Multi-Function Devices (MFD) Purchase and Maintenance Program (Notice of Intent to Sole Source)

The Centers for Medicare & Medicaid Services (CMS) has issued a Notice of Intent to Award Sole Source for the procurement of Section 508-compliant multi-functional devices (MFDs) under their Multi-Function Devices Purchase and Maintenance Program. The agency requires devices that integrate copying, scanning, printing, and authentication capabilities while ensuring accessibility for individuals with disabilities in accordance with the Rehabilitation Act. The procurement encompasses hardware equipment, comprehensive maintenance and repair services, managed print services, and associated consumable supplies. The anticipated base performance period extends from September 15, 2025, through September 14, 2026, with four additional one-year option periods available for continued maintenance and managed print services support.

The primary objective of this sole source procurement is to acquire MFDs that provide independent and equivalent access for both sighted and non-sighted users through specific accessibility features including tactile navigation controls, high-contrast display options, screen reader compatibility, and PIV/CAC authentication operable by visually impaired users. Interested parties have until August 15, 2025, to submit technical literature demonstrating compliance with Section 508 standards via email to Reagan.Holmes@cms.hhs.gov. The devices must enable users to perform all core functions—print, copy, scan, and authentication—without requiring third-party workarounds or reliance on visual-only interfaces. Additionally, security requirements mandate that MFDs include secure print release, data encryption, and automated data wipe capabilities. CMS retains sole discretion to determine whether to pursue competitive procurement based on the technical submissions received within the 15-day response period following the notice publication.