W067--PUBLICATION COPY UNITS PHILADELPHIA RO

Description

1. This Sources Sought Notice is for informational and planning purposes and shall NOT be construed as a solicitation or as an obligation or commitment by the Government at this time. This notice is intended strictly for market research. The purpose of this Sources Sought notice is to determine interest and capability of potential qualifications of all firms relative to the North American Industry Classification Code (NAICS) 532420. The Department of Veteran s Affairs is seeking All small business firms, small manufacturer, or distributors of small business manufacturers, and large businesses of functionally equivalent equipment to all the following: THIS IS NOT A SOLICITATION AND DOES NOT OBLIGATE THE GOVERNMENT TO ISSUE A SOLICITATION. Please be advised that the Government will NOT pay for any information submitted under this announcement. The applicable North American Classification System (NAICS) Code for this requirement is 532420 (Office Machinery and Equipment Rental and Leasing). Responses due are to be submitted by e-mail to Michael.Gamby@va.gov by 07/11/2025 @ 17:00. Include Name of firm, Socio-Economic category of the firm (all businesses), complete address, and phone & fax numbers of contacts. STATEMENT OF WORK Multi-Function Device Lease & Maintenance Service FOR THE PHILADELPHIA, WILMINGTON REGIONAL OFFICE S, AND THE HARRISBURG OUTBASE LOCATION C.1 BACKGROUND: The Philadelphia Regional Office (RO) has a requirement for an operating lease via a flat-rate plan for 35 Multi-Functional Devices (MFD). The contractor shall provide the required copier equipment, including accessories, attachments, copy-control devices and systems, all consumable supplies (except copying paper and transparency films), and full-service maintenance to include repair parts. The VA intends to make a single (all or none), firm-fixed price award. This contract will run from October 1, 2025, with 4 additional years as options years. The Regional Office intends to make a single contract award for maintenance and support of photocopiers. C.2 SCOPE: The photocopiers will be used to photocopy and print documents by Department of Veterans Affairs employees at 5000 Wissahickon Avenue, Philadelphia, Pennsylvania 19144, the Wilmington Regional Office at 1601 Kirkwood Highway, Wilmington Delaware 19805, and the Harrisburg Outbase Office at 215 Pine Street, Harrisburg, Pennsylvania, 17101. The contractor shall furnish all repair parts, labor, transportation, and supplies (to include any applicable personal protective equipment) required to accomplish inspecting, cleaning, lubricating, adjusting, calibrating, and vacuuming (if required), and repairing of the copiers. Contractor shall maintain the leased copiers at levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications. Ownership of the asset/copiers remains with the prospective contractor. The copiers will be connected to a Network (i.e. Network Scanner, Network Printer, etc.). The copiers will also be used as a Scanner/Fax Machine, in addition to duplicating/copying. No additional leased copiers will be added to this contract unless agreed upon by both the Government and the Contractor and will only take effect via a contract modification. The copiers must be capable of being installed on the Local Area Network for use by the Administrative Staff to monitor copier usage. Upon termination of this contract, the data hard drives will be given to the VA IRM staff for destruction. The VA IRM staff will be responsible for connecting the photocopiers to the LAN. C.2.1: The Philadelphia RO seeks to acquire: 32 multifunction photocopiers (29 Philadelphia 2 Wilmington -1 Harrisburg), along with 3 high-capacity production photocopier units for the publications area. (1 Monochrome Copier/Printer and 2 Production Color Copier/Printers.) The Regional Office also seeks to have included in the new contract maintenance, repair, toner and staples. Equipment needed: QTY 26 Monochrome copier, 3 Color copier printers. Twenty-nine Units to be in the Philadelphia Regional Office, two units to be in the Wilmington Regional Office, one unit in the Harrisburg Outbase Office. Minimum Requirements. 65 PPM add-ons = 29 Finishers Capabilities: Copy, print, networking, stapling, remote meter read and shut down. -------------------------- QTY 3 Color Multifunction Printers. Minimum Requirements. 50 PPM Add-ons= 3 Finishers Capabilities: Copy, print, networking, stapling, remote meter read and shut down. ------------------ QTY 1 Monochrome copier/printer Minimum Requirements. 136 PPM add-ons = 1. High Capacity Feeder 2. Print Server 3. GBC In-line Punch 4. High Capacity Stacker 5. Booklet maker Finisher 6. In line Tape Binder 7. Document creation workstation Capabilities: Copy, print, scanner, networking, stapling and remote meter reading. ------------------ QTY 2 Production Color Copier/Printer 75 PPM MONO and COLOR 70 PPM Minimum Requirements. Add-ons= 1. High Capacity Feeder large sheet 2. Booklet maker Finisher. 3. GBC Advanced Punch 4. Print Server 5. Black & White print capability. 6. Square fold and Trimmer Capabilities: Copy, print, networking, stapling and remote meter reading. C.4. GENERAL REQUIREMENTS C.4.1 Planning: The contractor shall work with the Regional Office (RO) to validate the total number, type of devices, and locations to be covered under this contract. The contractor shall work with the Regional Office to develop a schedule for discovery and design, and to plan an approach that incurs minimal disruption in production at the Regional Office and Insurance Center. The contractor will provide training on new equipment as needed. C.4.2 Printer Maintenance and Support: The contractor shall maintain all photocopiers in accordance with manufacturer s recommendations. All work will be performed on the premises unless specifically authorized. The contractor is responsible for providing maintenance for all equipment. C.4.2.1 The contractor shall provide annual scheduled maintenance and periodic maintenance plan for individual equipment. The contractor shall provide recommendation for upgrade or replacement of equipment based on periodic maintenance and/or other factors based on the hardware manufacturer s specification. All maintenance is to be included. C.4.2.2 The contractor shall respond to onsite service call with qualified technicians within (8) business hours, Monday through Friday, excluding Government holidays. The response time starts when the contractor receives the service call from an authorized employee. C.4.3 Repair Services The contractor shall provide estimates of turnaround time to repair equipment where a replacement part must be specifically ordered. C.4.4 Consumable Supplies The contractor shall provide all consumables supplies required for all leased devices. The contractor shall replenish these consumables as needed or as requested. C.4.5 Meetings and Reports The VA will schedule meetings as needed with the contractor to discuss meter reads, equipment maintenance and other issues relating to the performance of the copiers. C.4.6 No Overage Charges No overage fees shall be charged. The government pays a flat-rate monthly, regardless of the number of copies made each month. The copy volume allowance per month is unlimited per copier. C.4.7 Termination Amortization Schedule A termination amortization schedule shall be included as an attachment of the awarded contract. If the Government does not exercise any of the options listed in the Price/ Cost Schedule, the Government s not exercising the options will have the same effect as if the Government terminated for convenience. C.4.8 C.5 PERFORMANCE LOCATIONS C.5.1 The locations of performance are: 5000 Wissahickon Ave. Philadelphia, PA 19144, Various Locations Throughout the Facility, the Wilmington Regional Office at 1601 Kirkwood Highway, Wilmington Delaware 19805, and the Harrisburg Outbase Office at 215 Pine Street, Harrisburg, Pennsylvania, 17101. C.6 Billing & Payment C.6.1 Payment will be made monthly in arrears upon receipts of a properly prepared invoice. The VA should be billed monthly based off the following estimated impressions; any overages above the predetermined amount will be billed accordingly. Black & White impressions 130,000 estimated per month Color 11,000 impressions per month C.7 Comments C.8.1. Copier s may/will be used as printers. They should also be scanner and fax capable as required. These units should be capable of storing print documents only to be printed using an individually specified authorized code or a Personal Identity Verification (PIV) Card as authorization to allow for the printing of that individuals stored prints. We would also want to see the cost without the ability to the units capable of storing print documents only to be printed using an individually specified authorized code or a Personal Identity Verification (PIV) Card as authorization to allow for the printing of that individuals stored prints. ---------------------------------------------------------------------------------------------------------------------------