Inactive

This is a Sources Sought/Market Research synopsis. The Central Arkansas Veterans Healthcare System s Contracting office is performing market research to ascertain whether there are potential sources a... This is a Sources Sought/Market Research synopsis. The Central Arkansas Veterans Healthcare System s Contracting office is performing market research to ascertain whether there are potential sources and their business size classification (HUB-Zone, 8(a), Small Business, Small Disadvantage Business, Women Owned Business, Service Disabled Veteran Owned Business, or Veteran Owned Business) relative to NAICS Code 532420. The Central Arkansas Veterans Healthcare System s Reproduction Group, (heretofore referred to as CAVHS) is tasked with supporting the printing needs of the entire Health Care System and other departments within the system. CAVHS intends to award a firm-fixed-priced delivery order for one (1) twelve-month base in which devices will be installed and four (4) twelve-month option periods. Contract Terms and Conditions within the guidelines of the Federal Acquisition Regulations (FAR) shall enter into a contract of Digital Production Equipment, with consumables, maintenance, services, and parts as required during the contract period. Delivery shall be in accordance with individual installation delivery orders and terms and conditions listed in the Statement of Work. Vendor must be able to start performance on or about 1 October 2020. This notice is to assist the VA in determining sources only. This is not a solicitation for proposals or quotes. A solicitation will be issued at a later date and time. All information submitted in response to this source sought notice is considered voluntary. Interested and capable respondents are requested to provide: company name, address, point of contact, phone number, DUNS number, geographical location, business size and number of employees. Responses to this notice shall be e-mailed to Reggie Clark, Contract Specialist at e-mail address: reginald.clark@va.gov. A telephone response will not be accepted. Responses must be received in writing no later than 30 April 2020. SPECIFICATIONS/STATEMENT OF WORK CAVHS PRINT SHOP EQUIPMENT LEASE 1.0 PURPOSE/OBJECTIVES The Central Arkansas Veterans Healthcare System s Reproduction Group, (heretofore referred to as CAVHS) is tasked with supporting the printing needs of the entire Health Care System and other departments within the system. CAVHS intends to award a delivery order (DO) through SEWP V Group B # NNG15SD22B, a Small business Veteran owned Contract vehicle. Contract Terms and Conditions within the guidelines of the Federal Acquisition Regulations (FAR) shall enter into a contract of Digital Production Equipment, with consumables, maintenance, services, and parts as required during the contract period. This will be a firm-fixed-priced delivery order for one (1) twelve-month base in which devices will be installed and four (4) twelve-month option periods. 2.0 DELIVERY Delivery shall be in accordance with individual installation delivery orders and terms and conditions listed in the Statement of Work. 3.0 ORDERING Ordering can be centralized or decentralized. The authorized installation/ordering office will ensure that compliance is met for all task orders. Delivery or Task Orders shall only be placed by a warranted contract officer. Specific ordering instructions shall be included in the resulting contract, to include points of contact, and authorized personnel. Authorized installations/sub-installations, are defined as any Department of Veteran Affairs office that has authority to obligate agency dollars. 4.0 STATEMENT OF WORK Statement of work describing the general scope, nature, complexity and purpose of the services follows. A detailed statement of work that includes a description of the individual installations' production printing needs will be included in each individual installation delivery order. PERIOD OF PERFORMANCE A. Base year: October 1, 2020 September 30, 2021 B. Option year 1: October 1, 2021 September 30, 2022 C. Option year 2: October 1, 2022 September 30, 2023 D. Option year 3: October 1, 2023 September 30, 2024 E. Option year 4: October 1, 2024 September 30, 2025 5.0 CONTRACTOR REQUIREMENTS The contractor guarantees that all delivered production equipment, onsite installation, onsite maintenance, Professional IT services, and associated services covered by this contract shall be free from defects in workmanship and material under normal use and maintenance conditions, for a minimum of 5 years. In the event any installed equipment is found in the judgment of the Contracting Officer to be defective, failing to maintain the volume and quality identified for that piece of equipment, the equipment shall be repaired or replaced at no additional cost to the Government with equipment of equal capability. This guarantee does not extend to any items that have been subject to Government misuse, neglect or accident, nor does it extend to any items that have been repaired, altered or replaced by other than an authorized dealer identified by the contractor 6.0 CONTRACTOR MAINTENANCE PERSONNEL All contractor personnel who are production personnel shall possess the skills, knowledge and ability to perform the services required by this contract and must be OEM Factory trained and employed by the awarded contractor or subcontractor and shall be able to understand speak, read and write the English language fluently. All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering CAVHS installations, shall abide by all the regulations of the installation which may be in effect during the contract period. CAVHS System has the right to restrict access to CAVHS installations under the contract of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contractor's employees shall always remain fully clothed while on the installation. This includes shirts with sleeves, shoes and long pants. Tank tops, tee shirts, worn outerwear are prohibited. The contractor shall perform work requirements in a manner to protect building occupants from any harm or injury. Work shall be scheduled to afford this protection. 7.0 TECHNICAL/MAINTENANCE SUPPORT 7.1 RESPONSE TO SERVICE CALLS The contractor will respond to service calls during normal working hours, Monday through Friday. Excluding holidays observed by the Federal Government. The vendor must respond to verbal service calls within 30 minutes after notification of malfunction of production equipment. Service calls for production machines identified as shall be responded to within an average of 2 working hours. The response time on a service call starts when the authorized personnel of a CAVHS agency/activity places a service call to the vendor. The service technician will report to the agency/activity requesting service and notify them of his/her arrival and verify the problem for which the service call was made. After the call is completed, the service technician will contact the service requester, key operator, or any CAVHS representative with the office, whether or not service is completed satisfactory. The contractor must provide a toll-free telephone number for service calls which must be answered during at least eight working hours, between 7:30 am and 4:00 pm, Monday thru Friday, and manned in such a way that the caller will not be on hold for more than three minutes in the process of reporting a service requirement. The contractor shall also provide for placing service call through the contractor s website and provide for ordering supplies over the internet. The vendor must have sufficient management and qualified dedicated technicians to service the entire solution, including all hardware, software and support. The vendor must have a crew of qualified and trained service and delivery personnel in sufficient numbers to service and support the requirements under contract within the specified response times. The contractor shall provide training for key operators at the time of installation. When notified, the contractor shall supply additional key operator training on an 'as needed- basis due to personnel turn over or one (1) time per year for refresher. The contractor shall furnish an operator's manual for all hardware and software supplied and will make such manuals available in electronic media or web-based access. 7.2 CONSUMABLE SUPPLIES All consumable supplies are to be furnished by the contractor, including toner, and staples (for production equipped with automatic stapling capability) Excludes; paper, transparencies. 7.3 MAINTENANCE REPORTS. The contractor shall complete a maintenance report upon the completion of each maintenance service/repair call. Report shall include time or arrival on-site, date and time of service completed; and a description of service(s) rendered. A copy of the reports shall be forwarded to the COR within 5 working days. 8.0 ENVIROMENITAL AND OSHA REQUIREMENTS Environmental and OSHA. The contractor shall comply with all local, State, and Federal environmental and occupational safety laws, rules, and regulations. The contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local State, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by the contractor personnel may be grounds for CAVHS to halt any and all contractor performance with a commensurate deduction of monies due the contractor until such unsafe conditions are corrected. The contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of a serious hazard such as, but not limited to, fire, or large fuel spill, the contractor shall notify the CAVHS Fire Department via "911". 9.0 PERFORMANCE REQUIREMENTS The Contractor shall perform all services on the leased print shop equipment such as: installation, de-installation, maintenance, repair and/or replacement, relocations, training and responding and resolving incidents, service requests and changes transportation, service delivery management system(s), equipment, parts, and all required supplies necessary for operation of the mail hardware. The vendor will provide a certified Project Manager to manage the entire project and maintain the appropriate meetings and timeline to assure timely installation and training. All software presented to CAVHS MUST be TRM Approved. All hardware and software will include 5 years of maintenance, software support , and any outside costs to operate and utilize all hardware and software. 10.0 GOVERNMENT FURNISHED PROPERTY The successful implementation of the Solution is predicated on CAVHS performing the tasks described here in a complete and timely manner to comply with the project schedule. Failure of CAVHS to meet these responsibilities may impact the project schedule and cost. CAVHS will provide the following in support of the Hardware installed and software implementation: 1. CAVHS to provide a clear working area of approximately 10 X 4 . This area will need to have an electrical outlet and LAN connection. 2. A technical point of contact who handles all technical questions, decisions, and approvals to Vendor. 3. CAVHS will open any hardware incidents through the standard support process if necessary. 4. When performing separate hardware and/or end-user testing, if any hardware incidents are opened as a result of that testing, CAVHS is responsible for monitoring and ownership of activities relating to that incident. CAVHS will provide the following in support of the PRINT AND WORKFLOW SOFTWARE implementation: 1. Representative samples of production data for use in the Solution. CAVHS is responsible for sending samples of production data in a timely manner as agreed by CAVHS and Vendor. A delay in receiving this information could impact the agreed to project schedule. 2. A technical point of contact who handles all technical questions, decisions, and approvals to Vendor. 3. A CAVHS Project Manager who works with the Vendor Project Manager on contracts, schedules, and issues resolution. 4. CAVHS will open any software incidents through the standard support process if necessary. 5. When performing separate application and/or end-user testing, if any software incidents are opened as a result of that testing, CAVHS is responsible for monitoring and ownership of activities relating to that incident. 6. Root access to the server, and Administrator access to all client workstations during installation, integration, test, and production startup support at the CAVHS location. 7. The resources and availability of all physical elements of the Solution including but not limited to the server and clients, software, printers, inserters, pre/post, and network supporting the Solution during installation, integration, and testing of the Solution at the CAVHS location(s). 8. The prerequisite hardware, software and environment preparation described in the SOW, Solution Specification and Project Plan documents. 9. Access to any non-Vendor software necessary for Vendor to develop, test, and implement the Solution. 10. Facilities for training and list of those who will attend the training sessions. Central Arkansas Veterans Healthcare System Project Manager Prior to the initiation of this Statement of Work, Central Arkansas Veterans Healthcare System will designate an employee as the Central Arkansas Veterans Healthcare System Project Manager for this project. This person will serve as the primary contact and liaison between CAVHS and Vendor for the duration of the project effort. This person will be expected to work directly with the Vendor Project Manager, remain fully current on all aspects of project progress, provide leadership and applicable CAVHS business expertise and organizational awareness. The CAVHS Project Manager should be fully knowledgeable of the business problems and the opportunities at hand that this project addresses. All Vendor communications regarding this project will be addressed to the CAVHS Project Manager. The CAVHS Project Manager will perform the following functions: 1. Serve as the interface between the Vendor Project Team and all CAVHS personnel and agents participating in this project. 2. Arrange, schedule and facilitate the appropriate CAVHS business and technical experts as required to assist in the successful completion of this Statement of Work according to a mutually agreed schedule. This includes arranging and scheduling discussions and facilitated meetings, if any. 3. Review and coordinate the Project Change Control Procedure with the Vendor Project Manager. 4. Attend scheduled project status meetings and conference calls. 5. Resolve deviations from Solution Specification that may be caused by CAVHS. 6. Help to resolve project issues and escalate issues within CAVHS, as necessary. Central Arkansas Veterans Healthcare System Technical Resources CAVHS will make the following resources available during this project: Ready access to their internal subject matter experts in technical infrastructure, application requirements, business functions, and business case information. Resources to participate in meetings and interviews as necessary and provide feedback or approval as specified within a Review and Approval Procedure. Resources that provide any additional information as is necessary for the project, as mutually agreed upon by Vendor and CAVHS. SECURITY CAVHS is responsible for the content of any database or data file, and the selection and implementation of controls on its access and use, backup and recovery and the security of the stored data. It is also the responsibility of CAVHS to implement any procedure(s) necessary to safeguard the integrity and security of any items provided by Vendor from access by unauthorized persons. If sending data to Vendor for testing or problem determination, for information on types of data that Vendor can and cannot accept. CAVHS agrees to obtain any licenses or approvals related to the resources that may be necessary for Vendor to perform the Services and develop Materials. Vendor will be relieved of its obligations that are adversely affected by CAVHS failure to promptly obtain such licenses or approvals. The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. CAVHS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Federal, State and Local Laws CAVHS is responsible for the identification of, interpretation of, and compliance with, any applicable laws, regulations and statutes that affect CAVHS applications or business, including but not limited to the Materials and Services delivered in connection with this SOW. 11.0 SOW STATEMENT OF WORK The Central Arkansas Veterans Healthcare System is seeking a hardware and software solution to improve the reproduction and print center, with updated and NEW hardware and software coupled with streamlined, input processes and web-based order processing with workflow and output. TECHNICAL REQUIREMENTS ARE LISTED BELOW IN CLIN S CLIN 001 COLOR PRODUCTION PRINT DEVICE, INCLUDING COMPOSITION AND IMPOSITION SOFTWARE 95 PPM 2400 x 4800 DPI Maximum Monthly impressions 240,000 Duty Cycle Up to 800,000 Fifth Color station with Clear and White toner TCRU Customer Replaceable part kits Max paper size 13 x 19.2 Total paper capacity min. of 6,900 sheets on-line Vacuum feed paper deck paper sizes up to 13 x 19.2 and paper weights up to 360 gsm Finisher multi-position staple up to 100 sheets, and 3,000 stacking Multi folding in line up to six folds Booklet Finisher with Saddle Stitch Saddle Stitch up to 35 sheets up to a 140-page book Face trim Square Folded Edge ad Printable spine Cover feeder for preprinted covers up to 300 gsm Rotate Crease Trim for three-sided trim and full bleed trimmed booklets Color Profiler Suite V4.X with an ES-2000 Spectrophotometer 2-3 Hole punch EFI Fiery Color Controller Color wise software and Spot on software 8GB of Memory 1TB HDD Windows 10 20-amp Power filters (2) Five years of service and support CLIN 002 COLOR PRODUCTION PRINT DEVICE: 80 PPM 2400 x 4800 DPI Recommended monthly Impressions of 150,000 6050 pages online Max paper size of 13 x 19.2 Max paper weight up to 300 gsm Multi folding in line up to six different folds 20-amp Power filter GBC punch unit with a 19-hole replaceable die Finisher with 100 staple and stacking up to 4,500 sheets Color Controller Front end with windows 10 Impose Software to automate and streamline prepress tasks Compose Software with tools that make advanced document preparation simple and quick TCRU Customer Replaceable parts CLIN 003 MONOCHROME PRODUCTION PRINT DEVICE: 111 ppm 1200 x 2400 DPI Maximum monthly impressions up to 1,000,000 7,700 paper online Vacuum feed paper deck paper size up to 13 x 19.2 Max paper weight up to 350 gsm Cover interposer Tray with two sources paper size up to 13 x 19.2 with up to 350 gsm Multi folding in line up to six different folds Booklet Finisher with up to 30 sheets up to a 120-page booklet Stacking up to 3,500 sheets 100 sheet staples 2/3-hole punch in line Booklet Trimmer in line trims up to 30 sheets up to a 120-page booklet Postscript 3 TCRU customer replacement parts Surge Protector CLIN 004 OFFLINE AUTOMATIC TABLETOP FOLDER: 500 sheet feed tray capacity Minimum 200 sheets/minute Multiple fold types: single/half, double, irregular accordion, letter, accordion Z, gate, custom and cross Programmability for popular folds 12.0 TRAINING Contractor shall provide on-site training within (3) business days after installation of all solutions to key operators. Training for all Production Hardware will be conducted as a train-the-trainer session. These training sessions will be defined as: User training one (3) end user training session for up to two (2) hours for up to six (6) people One week of comprehensive boot camp to review hardware and how to incorporate new technology and workflows into the current system. Re-direct and introduce change management concerning jobs, software, calibrations, and certs. On-going training throughout the first 30, 60, 90 days. § Hardware operations and workflow § One (1) process specific users guide will be provided in MS Word and/or PDF formats for distribution to users 4/15/2020 Brand Name Item: Essential/significant physical, functional, or performance characteristics. Minimum requirements: Compatibility Must be compatible with CAVHS networks so print jobs may be sent via Word, PowerPoint, Excel, Adobe Acrobat Pro, Photoshop, Illustrator, and CorelDraw Dimensions n/a Weight- n/a Industry Standard light production print shop equipment Purpose Equipment, consumables, maintenance, service, and parts for the CAVHS print shop Governing Body or Organization Complete generic identification Minimum 90 ppm light production color MFP with: 2400 x 4800 DPI Maximum Monthly impressions 240,000 Duty Cycle Up to 800,000 Fifth Color station with Clear and White toner TCRU Customer Replaceable part kits Max paper size 13 x 19.2 Total paper capacity min. of 6,900 sheets on-line Vacuum feed paper deck paper sizes up to 13 x 19.2 and paper weights up to 360 gsm Finisher multi-position staple up to 100 sheets, and 3,000 stacking Multi folding in line up to six folds Booklet Finisher with Saddle Stitch Saddle Stitch up to 35 sheets up to a 140-page book Face trim Square Folded Edge ad Printable spine Cover feeder for preprinted covers up to 300 gsm Rotate Crease Trim for three-sided trim and full bleed trimmed booklets Color Profiler Suite V4.X with a ES-2000 Spectrophotometer 2-3 Hole punch EFI Fiery Color Controller Color wise software and Spot on software 8GB of Memory 1TB HDD Windows 10 20-amp Power filters (2) Five years of service and support Minimum 80 ppm light production color printer with 2400 x 4800 DPI Recommended monthly Impressions of 150,000 6050 pages online Max paper size of 13 x 19.2 Max paper weight up to 300 gsm Multi folding in line up to six different folds 20-amp Power filter GBC punch unit with a 19-hole replaceable die Finisher with 100 staple and stacking up to 4,500 sheets Color Controller Front end with windows 10 Impose Software to automate and streamline prepress tasks Compose Software with tools that make advanced document preparation simple and quick TCRU Customer Replaceable parts Minimum 110 ppm light production b/w printer with 1200 x 2400 DPI Maximum monthly impressions up to 1,000,000 7,700 paper online Vacuum feed paper deck paper size up to 13 x 19.2 Max paper weight up to 350 gsm Cover interposer Tray with two sources paper size up to 13 x 19.2 with up to 350 gsm Multi folding in line up to six different folds Booklet Finisher with up to 30 sheets up to a 120-page booklet Stacking up to 3,500 sheets 100 sheet stapler 2/3 hole punch in line Booklet Trimmer in line trims up to 30-sheet up to a 120-page booklet Post script 3 TCRU customer replacement parts Surge Protector Offline automatic tabletop folder 500 sheet feed tray capacity Minimum 200 sheets/minute Multiple fold types: single/half, double, irregular accordian, letter, accordian Z, gate, custom and cross Programmable for popular folds Applicable model/make/catalog number Ricoh Pro C7210SX (MFP) Ricoh Pro C5310S Ricoh Pro 8310S (MFP) Duplo DF 870 folder Manufacturer name Ricoh USA, Inc Per VAAR 811.104 and 811.105, I certify the following regarding the above information: The salient characteristics listed above are essential to the Government s requirements. To my knowledge, the restrictions listed above will not limit the acquisition to an item peculiar to one manufacturer.