Sources Sought for Copier/Lease/Maintenance Services

ADDITIONAL INFORMATION, updated on 04/06/2021:

Sources Sought for Copier Lease/Maintenance/Duplicator Services

The RRB is seeking a contractor that can provide high-speed and walk-up equipment, designated copier accessories, copier equipment maintenance services, one (1) duplicator operator, materials and supplies (except paper). The services shall be provided as an Operating Lease.

60RRBH21S0002– High-Speed and Walk-Up Copier Maintenance

This is a Request for Information (RFI) - Sources Sought for Copier Maintenance Services (CMS).

THIS IS NOT A SOLICITATION FOR OFFERS OR BIDS, and the RRB will not transmit acknowledgements of receipt of potential offeror's submissions.

Information and sources are being requested and a written solicitation will not be issued. This RFI number 60RRBH21S0002 is issued to request information and sources for CMS services.

All interested CMS providers should respond to this notice no later than 11:00 AM Central Time on Monday, April 12, 2021, and shall be submitted to proposals@rrb.gov, with carbon copy (CC) to Mr. Michel Disalvio at michel.disalvio@rrb.gov. Use the subject line, “60RRBH21S00002 Copier Maintenance Services” when replying or communicating with the RRB.

The RRB’s Bureau of Information Services is in need of high-speed and walk-up copier maintenance services at both the RRB HQ building in Chicago and 54 field service offices (FSO) located in each of the states. In addition to copiers, the ability to support print management software (CMS), PlanetPress Connect and RSA Que Direct for the first year of any contract is required.

Further requirements include consumables (toner, fuser agent, etc.), maintenance of the equipment, (1) contractor staff personnel to run the bizhubs 1250s and the bizhub PRESS C1070 located in the Print Shop and training provided to RRB staff in order. Comprehensive copier training for RRB employees designated as key operators

The RRB’s current inventory of equipment is as follows:

High-Speed Copiers (All located at Chicago headquarters)

• Two (2) bizhub PRO 1250s which are used for the day‐to‐day hi‐speed, hi‐volume printing. (located in the Print Shop). Fiery Central software used on these machines.
• One (1) bizhub PRESS C1070 which is used to produce business color copy. (located in the Print Shop). Fiery Central software used on this machine.
• One (1) bizhub 454e remote printer, which is used to run mainframe reports and letter jobs. (located on the 6th floor east)
• One (1) bizhub PRESS 1052, which is used in the RRB Data Center to run mainframe reports and letter jobs. (located in the Data Center)

• One (1) facility service contractor who is responsible for running the bizhubs 1250s and the bizhub PRESS C1070 located in the Print Shop.

Walk-up copiers (Located in both the RRB HQ and FSOs)

• 64 bizhub 284e – 54 are located in the field and 10 at Chicago headquarters.
• 17 bizhub 364e – located at Chicago headquarters.
• 5 bizhubs 454e – located at Chicago headquarters.
   

Copier counts monthly for pre-COVID period of FY2019 as follows:

Bizhub 284e (field) – 197,300

Bizhub 284e (HQ)   - 21,200

Bizhub 364e            - 111,900

Bizhub 454e            - 36,000

High-Speed copiers total - 630,100

Copier counts for the COVID-related period of April 2020 through February 2021:

Bizhub 284e (field) – 208,500

Bizhub 284e (HQ)   - 5,200

Bizhub 364e            - 34,600

Bizhub 454e            - 7,800

High-Speed copiers total - 328,000

Responses must include sufficient evidence that clearly shows the vendor is capable of providing the CMS Services. NO SOLICITATION IS AVAILABLE. A request for more information, or a copy of the solicitation, will not be considered a response to this Notice. All firms responding to this notice are advised that their information response package is not a proposal or bid that will be considered for contract award.

Telephone responses or inquiries to this Special Notice will NOT be accepted. If your company can provide the above CMS Services, the following information described below MUST be provided:

 1. The name and location of your company, contact information, and identify your business size (Large Business, Small Business, Disadvantaged Business, 8(a), Service Disabled Veteran Owned Small Business, HubZone, etc.). Please ensure contact information includes the name of the point of contact, email address, and telephone number should the Government have questions regarding individual responses.

2. Whether your services are available through a Government contract vehicle or Open Market.

3.. A brief capabilities statement (not to exceed 5 pages) that includes a description of your company's standard line of business, as well as a list of 3-5 customers and their contact information that your company currently provides CMS Services for.

4. Contractors must provide their DUNS number.

5. Proof of registration in the System for Award Management (SAM) - See Federal Acquisition Regulation (FAR) 52.204-13.

Responses to this request must be submitted no later than 11:00 AM Central Time on Monday, April 12, 2021, and shall be submitted to proposals@rrb.gov, with carbon copy (CC) to Mr. Michel Disalvio at michel.disalvio@rrb.gov.

The RRB shall only accept electronic responses in a Microsoft Office compatible document, or  a PDF. No other information regarding this Notice will be provided at this time.