RFI Printers 2026 v1.pdf

Department of Veterans Affairs (VA)

Xerox Printers Brand Name or Equal Lease

REQUEST FOR INFORMATION (RFI)

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY (as defined in FAR 15.201(e), this is not a solicitation. Requests for a solicitation or offers will not receive a response. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received, provide feedback to respondents with respect to any information submitted, or respond to any questions or comments that may be submitted in response to this

RFI. This notice does not constitute a commitment by the United States (U.S.) Government and does not obligate the Government to award a contract or otherwise pay for the information provided in response. Responders are solely responsible for all expenses associated with responding to this RFI. The purpose of this RFI is solely for market research and to gather input for use in further defining the requirement only, and identify alternative solutions, and to identify interested and potentially capable vendors to fulfill requirements for the acquisition of:

1. BACKGROUND:

The Department of Veterans Affairs (VA), Enterprise Procurement Offices (EPO) require the lease of two (2) Xerox AltaLink color, multi-function device (MFD) printers or equivalent for a base year of 12 months plus two (2) 12-month option periods. This is a re-compete for printers currently being used in two EPO locations (Fredericksburg, VA and Frederick, MD). The equipment must be installed no later than 1 November 2026.

* All information in this RFI is subject to change and does not bind the Government in any manner. *

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

2. SALIENT CHARACTERISTICS:

Requested Description Xerox AltaLink C8255/H2 – color, multifunction printer (or equivalent). Part No.: C8255/H2 (or equivalent)

Salient Characteristics:

- Laser/LED

- B&W and Color high-resolution output of 1200 x 2400 dpi or better

- Paper: A3 (11x17 inches)

- Paper: Legal (8.5 in x 14 in), (original)

- Paper: A4/Legal (media)

- Print and copy speed of at least 55 ppm printing or better

- Top feeder capacity of 100 or more sheets

- USB 2.0, LAN, Wi-Fi(n), USB host

- 2 - 3 internal hole punch

- Internal stapler finisher

- Scanning with email function and secured printing

- Letter sized paper: At least two 8 ½ x 11 drawers

- Legal sized paper: One 8 ½ x 14 drawer

- Ledger and Legal sized paper capacity with external bypass trays.

- 1000 page capacity for each Letter tray, and 500 page capacity for Ledger and Legal 4.

- All automatic trays must be able to handle a minimum of 20 lb./75 gsm

- All manual feeds must be able to handle heavy duty card stock, at a minimum of 50 lbs.

without damage to card stock.

3. INSTRUCTIONS FOR RESPONDING TO THIS RFI:

Response Format and Page Limitations:

The overall total page limit for this RFI is five (5) pages. Responses shall be submitted in

Microsoft (MS) Word format or PDF with 12 pt font. Interested parties shall limit, or eliminate, marketing material to allow sufficient space for adequately, directly, and substantively responding with the information of most interest to the Government (i.e. the salient characteristics). All submissions will become Government property and will not be returned.

Page 1: COVER SHEET (1 page only):

Respondents shall provide the following information:

a. Organization name, address, main phone number, and web site.

b. Primary point of contact (POC) to include e-mail address and telephone number.

c. Business size (large or small) as registered in SAM by your unique entity ID number. If a small business (SB), please provide type of SB.

d. North American Industry Classification System (NAICS) that best fits these task areas.

e. If applicable, GSA contract number, schedule, and special item number (SIN) category.

Page 2: INDEX: Respondents shall provide an index to assist the Government in identifying where each question is addressed below in your Capabilities Statement. Please include the question number and corresponding page and section heading and/or paragraph number.

Section 1 of INDEX shall provide administrative information, and shall include the following:

a. Name, mailing address, overnight delivery address (if different from mailing address), phone number, fax number, and e-mail of designated POC.

b. The number of pages in Section 1 shall not be included in the five (5) page limit. The five (5) page limit begins after the completion of Section 1 (Cover Sheet and Index).

In all correspondence relevant to this RFI please identify it as a response to “Xerox Printers Brand Name or Equal Lease” in the response and subject line of the email.

c. Any organization responding to this notice shall ensure that its response is complete and sufficiently detailed. Respondents are requested to limit responses to the information, and in the format provided below.

d. Companies are encouraged to include any relevant information (specifications, cut sheets, brochures, capability statement, previous experience etc.) to confirm the company’s ability to meet the requirements outlined in this request.

3. CAPABILITY STATEMENT AND EXPERIENCE INFORMATION:

CAPABILITY STATEMENT

Interested firms are requested to provide capability statements addressing the following data/information, by the closing date.

a. Company name and/or any name(s) the company is operating under or doing business as (DBA)

b. Company ownership (Public, Private, joint venture)

c. Business size designation in accordance with Small Business Administration (SBA) standards for the recommended NAICS code (541519, Other Computer Related

Services)

d. Company address

e. Company Point-of-Contact (POC)

f. Company phone, fax, and email address

g. Company Tax ID Number (TIN)

h. Company CAGE Code and System for Award Management (SAM) Unique Entity ID

(UEI)

i. Type/Size of Business relative to NAICS Code 541519. If you suggest a more accurate

NAICS, as it relates to the services noted herein, please provide it as well.

j. Federal Supply Schedule (FSS) Number (if applicable)

k. Capability Statement that demonstrates your business’s capability and past performance in providing the type of service(s) requirement in healthcare and medical facilities; to include data and information stated herein.

1. Provide the current commercial version, first commercial release, number of production customers, and largest deployment of your system.

2. Indicate whether your solution meets all the salient characteristics identified this

RFI. If these cannot be entirely met, contractor shall identify which capabilities are shortfalls and can possibly be met with a business process outsourcing solution. Identify alternative approaches to meeting the capabilities if available.

Use RFI questionnaire below to respond. The attachment does not count against the page count of the response.

3. Define the minimum system requirements or hardware specifications for the implementation and hosting of your product to fulfill business, security, reporting, performance, and capacity requirements for VA IT Enterprise (servers, storage devices, etc.). Provide a system design and/or architecture diagram for a typical implementation of your product(s).

RFI QUESTIONNAIRE

In addition to providing your company’s Capability Statement as it pertains to the requirements of this RFI, interested and capable firms are also required to provide answers to the following questions. NOTE, if you believe that any of the questions in the questionnaire below applies to this requirement, please annotate an “N/A” next to the letter/number.

a. [ ] Yes [ ] No: Does your company exceed the required number of employees/millions based on the appropriate NAICS (541519) that the VA is requesting?

b. [ ] Yes [ ] No: Can your company deliver and install the requested devises in full working order at both locations by November 01, 2026?

c. [ ] Yes [ ] No: Will at least 50 percent of the cost of performance incurred be expended for employees of your concern or employees of other eligible SDVOSB/VOSB concerns?

d. [ ] Yes [ ] No: Will your company supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to paragraph (b)(5) CFR 121.406.?

“Small business concern” means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on

Government contracts, and qualified as a small business under the criteria and size standards in 13 CFR part 121. A small business concern for the purposes of this procurement is generally defined as a business, including its affiliates, averaging no more than $7.5 million dollars in annual receipts and fewer than 500 employees. Annual receipts of a concern that has been in business for 3 or more complete fiscal years means the annual average gross revenue of the concern taken for the last 3 fiscal years. Annual receipts of a concern that has been in business for less than 3 complete fiscal years means its total receipts for the period it has been in business, divided by the number of weeks including fractions of a week that it has been in business, and multiplied by 52. Respondents are cautioned, however, that this is a general description only. Additional standards and conditions apply. Please refer to Federal Acquisition

Regulation FAR 19 for additional detailed information on Small Business Size

Standards. The FAR is available at https://www.acquisition.gov/.

4. RESPONSES:

Responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract or agreement. This notice shall not be construed as a commitment by http://www.arnet.gov/far/current/html/FARTOCP19.html the Government to issue a solicitation, or ultimately award a contract, nor does it restrict the

Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Submission of any information in response to this market survey is purely voluntary; the Government assumes no financial responsibility for any costs incurred. Your responses may be shared with all stakeholders, thus, information received will not be considered proprietary.

Respondents may optionally identify other activities, capabilities, or deliverables they believe would be of benefit to this tasking. The purpose of this RFI is for market research and to gather input for use in further defining the requirement only, and to identify interested and potentially capable vendors.

Submission: Responses to this RFI shall be submitted via email to kevin.pendleton@va.gov no later than 12:00 P.M. Eastern Standard Time (EST) on Tuesday, September 08, 2026. The subject line of the email shall read:

XEROX PRINTERS BRAND NAME OR EQUAL LEASE – YOUR COMPANY NAME

Depending upon the responses received, VA may request additional information, may conduct future sessions, answer questions or may conduct meetings or an industry day.

52.215-3 Request for Information or Solicitation for Planning Purposes (Oct 1997)

(a) The Government does not intend to award a contract based on this solicitation (RFI) or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in subsection 31.205-18, Bid and proposal costs, of the Federal Acquisition

Regulation.

(b) Although “proposal” and “offeror” are used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal.

(c) This Request is issued for the purpose of market research, information, and planning purposes.

(End of provision) mailto:kevin.pendleton@va.gov