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FedBizOppsSources Sought Notice*******CLASSIFICATION CODESUBJECTCONTRACTING OFFICE'S ZIP-CODESOLICITATION NUMBERRESPONSE DATE (MM-DD-YYYY)ARCHIVE DAYS AFTER THE RESPONSE DATERECOVERY ACT FUNDSSET-ASIDENAICS CODECONTRACTING OFFICE ADDRESSPOINT OF CONTACT(POC Information Automatically Filled from User Profile Unless Entered)DESCRIPTIONSee AttachmentAGENCY'S URLURL DESCRIPTIONAGENCY CONTACT'S EMAIL ADDRESSEMAIL DESCRIPTION ADDRESSPOSTAL CODECOUNTRYADDITIONAL INFORMATIONGENERAL INFORMATIONPLACE OF PERFORMANCE* = Required FieldFedBizOpps Sources Sought NoticeRev. March 2010WMultifunctional device printing to includeimplementation and maintenance ofa fax server53214-1476VA69D-17-N-055102-07-201760333316Great Lakes Acquisition Center (GLAC)Department of Veteran Affairs115 S 84th Street, Suite 101 WI 53214-1476JESSICA RASMUSSSENJESSICA.RASMUSSEN3@VARIOUS FACILITIES THROUGHOUT VISN 12USASOURCES SOUGHT SYNOPSISThe Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify SDVOSB and VOSB parties having an interest in, and the resources to support, a requirement to lease various print equipment. This will require the contractor to supply plain-paper digital multi-functional devices with varying capabilities for the eight (8) VAH/VAMC affiliated with VISN 12 to include CBOCs and Vet Centers. This requirement also includes the implementation and maintenance of a fax server for all locations. The results of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 333316 – Photographic and photocopying equipment manufacturing. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals/quotes; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated.BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 12:00 PM CST on 7 February 2017. All responses under this Sources Sought Notice must be emailed to jessica.rasmussen3@.ONLY SUBMISSIONS RECEIVED FROM VIP VERIFIED SERVICE DISABLED VETERAN OWNED SMALL BUSINESS/VETERAN OWNED SMALL BUSINESS WILL BE ACCEPTEDBelow are a list of capabilities and requirements :SCOPEIn order to meet the document output requirements, VISN 12 plans to refresh its entire fleet of copy, print and fax devices and to implement a comprehensive Managed Print Service solution utilizing MFD devices to increase both platform consistency and functionality. The Contractor shall provide leased MFDs, plus maintenance, consumables and break/fix services for the leased equipment as well as fax server solutions for multiple locations. This requirement also includes production and high end production devices for use throughout the VISN-primarily in production departments. This requirement also has the potential for new business of MFD equipment during the life of any agreement. Fleet size to be deployed immediately would be approximately 1200.PERIOD OF PERFORMANCEThe anticipated period of performance would be a base period with four option years or a total of a 5-year ordering period. PLACES OF PERFORMANCE537Jesse Brown VAMC- 820 South Damen Avenue, Chicago, IL. 60612 RESEARCH DEPT537Jesse Brown VAMC (GLAC) - 820 South Damen Avenue, Chicago, IL. 60612537Crown Point???550VA Illiana Healthcare System – 1900 East Main Street, Danville, Illinois (location to transition to VISN 12 by 2017) (Estimated 80 total fleet)556JAL-FHCC 3001 Green Bay Rd, North Chicago, IL 60064556Evanston CBOC 1942 Dempster St Evanston, IL 60202556Kenosha CBOC 8207 22nd Ave Kenosha, WI 53140556McHenry CBOC 3715 Municipal Dr McHenry, IL 60050556Evanston Vet Center 1901 Howard St Evanston, IL 60202578Hines VAMC - 5000 S. 5th Avenue, Bldg. 220-(Warehouse), Hines, IL. 60141578JOLIET-CBOC: 1201 Eagle StJoliet, IL 60432815-740-8100578Hoffman Estates-CBOC: 4885 Hoffman BlvdHoffman Estates, IL 60192847-645-1443578AURORA-CBOC: 161 South Lincolnway, North Aurora, IL 60542630-859-2504578OAKLAWN-CBOC: 10201 S. Cicero, Oak Lawn, IL 60453708-499-3675578KANKAKEE-CBOC: 581 William Latham Drive, Suite 301, Bourbonnais, IL 60914-2435815-932-3823578LASALLE-CBOC: 4461 N Progress Blvd, Peru, IL 61354815-223-9678578OAKPARK VET CTR: 1515 South Harlem, Forest Park?IL?60130708-457-8805 Or 877-927-8387 (could eventually need machine)578ORLAND PARK VET CTR:8651 W.159th Street, Suite 1, Orland Park,?IL?60462708-444-0561 Or 877-927-8387 (could eventually need machine)578DUPAGE County VET CTR.750 Shoreline Drive, Suite 150, Aurora?IL?60504708-516-7529 (could eventually need machine)585Oscar G Johnson VAMC, Iron Mountain MI585Hancock CBOC787 Market St Suite 9Hancock, MI 49930585Menominee CBOC1110 10th Ave Suite 101Menominee, MI 49858585Manistique CBOC813 E. Lakeshore Dr.Manistique, MI 49854585Marquette CBOC1414 W. Fair Ave. Suite 285Marquette, MI 49855585Sault Ste. Marie CBOC509 Osborn Blvd, Suite 306SSM, MI 49783585Ironwood CBOC629 West Cloverland Dr., Suite 1Ironwood, MI 49938585Rhinelander CBOC639 West Kemp St.Rhinelander, MI 54501585Vet Center3500 Ludington St Ste 110 Escanaba, MI 49829676Wisconsin Rapids?Clinic555 West Grand Ave., Wisconsin Rapids ?WI 54495676Wausau?Clinic515 South 32nd Ave., Wausau WI 54401676Clark County?Clinic8 Johnson Street Owen , WI 54460676VA River Valley Integrated Health Center (La Crosse)1525 Losey Blvd south??LaCrosse, WI 54601676VA River Valley Medical Clinic?(La Crosse)2600 State Road?? LaCrosse, WI 54601676Tomah Medical Center 500 East Veterans St. Tomah, WI 54660695Clement J. Zablocki Medical Center, Bldg 5, 5000 West National Ave., Milwaukee, WI 53295695 Union Grove Clinic 21425 Spring St. Union Grove, WI 53182695Cleveland Clinic 1205 North Ave Cleveland, WI 53015695Green Bay Clinic 2851 University Ave Green Bay, WI 54311695Appleton VA Clinic 10 Tri-Park Way Appleton, WI 54914701GLAC Honey Creek Location located at 115 South 84th Street, Milwaukee WI 53402701GLAC Jesse Brown VAMC PCARD (GLAC) - 820 South Damen Avenue, Chicago, IL. 60612701GLAC Hines VAMC PCARD (GLAC) - 5000 S. 5th Avenue, Bldg. 2, Hines, IL. 60141701GLAC FHCC VAMC (GLAC) - 3001 Green Bay Road, Bldg. 1 North Chicago, IL 60064-3048701GLAC VA Illiana Healthcare System (GLAC) – 1900 East Main Street, Danville, Illinois (location to transition to GLAC by 2017)701GLAC MADISON PCARDWm. S. Middleton VA Hospital2500 Overlook Terrace (69D), Bldg 5, Rm 203Madison, WI 53705701GLAC VIRTUAL GREENBAY CBOC2851 University AveGreen Bay, WI 54311RESPONSE TIMES Contractor shall be required to provide 4-hour response time, 24/7 including Federal holidays for approximately 25% of the entire fleet for all service and repair. All CBOCs and Vet Centers require 4-hour response times. The remainder of the fleet requires 24-hour or next-business-day response time for service and repair.VISN 12 PROPERTY The contractor shall be responsible for safeguarding all VISN 12 property provided for contractor use at the close of each work period, VISN 12 facilities, equipment and materials shall be secured. The contractor shall maintain sufficient insurance to protect itself against loss or damage as a result of fire, theft or acts of nature. The equipment supplied must be in operational or repairable condition throughout the term of the lease. Operational condition means the equipment is producing clear and clean copies, all mechanical accessories are operating as intended and in all respects the equipment is performing up to the standards in the manufacturer’s specifications. Repairable condition means that the equipment can be repaired by a qualified technician within the terms of the maintenance agreement. Additionally, all required replacement parts are available and the equipment down time does not exceed that specified in the maintenance agreement. ACCESS TO CLASSIFIED INFORMATION Access is not a requirement of the contract. However, due to the sensitive nature of equipment and data present in particular area" the contractor may be obligated to obtain and maintain special badges from the VISN 12 for all personnel associated with the contract. As a minimum, such conformance may require all onsite personnel to be subject to the following; I) verification of U.S. citizenship, 2) completion of Personnel Information Sheet, 3) interview, 4) local record checks, 5) local public agency inquiry, and 6) National Agency Check (NAC) to determine trustworthiness. Escort will be provided as required in sensitive work areas VEHICLE REQUIREMIENTS Vehicle Registration: The Contractor shall fully comply with the vehicle registration requirements regarding Contractor owned and Contractor employee privately owned vehicles (POV). Contractor vehicles and Contractor employee POV's will be searched if the appropriate passes/decals are not displayed when entering Access Control Points (ACPs). All vehicles, including those with passes/decals, are subject to random search at any time. ENVIROMENITAL AND OSHA REQUIREMENTS The contractor shall comply with all local, State, and Federal environmental and occupational safety laws, rules, and regulations. The contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local State, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by the contractor personnel may be grounds for VISN 12 to halt any and all contractor performance with a commensurate deduction of monies due the contractor until such unsafe conditions are corrected. The contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of a serious hazard such as, but not limited to, fire, or large fuel spill, the contractor shall notify the Fire Department at "911". PERSONAL IDENTIFICATION VERIFICATION (PIV)/Capture: Each MFD furnished under any agreement shall be equipped with a PIV card reader with the following capabilities Personal Identification Verification (PIV). All MFDs connected to the VISN 12 network will natively support Personal Identification Verification (PIV) requirements providing two-factor authentication for logical access to classified and unclassified networks. Each PIV enabled MFD will be equipped with the necessary hardware to support an approved smart card reader and will be LDAP aware to function in a Microsoft Active Directory (AD) environment. MFDs proposed shall have Personal Identification Verification (PIV) that is FIPS140-2 Certified. Additionally, MFDs shall have software that associates the email profile with the PIV Card user at device which authenticates the user and embeds the senders name and email address in the "From" field. This provides the user a message in the users Sent Items file folder for tracking sent messages. Additionally, the user can send mail through any SMTP mail server, with safeguards to prevent the delivery of anonymous or untraceable messages. Digital signing for e-mail and 256K bit encryption, using certificate-based authentication to access private VA web-servers shall also be required. All PlV enabled MFDs will support automatic session termination with PIV card removal and non-repudiation of the e-mail sender via digital signatures when scan-to-email functionality is utilized. All MFDs connected to the networks shall be able to utilize the government owned and furnished Online Certificate Status Protocol (OCSP) responder(s) for validation of the users’ presentation of his/her PIV as currently authentic and valid. SECURE PRINTINGThe solution must capture all user-initiated print jobs (to include VISTA) from PC workstations, and allow only the specified user to release the print job from any multi-function printer on the network. The solution must capture the print job with necessary user metadata to associate the print with the authenticated user at the output device. For authentication, the user must be able to authenticate at the multi-function device with domain username/password (Active Directory/LDAP), CAC, or PIV card to release the held print job(s). For auditing, the solution must track username, print job name, and date/time stamp for all print jobs. The PIV enabled Secure Print Solution needs to operate and be supported by both VistA VMS and VistA Linux print environment. ? Must capture user-initiated print jobs from PC workstations, and allow only the specified user to release the print job from any multi-function printer on the network. The print job must be held in a queue on the network and not on a specific MFD. The solution must capture the print job with necessary user metadata to associate the print with the authenticated user at the output device. (Example: User sends print job from workstation on the 4th floor and then can release at any MFD, including those on the 3rd and 2nd floor, etc.) ? Similarly, the solution must support telecommuting employees by allowing print jobs to be queued from a home office (on the network) and released at a networked MFD when the employee is in the office. ? For authentication, the user must be able to authenticate at the multi-function device with PIV to release the held print job(s). ? For auditing, the solution must track username, print job name, and date/time stamp for all print jobs. ? Dual authentication options at the MFD – Windows account authentication or PIV authentication – violates HSPD 12. The selected vendor must provide MFDs that support two-factor authentication with a smart card reader. For users without PIV cards, an MFD that supports Windows account authentication may be supplied. ? Personal Identification Verification (PIV) capture user-initiated print jobs from any PC workstations on the network, and allow only the specified user to release the print job using the PIV sign-on from any multi-function printer connected. HARD DISK DATA OVERWRITEEach MFP furnished under this contract shall be certified in accordance with NIST standards for Hard Disk Drive wiping. Devices should meet National Information Assurance Partnership (NIAP) Common Criteria at a minimum Level 2.DOCUMENT SCANNING REQUIREMENTS The contractor, at the option of the VISN 12 must provide the ability to scan to user home directories, or other personalized destinations to limit Patient Health Information (PHI) exposure. Apart from Active Directory (AD) authentication, routing of documents should not require any additional user identification (such as requiring the user to type in their use name or navigating to a folder structure). The home directory destination should not be limited to an LDAP lookup for the home directory attribute. In addition, a home directory should be able to be identified by the solution sending to a network share based on the User Group that the AD user is assigned to. i.e. User A's documents will go to \\NetworkShare A\Group 1, based on User A's assignment to the User Group 1. Files scanned to network shares should be assigned Windows based ownership policies based on the AD user. User identification should be automatic based on features from the AD profile. Upon delivery of the file to the folder, the system should have the ability to provide an email notification to the user that the scan has been successful. Based on AD authentication, customize the scan options based on the user profiles or user group profile (i.e. HR users in the HR user group can scan to only HR workflows and folders, Operations can only scan to Operation workflows). Documents scanned with the MFD can be delivered via email, network folders, and home directories should have the ability to be imported into a content management solution (Kofax, etc) on network servers before arriving to the routing destination, Have network OCR capabilities to convert documents to searchable PDF, MS Word, and MS Excel without the need for specialized user desktop software (such as Adobe, etc.). Scans delivered via email, network folders, and home directories should have the ability to be OCR'd on network servers before arriving to the routing destination, therefore eliminating the need for desktop software (i.e. Scan to .PDF). Provide integration capabilities with fax servers, so that outbound faxes from the MFD, in conjunction with AD authentication, will have full audit trails of (a) who faxed a document, (b) where they faxed the document, and (c) a copy of the faxed document placed in a network share or ECM system such as SharePoint. The audit trails must be stored in a TMS approved ODBC compliant data source. When a user authenticates at the MFD, a list of their 10 last used fax numbers will be displayed based on the individual user. This will assist in preventing mistyped fax numbers. Administrators will also have the ability to limit what fax numbers or area codes users can fax to on an ongoing basis. Content Management Integration ? MFDs will be able to interface with Content Management software (Kofax, etc). ? MFDs shall have the capability to interface with software-based imprinter functionality to be used for document scanning and reconciliation purposes. ? MFD touch screen shall be configurable to allow user option(s) to select scanning to network folder and email for content management software (Kofax, etc) processing. Exchange/Active directory – ? MFDs shall be compatible with Microsoft Exchange 2007 and newer using the (MAPI – Messaging Application Programming Interface)/(IMAP-Internet Message Access Protocol) MAPI/IMAP exchange protocol. ? MFDs shall be capable of Microsoft Active Directory integration for centralized account management using the (Lightweight Directory Access Protocol) LDAP protocol. ? Solution shall be capable of communicating in a Microsoft domain environment using the (NT Lan Manager) NTLMv2 protocol Image Sizes – ? Exchange mailboxes are limited to a 500MB capacity. Scanning and digital faxing should provide the highest level of image compression available while maintaining native compatibility with Microsoft Office 2007 and newer. Network – ? The (Simple Network Management Protocol) SNMP Protocol, if present, must be capable of being turned off. Solution shall be fully compatible with (Transmission Control Protocol/Internet Protocol) TCP/IP v4 and (Domain Name System) DNS. Network line speeds shall be capable of either half or full duplex operating at either 10, 100, or 1000 Mbps. ? In order to uphold VA IT Directive 6500 and mitigate information security risk, the proposed solution must transfer the scanned images to the network over an SSL encrypted communication protocol. FTP and SMB are not SSL-encrypted and are not authorized transmission protocols. ? The selected vendor must provide an integrated PIV solution using a smart card reader and embedded MFD authentication. User Identification must be automatic based on attributed on the PIV. ? Based on PIV authentication, the proposed solution must be able to customize scan options based on user profiles or user group profile (i.e. users in the Prosthetics user group can scan to only Prosthetics document destinations) as a measure of operational security. There are three categories for VHA employees: healthcare, administrative and hybrid. Access to – and the ability to see – scan, print and fax buttons on the MFD panel should be restricted per the employee’s category and access rights within that category. ? The proposed solution must provide users to scan records directly from MFDs to Care Line or Service Line server(s) and associated departments, with access to specific locations on the Care Line server(s) based on the authenticated PIV user. ? For MFDs deployed to Community Based Outpatient Clinics (CBOCs), users must be able to scan CBOC records directly back to specified network locations at the Medical Center(s). ? The proposed solution must have the ability to scan to user home directories (i.e. home folders, H drives, or U Drives) and other secured network destinations to limit Personally Identifiable Information (PII) exposure. ? MFDs must have ability to scan and convert documents to PDF, TIFF and JPEG (with PDF being the default scan type) without the need for desktop software. ? Upon delivery of the file to the intended network destination, the proposed solution must have the ability to provide an email notification to the user that the scan has been successful. ? The proposed solution must be able to provide an integrated scan capability into Microsoft SharePoint. The SharePoint MFD capture integration must enable the user to scan a document directly into a selected SharePoint site and/or library and enter associated indexing values and metadata at the time of scan. The solution must also be able to check in/check out document and set SharePoint permissions at the time of upload. ? In accordance with VA IT Directive 6500, the proposed solution must provide full audit trail data on all documents scanned from the MFD, including username, date/time stamp, page count, workflow metadata, and IP address of the MFD. This will ensure that information security requirements, including necessary security controls, are upheld in VA’s document capture strategies. ? The proposed solution must provide an interface for summarized reporting metrics (e.g. page counts by user, page counts by IP address, pages counts by workflow, etc.). C.10.1 FULL DATA AUDIT TRAIL / COST ALLOCATION AND RECOVERY ? The installed system must provide auditing and cost allocation, the solution must track by PIV login credentials all multifunction scanning, printing and copying activity for each device. The data must include page counts, job types, including username, date/time stamp, page count, workflow metadata, and IP address of the MFD. The proposed solution must also provide an interface for summarized reporting metrics (e.g. page counts by user, page counts by IP address, pages counts by workflow, etc). ? The Contractor shall provide vendor’s MFDs’ tracking locations software/application/program to the VA POC’s and CORs. ? Setup and configuration of the activity tracking solution are to be included and must include the ability to produce an Overview of the activity tracking reporting mechanism. ? The system be capable of: a. Tracking all network and local printers regardless of connection type, USB, Direct TCP/IP, print server, parallel, serial, etc. b. Compatible with all Windows workstation operating systems Windows XP and later c. SQL database and not proprietary database architecture. d. Supports Windows and Novell networks e. Capability to synchronize using LDAP and/or Active Directory for user authentication f. Easily scalable from small departmental structure of 100 or fewer workstations to large enterprise deployments of 10,000 or greater workstations. g. Standard detail and summary reporting included. h. Rules Based printing that is hierarchical to allow inclusion and exclusion by user group. i. Tracking of Mono and color pages individually within a job to allow accuracy in a mixed job. j. Rules based printing allows complete on-site text definition. k. User level tracking and reporting that includes URL on web based printing and identification of application. l. Workstation communication is distributed so that all workstations do not attempt direct central database access and update. m. Standard exports in CSV file format n. Schedule reports with email integration C.11 DIGITAL FAX SERVER VISN 12 locations may have a requirement for an electronic FAX solution that will eliminate the need for analog FAX lines to all of its individual FAX machines and multi-function FAX enable devices. This solution must permit users to scan from any desktop scanner or MFD via a FAX Server and FAX over IP (FOIP) and interface with existing IP PBXs and CISCO VOIP systems. Scan to FAX will be accomplished by authenticating users at the device with the active directory log-on or user’s Personal Identity Verification (PIV) cards when required and scanning through the MFD’s document feeder. This FAX solution must also interface with the Region 12 Exchange Server operating at the approved Exchange/Outlook software version. This integration permits users to send FAXs from the desktop and receive FAXs both in their FAX inbox on the server and at physical mail boxes located on specific devices. C.11.1 The awarded contractor must provide integration capabilities with fax servers. The proposed solution must provide the capability for outbound faxes from the MFD to have full audit trails of who faxed a document based on PIV and where they faxed the document. The audit trail must have an option capability of stored in an ODBC compliant database. C.11.2 The proposed solution must be able to list the last ten used fax numbers based on personalization of the logged in user. This will assist in preventing mistyped fax numbers. Administrators must also have the ability to limit what fax numbers or area codes users can fax to. C.11.3 Specifications for Fax Server Solution: ? Fax server to accommodate 288 fax ports split between two VA locations live 100% fault tolerant. Users front end will be a Web Client All faxes must be stored AES 256 Encrypted ? Shall integrate with existing Cisco Call Manager via SIP. ? Contractor shall provide remote installation and configuration support ? Contractor shall provide standard annual maintenance and support for each contract year ? All fax software licenses shall be provided by contractor ? At both locations, VA shall provide 3 VMs with MS Server 2012 Standard, 1 VM with MS SQL Server 2012 and 1 shared mirrored storage (500G minimum) The fax server solution will provide inbound/outbound fax server functionality to all MFP users within the VISN. C.11.3 .1 Secure Network Fax/Communications Server - General Requirements The solution shall integrate securely and seamlessly with Multi-Function Devices (MFD) to support secure hard copy faxing over the network. 1. This solution will permit users to be able to securely scan documents from any MFD via control panel functionality to the secure network fax/communications server which will interface with VA provided digital telco connection to send and receive fax documents securely. 2. VA is responsible for supplying digital telco connectivity required to support the Secure Network Fax/Communications Server Solution. 3. Secure scan to fax will be accomplished by authenticating users at the device with the active directory log- on user’s Personal Identity Verification (PIV) cards when required and scanning through the MFD’s document feeder. 4. The solution is required to provide a secure fax address book that will be maintained on the secure network fax/communications server and published to MFD’s via the network. 5. The secure fax address book will be customizable to the user based on credentials supplied when authenticating on the MFD. 6. The required solution for a secure network fax/communications server will include native secure file transfer server software to support secure authenticated scanning from MFD’s with complete file transfer logging and automatic re-start. 7. The required solution for a secure network fax/communications server will include native secure file sharing server software to support secure file sharing and collaboration including large file support, complete logging, and automatic re-start. 8. The required solution will include secure workstation application software to support secure desktop faxing for all users in the facility with unlimited user license included. 9. The workstation application software will include the secure fax address book capabilities listed above to provide customized fax address book to the user based on user credentials and support secure file transfer from the desktop to the secure network fax/communications server. 10. Will be an on-premise solution (included with MFD’s) securely installed behind the VA firewall to support both secure network fax requirements. 11. Will be provided/offered as a virtual server, high availability configuration, depending on customer requirements and network infrastructure. 12. Will support multi-function device control panel functionality for the secure network fax/communications server to support secure hard copy fax requirements and broadcast fax and email messaging requirements for the MFD. LDAP authentication on secure network fax/communications system – multi-function device authentication passed through to communications system when using multi-function device functions – User authentication via LDAP for direct communications system functions 13. Support for automatic Active Directory integration with communications system 14. Will include secure file transfer server software to support encrypted scanning from MFD’s to communications server for enabling secure network faxing from the MFD 15. Will support secure encrypted scanning to secure network fax/communications server via secure protocols including HTTPS and/or FTP/S to included/existing communications server with FIPS 140-2 compliance. Included secure file transfer server will provide automatic re-start and logging of all file transfers. 16. The ability to utilize AES, RC4, or SHA-256 for scan encryption 17. Will include total system assurance coverage that includes coverage for all vendor-supplied software, including system and software updates to installed secure network fax/communications server and secure file transfer server software at no additional cost, and unlimited support with both 8x5 and 24x7 support options direct from the manufacturer 18. Will include professional Onsite Installation, Technical Roll-Out, and Administrator Training including all travel expenses 19. Will include professional Onsite/Remote User Training including all travel expenses 20. Will include onsite Project Management 21. Will support multi-function device control panel functionality for the secure network fax/communications server 22. LDAP authentication on communications system – multi-function device authentication passed through to communications system when using multi-function device functions – User authentication via LDAP for direct communications system functions 23. Unlimited user license for desktop faxing and secure file notifications 24. Unlimited multi-function device connection license with no connection charges required 25. Will support enterprise network fax capabilities and alert notification capabilities. 26. Include the following user interfaces Web, Windows and Outlook C.11.4 Government Responsibilities – Secure Network Fax/Communications Server At both locations, VA shall provide 3 VMs with MS Server 2012 Standard, 1 VM with MS SQL Server 2012 and 1 shared mirrored storage (500G minimum) C.11.5 General Information Technology (IT) Requirements: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. C.11.6 Fax Server Client Service Support ? The awarded contractor will provide 24 X 7 X 4 file server maintenance support. ? The awarded contractor must provide VISN 12 written step-by-step operational instruction for 24 X 7 X 4 fax maintenance service support during non-scheduled working hours C.12 EQUIPMENT MINIMUM REQUIREMENTS ? ALL MFDS MUST BE NETWORK CAPABLE ? Copy/Scan/Fax/Print ? Copy/Print electronic usage tracking. ? Minimum 600 x 600 Dots Per Inch Quality. ? Centralized configuration/management tool. ? Scan solution shall be standalone – it will query standard Active Directory Domain controllers using Lightweight Directory Access Protocol (LDAP) or similar. Service accounts and/or server solution not required. ? Documents can be scanned, encrypted and emailed ? Security must include encrypted hard drive. ? Be capable of faxing, emailing, copying and scanning (PDF format)/faxing can performed concurrent with print/copy jobs. ? MFD’s Possess a finisher capable of duplexing, sorting, collating and on MFDs where stapling is a requirement ? Must be currently manufactured, actively marketed. VA VISN 12 will not accept reconditioned, renovated or previously used MFDs. Remanufactured models will not be accepted. A proposal to provide other than new models will not be accepted. Each MFD proposed shall be new models that are in current production as of the date the offer is submitted. ? All equipment will be in current production consistent with normal commercial practices and standards. All equipment shall be furnished as new and not have been used at any other time prior to delivery after the manufacturing process. ? Newly Remanufactured, Refurbished or Remanufactured Equipment will not be considered ? Must be TAA compliant. ? Must be equipped with PIV. ? Be networked via Ethernet and connected to VA VISN 12 IT network using the TCP/IP protocol. ? Hold Confidential print – print jobs held for authorized recipient (Secure print). ? must be equipped with Data overwrite capability ? Must copy to within 3/16 of the leading edge of paper and to within .167 of the remaining three edges. ? Requiring users to authenticate themselves with a PIV Card and enter a PIN number to gain access to the MFD. (All PIV cardstock media supported) ? Compliant with National Institute of Standards and Technology (NIST) standards for Personal Identity Verification (PIV) and Home Land Security Presidential Directive (HLSPD) – 12 PIV cards. ? PIV solution allowing only authorized personnel access to the system to, copy and scan sensitive information, providing a high-level security environment. ? Network Scan Solution utilizing PIV cards. ? Must perform satisfactorily at any temperature between 60 and 90 degrees Fahrenheit. ? Must perform satisfactorily at any relative humidity between 15 and 80 percent. ? Must not contain either asbestos or polychlorinated biphenyls (PCB's). ? Contractor must identify the presence of the following materials; beryllium or beryllium compounds and lithium or lithium compounds. ? Must have the manufacturer's serial number permanently and legibly stamped or affixed on a major component in a readily accessible location. In addition, each MFD shall be permanently and legibly marked in a conspicuous location with the manufacturer's name or trademark and model number of machine. Must conform to the requirements of: Meet Underwriters Laboratories (UL) Standard 60950,Must adhere to Americans with Disabilities Act and be Section 508 compliant. Must be furnished with an operator’s manual.Must be furnished with a receiving bin for copies, unless an optional output device is specified. Must have the capability to copy pages of bound documents. Must be capable of operating satisfactorily and providing acceptable copies on recycled paper conforming to the requirements of Commercial Item Description (CID) A-A-1912 and Joint Committee on Printing (JCP) Standard JCP 0-63. Must be capable of producing copies on transparencies and gummed labels. Limitation of use of particular brands/stocks must be noted with offered model.Must be equipped with a lighten/darken contrast control.Must have a self-diagnostic system, which indicates as a minimum, the following conditions: (a) needs toner, (b) needs paper, and (c) paper mis-fed or jam. Must feature a definite indicator of when the equipment energized. This may be with a special "Power On" light or an appropriate indicator on the control panel. Must have a minimum of two preset reduction ratios, one of 64 +/-3% the size of the original and one of 75+/-4% the size of the original, and one enlargement mode of 120% (+ 10m -5) the size of the original. Be capable of printing and scanning both standard size paper (8-1/2 x 11”) and legal size paper (8-1/2 x 14”). A3 devices to be procured via separate contract. Must have a zoom feature allowing continuously variable reduction in increments no larger than 1 %. The zoom feature shall, at a minimum, cover a range from 25% through 100%. MFDs shall have a zoom feature allowing continuously variable enlargement in increments no larger than 1 %. The zoom feature shall, at a minimum, cover a range from 100% through 400%. Must be furnished with a 100 sheet bypass tray. Must be furnished with automatic document feeders (ADFs), which are capable of automatically feeding and inverting two sided originals. C.13 MFD REQUIREMENTS Lease type shall be “Unlimited Click” Contract. (See use of “UNLIMITED” in Section B.1) Desktop Mono MFD, 35 PPM minimum? Monthly Duty Cycle of up to 250,000 pages ? Must have a minimum total input of 650 sheets, including by-pass tray ? Capable of automatically duplexing / collating /sorting ? PIV authentication ? Support PIV enabled Print Release in the Linux Environment ? Black White & Color Scanning ? 7 inch color touchscreen ? 7.5 seconds time to first page ? Paper Size: 8.5 x 11 to 8.5 x 14 Desktop Color MFD, 35 PPM minimum ? Network Capability ? Monthly Duty Cycle of up to 120,000 pages ? Must have a minimum total input of 650 sheets, including by-pass tray ? Capable of automatically duplexing / collating /sorting ? PIV authentication ? Support PIV enabled Print Release in the Linux Environment ? Black White & Color Scanning ? 7 inch color touchscreen ? 7.5 seconds time to first page ? Paper Size: 8.5 x 11 to 8.5 x 14 Standalone Mono MFD, 50 PPM minimum ? Network Capability ? Monthly Duty Cycle of up to 250,000 pages ? Must have a minimum total input of 2,500 sheets, including by-pass tray ? Capable of automatically duplex / collating /sorting ? PIV authentication ? Support PIV enabled Print Release in the Linux Environment ? Black White & Color Scanning ? 10 inch color touchscreen ? 6.5 seconds time to first page ? Staple Finishing ? Paper Size: 8.5 x 11 to 8.5 x 14 Standalone Color MFD, 50 PPM minimum ? Network Capability ? Monthly Duty Cycle of up to 120,000 pages ? Must have a minimum total input of 2,000 sheets, including by-pass tray ? Capable of automatically duplex / collating /sorting ? PIV authentication ? Support PIV enabled Print Release in the Linux Environment ? Black White & Color Scanning ? 7 inch color touchscreen ? 8.0 seconds time to first page ? Staple Finishing ? Paper Size: 8.5 x 11 to 8.5 x 14 Standalone Color MFD: Min. 65 ppm Minimum Print Speed 65 ppm Media Support up to 11 x 17” Print Time to First Page 10 seconds Print Resolution up to 800 x 800 dpi Duplex Printing Yes Color/B&W Scanning Yes Copy, Email, Print, Scan, Fax Yes Memory Min 160 GB HD, 500 to 1 GB MB RAM Maximum Monthly Duty Cycle 400,000 pages per monthStandalone Color MFD 70 ppm Minimum Print Speed 70 ppm Media Support 3.9 x 5.8” up to 12 x 18” Print Resolution 1200 x 2400 dpi Copy, Email, Print, Scan, Fax Yes Duplex Printing Yes Color/B&W Scanning Yes Memory Min 160 GB HD, 500 to 1 GB MB RAM Envelope Tray Yes Maximum Monthly Duty Cycle 400,000 pages per month Standard Input Capacity 2,000 sheets (includes by-pass tray) Finishing Multi-position Staple/2 – 3 Hole Punch/C & Z Fold (8.5 x 11”)/Folds 11 x 17” Booklet Maker up to 16 sheets (64 imaged sides w/saddle-stitching) Paper Weights Bond, Card Stock, Custom, Envelopes, Glossy Card Stock, Heavyweight Card Stock, Labels, letterhead, Pre-printed, Recycled, Transparencies, 60-256 gsm (16 lb Bond to 140 lb Index)Color 80 PPM/Black & White 100PPM Production High Speed Digital Floor Device Minimum Print Speed 80 ppm Color/100 ppm Black & White Media Support 7.2 x 7.2” up to 13 x 19.2” Inserter Kit up to 4 x 6” Print Resolution 2400 x 2400 dpi Paper Top Tray 500 sheet up to 13 x 19.2” Offset Stacking 5,000 sheet 7.2 x 8.3” up to 13 x 19.2” Unload while-run Capability Yes Copy, Email, Print, Scan Yes Server Fiery Duplex Printing Yes Maximum Monthly Duty Cycle 500,000 pages per month Standard Input Capacity oversized high capacity feeder, two paper trays at 2,000 sheets each Standard Finishing Stacker capacity of 3,000 sheets top tray 500 sheets Offline Finishing Yes (1 removable cart) Paper Weights Coated/Uncoated, Card Stock (Glossy and Heavy), Durable/Synthetic Papers, Labels, Embossed, Tabs, Polyester, Mixed Stock Support, 55-350 gsm (15 lb Bond to 130 lb Cover)Color Production High Speed Digital Floor Device: Min. 95 ppmGeneral Binding Corp Punch Capability Spiral and Comb Binding Booklet Maker w/Glue and Trim Capability 4-6 High Drawer Capacity Fiery Command Workstation: Max. Digital Document Capacity/Highest Volume Digital Capacity EFI Vendor/Hines VA OI&T Capability pre-installed softwareMaximum Monthly Duty Cycle 100,000 – 500,000 copies per month Data Overwrite System Yes Duplex Printing Yes Collate/Sort/Fax/Scan Yes Finishing Staple/Punch/Bi-Fold/Tri-Fold Finish Space Requirement 15’long x 40” wideColor Production High Speed Digital Floor Device: Min. 145 ppm/7 x 7” up to 11 x 17” paper ipmGeneral Binding Corp Punch Capability Spiral and Comb Binding Booklet Maker w/Glue and Trim Capability 6-8 High Drawer Capacity Fiery Command Workstation: Max. Digital Document Capacity/Highest Volume Digital Capacity EFI Vendor/Hines VA OI&T Capability pre-installed software Maximum Monthly Duty Cycle 250,000 – 500,000 copies per month Data Overwrite System Yes Duplex Printing Yes Collate/Sort/Fax/Scan Yes Finishing Staple/Punch/Bi-Fold/Tri-Fold/Collating Finish Capability of 2 Staple Center on 11 x 17” Min 120 Sheets Space Requirement 16’ long x 40” WideIn-line/Off-line Bookbinder w/Gluer; w/Stand(s): up to 200 BPH or similar. Minimum Print Speed up to 200 Books per Hour (BPH) Maximum Cycle per hour up to 360 per hour Two (2) Glue Drums Dust Extractor/Binder/Nipping/Clapping Bound/Tape/Padded BooksREQUIRED SERVICES: Training for all installed MFDs and installed software components will be conducted as a train-the-trainer session. These training sessions will be defined as: ? User training – one (1) end user training session for up to two (2) hours for up to six (6) people, per dept., floor, clinic, unit. ? Fax/ PIV overview ? Using the MFD print driver for printing to the MFD ? Scan to email from the panel of the MFD ? Solution from the MFD panel for scan to VISTA and scan to fax solution ? One (1) process specific users’ guide will be provided in MS Word and PDF formats for distribution to users. ? Administrator training – two (2) administrator training session for up to four (4) hours for up to ten (10) people ? MFD product administration ? Using the scan solution system to set customer scan configurations ? Creating and managing scan solution configurations ? Using the scan solution ? Fax solution administration and managing changes ? Administrative documentation will be provided in the form of screenshots to establish the system configuration at time of roll out. ? Additional training will be provided upon request. CONSUMABLES/SUPPLIES All MFD printer maintenance kits, repair parts and consumables (excludes paper) will be covered, provided by the Contractor. Examples of consumables are toner/print cartridges, staples, maintenance kits, fuser kits, image transfer kits and waste toner receptacle. a) Upon initial delivery, the Contractor shall provide a minimum of one month’s worth of consumable supplies (including staples), for each MFD. These supplies will be stored by the DVA.REPORTS The Contractor shall provide services that follow guidelines to include public laws, agency rules, regulations, practices and policies regarding a wide range of issues such as VA Office of Information & Technology (OI&T) directives and policies, the protection of VA sensitive information, privacy policy laws and directives and the Health Information Privacy and Portability Act (HIPPA). The Contractor shall interpret and/or adapt VA regulatory and/or security guidelines to a specific problem, issue or situation and thereby exercise discretion and initiative in determining appropriate course of action in coordination with the Contracting officer’s Representative (COR). REPORT/SETUP – The Contractor and their employee(s) under the terms of this agreement shall deliver, unpack, remove all packaging and debris, install, connect and configure and ensure 100% functionality of MFDs. The Contractor shall provide the appropriate MFD including accessories, attachments, copy-control devices and systems, all consumable supplies, such as toner cartridges, staples etc. and full-service maintenance including repair parts. The Government will only provide paper.MONTHLY METER READING AND LOCATION REPORT – The Contractor shall obtain a monthly meter reading of each machine following the end of each month for each location and shall transmit those readings electronically (Excel Spreadsheet) within five (5) business days of the subsequent month for verification by the facility COR. Meter readings are the sole responsibility of the Contractor. Government employees assume no responsibility for providing the readings to the Contractor or to their agent. The Contractor shall obtain its meter readings in any manner satisfactory to the CO or COR, as long as the Contractor’s method(s) does not disrupt the business functions of VHSO/CBOC. The contents of the report will consist of but not limited to: ? Physical addresses ? Building Numbers ? Room Numbers ? Service (e.g. Logistics Services) ? Specific area within the Service (e.g. Warehouse) ? Machine type (e.g. Printer/black and white, MFD/Color, etc.) ? Serial Number ? Monthly and cumulative volume (e.g. Jan – monthly (1,000)/cumulative (1,000)… Feb – monthly (1,142)/cumulative (2,142), and so on) for each location. ? Volume Trend Summary by month for the past three years (PowerPoint using actual numbers and line graph) QUARTERLY REPORT: The contractor shall certify all leased equipment on a quarterly basis. The contractor shall meet with the Contracting Officer and the COR regarding the quarterly report no later than the 15th workday of the month for the preceding three months. An Excel spreadsheet shall show the number of digital and multi-function MFDs leased at each location during the quarter, to include new installations and de-installations by serial/control number. The spreadsheet shall list leased equipment by unit, building numbers, identify equipment type, assigned Serial /control numbers, and quantity per equipment type. These reports should also provide quarterly/monthly meters; total calls; average volume between calls; average response time; call type; technician name; symptom and description of repair. The contractor shall make available the use of these reports for the purpose of providing meter readings and maintenance calls by the customers. At the time of the quarterly report, the contractor and/or the Government shall suggest any change of MFD volume bands due to under-utilization or over-utilization. All high maintenance call systems will be reviewed for proper service procedure and possible replacement. Contractor must have access to all service reports upon request within 48 hours.MAINTENANCE REPORTS: The contractor shall complete a maintenance report upon the completion of each maintenance service/repair call. Report shall include time or arrival on-site, date and time of service completed; and a description of service(s) rendered for each location. A copy of the reports shall be forwarded if requested to the COR within 5 working days. ................
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