6515--Color Production & Cut-Sheet Milti-Color Printers, Accessori

Active

Contract Opportunity

Please note this is a revision to the RFI to provide updated room dimensions for the Reproduction / Basement Area

This is a SOURCES SOUGHT only for the Cincinnati VA Medical Center. Information collected during this Sources Sought may be used in a set aside. If a solicitation is issued, the Government will do so in accordance with Federal Acquisition Circular (FAC) 2024-03. The North American Industry Classification System (NAICS) number is 337127. The NAICS size is 500 employees.

Any contractor that believes they are capable and desires to claim preference for small business status must be registered with the SBA and be able to be located through SBA - Dynamic Small Business Search. Any contractor that believes they are capable and desires to claim preference for veteran owned small business status must be registered with in VetCert at Veteran Small Business Certification (sba.gov) as an SDVOSB or VOSB.
Contractors that deem themselves capable of meeting the requirement shall provide the below information to Morgan Stein, Contract Specialist, at Morgan.Stein@va.gov no-later-than Thursday, March 7, 2024 at 5:00PM, Eastern Time, referencing 36C25024Q0380.
Responses shall include:
(1) Business Name and Address,
(2) Contract Number items are covered under, if applicable
(3) Point of Contact Name, Phone Number and E-mail Address
(4) SAM UEI and NAICS code
(5) Business Size SMALL or LARGE
(6) Type of Business: service disabled veteran owned, veteran owned small business, 8a, HUBZone, woman-owned, etc.
(7) Information for the product you would propose and which if any of the salient characteristics below it does not meet.
(8) Where the proposed product is manufactured.
(9) A concern that is not a manufacturer of the supply shall provide the manufacturers name and size standard and an authorized distributor letter.
(10) If the concern is the manufacture and the sole distributor, please provide documentation to that effect. If the concern is the manufacturer and has authorized distributors, please provide a list of the authorized distributors as well.
(11) Current lead time of equipment that will be proposed. And if within 30 days ARO is able to be met

Contractor must be registered with https://www.sam.gov
To be considered SDVOSB/VOSB, must be registered in VetCert at Veteran Small Business Certification (sba.gov).
FOB is Destination.
Delivery is to:

Department of Veteran Affairs
Cincinnati VA Medical Center
3200 Vine Street
Cincinnati, OH 45220 2213
USA

REQUIREMENTS: Color Production & Cut-Sheet Multi-Color Printers, Accessories & Maintenance
Must meet the following requirements (please confirm any system you would offer would meet the following):
BOTH a LEASE and PURCHASE option for ALL of the following listed (to include Maintenance Program in the bas and potential option years) is being Requested
Multiple Printing and Finishing Options High Volume Production Color Black & White Printer Quantity Two (2)
Shall Include the following Form, Fit, and/or Functionality:
Gold, silver, white, and clear toner - to create business cards, award certificates, and official executive communications requiring gold/silver printed seals and logos; and for non-standard colored paper stock, and the ability to print images onto these without losing quality due to paper color

At least 90PPM

Multi-purpose print in color and black and white on a variety of paper stocks and sizes as well as different medias such as:
Standard recycled paper for printing of internal staff/patient care documents
Cougar brand coated papers for brochures, books, handouts
At minimum 300 gsm
28lb paper weight for standard color prints
80 and 100lb weight cardstock for business cards, appointment cards, book covers, menus, signage, and any print jobs requiring a thicker paper
Smallest paper size will be 8.5 x 11
Largest size will be 13 x 19.2 duplex prints

Paper Size Tray Capacity (without the need to reload paper) Vacuum Fed:
8.5 x 11 paper around 4,000-5,000 sheets
Fold-over booklets printed on 11 x 17 maximum needed around 500 sheets
13 x 19 paper maximum needed at minimum 500 sheets

Cover Interposer Tray(s)
Maximum Capacity 13" x 19" paper 250 per interposer tray
Double feed detection / utilization allowing pre-printed covers and inserts to be fed into the finishing workflow from two sources to separate booklets, or allow jobs to be separated into sections/chapters for the requestor to insert into premade binders with a slip sheet of colored paper to be placed in these trays and be inserted automatically by the copier during printing to separate the sections as needed. Also, to allow a pre-printed thicker cardstock front cover and back cover to be placed in them, and automatically inserted by the copier during printing, allowing for booklets to be made all at once vs having to manually assemble them by hand after printing

Multi-Folding
Automatic Inline
At-least six (6) folding options
Booklet and Brochure
Single and double page
Sorting
Printer needs to be able to collate all documents printed, and all sizes, 8.5 x11 , 8.5 x14 , 11 x17 , 13 x19

Booklet Finisher
Four (4) staple position options
Maximum Tray Capacity for stapling unit
8.5 x 11 = 100 sheets
11 x 17 = 50 sheets
Top, Bottom, Two (2) Staples, and Top Slant options
Compatible with 13 x 19 sheets
Stacking capabilities
Dual shift tray
Maximum Tray Capacity 3,000-4,000 sheets
Two (2) hole punching
Top punch for clinical documents in patient s charts
Three (3) hole punching
Binders and medical charting
Saddle-Stitching / center stapling for booklet stapling in the center of 11x17 pages to create booklets
Maximum Capacity = 30 sheets,
Bond equivalent to a 120-page book (maximum)

Punches
Inline Punch
Double punch at top of 8.5 x11 sheets (for clinical docs in patient charts)
Three-hole punch on side of 8.5 x11 sheets
Two multi-hole punch dies
One for comb binding to create plastic bound booklets (plastic comb binding with a hole size of 8mm x 2.9mm (0.313 x 0.116 ) (L x W), center-to-center hole spacing (14.3 mm (0.563 )
One for spiral binding to use our metal spiral binder machine for creating booklets Have a color coil binding, 4 holes per inch, hole size 4.4 mm (0.174 ) diameter, center-to-center hole spacing 6.3 mm (0.2475 )

(Fiery) Software for Color and Black & White Digital Printing and Distribution
Capturing capabilities
Editing capabilities
Text, picture, and color
Job preparation / creation capabilities
Complex document editing capability
Electronic and scanned combination
Color management

(Fiery) Software digital license for Color and Black / White Digital Printing and Distribution

(Fiery) Software Controller Operation Hub (Machine Display Controller)
Monitor
Keyboard
Mouse

(Fiery) Software Maintenance

ALL accessories, hardware, and software necessary for each machine (including for its accessories / add-ons) to perform the described functions of each unit, such as, but not exclusive or limited to:
Surge Protector(s)
Amp Power Filter(s)
Maintenance Kit(s)
Installation / set-up

High Volume Production Color and Black & White Printer Quantity One (1)
Shall Include the following Form, Fit, and/or Functionality:
At least 75PPM

Multi-purpose print in color and black and white on a variety of paper stocks and sizes as well as different medias such as:
Standard recycled paper for printing of internal staff/patient care documents
Cougar brand coated papers for brochures, books, handouts
At minimum 300 gsm
28lb paper weight for standard color prints
80 and 100lb weight cardstock for business cards, appointment cards, book covers, menus, signage, and any print jobs requiring a thicker paper
Smallest paper size will be 8.5 x 11
Largest size will be 13 x 19.2

Paper Size Tray Capacity (without the need to reload paper, without no jams or issues) Vacuum Fed:
8.5 x 11 paper around 4,000-5,000 sheets
Fold-over booklets printed on 11 x 17 maximum needed around 500 sheets
13 x 19 paper maximum needed at minimum 500 sheets

Finisher
Four (4) staple position options
Maximum Tray Capacity
8.5 x 11 = 100 sheets
11 x 17 = 50 sheets
Top, Bottom, Two (2) Staples, and Top Slant options
Two (2) hole punching
Top-punch for clinical documents in patient s charts
Three (3) hole punching
Binders and medical charting
Sorting
Printer needs to be able to collate all documents printed, and all sizes, 8.5 x11 , 8.5 x14 , 11 x17 , 13 x19

(Fiery) Software for Color and Black & White Digital Printing and Distribution
Capturing capabilities
Editing capabilities
Text, picture, and color
Job preparation / creation capabilities
Complex document editing capability
Electronic and scanned combination
Color management

(Fiery) Software digital license for Color and Black / White Digital Printing and Distribution

(Fiery) Software Controller Operation Hub (Machine Display Controller)
Monitor
Keyboard
Mouse

(Fiery) Software Maintenance

ALL accessories, hardware, and software necessary for each machine (including for its accessories / add-ons) to perform the described functions of each unit, such as, but not exclusive or limited to:
Surge Protector(s)
Amp Power Filter(s)
Maintenance Kit(s)
Installation / set-up

Training shall include:
Training on (Fiery) Software for End-users

On-site training for all installed software components within (3) business days after installation of all solutions to key operators

Provide train-the-trainer sessions defined as:
User training one (1) end user training session for up to two (2) hours for up to six (6) people
One week of comprehensive boot camp to review hardware, software, applications and how to incorporate new technology and workflows into the current system.
On-going training throughout the first 30, 60, 90 days.
Hardware and Software operations and workflow

When notified, the contractor shall supply additional key operator training on an as needed basis due to personnel turn over or one (1) time per year for refresher

Provide an operator's manual for all hardware and software supplied and will make such manuals available in electronic media and/or web-based access

Flat Rate Maintenance Program Shall Include Maintenance for:
Whatever is needed to keep the equipment in good working condition as well as maintaining the life of the equipment

Parts, accessories, add-ons, and labor for ALL Units (total 3) shall include
For the base year, and any exercised Option Years (up to four (4) potential one (1) year option periods)

All Consumable Supplies for (not limited to, if needed / required):
Staples (excluding paper)
Waste toner bottles
All needed toners
All needed cartridges
Toner interchange units
All needed staple cartridges
All needed element spools for booklet feature

All needed developers

Replaceable parts for all the mainframes; drum cleaning unit, charger roller unit, belt cleaning unit, pre-transfer belt unit, paper feel rollers, fusing cleaning unit, and smoothing rollers

Replaceable parts mandatory for all mainframes/entire fusing unit

Maintenance kits including user-replaceable parts such as rollers and items that can be replaced easily by end-user

(Fiery) Software Maintenance

Printer maintenance should be handled on service visits

Quarterly or bi-annual maintenance schedule - to keep the machines in optimum order

The contractor will respond to service calls during normal working hours (8am-4:30pm Eastern Time), Monday through Friday. Excluding holidays observed by the Federal Government. The vendor must acknowledge verbal service calls or online service calls within 30 minutes after notification of malfunction of equipment. Service calls for equipment shall be responded to in-person within 24 hours. The response time on a service call starts when the authorized personnel of a Cincinnati VA Medical Center VA agency/activity place a service call to the vendor. The service technician will report to the agency/activity requesting service and notify them of his/her arrival and verify the problem for which the service call was made. After the call is completed, the service technician will contact the service requester, key operator, or any Cincinnati VA Medical Center VA representative with the office, whether service is completed satisfactorily.

The contractor must provide a toll-free telephone number for service calls which must be answered during at least eight working hours, between 8am- 4:30 pm Eastern Time, Monday thru Friday, and manned in such a way that the caller will not be on hold for more than three minutes in the process of reporting a service requirement. The contractor shall also provide a means of placing a service call through the contractor s website easily and provide a way to order supplies over the internet.

The vendor must have sufficient management and qualified dedicated technicians to service the entire solution, including all hardware, software, and support. The vendor must have a crew of qualified and trained service and delivery personnel in sufficient numbers to service and support the requirements under contract within the specified response times.

All Printers Shall be able to accommodate the following average monthly production without malfunction

Output of around 240,000 impressions or around 8,000 copies per printer per day
Production hours per printer 363 per month

All delivered production equipment, onsite installation, onsite maintenance, Professional IT services, and associated services shall be free from defects in workmanship and material under normal use and maintenance conditions

Hard drive sanitization and disposal at end of contract for ALL three (3) Units

Responses to Questions Received Regarding this Requirement:
Would the government allow for an 80 PPM Color Production device for CLIN 001 if all requirements are met?Â
RESPONSE: No lower than a minimum of 70PPM will be acceptable
Would the government please describe the current workflow? How are files getting to the printers (Hot folders, Print driver etc.)
RESPONSE: Files are being sent to the printers via PC workstations, through a printer server controlled by OIT.Â
Does the government require all stocks regardless of weight to run at the rated speed of the print engine?
RESPONSE: All paper stock weights and sizes need to run at a speed near the rated speed of the print engine, or within 10PPM of the requested 85PPM
In regards to the six (6) folding options; would the government allow for the ability to fold C fold, Z Fold, Half Z and Half fold, or accept an offline solution to meet all 6 options?
RESPONSE: Offline capability is acceptable
Are all Printer CLINS (1 and 2) located in the same space/ area? Please supply a diagram with available space for these solutions so vendors can accurately comply with the appropriate device.Â
RESPONSE: These machines will be placed in two separate areas. One area in the basement which has been outfitted with the custom electric and climate controls needed for production printers, and the smaller printer will be located in an office on the first floor. (see below)
Does the government require CMYK plus Gold, Silver, White or Clear toner be applied in a single pass?
RESPONSE: Yes, we are requiring CMYK as well as Gold, Silver, White and Clear toners which are applied in a single pass.
Would the government benefit from low gloss clear toner for media expansion or florescent pink for gamut extension?
RESPONSE: We are not in need of fluorescent pink or low gloss clear toner.
To increase productivity and reduce manual intervention would the government require press automation for profiling, calibration, image on paper and color management?
RESPONSE: We would not require press automation for profiling, calibration, image on paper and color management, but have requested a Fiery system (or equivalent as specified) for calibration and color management.
Do the official executive communications which use gold/silver printed seals and logo s require a raised embossed feel to the image, or is the government looking for an embellished toner?Â
RESPONSE: The raised embossed feel is not necessary.
For cost savings would the government allow for Air Assist feeding which effectively meets the requirement for the stocks, weights, size and speeds outlined in the RFQ?
RESPONSE: Air capabilities are acceptable, if all other requirements are met.
Does the government require a face trimmer for saddle stitch booklets?Â
RESPONSE: Yes
Does the government requirement top and bottom trimming to create full bleed booklets?Â
RESPONSE: Yes
Would the government accept a 70 ppm for CLIN 002 if all requirements are met?Â
RESPONSE: Yes. No lower than a minimum 70PPM is acceptable
Would the government please clarify the average monthly volume for each CLINÂ
RESPONSE: The average monthly volume would be 240,000
Item 0001 Would the Government accept having gold and silver capabilities offline?
RESPONSE: No, we would not accept having gold and silver capabilities offline, we need to provide gold and silver capabilities for one time printing production for all approved VA seals and logos that have a specified graphic standard to be adhered to according to VA National Style Guide policy. Offline capabilities present challenges to appropriately adhere to the national style guide by having to insert layers of printing to these seals and logos. There is also limited space to add more equipment to already challenged workspace.
Item 0001 Are the white and clear toner capabilities required or options?
RESPONSE: White and clear are required
Item 0001 Will the Government accept air assist paper trays instead of vacuum feed?
RESPONSE: Air assist is acceptable
Item 0001 Would the Government accept booklet support up to 100 pages?
RESPONSE: Yes
Item 0001 It is written in the requirements Fold over booklets on 11x17 max needed around 500 sheets . What will be 500 sheets or what is this referring to?Â
RESPONSE: The 500 sheets is in regards to paper tray capacity for 11x17 size paper stock
Item 0002 Will the Government accept air assist paper trays instead of vacuum feed?Â
RESPONSE: Air assist is acceptable

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