Description
This notice is issued by the NASA/GSFC to post a request for Information (RFI) via the internet, and solicit responses from interested parties. This document is for information and planning purposes and to allow industry the opportunity to verify reasonableness and feasibility of the requirement, as well as promote competition. Interested parties are invited to submit written comments or questions to via electronic transmission or by facsimile transmission no later than February 15, 2005. When responding reference RFI number NNG05RFI. 1)INTRODUCTION The National Aeronautics and Space Administration (NASA) is requesting information on digital copier equipment and services. This document is a Request for Information (RFI) only. The objective of this RFI is to solicit input from Industry on best business practices for digital copier services including preferred pricing structure. Vendors shall note that no purchase decisions will be made as a result of responses to this document. Vendors will not be compensated for participation in this process. The digital copier services contract shall provide high-quality digital copier equipment, support, supplies, service, and maintenance for NASA. The Contractor shall provide digital standalone and networked copier services that can be configured to perform copy, print, scan, and fax functions or any combination thereof. 2) RFI GOAL The primary goal of this RFI is to solicit proven methods and practices that will provide NASA with the best digital copier equipment and services available at a reasonable cost. Interest also lies in emerging technology and preferred pricing structures. The objectives related to meeting this goal are: •Methods and practices used to support continuous improvement in product/services and relationship. •Streamline business processes by applying emerging technologies. •Maintaing a secure environment. •Build relationships that emphasize shared business objectives, ongoing teamwork, and open and honest communications. •Demonstrate current capabilities with technology and future technology solutions. •Leverage efficiencies in service delivery and contract management. •Ensure network features are readily available upon request. •Provide greater accountability and consistent support for end-to-end product and service delivery. •Maximize savings with a competitive price structure while adjusting to changing business requirements and technology over the term of the contract. 3) BACKGROUND NASA has 15 sites located in 12 states. Dryden Research Center (DRC), Ames Reserach Center (ARC), and the Jet Propulsion Laboratory (JPL) are all located in California. Wallops Island and Langley Research Center (LRC) are both located in Virginia. Glenn Research Center (GRC) is located in Ohio; Goddard Space Flight Center (GSFC) is located in Maryland; NASA Headquarters is located in Washington, D.C.; Johnson Space Center (JSC) is located in Texas; Kennedy Space Center (KSC) is located in Florida; Marshall Space Flight Center (MSFC) is located in Alabama; Stennis Space Center (SSC) is located in Mississippi; GISS is located in New York; Michoud Assembly Facility is located in Louisiana; and White Sands is located in New Mexico. Prior to 1996 each NASA site independently contracted for its own copiers and related services. In 1996 it was determined that NASA would consolidate into one NASA-wide contract that would significantly reduce administrative cost associated with contracts being competed, awarded, administered, and closed out. The present NASA-wide Digital Copier Services contract is a three year base contract with two optional year extensions and will expire on July 31, 2006. It is a Firm Fixed Price IDIQ Commercial Contract. Currently, there are over 2,400 digital stand-alone and networked copiers in volume bands 1 through 5 that are provided and maintained under the current contract at 15 NASA Centers, on-site Contractors' locations, associated facilities, and tenants. ( 4) CURRENT CONTRACT REQUIREMENTS •Digital copiers in volume bands 1 through 5 that are capable of network print, scan, and fax or any combination. •New copier equipment required throughout the term of the contract. New is defined as newly assembled for first time use with new components. •Delivery, installation, set-up, copier equipment, software, tools, materials, toner, maintenance, and training necessary to perform the operation of networked copier services such as loading print drivers, scanning software, and any other related software to the workstations. •Delivery and installation of equipment within 14 calendar days after receipt of written/electronic order. •Toner and all consumable supplies excluding paper (there is a limited paper delivery requirement at three locations). •After Hour Emergency Support with a 2 Hour Response (separately priced item). •Temporary/Short Term Copier Support in a variety of geographical locations for seminars and meetings (separately priced item). •Service turn around time of four hours to respond to and begin copier repairs. Replacement copiers if repairs cannot be completed within 16 business hours. •Copier uptime required at 95% or higher. Monthly credit given for copiers experiencing under 95% uptime. •Networked units that are open architecture, i.e. they will accept printing from any software application, platform, and network at each NASA site. •Contractor provided and maintained electronic database made accessible from each NASA site that provides copier service call history, cumulative downtime, service reports, meter reports, cost reports, and equipment order reports. Current Volume Band Requirements The current volume bands of digital standalone and networked copiers are classified in VB’s 1A, 1B, through 5. The digital copiers are capable of producing the following range of minimum and maximum monthly quantities and operate at the noted minimum speed: VB Speed (CPM) Production Production Minimum Minimum Maximum 1A 18 750 5,000 1B 18 750 5,000 2 25 5,001 15,000 3 35 15,001 30,000 4 45 30,001 50,000 5 55 50,001 125,000 Volume Band 1A •Basic Unit Volume Band 1B •Fully Automatic Duplexing •Auto Feed •Sorter •Stapling Volume Bands 2 through 5 •Fully Automatic duplexing (1-2, 2-2, and 2-1) •Auto Feed (capable of handling 11x17 paper) •Full offset stacking capability (with no sorter bins required) •Finishing - automatic stapling capabilities, that can staple a minimum of 25 sheets of 20 lb. paper (VB 3-5 multi-position portrait/landscape) •Reduction and Enlargement in pre-set and in zoom (25% to 400%) •Reproduce pages from bound documents, such as case bound books and magazines without distortion •Large capacity paper cassettes, a minimum of 2 paper drawers in the machine accommodating 500 sheets each of 20 lb paper, to accommodate letter, legal, ledger, and a large capacity tray •Resolution – minimum of 600 DPI 5) CENTER BREAKDOWN INFORMATION This information is available by contacting the NASA POC. 6) REQUEST FOR INFORMATION TIME LINE Information is requested to be provided within four weeks from the release date of this RFI. 7) EVALUATION PROCESS NASA is collecting this information as part of its market research for the upcoming procurement. 8) INFORMATION SUBMISSION Vendors shall complete the following Information Response Form in its entirety. Any additional information is welcomed but should be attached and organized in separate sections. Vendors are urged to be concise in providing information. Please do not include prices; however, vendors are encouraged to include preferred pricing structure. REQUIRED FORMAT FOR RESPONSE Each page shall clearly delineate the name of the vendor and information should be in the following order: 1. Vendor suggested solution, concept, process, or ideas. 2. Advantages to NASA. 3. Disadvantages to NASA. 4. List Government references that have implemented similar concepts. 5. Vendor’s strategic vision, what differentiates your solution, concept, and process from other vendors. 6. Vendor’s suggestion on evolving technology and technology refresh throughout contract term. 7. Identify other companies that would participate in this solution. 8. If this solution or concept were implemented, what additional steps would be taken to offer savings in the future? 9. Describe your implementation and transition process and what steps would be taken to minimize disruption of services. 10. List any potential problems with the current contract requirements as identified in this RFI. 11. Provide information regarding your standard billing process. 12. Other Comments. This RFI is not to be construed as a commitment by the Government, nor will the Government pay for the information submitted in response. Respondents will not be notified of the results. An ombudsman has been appointed -- See NASA Specific Note "B". Any referenced notes may be viewed at the following URLs linked below.