Market_Survey_FRB-19-002_Printer_Copier_Devices.pdf

- 1 -

MARKET SURVEY

FRB-19-002 DATE: March 13, 2019

From: Board of Governors of the Federal Reserve System

Subject: Digital Printer/Copier/Fax/Scan Devices

THIS IS A REQUEST FOR INFORMATION ONLY AND YOUR RESPONSE IS NOT

AN OFFER. THIS REQUEST FOR INFORMATION DOES NOT COMMIT THE

GOVERNMENT TO PAY ANY COSTS INCURRED IN PREPARATION OF ANY

SUBMISSION TO THIS MARKET SURVEY, OR TO CONTRACT FOR SERVICES.

SUMMARY:

The Board of Governors of the Federal Reserve System (Board) is performing Market Research for a vendor to provide a thirty-six (36) month lease for the following devices (specific requirements included in this document):

• 2 black and white (b/w) and/or color network ready digital copiers/printers in the Board’s Print Shop

• A total of or around 50 b/w and/or color network ready digital floor printer/copiers (specific quantity of b/w and color copiers that make up the total quantity of approximately 50 would be provided upon Contract award)

• 1 Ricoh Pro C7200 series Graphic Arts Edition color printer/copier

• Maintenance package for all devices

MARKET SURVEY RESPONSE INSTRUCTIONS:

Interested vendors are requested to include, at a minimum, the following information:

1) Name of organization, cage code/DUNS, name, telephone number, street and email addresses for the primary point of contact.

2) Description of organization’s proposed devices and its capabilities with regards to the specifications herein.

3) Provide a Rough Order of Magnitude (ROM) cost of the devices and associated support (as included in the Specifications/Statement of Work below) for each type of device included in the response for the following scenarios:

a. 36-month lease (firm) plus one 12-month option period

b. 48-month lease (firm)

IT IS REQUESTED THAT THE ABOVE INFORMATION BE PROVIDED

NO LATER THAN 12:00 PM EDT, MARCH 26, 2019. RESPONSES

SHOULD BE EMAILED TO LISA.M.BOUCHELLE@FRB.GOV.

mailto:LISA.M.BOUCHELLE@FRB.GOV

- 2 -

SPECIFICATIONS/DRAFT STATEMENT OF WORK:

1. Device Requirements and Associated Supplies and Services.

1.1. The Contractor shall provide professional services for the installation of two (2) black and white network ready digital printers/copiers at the Board’s premises (specific locations to be provided to the Contractor in writing by the Contracting Officer’s Representative (COR)). The lease shall include 250,000 impressions per machine per month with a pooled volume.1

1.2. The Contractor shall provide the two (2) black and white network ready digital copiers/printers referenced in Section 1.1 above for a lease period of thirty-six (36) months. Each digital printer/copier shall have the capabilities listed in Sections

1.2.1 through 1.2.39 below. No deviation from the specifications listed herein will be acceptable.

1.2.1. The digital production printer/copier shall have a minimum speed of 135 pages per minute with one pass double sided printing capability.

1.2.2. The automatic document feeder must have a minimum 220 sheet capacity.

1.2.3. The minimum Random Access Memory (RAM) must be 2GB.

1.2.4. The minimum hard drive capacity for the digital copier shall be 500 GB Hard Disk Drive (HDD).

1.2.5. The digital production printer/copier must be Energy Star certified.

1.2.6. The digital production printer/copier must be Section 508 Accessibility

Compliant.

1.2.7. The digital production printer/copier must have a raised Customizable Control Panel, a large, full-color Super Video Graphics Array (SVGA) touch screen not less than 10.4,” with an Operator Call light extending from the top of the Multi-Functional Printer (MFP).

1.2.8. The digital production printer/copier must have a color display screen with access to Media Paper Library with preset features and fully customizable paper settings. The Media Paper Library shall include more than 60 frequently used printing attributes for reliability and productivity.

1.2.9. The automatic document feeder must be capable of color scanning, single pass color duplex scanning, and include a built in sensor to prevent missing pages caused by original double feeding.

1 At its sole discretion, the Board may opt to award an unlimited quantity of impressions per machine in accordance with the pricing in Section B, in which case, the SOW will be revised to reflect this change upon Contract award.

- 3 -

1.2.10. The digital production printer/copier must be able to color scan-to-email, color scan-to-folder, color scan-to-FTP, color scan-to- URL/NCP/PDF/A/Digitally Signed/Searchable PDF without the use of external software. The device must provide preview before transmission, PDF Encryption, Drop Out Color Send, Batch Mode and Color Network TWAIN scanning.

1.2.11. The digital production printer/copier must be able to impose predefined text images onto copied documents. The images shall include preset stamps, user created stamps, date stamp, and page number stamp simultaneously.

1.2.12. The digital production printer/copier will have a true minimum copy/print resolution of 1200 x 4800 dots per inch (dpi).

1.2.13. The finisher must have multiple stapling positions with a minimum stapling capacity of 100 sheets and hole-punch unit.

1.2.14. The digital production printer/copier must include a Paper Decurl Unit.

1.2.15. The digital production printer/copier must have a minimum 3,300 sheet paper capacity and include an additional 5,000 sheet Large Capacity 8 ½” x 11” tray.

1.2.16. The paper drawers must automatically detect the paper size when paper is added or changed, and must have active paper tray indicator lights.

1.2.17. The range of copy/print capability shall be from 5.5” x 8.5” to 13” x 19.2” paper sizes.

1.2.18. The digital production printer/copier must have the ability to accept oversized and heavy media up to 110 pound cover.

1.2.19. The digital production printer/copier must have the ability to print standard output of up to 256 grams per square meter (gsm) for duplex.

1.2.20. The digital production printer/copier must support the option to copy/print onto to tabbed stock directly from a paper feed drawer.

1.2.21. The digital production printer/copier must support the option to automatically insert tabbed stock into copy/print jobs.

1.2.22. The digital production printer/copier dimensions must be less than 112.5”

(width) x 43.3” (depth) x 57.5” (height).

1.2.23. The digital production printer/copier must support Windows Network

Authentication utilizing one touch Login/Logout Button for ease of use.

1.2.24. The digital production printer/copier must support the option to use

Common Access Cards (CAC) with true server authentication.

- 4 -

1.2.25. The digital printer/copier must support Secure/Multipurpose Internet Mail

Extensions (S/MIME), Secure Socket Layer (SSL) Communication, Internet Protocol Security (IPsec) communication and HDD.

1.2.26. The digital printer/copier must have SNMPv3 capability.

1.2.27. The digital printer/copier must provide Encrypted PDF transmission for scan-to-email and scan-to-folder.

1.2.28. The digital printer/copier must have the capability to send a Locked Print

Job that can only be released at the unit via a password.

1.2.29. The digital printer/copier must provide Address Book Encryption, Data

Overwrite Security and User Authentication.

1.2.30. The production unit must include Trained Customer-Replaceable Unit

(TCRU) Kits A & B to include: charging unit, drum cleaning unit, organic Photo conductor (OPC), developer, belt cleaning unit, fusing cleaning unit, pre-transfer belt unit, paper feed roller, waste toner bottle and fusing unit.

1.2.31. The Contractor shall provide a minimum of two (2) training sessions for

Print Shop staff in the use of the digital printer/copier devices.

1.2.32. The customer must be able to refill toner and paper while the system is running.

1.2.33. The digital production printer/copier original hard drive must be surrendered at the end of the lease and the Contractor must provide replacement hard drive at no cost to the Board.

1.2.34. The digital production printer/copier must offer granular toner technology and high-quality toner.

1.2.35. The hard drive security system must have a Common Criteria Recognition

Arrangement (CCRA) certification of Evaluation Assurance Level (EAL)

III.

1.2.36. The digital production printer must be IPv6, Adobe Postscript3 and genuine

Intelligent Printer Data Stream (IPDS) ready.

1.2.37. The digital production printer must utilize recyclable toner cartridges with the Universal symbol allowing the used toner cartridges to be placed into a plastics recycling container.

1.2.38. The digital production printer/copier must offer the ability to scan to or print from USB or SD cards.

1.2.39. The digital production printer/copier must offer low heat fusing technology.

- 5 -

1.3. The Contractor shall provide a total of fifty printers/copiers (comprised of b/w and color printer/copiers). The Contract shall include an option to lease an additional forty (40) b/w or color printer/copiers that meet all requirements of this Statement of Work. The lease shall include 8,000 impressions per printer/copier per b/w machine and 8,000 impressions (5,500 color and 2,500 b/w) per color machine. All printer/copiers shall have the following capabilities:

1.3.1. A speed range of 50 copies per minute.

1.3.2. Three paper supply capacity with bypass feeders of 8 1/2 in. x 11 in., 8

1/2 in. x 14 in. and 11 in. x 17 in.

1.3.3. Main tray to hold a minimum of 2,000 sheets, 8 1/2 in. x 11 in. Auxiliary trays to hold a minimum of 1,200 sheets

1.3.4. Duplex 1 to 1, 2 to 1 and 2 to 2; three hole punch capability

1.3.5. Finisher, stapler and sorter on the top, bottom, landscape and double stitch

1.3.6. Copiers shall have networking capabilities

1.3.7. Dimensions of copiers shall be no greater than L 6 ft. x W 3 ft.

1.3.8. The Board shall retain all hard drives, flash drives, and solid state drives that are installed in or are connected to the copiers

1.3.9. Each copier shall have a secure overwrite feature enabled and configured to overwrite after each job

1.3.10. Copiers shall have scanning, email and fax capabilities

1.3.11. Copiers shall have Scan-to-smb (home dir) from the embedded web server (i.e., from the device), in addition to the use via the Autostore product

1.3.12. Copiers shall support the ability to set a PIN or password to release a network print job (typically called Private Print or Secure Print)

1.3.13. Copiers shall allow Lightweight Directory Access Protocol

(LDAP) addressing/queries; address book

1.3.14. Copiers shall have job retention/selection feature for changing order of queued jobs

1.3.15. Copiers shall support network printing from UNIX via Line Printer (LP)

1.4. The Contractor shall provide a total of one Ricoh Pro C7200 Series Graphics Art series printer/copier to be located in Design and Publishing.

- 6 -

1.5. The Contractor shall include a thirty-six (36)-month flat rate inclusive of maintenance and all supplies (with the exception of paper), in the monthly lease price. For all devices required by this Contract, base and optional quantities, if applicable, the Contractor shall provide all supplies required to make the devices fully operational, with the exception of paper, for the entirety of the period of performance. The Contractor is required to maintain a sufficient level of supplies, particularly toner, and shall be proactive in replenishing supplies to ensure the Board does not experience a shortage. At the Board’s discretion, a Board representative will inform the Contractor of needed supplies, and the Contractor shall deliver those supplies to the applicable Board site in no more than three (3) business days from the receipt of the request.

1.6. The Contractor shall maintain all devices required by this Contract, base and optional quantities, if applicable, in fully functional and operable condition throughout the duration of the lease. Devices shall have a minimum equipment uptime and availability of at least 90% based on Board standard working hours, which are Monday through Friday, 8:00 AM through 6:00 PM.

1.6.1. The Contractor shall provide on-site maintenance on an on-call basis for all copiers the Contractor supplies to the Board under this Contract. The Contractor shall call back within two (2) hours of the reported problem.

The Contractor shall provide technicians who are located in the Washington, D.C., Baltimore, Chicago, Miami, New York (City), and San Francisco metropolitan areas and who are readily accessible to respond to all types of service calls from the Board.

1.6.2. Maintenance calls will be resolved within 48 hours of the Board’s initial notification to Contractor, except where Contractor has provided a reasonable explanation in writing that a longer resolution period is required. If the delay will result in the inoperability of a copier for a period of seven (7) days or longer, the Contractor shall, upon the Board’s request, provide the Board with a fully operable replacement copier of the same make and model at no cost to the Board.

1.6.3. If a copier requires three (3) or more service calls as a result of any mechanical failure, the Board may require Contractor to provide the Board with a fully operable replacement copier of the same make and model at no cost to the Board.

1.6.4. The Contractor shall at all times maintain one standby copier that it can install within 24 hours of a replacement request made by the Board pursuant to Sections 1.6.2 or 1.6.3 above. In the event that more than one copier requires replacement pursuant to Sections 1.6.2 or 1.6.3 above, the Contractor shall provide the additional replacement copier(s) within the time set forth in its proposal for such replacement (Offerors should clearly indicate in their proposals the maximum length of time required for procurement and installation of such replacement(s)).

- 7 -

1.6.5. For the avoidance of doubt, the no-cost replacement of copiers described in this Section 1.6 means that the Contractor shall not charge the Board for removal of an existing Hard Drive from a defective copier, removal of a defective copier from the Board’s premises, or any costs associated with installation of an operable copier and its (new) Hard Drive at the Board’s premises.

1.6.6. The Contractor shall submit a weekly report electronically to the COR which details all service calls initiated for the week prior for all devices provided under the Contract. The report shall include the number of service calls, the nature of each call and the type of device experiencing the issue, and details related to the resolution such as how the problem was corrected and the timeline to close the issue.

1.7. The Contractor shall comply with the replacement schedule for a controlled phase-in of the new copier equipment, and phase-out of the current equipment, submitted with its proposal, to ensure a smooth transition for the Board. The Contractor’s key personnel shall meet with the Board’s copier management group within five (5) business days after Contract award at the Board’s Eccles building in Washington, DC to discuss the phased implementation plan (submitted with the proposal) for the Board COR’s approval. All of the Contractor’s copiers shall be in place at the Board and functioning properly no later than June 1, 2020.

1.8. The Contractor shall provide a total of nine (9) general training sessions for

Print Shop employees and other staff at the Board’s offices, including five (5) sessions in the Washington, D.C. metropolitan area, and one (1) session in each of the four (4) field office locations. The nine (9) training sessions shall be completed within 30 calendar days after Contract award.

In addition, the Contractor shall provide coordination and training of Board technical staff to get the Board’s support staff up to speed on how the devices can be efficiently and effectively supported from a technical perspective both remotely and onsite using DMNX.

1.9. The Contractor shall follow Board hard drive and USB port control procedures.

1.9.1. The Contractor shall provide the hard drive serial numbers associated with each machine provided at start of the Contract and prior to installation.

1.9.2. The Contractor shall work with the Board to ensure USB drives are disabled during initial configuration of copiers.

1.9.3. The Contractor shall remove Hard Drives, flash storage, or solid state drives from the copiers on Board premises and provide all such drives and/or storage devices to the Board at the conclusion of the Contract.

1.10.The Board will not provide any copier units as trade-ins for this project.

2. Software Requirements. Devices identified under Section 1 shall comply with the

- 8 -following software requirements.

2.1. Hard disk encryption using FIPS-140-2 certified encryption module.

2.2. Encryption of network traffic from copier including e-mailed scanned documents using FIPS-140-2 certified encryption module.

2.3. Ability to read Personal Identity Verification (PIV) badges or other smart cards for user authentication to copier. The copiers shall be able to support dual authentication via PIV or Active Directory (AD). (If user does not have a PIV card, then they can authenticate via AD). If Authentication is enabled for the Scanning function, Copy function must be able to be set to no authentication.

2.4. The Board will retain all hard drives, flash drives, and solid state drives that are installed in or are connected to the copiers. Each copier must have a secure triple + overwrite feature enabled and configured to overwrite after each job.

2.5. The copiers shall support PostScript.

2.6. The copiers shall be fully compatible with the Site Audit central management reporting tool.

2.7. The copiers shall be fully compatible with the DMNX central management tool.

2.8. The copiers shall be fully compatible with Nuance AutoStore.

2.9. If Nuance, the manufacturer of AutoStore, adds to AutoStore the ability to toggle or choose between Active Directory domains for client authentication, the Contractor shall ensure the copiers provided can accommodate dual domain authentication at no additional cost to the Board.