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Responses must be received no later than Wednesday, November 23, 2022 at 11:00 AM EST.
THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.
THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).
DISCLAIMER: This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW 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.
SOURCES SOUGHT DESCRIPTION
This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 532420. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.
The Department of Veterans Affairs (VA), VISN 5 Network Contracting Office, is seeking sources that can lease two brand name or equal Xerox C405DN Printers (Mfr Part No C405DNG). Printers will be utilized at the Aberdeen Outstation and Salisbury Outstation (one for each location).
Needed Items:
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001

12.00
MO

1 Route to VISN 5 Commodities Printer
Xerox Printer C405DN: Deliver to Salisbury Outstation (926 Snow Hill Rd. Salisbury, MD 21804)
Lease with 4 option years

0002

12.00 MO
1 Route to VISN 5 Commodities Printer
Xerox Printer C405DN: Deliver to Aberdeen Outstation (223 Bel Air Ave Aberdeen, MD 21001)
Lease with 4 option years

See Statement of Work below.
The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below.
Response to this notice should include company name and Unique Entity Identifier (UEI), address, point of contact, size of business pursuant to the following questions:
Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.
Is your company considered small under the NAICS code identified under this RFI?
Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)?
What is the manufacturing country of origin of the item(s)?
If you are a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?
Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number.
If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract?
Please provide general pricing for your products/solutions for market research purposes.
Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes.
Responses to this notice shall be submitted via email to Rachael.Hallock@va.gov.Telephone responses shall not be accepted. Responses must be received no later than Wednesday, November 23, 2022 at 11:00 AM EST.
If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.


STATEMENT OF WORK AND GENERAL SPECIFICATIONS FOR
Xerox C405DN Printer Lease [Brand Name or Equal]

Background

The Elkton Vet Center s Aberdeen and Salisbury Outstations have a requirement to lease two (one for each location) color multi-function tabletop devices with a small footprint and the capability to print/copy multiple pages per minute. Seeking brand name or equal Xerox C405DN Printers (Mfr Part No C405DNG).
Includes NSI Autostore Workflow software, NSI Autostore Output Manager Software, 1 year Software Maintenance on Workflow and Output Manager, and NSI Autostore Professional Services Installation.

Delivery Location

Salisbury Outstation (926 Snow Hill Rd. Salisbury, MD 21804)
Aberdeen Outstation (223 Bel Air Ave Aberdeen, MD 21001)

Period of Performance

Seeking lease with (4) option years:
Base Year: 12/15/2022-12/14/2023
Option Year 1: 12/15/2023-12/14/2024
Option Year 2: 12/15/2024-12/14/2025
Option Year 3: 12/15/2025-12/15/2026
Option Year 4 4: 12/15/2026-12/15/2027

Requirements
DELIVERY, INSTALLATION, REMOVALS, AND RELOCATIONS

First time installation of Multi -Function Device (MFD) will be at no cost to the Facility.
The MFD may be relocated by the contractor after initial installation one (1) time per Purchase Agreement contract at no charge to the Facility. Thereafter, if that same copier is relocated, there will be no charge to the Facility provided Facility personnel perform the relocation under supervision of the contractor's technical representative.

Relocations of copiers by the contractor shall be accomplished in ten business days or less, after relocation request.

ENERGY STAR 1.1 COMPLIANT
The proposed model shall meet or exceed Energy Star Version 1.1 which became effective July 1, 2009.

Trade in/Disposal of old units
Cost of disposal of old unit must be included with pricing

TECHNICAL REQUIREMENTS

4.1 DOCUMENT SCANNING REQUIREMENTS
In order to uphold VA IT Directive 6500 and mitigate information security risk, the proposed solution must transfer the scanned images to the network over an SSL encrypted communication protocol. File Transfer Protocol (FTP) and Server Message Block (SMB) are not SSL-encrypted and are not authorized transmission protocols.

In order to ensure patient record consistency and meet the industry format standard for electronic medical and health records, the proposed solution must provide capability to automatically generate HL7 files based on patient documents scanned at the MFD.

The proposed solution must provide users to scan records directly from MFDs to Network or Service Line server(s) and associated departments, with access to specific locations on the Network server(s) based on the authenticated PIV user.

For this MFD deployed to the Aberdeen and Salisbury Outstations, users must be able to scan Vet Center records directly back to specific network locations at the Medical Centers(s).

The proposed solution must have the ability to scan to user home directories (i.e. home folders, H drives, or U drives) and other secure network destinations to limit Personally Identifiable Information (PII) exposure.

The proposed solution must have network Optical Character Recognition (OCR) capabilities to convert documents to searchable PDF, MS Word, and MS Excel without the need for specialized user desktop software (such as Adobe, etc.). Scans delivered via email, network folders, and home directories should have the ability to be converted on a network server before arriving to the routing destination, therefore eliminating the need for desktop software or additional post processing steps by the user.

Upon delivery of the file to the intended network destination, the proposed solution must have the ability to provide an email notification to the user that the scan has been successful.

In accordance with VA IT Directive 6500, the proposed solution must provide full audit trail data on all documents scanned from the MFD, including username, date/time stamp, page count, workflow metadata, and IP address of the MFD.

The proposed solution must provide an interface for summarized reporting metrics (e.g. page counts by user, page counts by IP address, pages counts by workflow, etc.)

4.2 HARD DISK DATA OVERWRITE
The MFD furnished under this purchase Agreement shall be equipped with Hard Disk Data overwrite; capable of automatically over writing Hard Disc Drive (HDD) with null information a minimum of three times after each transaction (after each copy, print or scan) must be capable of adjusting overwrite up to nine times, also provide a visual confirmation that overwrite process has been engaged after each transaction. The overwrite process must meet Evaluation Assurance Level (EAL) 3 certifications.
4.3 COST ACCOUNTING REQUIREMENTS

The proposed solution must centrally track copies, prints, scans, and faxes for all users of the MFD for cost accounting purposes.

Tracking data must include the following data elements: (1) page counts, (2) color/b/w, (3) (4) MFD IP address/hostname, (5) date/time stamp of print/copy/scan/fax.

Tracking data must be exportable to existing VA database.

4.4 Scope of this project is to include the following services for the specified setup:
Install and set-up solution on server provided by VA Healthcare Network
VA Healthcare Network will provide an existing Windows 2003 server for the software solution install
-Install solution utility on server
-Install solution on up to nine (9) workstations (as requested)
-Install solution print driver on server and up to nine (9) workstations
-Establish method for importing users via Active Directory or Lightweight Directory Access Protocol (LDAP)
-One destination printer will be created with VA Healthcare Network information

5 MFD MINIMUM REQUIREMENTS

5.1 APPLICABLE TO ALL VOLUME BANDS (BLACK & WHITE AND FULL COLOR)
The VISN will not accept reconditioned, remanufactured, renovated or previously used MFDs. The MFD proposed must be a new model that is in current production consistent with normal commercial practices and standards.
MFD must be TAA compliant.
Data overwrite capability
Must be capable of copying carbonless blues.
Must copy to within 3/16 of the leading edge of paper and to within 1/8" of the remaining three edges.
Must be capable of producing copies on transparencies and gummed labels. Limitation of use of particular brands/stocks must be noted with offered model.
Must be equipped with a lighten/darken contrast control.
Must have a self-diagnostic system, which indicates as a minimum, the following conditions: (a) needs toner, (b) needs paper, and (c) paper mis-feed or jam.
Must be able to Print, Copy and Scan 11 x 17
Must have platens with a minimum of 11 x 17" and be of the "flat-bed' type.
Must have a minimum of two preset reduction ratios, one of 64 +/-3% the size of the original and one of 75+/-4% the size of the original, and one enlargement mode of 120% (+10m -5) the size of the original.
Must have a zoom feature allowing continuously variable reduction in increments no larger than 1%. The zoom feature shall, at a minimum, cover a range from 25% through 100%. Copiers shall have a zoom feature allowing continuously variable enlargement in increments no larger than 1%. The zoom feature shall, at a minimum, cover a range from 100% through 400%.
Must be furnished with a minimum of two 500 sheet paper trays.
Must be furnished with automatic document feeders (ADFs), which are capable of automatically feeding and inverting two-sided originals up through 11" X 17" in size.
Must have full color and Black & White scanning capability.

The contractor at the option of the VISN must provide the ability to scan to user home directories or other personalized destinations to limit Patient Health Information (PHI) exposure. Apart from Active Directory (AD) authentication, routing of documents should not require any additional user identification (such as requiring the user to type in their username or navigating to a folder structure). The home directory destination should not be limited to an LDAP lookup for the home directory attribute. In addition, a home directory should be able to be identified by the solution sending to a network share based on the User Group that the AD user is assigned to. i.e. User A s documents will go to \\NetworkShareA\Group1,based on User A s assignment to the User Group 1. Files scanned to network shares should be assigned Windows based ownership policies based on the AD user. User identification should be automatic based on features from the AD profile. Upon delivery of the file to the folder, the system should have the ability to provide an email notification to the user that the scan has been successful, based on AD authentication. Have network OCR capabilities to convert documents to searchable PDF, MS Word, and MS Excel without the need for specialized user desktop software (such as Adobe, etc.). Scans delivered via email, network folders, and home directories should have the ability to be OCR d on network servers before arriving to the routing destination, therefore eliminating the need for desktop software. Provide the ability to split scanned documents into separate smaller files. Scans should be able to be broken down into 500KB, 1MB, 3MB, or 5MB file sizes. The automation of breaking the file size automatically, without any additional user activity before the file is received by the user, will significantly enhance operational performance.
5.2 VOLUME BAND SPECIFICATIONS
5.2.1 VOLUME BAND I, FULL COLOR MFD 1 unit
In addition to what is set forth at paragraph 5.1, the MFD must also have these features/capabilities/configurations:

Minimum 30 pages per minute printing/copying Full Color and B & W.
Minimum scanning speeds at 200dpi; 79 ipm B & W, 79 ipm Full Color;
100 sheet Automatic Document Feeder
Must include fax capabilities, 2300 sheet paper supply (4 x 550, 1 x 100), accept up to 12 x 18 paper, Finisher with stapling up to 50 sheets and 2/3 Hold Punch, cabinet

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