United States - Print Service Equipment Management and Maintenance

Description

Added: Jun 05, 2019 2:01 pm

The purpose of this sources sought is to gather information from qualified suppliers, for a managed print service solution that encompasses all printer deployment, maintenance, operational on-site support, consumables and management services, including High Volume/High Production equipment. The plan must include a minimum average user-to-device ratio of 9:1, excluding High Production/High Volume equipment. See attachment A High Production/High Volume Specifications.

The SUBCONTRACTOR will provide in their proposal the maintenance requirements of all MFDs in the proposed maintenance agreement.

Currently seeking a capability statement from potential sources.
Draft Scope of Work:

Upon issuance of a formal Request for Proposal (RFP), Contractor intends to award a firm-fixed-price contract for a period of five year for the most efficient and cost effective solution proposed. The proposal should include a detail description of the devices and services proposed and a price proposal describing the monthly/annual fees involve. Other inclusions noted further done in this draft scope of work.
Proposer may include a number of options at their discretion that clearly show any cost advantages to each option. During the on-site assessment and discovery, there may be scanning and printing requirements recommended, that the CONTRACTOR will reserve the right to make final disposition decisions on the existing equipment. Proposals could include retaining existing printer fleet (partially or fully) or, a complete replacement of the fleet, should the proposer deem this the most advantageous path forward. The CONTRACTOR is requesting options and strategies to determine the best use of current technology.

An onsite assessment and discovery of the CONTRACTOR'S current printing and scanning environment will be required once sources or identified and a formal RFP is issued.

DELIVERABLES:

The Offeror's proposal must provide a written report documenting the entire printer, copier, and MTP fleet including detained physically mapping out where each device (by mode/identification number) is located and used by the SUBCONTRACOT to support the designing of the ideal deployment configuration that will pinpoint new and existing devices. Proposal must indicate plan to me a 12/02/2019 implementation date.
The Offeror's maintenance requirements of all MFDs in the proposed maintenance agreement.
Exhibit in the proposal the ability to drive down costs, refine processes, retire outdated technologies, and streamline workflows. Plan must include a minimum average user-to-device ratio of 9:1.

The SUBCONTRACTOR shall provide a Phase-in/Phase out Plan. The SUBCONTRACTOR recognizes that the prices and services under this Subcontract are vital to the CONTRACTOR and must be continued without interruption and that, upon Subcontract expiration, as the successor, either the SUBCONTRACTOR agrees to (1) furnish phase-in training and (2) exercise its best efforts and cooperation to effect an orderly and efficient transition. The phase in/out plan shall include any requirements and coordination by incumbent to remove existing equipment and placement of the new copier equipment. SUBCONTRACTOR shall negotiate in good faith a plan with a successor to determine the nature and extend of phase-out services required.

A kickoff plan for how SUBCONTRACTOR will conduct kickoff meetings to ensure a methodical approach to implementation of the print management assessment that includes discussions for goals, scope, timelines, initial data analysis, and expected outcomes.

A transition plan for how SUBCONTRACTOR shall work with the CONTRACTOR's IT personnel to plan a methodical approaches to implement scenarios and solutions to streamline the print management environment. This will include a Phase-in timeline (Phase-in) for implementation of services. CONTRACTOR will consider a staggered Phase-in approach.

The SUBCONTRACTOR shall transfer all technical knowledge articles to CONTRACTOR's IT personnel during Phase-in.

SUBCONTRACTOR will be required to provide for regular maintenance to include the following. In the event we have downtime on any equipment, replacement of parts and/or equipment will be required. Plan for regular maintenance and pro-active replacement of consumables to include:

 Toner (must be Original Equipment Manufacturer (OEM for all printers on contract)
 Drums
 Maintenance Kits
 Other consumable parts
 Fuser units
 Transfer kits
 Waste toner bottles
 Rollers
 Paper guides
A Call Center for end user service calls and issues will be required. SUBCONTRACTOR must respond to service calls placed before 12 noon on the same day. Response to service calls placed on the afternoon of the previous business day, must be by the end of the next business day. For high volume production, a 4-hour response time is required.

Plan detailing how the SUBCONTRACTOR will comply with the Defense Information Systems Agency (DISA) Multifunctional Devices (MFDs) and Network Printers Security Technical Implementation Guide (STIG) located at https://public.cyber.mil/stigs/downloads/. This guideline provides the technical security policies, requirements, and implementation details for applying security concepts to MFDs, network-attached printers, and digital sender technologies.

Plan to include Implementation and management of administrative settings (i.e. default to PIN printing, B&W, Duplex, etc.) process.

Vendor Technicians will install equipment onsite in the C-1 Duplicating Facility and provide training in accordance with manufacturer's procedures and Mission Support Test Services (MSTS)'s onsite production staff.

Provide tools or enable print services that provide the following capabilities:

• Metrics, per printer and in summary, available online to both CONTRACTOR and SUB-    CONTRACTORS
• A log of print jobs, including username and time of print job, per printer
• Default color printers to black and white
• Default printing to duplex
• Provide the capability to require a personal identification number (PIN) to print
• Multiple paper size printing
• Scanning to include scanning to email
EXPERIENCE / TRAINING REQUIREMENTS

Provide evidence of experience successfully developing and implementing a Managed Print Service program that includes:

 Timetable required to implement
 Phase-in/Phase-out planning
 Simplicity in implementation
 Overall value added as a result of improved operation of the print environment

SECURITY CLEARANCE REQUIREMENTS
ALL PERSONNEL MUST BE U.S. CITIZENS

NOTE:  Please provide your company size large or small and your companies capability statement at this time. 
 
This is for sources sought only at this time.

Opportunity closing date

17 June 2019

Value of contract

to be confirmed