70FBR425Q00000159 Copier Rental - DR4874-MS

Description

70FBR425Q00000159 | Request for Quote (RFQ)

Copier Rental - DR4874-MS Declaration for the State of MS

Quotes Due: Monday, July 7, 2025 | 11:00 am CT

Solicitation Deadlines

Questions

1. Offerors must submit questions no later than 3:00 p.m. (CT) on Wednesday, July 2, 2025. Please email your questions to ashlee.young@fema.dhs.gov.

Quotes Due

1. Offerors must submit their required information no later than 11:00 am (CT) on Monday, July 7, 2025. Please email quotes to ashlee.young@fema.dhs.gov.

Purpose

The Department of Homeland Security, Federal Emergency Management Agency, has a requirement for the lease of (4) copier device to include maintenance and support services and all necessary supplies, excluding paper.

Description

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in subpart  12.6, as supplemented with additional information included in this notice, and FAR Part 13. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government intends awarding one purchase orders issued on a firm-fixed-price basis. Please be advised, funds are not presently available for this requirement. The Government’s obligation under this request is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this requirement and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

1. The North American Industrial Classification System (NAICS) code is 532420 (PSC) W074 entitled Office Machinery and Equipment Rental and Leasing with a small business size standard is $40.0 million.
2. All eligible offerors may bid; however, in accordance with an emergency declaration by the President of the United States under the authority of the Robert T. Stafford Disaster Relief and Emergency Assistance Act ( 42 U.S.C. 5121, et seq.), preference shall be given, to the extent feasible and practicable, to local firms to the state of MS.

Combined Synopsis/Solicitation

Submission Description

The Contractor shall propose four (4) Multi-Functional Devices (MFDs) and ancillary products with attached specifications to meet the attached statement of work requirements and agency requirements (MFDs that are not TAA Compliant are not authorized for this copier rental requirement).

The Contractor shall confirm the following:

• Is the unit TAA Compliant?
• Is the unit FIPS 140-2 Compliant?
• Is the Unit TPM Compliant?
• Is the Unit Microsoft Universal Print Ready?
• Is the Unit Compatible with Windows 11?
• Is the Unit Compatible for user authentication from HSPD – 12 USB PIV Card Readers and User Loging and password; and static device such as Ferrite Shields?

Acceptable Brands/Models and Agency Requirements for MFD

1. Canon (IR DX C5870i)
2. Konica (501, C360, C368, C454e, C552, C4050i)
3. Ricoh (IM 2500, MP 3555 SP, MP 4055PG, MPC3500, MP C4500, IM 5000, MP 6055SP, 6000G, IM C3000, IMC4500, IM C6000)
4. Xerox (C8155, B8170)
5. Kyocera (TASKalfa 5054ci, TASKalfa 5004i)

• All MFDs shall have hard drive data encryption or image overwrite after each print, copy, scan, facsimile (fax), and e-mail job. Overwrite shall include, at a minimum, the capability of a hard drive over-write and over-write capabilities for Flash, and other memory source where data is buffered. The available method shall be described by the contractor for all devices offered under this delivery order.

• MFDs shall provide functional separation, meaning physical and logical separation of fax functions from copy, scan, self-contained document server/repository, and e-mail functions. The contractor shall clearly explain and/or provide documentation that verifies or certifies the separation.

• All MFDs shall offer the ability to password fax address books.

• All MFDs shall have the ability to updated to the latest firmware\software.

• MFDs shall offer the ability to encrypt documents being e-mail. Encryption must be compliant with FIPS 140-2. FIPS 140-2 is Federal law.

• MFDs shall allow access by only approved USB encryption device and shall be capable of disabling firewire interfaces. MFDs shall be capable of disabling serial connectors and Bluetooth interfaces.

• All removable memory chips or cards, hard drives, optional removable hard drives with locks, and optional physical locks to secure internal parts capable of storing information shall be surrendered to an appropriate security official as determined by the ordering activity for destruction, upon request.

• The memory and hard drives shall be de-imaged and or the drives shall have capability to enable data to overwrite.

• All MFDs before the contractor shall be allowed to remove the leased equipment, the MFDs hard drive shall be compliant with DHS and FEMA policies for dispositioning/decommissioning device (i.e. DoD compliant disk wipe or hard drive removal before returning MFDs to vendor for repair, replacement, etc.) Ensuring that memory and hard drives do not leave the FEMA’s facility; they are to be replaced and the memory and hard drives are destroyed as sensitive media.

• Ability to print, scan, copy, and e-mail documents.

• Ability to connect to the FEMA network. See Appendix A.

• Two or Three Drawer paper storage.

• Functional Separation (physical and logical separation of facsimile functions from copy, scan, self-contained document server/repository and e-mail functions.).

• Automatic document feeder.

• Keypad or Touch Screen.

• Self-diagnostic system which indicates at a minimum, the following conditions: needs toner, needs paper and paper jam.

• Energy Star Compliant.

• Printer Control Language (PCL) and Postscript (PS) printer languages.

• Security Data Kits.

• Capability for data overwrite and controlling user access.

• Ability to handle letter (8 ½ x 11), legal (8 ½ x 14), and the optional accessory 11” x 17” paper sizes, with adjustable paper trays.

• Ability to function with recycled paper.

• Optional Hard drive (if needed for machine functionality).

• Equipment must be in good working condition.

• No PIV capability is required.

Figure 3: Band Level Chart

The Contractor shall provide MFDs models in accordance with the following Bands levels (Chart Attached)

****NOTE: Contractor will surrender all hard or digital drives to FEMA prior to removal of the unit upon contract completion. FEMA Logistics must witness removal and take possession.

Pricing Requirements

Pricing shall be completed on the attached pricing schedule for the rental of four (4) copiers for a period of performance base of three (3) months and one option period of three (3) months per the specifications outlined in the statement of work.

Period of Performance

1. The period of performance shall be three (3) months from date of award with one (1) three (3) month option period.
2. FAR 52.217-9 Option to Extend the Term of the Contract for the three-month option period
3. FAR 52.217-8 Optional CLIN will be considered in exercising FAR 52.217-8 up to six (6) months if needed.
4. FAR 52.217-6 Option for Increased Quantities will be utilized in support of current disaster counties or additional counties added in support of DR4874-MS
5. The Government anticipates making an award on or around July 10, 2025, or earlier.

Evaluation Factors

Proposal responses will be evaluated based on the below factors as listed in its order of importance in accordance with the requirements outline in the statement of work (SOW).

Factor 1 Delivery Schedule

The Contractor shall provide an earliest delivery schedule, date, and time for four (4) High-Speed Color Multifunction Copier/Printer/Scanner per the requirements of the attached statement of work (SOW).

Delivery Location:

Federal Emergency Management Agency

500 Clinton Center Drive

Clinton, MS 39056

Factor 2 Price/Product Specification

The Contractor shall provide pricing inclusive of unit price per quantity, total price, anticipated delivery date, and delivery/pickup fees. The Contractor shall provide images/specifications for the copier/printer/scanner or the proposal submission will be considered incomplete. The contracting officer will establish price reasonableness in accordance with 13.106-3

Factor 3. Past Performance

The Contractor shall provide a business capability statement and a (minimum of 3 examples) of past performance of similar contracts in magnitude, scope, and complexity.

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