IHS1486611 Sources Sought.pdf

SOURCES SOUGHT SYNOPSIS

The Pawnee Indian Health Services is issuing this sources sought synopsis as a means of conducting market research to identify Indian Owned Firms and Small Businesses having an interest in and the resources to support this requirement for a single Multi-Functional Copier/Printer with Full Maintenance and Flat-Rate Monthly Fee Copying Plan. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 333310 = Commercial and Service Industry Manufacturing.

The work will be performed at 1201 Heritage Circle, Pawnee, OK 74058.

To be considered, firms shall have at minimum: be located within 100 miles from1201 Heritage Circle, Pawnee, OK 74058, have the ability to provide a monthly report of usage by each individual model to include base rate and per print rate with a dollar amount, have the ability to provide a monthly report of all site visits to include maintenance calls and toner delivery, and be able to remove existing equipment.

Copier/printer specs shall be at minimum:

i. Print/copy in black and white and/or color

ii. Low duty model must print at least 36 ppm letter in black and white and 36 ppm in color

iii. Scanned files to formats of TIFF, PDF, JPEG and XPS

iv. Scanner capability to email, FTP, HDD, individual user, SharePoint site, and USB

v. Memory storage of at least 2 GB and 250 SDD

vi. Warm up speed of 30 seconds or less

vii. Processor speed of at least 1 GHz

viii. Printer resolution of at least 1800 dpi x 600 dpi

ix. Gradation: 256 color shades per pixel

x. Fax and windows drivers must be provided.

xi. Vendor must provide and update all models to latest firmware.

xii. Contain a RJ-45 plug and support the TCP/IP Protocol

xiii. Contain a RJ-11 plug for Analog faxing capability

xiv. Support SMB 3.0. The SMB 3.0 protocol was introduced by Microsoft in 2012.

THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

[Note: In accordance with FAR 10.001(b), agencies should not request potential sources to submit more than the minimum information necessary.]

The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance;

hiring and retention of key personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS

REQUIREMENT MAY BE SET-ASIDE FOR INDIAN OWNED FIRMS OR SMALL BUSINESSES OR

PROCURED THROUGH FULL AND OPEN COMPETITION, and multiple awards MAY be made.

Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 01/25/2024. All responses under this Sources Sought Notice must be emailed to Noleen.Powell@ihs.gov

LARGE FIRMS NEED NOT RESPOND TO THIS REQUEST.

If you have any questions concerning this opportunity, please contact: Noleen Powell (405)951-3975 or email: Noleen.Powell@ihs.gov.

Statement of Work (SOW) Multi-Function Device Purchase and Maintenance

1. PURPOSE OF THE PROJECT

The Pawnee Indian Health Services (IHS) has a requirement for the purchase of (1) new Multi- Functional Copier/Printer which includes all consumable supplies (except paper), and full maintenance services including repair parts. The Pawnee Indian Health Center intends to make a single (all or none), firm-fixed-price award for the purchase of copier and a 12-month period with four (4) option years’ full maintenance and flat-rate monthly fee copying plan.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall furnish all repair parts, labor, transportation and supplies required to accomplish inspecting, cleaning, lubricating, adjusting, calibrating, and vacuuming (if required), and repair of the copiers. Contractor shall maintain the purchased copiers at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications. Contractor shall provide a 12-month maintenance plan and a Flat-Rate Monthly Fee copying plan.

Additionally, the contractor shall remove the current copier when delivering the new copier. Please see below for equipment to be removed. The copiers shall have the following minimum requirements: If an equal brand is offered then, that brand shall meet or exceed the following copier features/functions.

Requirements:

Model or equivalent capability Quantity Konica Minolta BizHub c300I 1 Konica Minolta BizHub c300I - Maintenance per Year 1

i. Print/copy in black and white and/or color

ii. High duty model must print at least 55 ppm letter in black and white and 45 ppm in color

iii. Low duty model must print at least 36 ppm letter in black and white and 36 ppm in color

iv. Scanned files to formats of TIFF, PDF, JPEG and XPS

v. Scanner capability to email, FTP, HDD, individual user, SharePoint site, and USB

vi. Memory storage of at least 2 GB and 250 SDD

vii. Warm up speed of 30 seconds or less

viii. Processor speed of at least 1 GHz

ix. Printer resolution of at least 1800 dpi x 600 dpi

x. Gradation: 256 color shades per pixel

xi. Fax and windows drivers must be provided.

xii. Vendor must provide and update all models to latest firmware.

xiii. Contain a RJ-45 plug and support the TCP/IP Protocol

xiv. Contain a RJ-11 plug for Analog faxing capability

xv. Support SMB 3.0. The SMB 3.0 protocol was introduced by Microsoft in 2012.

xvi. Vendor shall be located within 100 miles from IHS address:

1201 Heritage Circle Pawnee, OK 74058

xvii. Vendor shall contact IT department within 24 hours from notification with a plan for Service Call.

Equipment to be removed:

Model Quantity

Konica Minolta Bizhub C284 1

3. PERIOD OF PERFORMANCE

The base year Period of Performance shall be 12 months from date of award with four (4) twelve (12) month option years. Equipment should be delivered within 90 days from the contract award date.

4. LEVEL OF EFFORT

4.1. The contractor shall provide a monthly report of usage by each individual model under contract to include base rate and per-print rate with a dollar amount.

4.2. The contractor shall provide a monthly report of all site visits to include maintenance calls and toner delivery. Maintenance call report shall include model and location, time spent, & parts replaced.

4.3. Training: Contractor shall provide training on latest models

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees shall be required to obtain a visitor’s pass upon arrival for services from front desk staff and shall be escorted while in the building by a Pawnee Indian Health official.

5.2. The Pawnee Indian Health is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use shall be tolerated during service.

5.3. Security Requirements: Contractor personnel shall be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information.

Current rules and regulations applicable to the premises where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Pawnee Indian Health official, presenting valid identification, smoking restriction and any safety procedures.

5.4. No equipment that contains sensitive government information shall be removed from the premises without consulting with Pawnee Indian Health Information Technology personnel.

5.5. The contractor shall not disclose or cause to disseminate any information concerning operations of Pawnee Indian Health. Such action(s) could result in violation of the contract and possible legal actions.

5.5.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor shall coordinate the delivery, installation and training date with the designated government employee. The government shall provide the contractor access and building access for this sole purpose. No deliveries can be made after 4:00pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC shall be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply network connectivity or telephone access as needed. The Government shall also provide access to the facility and escort as needed within business hours.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to: printer parts, toner, and testing equipment.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

An expected Performance Matris is is provided below:

Performance Matrix Performance Standard AQL

Customer Support Respond to customer service calls within 1 business day 95%

Reporting Provide previous monthly usage report to IT Department by the 10th of each month 95%

Monthly Meeting Attend monthly meeting as scheduled and as needed. 95%