RFI Managed Multi-functional Device Services - FINAL.pdf

Managed Multi-functional Device Services 19AQMM24N0061 Request for Information

SBU - CONTRACTING AND ACQUISITIONS

THIS NOTICE IS NOT A REQUEST FOR QUOTE (RFQ). The purpose of this Request for

Information (RFI) is to collect Market Research Information and industry expertise for the purpose of gathering market research which may or may not be used to develop a Performance

Work Statement (PWS), or Statement of Objectives (SOO).

The Government considers information on market capabilities, common industry standards, latest technological advances, commercial terms and conditions, timelines for adaption and integration, pricing, and possible suppliers and sources to be helpful. All feedback and information received may be used to determine the appropriate acquisition strategy for a possible future acquisition. This notice is issued solely for market research and planning purposes and does not constitute a request for proposal, request for quote, or invitation to bid, nor does its issuance in any way restrict the Government as to its ultimate acquisition approach. No award will be made from this RFI and the Government will not pay for any effort expended in responding to this notice.

Contractors are encouraged to submit information for the questions that follow. This RFI is prepared for planning purposes only and is not restricted to small business. Sources are discouraged from submitting any information deemed competition-sensitive or proprietary.

However, if sources elect to submit competition-sensitive or proprietary information, sources bear sole responsibility for marking said information as such to ensure appropriate safeguarding by the Government. The Government shall not be held liable for any damages incurred if proprietary information is not properly identified. All submissions become Government property and will not be returned. Proprietary information, if any, should be minimized and must be clearly marked.

Background

The Department of State (DoS), Bureau of Intelligence and Research (INR) has a critical need for contractor-supported Managed Multi-functional Device Services. Support is to approximately

140 copiers, plotters, printers, and scanners located in the Harry S. Truman building, 2201 C St

NW, Washington DC and surrounding DoS Annexes. The Contractor is to lease INR the onsite devices, provide break/fix service, supplies, plus preventative and routine maintenance to maintain and improve equipment uptime and equipment performance as well as management services.

Currently, INR maintains and troubleshoots its devices across HST using a managed print service. We are seeking input about methods, costs, & practicability to converting over to

Managed Print Services that encompasses the leasing of devices, device deployment, maintenance, operational on-site support, consumables, and management services, including

High Volume/High Production equipment (i.e. plotters).

List of Devices

Big Walkup HP Color LaserJet Mgd QTY 45

Small Desktop HP Color LaserJet MFP QTY 90

HP DesignJet Z6dr 44-in PostScript Printer with V-Trimmer TAA Compliant QTY (Plotter)

2QX51D #BCB HP DESIGNJET HD PRO 44-IN MFP QTY 1 (Scanner)

Responses

Acceptable response document format is Microsoft Word Document or Portable Document

Format (.pdf). To the maximum extent possible, submit Non-Proprietary Information. All information received in response to this notice that is appropriately marked "Proprietary" will be handled accordingly.

RFI responses shall be submitted in writing via email to: Michael Dickson, Contracting Officer at DicksonMS@state.gov; Cristian Reyes, Contract Specialist at ReyesCN2@state.gov and

Annie Harlow, Contract Specialist at HarlowAL@state.gov no later than 12:00 noon, EST on

September 10, 2024.

Submissions should include responses to the following categories: Company Profile, and

Recent/Relevant Experience.

1.0 Company Profile

Company Name:

Company Point of Contact:

Email:

Phone:

Contractor Address:

UEI Number:

Socioeconomic Status under any of the following NAICS Codes:

541611MPS Managed print services, 333316C Copiers and digital duplicating equipment

Example: Small Business, Small Disadvantaged

Business; HUBZone; Economically Disadvantaged

Woman-Owned; Service Disabled Veteran Owned; 8(a) under the cited NAICS codes.

Applicable GSA Schedule

Contracts or other GWAC:

Applicable MAS SINs:

2.0 Recent and Relevant Experience

The interested party shall demonstrate the company’s experience in managed multi-functional device services. Please describe recent and relevant experience the company has performed within the past five (5) years. Prior managed multi-functional device services experience in a

Federal Government environment is preferred. Responses should be concise providing specific examples of relevant experience. The Government is seeking specific information and should exclude generic capability statements or corporate marketing brochures.

Project #1:

1. Customer Name (Federal Agency or Other):

2. Role: Prime Contractor of Subcontractor

3. Type of Contract

i. Competitive or Non-Competitive:

mailto:ReyesCN2@state.gov mailto:HarlowAL@state.gov

ii. Firm-Fixed-Price, Cost-Plus, Time-and-

Materials/Labor Hour, Hybrid, or Other:

4. Contract Period of Performance:

5. Initial Contract Value: $

6. Current (or Completed) Contract Value: $

7. Brief Description of the Contract Requirement:

Project #2:

1. Customer Name (Federal Agency or Other):

2. Role: Prime Contractor of Subcontractor

3. Type of Contract

i. Competitive or Non-Competitive:

ii. Firm-Fixed-Price, Cost-Plus, Time-and-

Materials/Labor Hour, Hybrid, or Other:

4. Contract Period of Performance:

5. Initial Contract Value: $

6. Current (or Completed) Contract Value: $

7. Brief Description of the Contract Requirement:

Template of RFI Questions:

The following table provides a listing of the RFI questions. Complete 19AQMM24N0059 RFI

Questions.xls and include with the submission. Fill in the “Company Name” and respond to

Yes / No columns by marking with a “X”.

# Topics and Questions Yes No

General

Offer experienced staff onsite to manage daily printer support services in Washington, DC area?

Provide full-service maintenance of approximately 180 printer peripheral devices and related supplies?

Have active GSA Schedule(s) that can support purchase and/or lease printers and printer equipment?

4 List the Manufacturers where company is service authorized?

5 Technician are OEM trained and certified?

6 What is company's facility clearance level?

# Topics and Questions Yes No

On-Site Management Capabilities

7 Use applications/toolset to track Service Level Agreements?

Onsite Technician/Project Manager is proficient in using

Microsoft Office Suite?

Hand deliver all printer supplies (except paper) to each service printer/peripheral?

Provide 4-hour average response time to address on-site service issues?

11 Attend quarterly progress meetings?

Able to organize, prioritize, and multi-task to meet time-sensitive objectives?

13 Lift up to 50 pounds?

Able to maintain copier equipment at a general to advance skill-level?

# Topics and Questions Yes No

Reports/Deliverables

Able to provide general preventative maintenance services to maintain copier and printer uptime?

16 Can monitor and inventory spare parts and supplies?

17 Adheres to best practices in recycling program?

Provide general service call repairs to all printers and peripherals?

Help facilitate network connectivity issues with DOS IT

Service Center, e.g., report outage, network errors?

20 Create usage reports of client billing and meter reads?

ENTER COMPANY

NAME

RFI 19AQMM24N0059

Managed Multi-functional Device Services

# Topics and Questions Yes No

Customer Service

Establish customer inquiry process to address support needs and requests?

Communicate and facilitate customer comments, concerns, potential problems, etc. to DOS Management?

23 Can interact with customer to address job-related duties?

# Topics and Questions Yes No

Contractor Company Requirements

Can track service requests and histories, expedite and order required supplies, access invoice and payments?

Support monthly and quarterly on-site meetings to resolve administrative issues?

Offer local, 1-800 number, and US-based service dispatch support?

Provides new (not remanufactured or refurbished) equipment to include OEM-parts and supplies?

Remove all packing crates, boxes, and materials from US

Government premises?

Supervise movement, disassemble, install, test, and reconfigure diagnostics of copiers?

Replace desktop printers with DOS-approved networked Multi-

Functional Printers?

Provide DOS-approved Multi-Purpose Scanners with PIV-card able to convert to various formats and enable OCR?

# Topics and Questions Yes No

Data Collection and Monitoring

32 Implement a Data Collection Agent (DCA)?

33 Provide extensive reporting on usage statistics?

Monitor and collect: meter reads, errors codes, toner levels, MAC address, Manufacturer, S/N, etc.?