CMS MFD PROGRAM_RFI_FINAL.pdf

SYNOPSIS:

THIS IS A REQUEST FOR INFORMATION (RFI). This is NOT a solicitation for proposals, proposal abstracts, or quotations.

The purpose of this RFI is to obtain knowledge and information about vendor capabilities to provide multi-function devices (MFDs) to include network testing of the MFDS, to explore alternative solutions, and to determine industry best practices for leasing, right-sizing, and maintaining a large number of both black/white and color MFDs in an ever-evolving, hybrid return-to-work workforce.

CMS may request a company to provide demonstrations of their technology. Demonstrations may occur at CMS headquarters or onsite of the Company’s location and could consist of but not limited to, ensuring the unit’s features offer a consistent user experience across various devices, operating systems, and browsers. Other demonstrations: tactile discernable keys, central identifier on keypad, audio tone operations, OCR results, textual/search PDFs, reverse/invert displays, magnification/zoom and others.

BACKGROUND:

Center for Medicare and Medicaid Services (CMS) is a federal Agency within the Department of

Health and Human Services (HHS). CMS has approximately 5,200 employees housed in a headquarters complex located at 7500 Security Boulevard, Baltimore Maryland 21244-1850 and approximately 600 employees located at satellite locations/Regional Offices (ROs), locations include Washington DC, Boston, New York, Philadelphia, Atlanta, Chicago, Dallas, Kansas

City, Denver, San Francisco, Seattle and Puerto Rico.

The Agency was created in 1977 to administer the national Medicare and Medicaid programs.

These programs provide health insurance benefits to millions of beneficiaries. Federal agencies, to include CMS are mandated to make electronic and information technology they provide or buy equally accessible to people with disabilities. An accessible information technology system is one that can be operated in a variety of ways and does not rely on a single sense or ability of the user.

DESCRIPTION:

Center for Medicare and Medicaid Services (CMS) is seeking information from the printer industry on the availability of high print quality, low maintenance durability and high-volume continuous printing equipment – MFDs.

CMS has a requirement of at least 75 - 100 multi-function black/white and color devices with the ability to add 15% and to obtain a performance-based 12-months Plus 4 Options Years contract for, but not limited to, handling a minimum printing volume of 250,000 pages annually, digital copying, network printing and network PIV scanning, at various CMS locations throughout the

United States and Puerto Rico.

GENERAL REQUIREMENTS AND MINIMUM SPECIFICATIONS:

Respondents should provide a response that includes whether MFDs that meet the following general requirements and minimum specifications exist in the commercial marketplace. These general requirements and minimum specifications include, but are not limited to:

1. General Requirements:

a. The MFDs should provide a document management infrastructure comprised of leased Black/White and Color MFDs.

b. All equipment shall be at least Silver registered or higher under the Electronic

Products Environmental Assessment (EPEAT) Tool for imaging devices.

c. MFD lease includes leasing of the physical machines based on the requirements, the provision of supplies and the appropriate service and maintenance (both preventive and reparative) to ensure the copiers are in working order. All MFDS should comply with the following regulations:

i. Section 508 of the Rehabilitation Act of 1973

ii. Architectural and Transportation Barriers Compliance Board’s Electronic and

Information Technology Accessibility Standards

iii. Executive Order 13123, Greening the Government through Efficient Energy

Management

iv. Executive Order 13221, Energy-Efficient Standby Power Devices

2. Minimum Specifications

CMS has a requirement for at least 75 - 100 MFDs. Operating features should conform to the requirements of the Federal Strategic Sourcing Initiative (FSSI). Minimum specifications for each MFD are as follows:

a. Paper Handling

i. Minimum of two paper input drawers, 50 sheet stapling and hole punch, collate, duplex, auto feed, and sort

b. Printing Specifications

i. 60 to 65 black and white ppm

ii. 50 to 55 color ppm

iii. 8.5 x 11 to 11” x 17”

iv. printing duty cycle of up to 300,000 pages

v. laser print technology

vi. print quality of 1200 dpi, 600 x 600 dpi

vii. processor speed 3.2 Ghz?

c. Connectivity

i. supports a minimum of 1000 user-number authentication on device. Login name/password on device.

ii. network security

iii. network printing

iv. network scanning

v. WIFI connectivity?

vi. 8 GBWindows 10 64 bit compatible or Windows 2022

d. Scanning Specifications

i. CAC/PIV enabled 60 – 70ipm b/w MFD speed

ii. PIV scan software must be embedded, server less scan software that authenticates using CMS’s PIV card with no additional SD card or external source and middleware

iii. Single Pass Duplex scanning

iv. Black and white scan capability

v. Scan image formats in standard adobe and/or graphic file format(s) i.e. TIFF, PDF, JPG, Word

vi. Scanning output must be in a Searchable PDF format

vii. provide standard Searchable PDF (OCR) capability from the device without any additional or third party software

viii. ability to work with Voice Operation Kit

ix. scan resolution of 600 x 600 dpi

x. scan destinations; email, desktop, SharePoint

xi. Digital signature and FIPS140-2 encryption supported for scan to e-mail functionality

e. Security

i. secure Access; LDAP, CAC/PIV Device Authentication, Authorization and Data

Encryption; Login Restrictions; confidential Print

ii. secure Remote Management; Audit Logging, Certificate Management,

iii. retain configuration state (passwords service settings, etc.) after a power down or reboot and not reset default settings

iv. administrative options and device settings shall be password protected

v. capable of preventing downloads from external websites, MFD shall utilize only

HTTPS for any approved web enabled services, wireless capabilities shall be disabled on all MFD

vi. capable of processing passwords for user authentication

vii. secure Data; Hard Disk Encryption, Hard Disk Drive Lock, Secure Hard Disk Wiping, Non-Volatile Memory Wipe

viii. hard drive data encryption or automatically erase/overwrite connect from the hard drive after each job

ix. Must provide standard 9x HDD Overwrite at end of life. Copier must be able to provide printed confirmation report upon execution of on-demand overwriting

f. Administration (Software Solutions)

i. Capability to print transaction and activity reports remotely

ii. Software Solution to help administration manage devices from one location, but also act as data collection agent for all MFDs nationwide.

iii. Universal to all manufacturers and not a specific vendor.

iv. Capable of monitoring print device statistics (lifetime meters, consumable usage, and incident history) regardless of manufacturer.

v. Capable of “normalizing” collected data for cross organization analysis.

vi. Identify Moved, Added, Changed and Retired devices automatically.

vii. Capable of reading actual toner levels of a device

viii. Provide a variety of alert functions including toner, paper and break/fix.

ix. System access must be restricted to HTTPS access

x. Offer a web portal for easy access to statistical reporting

xi. Highly flexible reporting and configuration capability

xii. Ability to create, manage, monitor and report on Service Level Agreements, overall, by region, by manufacturer, by device type, and by individual location.

xiii. Software and access to the software must reside inside the CMS Firewall

g. Device

i. Must be NEW equipment, not newly manufactured, Factory Produced New Model or

Remanufactured

ii. Energy Star rated

iii. Versatile

iv. Compact footprint

v. Ease-of-Use and customizable display…10” touch screen interface or larger with customizable and pre-installable access to workflow solutions

vi. Section 508 Accessibility Solutions and “embedded” speech solution with a minimum of 60 communicative messages and the ability for administrators to create different prompts for employees with various levels of vision impairment. (no external PC allowed)

vii. Built-in standard eSF (embedded solution framework) for software application enhancements

viii. Self-diagnostic system which indicates at a minimum, the following conditions: (1) needs toner, (2) needs paper, and (3) paper mis-feed of jam (4) needs staples

ix. Must include initial set of supplies – toner yield to be 36,000 BW and 27,000 color

x. Standard Power Requirement: 120v, 60Hz 20AMP

xi. Must be trade compliant models

3. Section 508 Accessibilities

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998

(P.L. 105-220) requires that when Federal agencies develop, procure, maintain, or use information and communication technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public who have disabilities must have access to, and use of, information and data that is comparable to people without disabilities. The

ICT devices should include, but not be limited to:

i. ICT that is procured, developed, maintained, or used by agencies shall conform to the Revised 508 Standards.

ii. Where components of ICT are hardware and transmit information or have a user interface, such components shall conform to the requirements in Chapter 4.

iii. Software that is assistive technology and that supports the accessibility services of the platform shall not be required to conform to the requirements in Chapter 5.

iv. Without Vision. Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that does not require user vision.

v. With Limited Vision. Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited vision.

vi. Without Perception of Color. Where a visual mode of operation is provided, ICT shall provide at least one visual mode of operation that does not require user perception of color.

vii. Without Hearing. Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that does not require user hearing.

viii. With Limited Hearing. Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited hearing.

ix. Without Speech. Where speech is used for input, control, or operation, ICT shall provide at least one mode of operation that does not require user speech.

x. With Limited Manipulation. Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that does not require fine motor control or simultaneous manual operations.

xi. With Limited Reach and Strength. Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that is operable with limited reach and limited strength.

xii. With Limited Language, Cognitive, and Learning Abilities. ICT shall provide features making its use by individuals with limited cognitive, language, and learning abilities simpler and easier.

xiii. ICT with closed functionality shall be operable without requiring the user to attach or install assistive technology other than personal headsets or other audio couplers and shall conform to 402.

xiv. Speech-Output Enabled. ICT with a display screen shall be speech-output enabled for full and independent use by individuals with vision impairments.

xv. Information Displayed On-Screen. Speech output shall be provided for all information displayed on-screen.

REQUESTED INFORMATION:

The response to this RFI shall be in writing submitted to the point of contact below. Any company may respond to this RFI (large or small). The response should contain the following information:

1. Name of submitter and contact information:

a. Company Name

b. Company Address

c. Company Point of Contact, Phone and Email Address

d. Size status under NAICS 333316- Photographic and Photocopying Equipment

Manufacturing

2. Submit responses that address the above general requirements and minimum specifications as well as any other relevant information to include product literature if available.

Submissions to this RFI are due by August 15th, 2024, not later than 11:00 AM EST electronically to the below addresses:

reagan.holmes@cms.hhs.gov- Reagan Holmes (Contract Specialist) mailto:reagan.holmes@cms.hhs.gov-deborah.lester@cms.hhs.gov – Deborah Lester (Contracting Officer)

DEMONSTRATIONS:

CMS may request a company to provide demonstrations of their technology to assure that it meets the general requirements and minimum specifications above. Demonstrations may occur at CMS headquarters or onsite of the Company’s location. CMS does not intend to pay for such demonstrations.

DISCLAIMER AND IMPORTANT NOTES:

This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. Information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.

CONFIDENTIALITY:

No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

PROTECTION OF PRIVILEGED OR CONFIDENTIAL COMMERCIAL OR

FINANCIAL INFORMATION:

The Freedom of Information Act (FOIA), 5 U.S.C. § 552, provides individuals with a right to access certain records in the possession of the Federal government, subject to certain exemptions. Exemption 4 of the FOIA permits information to be withheld that is in the nature of "trade secrets and commercial or financial information obtained from a person and privileged or confidential." The term "person" refers to a wide range of entities, including corporations, banks, state governments, agencies of foreign governments, and Native American tribes or nations, who provide information to the government. Information that does not qualify withholding under the Exemption will be disclosed.

CMS may invoke Executive Order 12600 in accordance with FOIA Regulation 45 C.F.R. §

5.42. Information provided by entities to CMS in response to this notice may be subject to FOIA disclosure requirements unless protected under Exemption 4 of the Freedom of Information

Act. Should entities wish to protect any trade secret or confidential information under

Exemption 4, they should mark their submission accordingly citing applicable redactions and non-disclosure rationale. Pre-disclosure redactions and non-disclosure rationale shall be sent via e-mail to the requesting contracting officer with a copy to the CMS FOIA Office at 12600@cms.hhs.gov.

If an entity’s submission is not marked and CMS receives a FOIA request related to this notice, the CMS Contracting Officer will notify the entity. The entity will have 10 working days to object to the release of any part of their information submitted to CMS citing relevant case law. Final determination on the applicability of Exemption 4 of the FOIA are made on a case-by-case basis by CMS.

mailto:deborah.lester@cms.hhs.gov https://uscode.house.gov/view.xhtml?req=(title:5%20section:552%20edition:prelim)%20OR%20(granuleid:USC-prelim-title5-section552)&f=treesort&edition=prelim&num=0&jumpTo=true https://www.archives.gov/federal-register/codification/executive-order/12600.html https://www.govinfo.gov/content/pkg/CFR-2019-title45-vol1/xml/CFR-2019-title45-vol1-part5.xml#seqnum5.42 https://www.govinfo.gov/content/pkg/CFR-2019-title45-vol1/xml/CFR-2019-title45-vol1-part5.xml#seqnum5.42 mailto:12600@cms.hhs.gov https://www.cms.gov/Regulations-and-Guidance/Legislation/FOIA

The statutory language of the FOIA is codified at 5 U.S.C. § 552(b). Additional information and resources, including the 9 FOIA Exemptions and HHS FOIA Regulation, and examples, can be found on the HHS FOIA Website.

Questions may be submitted electronically up to the date and time for responses to Reagan

Holmes at reagan.holmes@cms.hhs.gov https://www.hhs.gov/foia/index.html