This RFI has been modified to correct the number of copier/multi functional devices from 65 to 650. The response date has been changed to 26 May 2015. Purpose: The U.S. Army Information Technology Agency (USAITA) is requesting feedback in the form of technical capabilities, questions, and comments or suggestions related to the information contained within this RFI notice. This RFI notice is for information and planning purposes only and does not constitute a solicitation, nor is it to be construed as a commitment by the Government. The Government will not pay for any effort expended in responding to this notice. This is simply to assess the potential vendor vase and provide industry with an opportunity to provide input to the acquisition process. Background: The USAITA has a requirement for customer care print management consisting of the attached tasks. Information requested: The USAITA is requesting feedback in the form of technical capabilities, questions, and comments or suggestions related to the information contained with this RFI notice. Submission Instructions and Formatting Requirements: a. Information responses should be from U.S. contractors who are 8(a) small businesses under North American Industry Classification System (NAICS) cod 811212 only and should not exceed five (5) pages, not including cover page. Responses should be typed in 12-point Times New Roman font, single spaced, with 1-inch margins. b. The following is a suggested submission organization: A cover sheet including the RFI number (W52P1J-15-R-CCPM), company name, CAGE code, address, current Facility Security Clearance, small business status including any applicable socioeconomic category, and technical point of contact with email address and phone number. Please include any contract vehicles and schedules that may be utilized. c. Responses will be considered privileged commercial information and protected from disclosure under exemption (b)(4) of the Freedom of Information Act. Responses will not be shared outside the U.S. Government or with U.S. Government support contractors. d. Responses will not be returned. e No classified or FOUO information should be included in your response. f. Please submit responses as a PDF attachment via email to the following addresses:
[email protected] [email protected] Please place ONLY the RFI number in the subject line of your email. All relevant information is included in the PDF attachment; other information such as the body of the email message will be discarded and not reviewed. You will receive and automated confirmation that your message has been received. If there is a problem with the attachment submitted, you will be notified and provided an opportunity to re-send. g. Responses should be received no later than 1:00 P.M. Central Time, 26 May 2015. h. Questions will not be answered at this time. ********************************************************************************** U.S. Army Information Technology Agency Customer Care Print Management Support Tasks RFI # W52P1J-15-R-CCPM 1. OBJECTIVE The Contractor is expected to work with USAITA to continually refine and mature the processes supported in this PWS. The purpose of this contract is to provide management services, maintenance, supplies, device relocation, and technical expertise to ensure ITA provides the highest level of support to customer devices. The geographic scope (delivery area) of this contract for delivery, maintenance, and training is the District of Columbia Metropolitan area to include, Fort Belvoir, and other locations, which are associated with HQDA. A majority of tasks shall be performed within a 50 mile radius of the Pentagon. The Government will not pay per diem for any work related to this contract. All services performed under this contract shall be performed on-site, unless at the option of the Government, they are to be performed at the contractor's facility. 2. SCOPE The Government intends to acquire contract support to provide all activities necessary to perform Customer Care Enterprise Print Management capabilities to ITA customers. The scope of work in this PWS encompasses providing overall support for approximately 650 copier/multi functional devices that are higher capacity systems generally with add on features such as sorting, stapling, and hole punch finishers. Examples of these copier models are Canon IR 5051, Canon IR 5255, Konica 601, Ricoh 6000 models. The contractor will be provided a serial number listing of these devices since they have a considerably higher operating cost than the printer based technology. The remaining devices that will potentially be added to the requirement are printers and smaller MFD's that are managed as shared resources on the print server. The total number of print devices is approximately 1,800. The inventory of print device is very diverse. The long-term end-state is to eliminate all unnecessary single user devices and migrate to a more cost effective Networked environment. These devices are located throughout the Pentagon and in locations supported throughout the National Capital Region (NCR). On average the usage of these devices is less than 4,000 pages per month. The government's goal is to decrease the total number of devices and replace aged (5 years old) devices during a planned life cycle replacement window, or to replace aged devices versus restoring them. The customer base may also include approximately 500 stand alone single user print devices. ITA currently does not have specific data on the stand alone single user print devices. In general these devices are not heavily used and the users also have access to shared print devices. Additionally, ITA is currently implementing Canon Enterprise Management Console for improved management of the enterprise. The contractor will assume responsibility for the continued operation and management of this tool. The contractor shall include the following products and services: (1) The services shall include the development of a Transition Plan from the current HQDA IT support contract to new Customer Care Print Management Program. (2) The Contract shall support replacement of consumables (toner, waste toner containers, etc...) (3) The contractor shall provide onsite management for the day-to-day coordination of project activities and client contact. (4) The contractor will establish partnering or service agreements required to conduct proprietary repairs of systems. (5) The contractor is responsible for repairing all faults on a system in order to restore it to an operational state. All parts must be genuine manufactured parts unless approved by the government as an exception. (6) During the equipment repair process, if it is determined that the material cost (Parts) of the repair exceeds 30% of the replacement cost of the unit, the Contractor will not proceed with the repair of the said unit until the government directs repair. The government may replace the device in lieu of a repair. *********************************************************************************** INDUSTRY QUESTIONS 1. Current PWS design is for the government to provide reimbursement for parts and consumables. With regards to parts how would experts recommend a process that ensures the correct parts are used? Example: A fuser is ordered to restore a system that has streaks on the page. After installing the part the system still has streaks on the page requiring a second part potentially be ordered. 2. What basic certifications or training should technicians have to validate they are capable of repairing copiers or printers? 3. Is there a significant service cost (level of effort) to maintain the small MFD's in comparison to the printer only devices? Should these devices be grouped with larger copiers, printers, or broken out into a third category?