Inactive

This RFI (Request for Information) is issued solely for information and planning purposes and does not constitute a solicitation. This RFI is intended to get industry feedback for a new requirement fo... This RFI (Request for Information) is issued solely for information and planning purposes and does not constitute a solicitation. This RFI is intended to get industry feedback for a new requirement for the Department of Veteran s Affairs (VA) as described below. The VA is not seeking proposals at this time and will not consider unsolicited proposals provided in response to this RFI. All responses will be in the form of information and materials. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. This notice is published to conduct market research to determine if there is a sufficient number of certified Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Businesses (SB), or Large Business capable of performing the requirements to warrant a socio-economic set-aside or full & open competition. It is strongly recommended that interested parties register in the US Department of Veterans Affairs Vet Biz database and the Small Business Administration (SBA) database. Registration may be accomplished at http://www.vip.vetbiz.gov/, www.sba.gov/ and https://sam.gov/SAM/ respectively. Interested parties responding to this sources sought request shall submit the following information at a minimum: (1) company name and address, point of contact with phone number, and DUNS number; (2) documentation relating to capability of performance (3) intentions of subcontracting program to include set-asides if any; (4) proof of registration in the VA Vet Biz or SBA websites or intention of registration prior to submission of offers to a solicitation; (5) If you are a distributor a statement from the manufacturer that your company is an authorized distributor; (6) a statement to inform the government if you are a manufacturer or distributor; (7) any information regarding FSS Schedule availability; (8) SAM Registration (9) any other pertinent company documentation. The response date to this Sources Sought notice is April 15, 2022, at 4:00pm PT time. This market research is for informational and planning purposes only to determine if a socio-economic set-aside, or full & open competition, or a sole-source procurement is appropriate. The Government will not pay any costs for responses submitted. Responses may be submitted to gary.thompson@va.gov. NO ADDITIONAL INFORMATION IS AVAILABLE OTHER THAN WHAT IS NOTED HEREIN. ALL FIRMS ARE INSTRUCTED NOT TO CALL THE INDIVIDUAL VA MEDICAL CENTERS REQUESTING MORE INFORMATION. 5. BACKGROUND The Department of Veterans Affairs, Cooperative Studies Program, CSPCRPCC, has a requirement to lease Printers, a Folder/Inserter, and Workflow Process Software for direct patient support. The user prints various documents related to patient diagnoses and manually collates documents prior to placing into envelopes for mailing. This is an extremely daily manhour intensive effort and needs to be shortened to allow personnel to perform other necessary tasks. 6. SCOPE The contractor shall provide the printers, folder/inserter, and workflow process software under a 60-month lease. The contractor will provide routine preventive maintenance, on-call maintenance, and provide consumable supplies (including toner and staples but excluding paper, other media, and envelope sealer). The contractor will provide software technical support throughout the lease and during the first 12-months will provide training to key users and technical support to user to develop and validate process workflows. The concept of operations is the software and printers will be integrated to accept input of user files and, based on key data such as filenames, electronically tag pages prior to printing, software electronically collates based on the tag, documents printed, and then the collated/printed pages are manually placed in the folder/inserter and inserted into envelopes based on tag info. 7. SPECIFIC TASKS The following section specifies the Performance Objectives and Performance Elements for the contract. 7.1 Provide, deliver, and install two (2) printers. 7.1.1 All equipment must include HDD Surrender 7.1.2 The printers shall have the following minimum requirements: If an equal brand is offered then, that brand shall meet or exceed the features and functions of the following equipment: One (1) Ricoh PRO8310S or equal PRO83XX WITH GW CONTROLLER LCIT RT5130 ESP XG-PCS-15D PRINTERCONTROLLEREB-35 M8300 FAMILY WITH FIERY CONTROLLER FINISHER SR5110 One (1) Ricoh PRO C5300S or equal ESP XG-PCS-15D OCR UNIT TYPE M13 PROC5300 FAMILY GW PROC5300 FAMILY - E27B FIERY ADD-ON BOOKLET FINISHER SR5120 PUNCHUNITPU5030NA EFI COLOR CONTROLLER E-27B 7.2 Provide, deliver, and install one (1) Folder/Inserter One (1) Quadrient DS85i or equal Custom Cabinet 68w x 24d x 24-36h 5 Station Expert: 4 Auto Fdrs + 1 HCDF, CIS Scanner and Multi License MaxiFeeder Factory Fitted AIMS500 Office Closed Loop Mail Piece Verification Only 7.3 Perform equipment installation to include working with user s Information Technology points of contact to properly configure copiers and connect to the VA Network in accordance with applicable VA guidelines. Due to the changing nature of these guidelines, the user s Information Technology points of contact will provide details as required. 7.4 Provide training for equipment to user and user s Information Technology points of contact after installation. 7.5 Provide technical support during first year of contract to assist user with creating and programming workflow processes. 7.6 The contractor shall provide a means for user to place service requests and information on how to place service requests. Also, vendor will provide means for user to place orders for consumables. 7.6.1 Respond to service requests. Contractor or contractor s representative shall respond to service calls within two (2) working days. In the event a piece of equipment cannot be repaired within seven (7) calendar days, vendor must provide a unit capable of meeting the same requirements as either a temporary solution while primary unit is replaced or as a permanent solution. Any cost changes associated with permanent equipment replacement must be discussed with the contracting officer. 7.6.2 Maintain and provide consumable supplies. Contractor or contractor s representative will provide all consumables such as waste bottles, toners, drums, staples and all end-user replaceable components, but excluding paper and envelope sealer. User will be authorized to keep on-hand up to two (2) full sets of consumables and when user notifies vendor that consumables are needed, vendor will provide requested items within five (5) working days. 7.6.3 Perform repairs and preventive maintenance. Contractor or contractor s representative will provide all parts, labor, and supplies necessary to keep the machines operable at peak efficiency. Contractor or contractor s representative will perform manufacturer recommended preventative maintenance in accordance with manufacturer s recommendations (timing, scope, etc.). Contractor is responsible for tracking preventive maintenance due dates and contacting user to schedule visits. 7.7 Electronic Information Systems (EIS) Records Management requirements: 7.7.1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 7.7.2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 7.7.3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 7.7.4. 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 by the Freedom of Information Act. 7.7.5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 7.7.6. The Government Agency owns the rights to all data/records produced as part of this contract. 7.7.7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 7.7.8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 7.7.9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 7.7.10. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. 8. PERFORMANCE MONITORING CSPCRPCC will keep a log detailing events of printer and folder/inserter service calls, and consumable requests. The log will include date of notification to vendor, nature of problem, machine to be serviced, date of service, outcome, and date of final resolution. This log will be reviewed by COR as needed to ensure that performance is acceptable. 9. SECURITY REQUIREMENTS Access to the facility is controlled by Security. Contractor personnel will be required to provide a photo ID in exchange for a VISITOR Badge upon arrival and will be escorted while in the facility. In Accordance With 852.273-75, Security Requirements for Unclassified Information Technology Resources: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivering 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 VHA officials, presenting valid identification, smoking restriction and any safety procedures as outlined in the site regulations. Contractor will not require connection to the VA network. The C&A requirements do not apply and a Security Accreditation Package is not required. The contractor shall not disclose or cause to disseminate any information concerning operations of Department of Veterans Affairs. Such action(s) could result in violation of the contract and possible legal actions. 10. GOVERNMENT-FURNISHED EQUIPMENT (GFE)/GOVERNMENT-FURNISHED INFORMATION (GFI) The Government shall supply the paper for the printers. 11. PLACE OF PERFORMANCE VA Cooperative Studies Program Clinical Research Pharmacy Coordinating Center 2401 Centre Avenue, SE Albuquerque, NM Â 87106 12 PERIOD OF PERFORMANCE The base year Period of Performance will be 12 months from Time of Award, with four (4) twelve (12) month option years 13 DELIVERY SCHEDULE Equipment should be delivered and installed within 90-days after contract award.