POC? FEMA will monitor paper supplies and levels, but contractor must supply ink for FEMA to replenish the copiers onsite before depleted
14. Is FEMA requesting consumables (e.g., toner, developer) be stocked onsite for a full month in advance, or is just-in-time replenishment acceptable? Yes, onsite for a full month
Performance Timeline & SLA
15. The SOW states one unit must be delivered within three (3) days of award—can FEMA confirm when the remaining three units are expected to be deployed? All units will be delivered together.
16. In the event of early contract termination, should billing be pro-rated based on calendar days or business days of service within that billing period? If services are terminated prior to the end of period of performance, the final invoice will be prorated.
F. Invoicing & Overage Reporting
17. Will FEMA provide a breakdown of CLINs to associate with each individual unit and service component for proper invoice referencing? Interested offerors should provide an all-inclusive pricing based on the statement of work but if it is easier to price per copier, per consumables, please separate (itemize) all individual items per your business reporting.
18. Does FEMA define an “overage” as usage beyond 11,000 copies/month, and how should those be recorded and submitted (monthly, quarterly)? Overages should be factored into cost based on 11000 pages B&W per device/per month and 7500 color, the Contractor should have their own system to monitor usage
File details come from the government source that posted it. Updated .