NIST Managed Print Services

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation or a request for proposal and no contract will be awarded from this notice. No solicitation or specifications are available at this time.

The National Institute of Standards & Technology (NIST), Office of Facilities and Property Management (OFPM), is conducting market research to which may or may not be used to develop a Performance Work Statement (PWS), or Statement of Objectives (SOO).

NIST OFPM is seeking information from contractors interested in, and capable of, providing Managed Print Services (MPS), including printer maintenance services, including toner/supplies replenishment, for existing devices and the purchase/maintenance of new multifunction printers (MFPs).

NAICS 811210

PSC J059

MPS support will be performed at the federal buildings located in Boulder, Colorado and Gaithersburg, Maryland.

The current print infrastructure consists of the following:

a) 25 multi-functional B/W/color printers with print/copy/scan functionality with wired ethernet and wireless connectivity.

b) 4 color and non-color (B/W) printers of various make and model.

Some MFPs have additional functionality such as finishing/collating/stapling.

Currently, OFPM maintains and troubleshoots its devices using reactive requests for service. We are seeking input about methods, costs, & practicability to converting over to MPS that encompasses all existing devices, as well as the option to add new printing devices, providing break/fix service, supplies, and preventative and routine maintenance to maintain and improve equipment uptime and equipment performance.

OFPM is considering the potential for a 5-year contract (base period with four (4) one-year options).

All qualified Small Businesses are encouraged to respond. The Government will not pay for any information solicited. Respondents will not be notified of the results of the evaluation. The Government anticipates a contract award for these services in or about August 2025.

All interested parties are required to submit a brief capabilities package. The package shall address, at a minimum, the following:

1. NIST shall have the ability to increase or decrease the number of machines serviced under the resulting contract. NIST anticipates utilizing “per machine (unit)” priced CLINs based on the numbers solicited, so that the awardee may invoice for the number of machines serviced as necessary. This will allow NIST to increase or decrease the quantities while preserving the awarded pricing. Contractors shall provide comments regarding this process and industry standards or practices.


2. Contractors shall have the ability to provide new machines to NIST. Contractors shall briefly state their ability to meet this need or provide comment. All machines must meet the minimum requirements of:
   
   
   
   1. Multi-function device to serve as a walk-up copier, dual sided/single pass scanner, network printer, and one-line fax machine
   
   
   2. Must be able to secure print
   
   
   3. Copy, print, scan and fax in color and black & white
   
   
   4. Energy star efficient and environmentally friendly
   
   
   5. Account management control for at least 200 users and groups and allow for the ability to restrict or turn off color copy/print for individuals and groups and by time of day (e.g. turn off color printing after normal business hours)
   
   
   6. Copy and print at least 70 ppm in standard mode
   
   
   7. Must have at least 4 adjustable paper trays to accommodate 8-1/2” x 1” (at least 2,000 sheets), 8-1/2” x 14” (at least 500 sheets) and 11” x 17” paper (at least 500 sheets)
   
   
   8. Automatic document feeder with a capacity of at least 50 sheets
   
   
   9. Automatic paper selector
   
   
   10. Must scan once and print many; simultaneously scan both sides of two-sided documents in a single pass
   
   
   11. Must have a stacking office finisher that staples at least 50 sheets with single and double locations, top tray must hold at least 200 sheets and stacking tray must hold at least 1,500 sheets (without 3-hole punch) – Br Booklet Mk-2/3 Hp & Convenience stapler
   
   
   12. Adjustable zoom between 25% and 300% in no less than 1% increments
   
   
   13. Automatically reduce and enlarge to fit selected paper size
   
   
   14. Must have 10/100/1000 Base-T ethernet
   
   
   15. Network and hard drive security with hard drive image overwrite and at least 256-bit encryption (FIPS 140-2 compliant)
   
   
   16. Electronic sorting and offset printing
   
   
   17. Must be able to use plain paper (20 lbs), heavy weight, labels envelopes, punched paper, and 50% or greater recycled paper
   
   
   18. Scan to e-mail, desktop, FTP, network folder, USB or fax
   
   
   19. Must have a USB port for memory stick for walk-up printing
   
   
   
   


3. Contractors shall provide full cost-per-copy maintenance and pro-active replacement of consumables requirement for all exiting and newly purchased equipment. Contractors shall provide brief statements regarding their ability to perform the preventative maintenance and consumables for the machines covered under this requirement, or industry recommendation(s). These requirements include, but are not limited to, the following:
   
   
   
   1. Published preventative maintenance schedule for each machine;
   
   
   2. Preventative/scheduled, corrective and emergency maintenance performed on-site;
   
   
   3. Toner;
   
   
   4. Developer and repair parts; and
   
   
   5. All other consumable supplies (except paper)
   
   
   
   


4. Contractors shall provide various support services under this requirement. Contractors shall provide brief statements regarding their ability to perform such support services or industry recommendation(s). Support Services shall include, but are not limited to, the following:
   
   
   
   1. Call Center for end user service calls and issues
   
   
   2. Same business day service before 4:30 p.m. on calls placed before 12:00 p.m. (noon)
   
   
   3. Next business day service before 12:00 p.m. (noon) on calls placed after 12:00 p.m. (noon) on the previous business day
   
   
   4. Account management and technical support in both the Boulder, Colorado and Gaithersburg, Maryland areas
   
   
   
   


5. Contractors shall include the following in their response:
   
   
   
   1. Company profile,
   
   
   2. Location of office that will be supporting these services in Boulder, Colorado and Gaithersburg, Maryland, and the location of the headquarters.
   
   
   3. SAM UEI
   
   
   4. Business Size and Socioeconomic Status(es)
   
   
   5. A positive statement of your intention to submit a proposal for this requirement if set-aside for your socio-economic group.
   
   
   
   

The capabilities package requested under this Sources Sought Notice is not expected to be a proposal, but rather a short statement regarding the company's ability to demonstrate existing expertise and experience in relation to this procurement. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities package. Questions submitted with responses to the notice may not receive a response. Submission of a capabilities package is not a prerequisite to any potential future offerings, but participation will assist NIST in tailoring its requirements to be consistent with industry standards.

Responses to this Sources Sought Notice shall be emailed to Tony Schmidt at tony.schmidt@nist.gov.

Responses must be received on 2/21/2025, by 3pm, Local Time. Electronic submissions are requested. Questions regarding this notice may be addressed to Tony Schmidt at tony.schmidt@nist.gov.