NOTICE OF INTENT TO AWARD SOLE SOURCE_MFD.pdf

INTENT TO AWARD SOLE SOURCE: The Centers for Medicare and Medicaid Services (CMS) announces its intention to negotiate and award a sole source contract for the "Multi- Function Devices (MFD) Purchase and Maintenance Program." CMS requires MFD equipment that complies with Section 508 accessibility standards to meet the agency's compliance obligations. To ensure thorough market evaluation, CMS conducted extensive market research beginning in October 2024, which included: Request for Information (RFI) process, and live vendor demonstrations and product testing. Following this comprehensive market analysis, CMS determined that only one vendor currently possesses the capability to deliver MFD solutions that meet the agency's stringent Section 508 compliance requirements. Despite good-faith efforts to promote competitive procurement through multiple engagement channels, no other vendors have demonstrated the ability to satisfy the technical accessibility standards mandated for this acquisition.

This sole source procurement will be conducted in accordance with Federal Acquisition Regulation (FAR) Subpart 13.5 and 41 USC 1901. The required justification and approval documentation for this sole source acquisition will be posted within 14 days of contract award.

CMS REQUIREMENTS: The Centers for Medicare & Medicaid Services (CMS) seeks to procure Section 508-compliant multi-functional devices (MFDs) that integrate copying, scanning, printing, and authentication capabilities. This procurement aligns with the Rehabilitation Act mandate requiring all acquired electronic and information technology to be accessible to individuals with disabilities.

Scope of Procurement The acquisition encompasses:

• Hardware equipment

• Comprehensive maintenance and repair services

• Managed print services (MPS)

• Associated consumable supplies

Performance Period

• Base Period: September 15, 2025 – September 14, 2026

• Option Periods: Four (4) additional one-year periods for ongoing maintenance and MPS support

Accessibility Requirements MFDs must provide independent and equivalent access for all users, including those with visual impairments. Required accessibility features include:

• Tactile navigation controls

• High-contrast display options

• Screen reader compatibility

• PIV/CAC authentication accessible to non-sighted users

Functional Requirements Devices must enable users to perform all core functions—printing, copying, scanning, and authentication—without requiring third-party workarounds or dependence on visual-only interfaces.

Security Requirements MFDs must incorporate:

• Secure print release functionality

• Data encryption capabilities

• Automated data wipe features

NAICS CODE: The North American Industry Classification System (NAICS) Code is 333316C

INTERESTED PARTIES: Interested and qualified sources may submit technical literature describing how their MFD fully complies with 508 standards and the requirements mentioned herein. All responses must be submitted in writing via email to Reagan.Holmes@cms.hhs.gov no later than 15 days of this notice.

Responses will be evaluated solely to determine whether a competitive procurement process should be initiated for this requirement. Submissions must provide clear, compelling, and convincing evidence that the proposed MFD fully complies with 508 standards and the requirements mentioned herein. The decision to proceed with or forego competition based on responses received is at the sole discretion of the Government.

DISCLAIMER: This notice is not a Request for Proposals or a Solicitation, nor does it restrict the Government as to the ultimate acquisition approach. This notice is not a commitment from the Government. The Government will not reimburse any bid or proposal cost as a result of this notice. No solicitation exists and requests for a copy of the solicitation will be disregarded. However, any future solicitation that will be open to competition will be subsequently issued on Sam.gov in order to permit firms to respond.

mailto:Reagan.Holmes@cms.hhs.gov