SS 246-24-Q-0136 MFDs and Maintenance.pdf

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. Pursuant to 48 CFR Part 326, Subpart 326.603-3 and IHM 5.5-6, Indian Health Service must use the negotiation authority of the Buy Indian Act, 25 U.S.C. 47, to give preference to Indian Economic Enterprises (IEE) whenever the use of that authority is authorized and practicable.

The Government is seeking to identify Indian Small Business Economic Enterprises (ISBEEs) capable of performing the below Indian Health Services (IHS) requirement. Any vendor responding to this notice should submit their capability statement as well as the Buy Indian Act Indian Economic Enterprise Representation Form (attached). Instructions for submission are outlined below.

Indian Small Business Economic Enterprises (ISBEEs) and other small business are highly encouraged to respond to this notice. However, firms should understand that generic capability statements are not sufficient for effective evaluation of their capacity and capability to perform the work required.

Responses must directly demonstrate the company’s capability, experience, and ability to provide new Multi-Function Devices, remove old devices as explained in SOW, and provide full maintenance services including parts.

The Government requests interested parties submit a written response to this notice, which includes:

a. Company Name.

b. Company Socioeconomic Status.

c. Company System for Award Management (SAM) Unique Entity Identifier (UEI) number.

d. Company point of contact, mailing address, and telephone number(s), and website address

e. Name, telephone number, and e-mail address of a company point of contact who has the authority and knowledge to clarify responses with government representatives.

f. DUNS Number:

g. Cage Code:

h. Tax ID

i. Date submitted.

j. Applicable company GSA Schedule number or other available procurement vehicle.

k. Company’s System for Award Management (SAM) registration status. All respondents must register on the SAM located at http://www.sam.gov/.

l. Submit Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form

(attached)

Disclaimer and Important Notes. This notice does not obligate the Government to award contract. Any information provided by industry to the Government as a result of this sources sought synopsis is strictly voluntary. Responses will not be returned. No entitlements to payment of direct or indirect costs or charges to the Government will arise as a result of contractor submission of responses, or the Government's use of such information or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published on a government GPE. However, responses to this notice will not be considered adequate responses to a solicitation.

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

How to respond: Please include the notice 246-24-Q-0136 Multi-Function Devices and Maintenance in the subject line. Responses must be submitted via email to the Purchasing Agent, Krishna Harriman at Krishna.harriman@ihs.gov no later than 10:00 AM CST on June 24, 2024.

Capability statements will not be returned and will not be accepted after the due date. The maximum number of pages for this submission is five (5) pages.

Department of Health and Human Services Indian Health Service

Clinton Indian Health Center

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

1. PURPOSE OF THE PROJECT

The Clinton Service Unit (CSU), Indian Health Services (IHS) has a requirement for the purchase of 29 new Multi-Functional Copier/Printers which includes all consumable supplies (except paper), and full maintenance services including repair parts. The Clinton Service Unit intends to make a single (all or none), firm-fixed-price award for the purchase of copiers 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. Proposal price should include delivery of the devices to each site at Clinton, El Reno, and Watonga and removal of existing copiers from each site, listed below. Existing copier hard drives are to be provided to the IT department. Please see below for list of current inventory 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 C450i 8 Konica Minolta BizHub 4750i 21 Konica Minolta BizHub C450i - Maintenance per Year for base plus 4 option years 8 Konica Minolta BizHub 4750i - Maintenance per Year for base plus 4 option years 21

8 - KONICA MINOLTA BIZHUB C450i or equivalent (per unit)

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

ii. Model shall print at least 45 ppm letter in black and white and 45 ppm in color

iii. 1 - Paper tray for standard paper size – minimum capacity 500 sheets

iv. 1 – Paper tray for legal paper size – minimum capacity 500 sheets

v. Large capacity paper tray

vi. 1 – Dualscan Automatic Document Feeder

vii. Dual sided printing

viii. Monthly duty cycle minimum of 200,000 pages

ix. 1 – Job separator

x. Scanned files to formats of JPEG, TIFF, PDF, Compact PDF, Encrypted PDF, XPS, Compact XPS, PPTX

xi. Scanner capability to email, SMB, FTP, individual user, and USB

xii. Scan speed up to 140/140 ipm in simplex and up to 280/280 ipm in duplex

xiii. Scan resolution minimum 600 x 600 dpi

xiv. Copy resolution minimum 600 x 600 dpi

xv. Fax resolution minimum 600 x 600 dpi

xvi. Fax capability to fax forward to SMB

xvii. Memory storage of at least 8 GB and 256 GB SSD

xviii. Staple finisher with 2/3 hold punch kit

xix. Surge protector

xx. Warm up speed of 17 seconds or less

xxi. Processor speed of at least 1.6 GHz

xxii. Printer resolution of at least 1800 (equivalent) x 600 dpi, 1,200 x 1,200 dpi

xxiii. Gradation: 256 color shades per pixel

xxiv. Fax and windows drivers shall be provided.

xxv. Vendor shall provide and update all models to latest firmware.

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

xxvii. Contain a RJ-11 plug for Analog faxing capability xxviii. Support SMB 3.0. The SMB 3.0 protocol was introduced by Microsoft in 2012.

xxix. Vendor shall be located within 250 miles from IHS addresses:

10321 N 2274 Rd 1801 Parkview Dr 1305 S Clarence Nash Blvd Clinton, OK 73601 El Reno, OK 73036 Watonga, OK 73772

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

21 - KONICA MINOLTA BIZHUB 4750i or equivalent (per unit)

i. Print/copy in black and white

ii. Model shall print at least 50 ppm letter

iii. 2 - Paper tray for standard paper size – minimum capacity 500 sheets

iv. 1 – Manual bypass for legal paper size – minimum capacity 100 sheets

v. 1 – Dualscan Automatic Document Feeder

vi. Dual sided printing

vii. Monthly duty cycle minimum of 120,000 pages

viii. Scanned files to formats of JPEG, TIFF, PDF, Compact PDF, Encrypted PDF, XPS, Compact XPS, PPTX

ix. Scanner capability to email, SMB, FTP, individual user, and USB

x. Scan speed up to 48 opm in simplex and up to 96 opm in duplex

xi. Scan resolution minimum 600 x 600 dpi

xii. Copy resolution minimum 600 x 600 dpi

xiii. Fax resolution minimum 600 x 600 dpi

xiv. Fax capability to fax forward to SMB

xv. Memory storage of at least 5 GB and 256 SSD

xvi. Surge protector

xvii. Warm up speed of 13 seconds or less

xviii. Processor speed of at least 1.6 GHz

xix. Printer resolution of at least 1200 dpi x 1200 dpi

xx. Gradation: 256 color shades per pixel

xxi. Fax and windows drivers shall be provided.

xxii. Vendor shall provide and update all models to latest firmware.

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

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

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

xxvi. Include applicable copier stands if device isn’t tall enough to stand on its own.

xxvii. Vendor shall be located within 250 miles from IHS addresses:

10321 N 2274 Rd 1801 Parkview Dr 1305 S Clarence Nash Blvd Clinton, OK 73601 El Reno, OK 73036 Watonga, OK 73772 xxviii. 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 C454e 7 Konica Minolta Bizhub 4050 12 Konica Minolta Bizhub 4052 2 Konica Minolta Bizhub 4750i 5

See below of equipment to be removed per site:

Clinton:

o C454e: A5C0012000505, A5C0012000146, A5C0012000456, A5C0011008258, A5C0012000155 o 4050: A6VF012200122, A6VF012200300, A6VF012200400, A6VF012200193, A6VF012200417, A6VF012200307, A6VF012200067, A6VF012200266, A6VF012200403, A6VF012200268, A6VF012200144 o 4750i: ACT8011004579 El Reno:

o C454e: A5C0012000001 o 4050: A6VF012200294 o 4052: AA1R011005971, AA1R011005968 o 4750i: ACT8011004575, ACT8011004580, ACT8011003882

Watonga:

o C454e: A5C0012000016 o 4750i: ACT8011002630

New equipment to be delivered per site:

Clinton:

o C450i: (6) o 4750i: (12)

El Reno:

o C450i: (1) o 4750i: (8)

Watonga:

o C450i: (1) o 4750i: (1)

3. PERIOD OF PERFORMANCE

The base year Period of Performance shall be 12 months from date of award for the purchase of the NEW MFD’s and preventative maintenance/service, with four (4) twelve (12) month option years for preventative maintenance and service. Equipment should be delivered within 60 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

4.4. Contractor shall provide onsite installation at Clinton, El Reno, and Watonga.

4.5. Contractor shall configure each C450i and 4750i or equivalent in the same way the machine being replaced is to include IP information, scan to folders, and fax forwarding to SMB.

5. SPECIAL REQUIREMENTS

5.1. The supervising official will determine if the contractor will be subject to PIV credentialing requirements for physical and logical access, in line with the below requirements.

5.1.1. Long-term contractors are defined as working in excess of four months (or 120 days, consecutively) for the purpose of background investigations. All long-term contractors must have, at minimum, a favorably adjudicated Tier 1 background investigation. Some positions may require a higher-tiered investigation, in accordance with the OMB M-05-24 Sections, 7.F “Applying guidance to temporary employees and contractors.”

5.1.2. Short-term contractors are defined as working for less than six months or 1040 hours in a one-year period of service for the purpose of HSPD-12, in accordance with 5 CFR Part 316. Short-term contractors are not issued a PIV card, except when required for routine facility or network access.

Short-term contractors are subject to an investigation conducted in accordance with the risk/sensitivity of the position.

5.1.3. Temporary hires and volunteers are defined as working for 120 days or less. The supervising official will determine whether a temporary hire working 121 days or more will be subject to PIV credentialing requirements based on the need for network and facility access. Temporary hires are subject to all personnel security requirements.

5.1.4. If onsite service employee does not require 5.1.1 through 5.1.3, then a visitors pass must be requested upon arrival with either the front desk or facilities and worn at all times while on the premises.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 Clinton Service Unit official.

5.2. The Clinton Service Unit 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

Clinton Service unit 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 CSU Information Technology personnel.

5.5. The contractor shall not disclose or cause to disseminate any information concerning operations of the

Clinton Service Unit. 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 4:15pm. Driver needs a valid ID.

6.1.1. Location information as the following:

6.1.1.1. Clinton Indian Health Center: 10321 N. 2274 Rd, Clinton, OK 73601 – Dock Access

6.1.1.2. El Reno Indian Health Center: 1801 Parkview Dr, El Reno, OK 73036 – No dock, would require lift gate for shipments.

6.1.1.3. Watonga Indian Health Center: 1305 S. Clarence Nash Blvd, Watonga, OK 73772 – No dock, would require lift gate for shipments.

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.

6.4. Personnel Qualifications:

Vendor shall provide proof of rating and proprietary letter from manufacturer of the following:

The contractor shall be rated as a Konica Minolta Pro-Tech Service Center and be an authorized reseller for Konica Minolta or equivalent qualifications if another model of multi-function device is delivered. Contractor shall be authorized to provide installation, configuration, and end user training.

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

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

Monthly Meeting Attend monthly meeting as scheduled and as needed.

Department Supervisor Signature: ________________________

Administrative Officer Signature: _________________________

Device C450i Color Black Scan/Fax Physical Location Clinton Admin C450i 3,000 3,500 1,500 Clinton (73601)

Device C454e Color Black Scan/Fax Clinton Business Office C454e 2,000 9,000 13,000 Clinton (73601) Clinton OPD Clinic C454e 2,500 7,000 1,000 Clinton (73601) Clinton HIM C454e 200 5,500 2,000 Clinton (73601) Clinton Pediatrics C454e 1,500 3,000 1000 Clinton (73601) Clinton PRC C454e 150 9,000 7,000 Clinton (73601) El Reno C454e 3,500 3,500 2,000 El Reno (73036) Watonga C454e 2,000 3,500 1,000 Watonga (73772)

Device 4050 Color Black Scan/Fax Physical Location Clinton BEH 4050 1,500 100 Clinton (73601) Clinton Dental 4050 2,000 150 Clinton (73601) Clinton Facilities 4050 300 100 Clinton (73601) Clinton Lab 4050 1,500 400 Clinton (73601) Clinton Optometry 4050 1,500 50 Clinton (73601) Clinton Pharmacy 4050 2,000 300 Clinton (73601) Clinton PRC East 4050 1,000 50 Clinton (73601) Clinton PRC West 4050 1,000 50 Clinton (73601) Clinton PT 4050 2,000 200 Clinton (73601) Clinton Radiology 4050 3,500 250 Clinton (73601) Clinton Supply 4050 1,500 350 Clinton (73601) El Reno Pharmacy 4050 3,000 150 El Reno (73036)

Device 4052 Color Black Scan/Fax Physical Location El Reno Registration 4052 3,000 2000 El Reno (73036) El Reno Clinic North 4052 4,500 500 El Reno (73036)

Device 4750i Color Black Scan/Fax Physical Location Clinton IT 4750i 150 50 Clinton (73601) El Reno Dental 4750i 800 200 El Reno (73036) El Reno Lab 4750i 700 100 El Reno (73036) El Reno Nurse South 4750i 3,500 50 El Reno (73036) El Reno Radiology 4750i 700 50 El Reno (73036) El Reno Optometry/PT 4750i 1,500 50 El Reno (73036) Watonga 4750i 2,500 100 Watonga (73772)

CURRENT USAGE

DEPARTMENT OF HEALTH & HUMAN SERVICES

Office of Management Services Division of Acquisition Policy (DAP)

5600 Fishers Lane Rockville, MD 20857

INDIAN HEALTH SERVICE

BUY INDIAN ACT

INDIAN ECONOMIC ENTERPRISE

REPRESENTATION FORM

SOLICITATION/SOURCES SOUGHT/RFI #: _________________________________________________

PROJECT TITLE: ________________________________________________________

DATE: ___________________________________________________________________

In accordance with 25 U.S.C. 47 the Buy Indian Act, the signature below constitutes self-certification that the Offeror meets the definition of an “Indian Economic Enterprise” (HHSAR 326.601) in response to this Sources Sought Notice, Request for Information (RFI) or Solicitation and resultant contract.

The enterprise must meet the definition of “Indian Economic Enterprise” throughout the following time periods:

(1) At the time an offer is made in response to this solicitation;

(2) At the time of contract award; and

(3) During the full term of the contract performance period. At any point during these periods, if the Contractor no longer meets the eligibility requirements, the contractor must provide immediate written notification to the Contracting Officer.

Individual Contracting Officers may require documentation of eligibility before awarding a set-aside or sole source contracts under the Buy Indian Act and awards may be subject to protest if the eligibility of the successful Offeror is in question. In addition to the self-certification requirements, successful Offerors must also be registered with the System of Award Management (SAM).

Any false or misleading information submitted by an enterprise when submitting an offer in consideration of an award set-aside under the authority of the Buy Indian Act is a violation of the law and punishable under 18 U.S.C. 1001.

False claims submitted as part of contract performance are subject to the penalties enumerated in 31 U.S.C. 3729 to 3731 and 18 U.S.C. 287.

REPRESENTATION

The Offeror represents as part of its offer that it does _____, does not _____ meet the definition of an “Indian Economic Enterprise” with “Indian Ownership” under the authority of the Buy Indian Act.

Name of the 51% owner of IEE Firm

Certifying Signature

Print Name

Name of Federally Recognized Tribal Entity

Business Name

UEI Number