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FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 20, 2018 FBO #5992
DOCUMENT

W -- St. Louis VAMC Multifunction Devices BPA Lease Base with four option years Q&A Response & Due Date Extended - Attachment

Notice Date

4/18/2018
 

Notice Type

Attachment
 

NAICS

333316 — Photographic and Photocopying Equipment Manufacturing
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office (NCO) 15;3450 S 4th Street Trafficway;Leavenworth KS 66048
 

ZIP Code

66048
 

Solicitation Number

36C25518Q0338
 

Response Due

4/25/2018
 

Archive Date

4/30/2018
 

Point of Contact

Donald E Hannah
 

E-Mail Address

6-1972<br
 

Small Business Set-Aside

N/A
 

Description

Q&A Response to RFQ 36C25518Q0338 with extend Date to 25 April 2018, 3:00 pm CST Q. CLIN 0010 includes a speed requirement for both BW and Color yet the description states "55PPM B/W A3 MFD". Please confirm this is to be a color device. [AR: Yes there should be a 55PPM BW & a 55PPM Color Device]. Q. Please clarify what you are looking for in the "Monthly Base Price" column vs. the "Flat Rate" column. Is the Monthly Base Price the monthly lease amount and the Flat Rate is the monthly Service & Supplies Rate without overages? or should one of these columns be deleted? [AR: Yes, Monthly Base Price is for vendors to record the monthly lease amount and the Flat Rate is the column to report price for monthly Service & Supplies Rate]. Q. CLINS 0003-0010 requirements: "Must be capable of having a fully functional built-in or USB physical keyboard connected to the MFD, so end-users can type email address, fax numbers, network credentials, or PIN numbers for PIV card authentication using a full keyboard versus a touch screen". CLINs 0005 and 0006 are the A4 devices. Please confirm that an integrated touchscreen is acceptable in lieu of a physical separate keyboard for these small devices. [AR: Integrated touchscreen is acceptable as long as there is a keyboard option to use on the screen or users to key-in information]. Q. CLIN 13 requirements states the need for up to 13 x19 or 1,000 sheets of 29.5 Banner sheets. For what purpose does the VA require banner sheets of 29.5 ?   Would the 36 plotter printer satisfy this; if not why?   For a machine to support that size banner paper, it will require a significant increase in cost to the VA and if the purpose for the requirement can be satisfied by using the Plotter printer (CLIN 15), we request the VA remove the requirement from CLIN 13.???? [AR: VA-STLHCS stakeholders developed requirements based on workflow, privacy, and patient access needs. High-quality prints up to 29.5 are a typical requirement for photographs, signage, and training materials that allow both clinical and administrative services to complete their mission. The plotter will not produce high-quality prints of this size. The CLIN should remain as specified.] Q. After reviewing the technical requirements listed in the VHA St. Louis RFQ, it appears the requirements are spec d for Konica Minolta.     Are you willing to consider other manufacturer brands?   [AR: Yes, the selection team will review and evaluate any and all offerors bids based on the outlined requirements]. Q. On Page 2, B. Period of Performance, the proposed MFDs under this BPA MUST integrate with RightFax electronic faxing system, since the system is currently installed on the John Cochran campus.   And for CLIN 1 Section L. Minimum Technical Specifications for Integrated Fax Solution and Software, it states the VA desires to construct a system for the JB Campus as part of the project.   Is it the desire of the VA to procure additional RightFax licenses to expand this solution throughout all 14 St. Louis area locations?   If so, then would there be a need to complete the 6500.6 form? Is the existing RightFax solution already TRM approved?   If so, why would the VA need documentation for TRM approval from the contract holders? Would an alternate solution be acceptable? [AR: The intention is to add a new system to provide digital fax coverage to Jefferson Barracks, CBOCs, Vet Centers, and all VA-STLHCS areas without current digital fax coverage.] Q. To allow sufficient time for questions to be answered, incorporated into the RFQ and contractor responses to be prepared, will the VA extend the RFQ deadline 10 days after answers to questions are published? [AR: This shall be at the discretion of the Contracting Officer.] Q. Monthly volumes Please provide the average monthly volumes for both color and mono for each CLIN.   We need to understand the annual print volumes in order to provide competitive pricing. [AR: Attached from STL Logistics.] Q. CLIN 3 Technical Requirements, will the VA accept the following changes: 150-sheet bypass tray to increase competition, would the VA accept a 100-sheet bypass tray? (1) 2500 sheet paper drawer will 2 trays totaling 3,600 sheets be an acceptable alternative? 50-sheet stapler inner finisher -   will a multi-position 50 sheet stapler finisher with stacker that is attached to the unit be acceptable? What is the footprint space for these devices? Advanced Secure Scan enabled what specific security scan features are being requested?   Please define Advanced. Q. CLIN 4 Technical Requirements 150-sheet bypass tray to increase competition, would the VA accept a 100-sheet bypass tray? (2) 500-sheet paper drawer and (1) 2500 sheet paper drawer will the VA accept (4) 520-sheet trays and (1) 2,000-sheet tray, for a total of 4,080-sheets? Advanced Secure Scan enabled what specific security scan features are being requested?   Please define Advanced. Q. CLIN 5 Technical Requirements Advanced Secure Scan enabled what specific security scan features are being requested?   Please define Advanced. Q. CLIN 6 Technical Requirements Advanced Secure Scan enabled what specific security scan features are being requested?   Please define Advanced. Q. CLIN 7 Technical Requirements (1) 2500 sheet paper drawer will 2 trays totaling 3,600 sheets be an acceptable alternative? 150-sheet bypass tray to increase competition, would the VA accept a 100-sheet bypass tray? 50-sheet stapler inner finisher -   will a multi-position 50 sheet stapler finisher with stacker that is attached to the unit be acceptable? What is the footprint space for these devices? Advanced Secure Scan enabled what specific security scan features are being requested?   Please define Advanced. Q. CLIN 8 Technical Requirements (1) 2500 sheet paper drawer will 2 trays totaling 2,000 sheets be an acceptable alternative? 150-sheet bypass tray to increase competition, would the VA accept a 100-sheet bypass tray? 50-sheet stapler inner finisher -   will a multi-position 50 sheet stapler finisher with stacker that is attached to the unit be acceptable? What is the footprint space for these devices? Advanced Secure Scan enabled what specific security scan features are being requested?   Please define Advanced. Q. CLIN 9 (1) 2500 sheet paper drawer will 2 trays totaling 2,000 sheets be an acceptable alternative? 150-sheet bypass tray to increase competition, would the VA accept a 100-sheet bypass tray? 50-sheet stapler inner finisher -   will a multi-position 50 sheet stapler finisher with stacker that is attached to the unit be acceptable? What is the footprint space for these devices? Advanced Secure Scan enabled what specific security scan features are being requested?   Please define Advanced. Q. CLIN 10 States 55 PPM B/W A3 MFD Should this be 55 ppm Color A3 MFD (since CLIN 9 is a 55 PPM B/W A3 MFD)? (1) 2500 sheet paper drawer will 2 trays totaling 2,000 sheets be an acceptable alternative? 150-sheet bypass tray to increase competition, would the VA accept a 100-sheet bypass tray? 50-sheet stapler inner finisher -   will a multi-position 50 sheet stapler finisher with stacker that is attached to the unit be acceptable? What is the footprint space for these devices? Advanced Secure Scan enabled what specific security scan features are being requested?   Please define Advanced. For questions 5-12..[AR: VA-STLHCS stakeholders developed requirements based on workflow, privacy, and patient access needs. Limiting tray capacity has presented previous issues as VA-STLHCS in the past. Footprint space for each device is unique and is to be evaluated at the post-award walk through. Each MFD shall be equipped to integrate with the Secure Scan/Follow-Me Solution that is proposed. The selection team will evaluate all bids for stapler/inner finishers, please submit specifications and cut sheets]. Q. CLIN 11   - would the VA accept a 65PPM Printer with Bar-coding to increase competition? [AR: The selection team will evaluate all bids.] Q. CLIN 12 Will the VA accept Media Weights up to 253 GSM [AR: The selection team will evaluate all bids.] Q. CLINS 12 14 With a Fiery controller, what is the reason for requiring 1.5TB Hard Drives?   Will a 256GB with a Fiery Controller be an acceptable alternative in order to increase competition? [AR: VA-STLHCS stakeholders developed requirements based on workflow, privacy, and patient access needs. The selection team will evaluate all bids] Q. CLIN 16 Finisher Upgrades Please define what is being requested.   What are the minimum specs needed? [AR: Please provide all finisher options for your models with specifications, cut sheets, and pricing for review by the selection team.] Q. CLIN 17 2/3 hole punch there may be a different unit for each floor model; please provide a CLIN for each model desired. [AR: Please provide all finisher options for your models with specifications, cut sheets, and pricing for review by the selection team.] Q. The SOW states that once a month consumable stock will be checked and replenished, does this mean they do not want JIT delivery of consumables? [AR: Consumable stock will be important for the initial stages of device implementation. As stated in the requirements (once all units are fully deployed) A solution or system for automated management of toner cartridge replenishment for MFDs and production equipment is also desired. The system shall be an enabled feature of the MFD or a TRM-approved software component that manages and reports the needs of the device. For example, the system shall check supply levels on any connected multifunction product.   Then, automatically order replacement toner based on 20% (or VA-STLHCS determined percentage) end of supply useful life.   The process, including shipment, shall be automated Q. Please remove this language??? MFD Electronic Fax Advanced Secure Scan/Follow-Me Print. No component of the proposed Electronic Fax or Advanced Secure Scan/Follow-Me Print solutions shall connect exclusively with one specific manufacturer of MFD. The solutions shall be vendor agnostic to allow future MFD competition and integration without infrastructure obsolescence [AR: VA-STLHCS stakeholders developed these requirements based on current and future needs]. There are other solutions that Are One VA Trm certified that will work for the VA Q. Will the government accept another Advanced Secure Scan and Follow-Me Print Solution that is currently installed at other VA medical centers that is ONE VA TRM certified? [AR: The VA-STLHCS will evaluate all offers for secure scan/follow-me print solutions. The solution must be VA TRM approved at the time the bid is received]. 35 PPM B/W A3 MFD: (2) 500-sheet paper drawers, (1) 2500-sheet paper drawer, 150-sheet bypass tray, PIV Card Reader w/ Work Table for Card Reader, 50 Sheet Staple Inner Finisher - 1 Tray, Single-Pass Dual Scanning, Fully Q. Will the government accept 4 paper cassetees that offer 550 sheets in each tray that is user adjustable   instead of a 2,500 sheet tray Will the government accept an 80 sheet stack bypass tray Same question on all Black and white systems [AR: VA-STLHCS stakeholders developed requirements based on workflow, privacy, and patient access needs. Limiting tray capacity has presented previous issues as VA-STLHCS in the past]. Q. Will the government accept a 51 ppm B&W instad of the 55 PPM [AR: The selection team will evaluate all bids]. Q. Please explain Barcode printing and expectations on 70 ppm. What format is barcode printing? Is middleware generating barcodes? How is barcode generated now? [AR: The barcodes are printed directly from Vista and are compatible with pharmaceutical vendor s barcode format. There is no middleware generating barcodes. The barcode is currently generated directly from Vista]. 100+ PPM Production Unit: (2) 1,500 sheet trays and (3) 2,000 sheet High Capacity Feeder, Staple Finisher/ Stacker, 3-Hole Punch, 80 Page Booklet, Fully Automated Duplex, Tri-Fold, Half Fold, Copy, Print, Scan, De-Curler. Q. Will the government accept a different paper tray selection? Will the government accept less than 9, 000 sheets of paper on line on the 100ppm system [AR: VA-STLHCS stakeholders developed requirements based on workflow, privacy, and patient access needs. Limiting tray capacity has presented previous issues as VA-STLHCS in the past]. 60 PPM Production Unit: (1) 500 sheet tray, (1) 1000 Sheet tray, High Capacity Feeder provides 2,500 sheets total up to 13 X19 or 1,000 sheets of 29.5 Banner sheets, Envelope Printing, Staple Finisher/ Stacker, 3-Hole Punch, 80 Page Booklet, Fully Automated Duplex, Tri-Fold, Half Fold, Copy, Print, Scan, Stack, De-curler, Fiery Controller option with stand and anti-static bar. Fiery Controller option with stand and anti-static bar.Fiery Controller option with stand and anti-static bar. Q. Will the government accept a different paper tray selection? 70 PPM Production Unit: (1) 500 sheet tray, (1) 1000 Sheet tray, High Capacity Paper Feeder: 3 trays to provide 4,630 sheets total, Staple Finisher, 3-Hole Punch, 140 Page Booklet with three edge trim for Full Bleed, Square Edge Binding [AR: VA-STLHCS stakeholders developed requirements based on workflow, privacy, and patient access needs. Limiting tray capacity has presented previous issues as VA-STLHCS in the past]. Q. Will the government accept a different paper tray selection Upon request, 2/3-hole punch could be requested for Floor Finishers Only - Please provide monthly lease price for finisher upgrades What is the expectation ogf the government   if finisher is changed? Who absorbs the cost of the original finisher and labor associated to upgrade? [AR: AR: VA-STLHCS stakeholders developed requirements based on workflow, privacy, and patient access needs. Limiting tray capacity has presented previous issues as VA-STLHCS in the past]. EVALUATION FACTORS Q. Award is to be made on best value? [AR: Correct]. Q. Will the government accept and offer that is implemented in another VA currently? Detail hardware/software for MFD integration with current VA-STLHCS IT infrastructure (PIV Authentication, RightFax). Integration with these systems without middleware programs or workarounds is vital to providing VA-STLHCS with a complete document management solution. Proposed MFDs under this BPA MUST integrate with RightFax version 16.2 EP2 that is currently installed for use at the John Cochran campus. Implementation plan to ensure minimum to no equipment downtime after award and during transition and installation process. [AR: The selection team will evaluate all bids. Requirements specify each bid to include References must be provided highlighting where a seamlessly integrated solution for Document Management Services has been successfully installed at a minimum of three (3) VA Medical Centers Q. If the vendor can provide a follow me type printing, and right fax integration that is ONE VA TRM certified and is in currently implemented in other VISN s, will the government accept and consider the vendors offer? [AR: The selection team will evaluate all bids. Requirements specify each bid to include References must be provided highlighting where a seamlessly integrated solution for Document Management Services has been successfully installed at a minimum of three (3) VA Medical Centers Middleware, such as Java, to support PKI authentication is not acceptable due to limited VA OIT resources to keep PKI certificates updated on each device. Q. Many vendors use 90 meter middle ware for CAC piv. Is this not acceptable? [AR: The selection team will evaluate all bids]. Q. Will the government accept 36 ppm b&W systems [AR: This question is unclear as to what the 36 PPM applies to in the CLINs. MINIMUM TECHNICAL SPECIFICATIONS FOR SECURE SCAN AND FOLLOW-ME PRINT SOLUTION VA-STLHCS intends to procure a robust Secure Scanning & Secure Follow-Me Print solution (CLIN 0002) to function in an integrated system with MFDs and Electronic Faxing solution.   The Advanced Secure Scan and Follow Me-Print system shall be vendor agnostic and function with ALL major MFD manufacturers. The contractor must submit a 6500.6 form (included in Appendix A) for this system as well as documentation of TRM approval in their bid package Q. Please remove this verbiage so that you are not limiting the competition especially if vendors have past performance and can provide TRM certifications on offers [AR: The solution must be vendor agnostic such that future integration can be maintained with MFD devices without limiting MFD competition]. Q. Please remove any verbiage that the vendor is to provide and servers [AR: Vendor is to provide physical, rack mounted servers both for the digital fax and secure scan/follow-me print solution]. Q. Section B. Period of Performance: VA-STLHCS is undergoing a Major Construction Project (Jefferson Barracks) and specific coordination will need to be placed upon new building activations for Clinic Building (B55), Engineering/Warehouse Building (B57), Tenant Building (56), and Rehabilitation/Chapel Building (B54) as well space activations, i.e. large additions of units, moves, infrastructure installations, etc. It is important to know what percentage of the solicited fleet will need to be moved post initial installation due to construction. Is it anticipated that the major construction will be completed in time for the post-award walk-throughs and evaluations performed by the awarded vendor and assigned VA POC? If no, what percentage of devices is anticipated to require moves post initial installation? ? [AR: Major Construction will likely NOT be finished by the time of post-award walk through. While some units will be new for the newly constructed buildings, some will also move. There is no percentage or number available at this time]. Q. Section D. Price/Cost Schedule of Items: Can the VA please provide a definition for the required Diagnostic Power Filter? We can only find reference to this for Konica Minolta devices.? [AR: Power surge protection as specified by MFD manufacturer to prevent equipment failure]. Q. Section D. Price/Cost Schedule of Items: The majority of the solicited CLINs have a 150 sheet bypass tray requirement. To open competition, will the VA please change the bypass tray input to 100 sheets for all MFDs outside of the production and plotter CLINs?? [AR: VA-STLHCS stakeholders developed requirements based on workflow, privacy, and patient access needs. Limiting tray capacity has presented previous issues as VA-STLHCS in the past]. Q. Section K. Minimum Technical Specifications for MFD Devices: ? All MFDs must have ISO 15408 EAL 2+ or better certification, and all MFDs must be certified as a total system, with all options, including any fax board or security kits, installed. ? PIV readers on all MFDs must be certified for ISO 15408 (Common Criteria) Security Certification at EAL 3. The first bullet requires a MFD total system to have ISO 15408 EAL 2 or better certification. Based on the solicitation requirements, the PIV reader will be included with that total system and should also be required to have ISO 15408 EAL 2 or better certification. We?ve never seen the PIV reader have a separate ISO 15408 EAL certification in any previous VA solicitation. Therefore, will the VA please remove the second requirement of PIV readers on all MFDs must be certified for ISO 15408 (Common Criteria) Security Certification at EAL 3. ? [AR: Contacted ISO More information to come]. Q. Section K. Minimum Technical Specifications for MFD Devices: ? Paper tray type shall be furnished two universal 500 sheet paper trays that can accommodate paper sizes8-1/2 x 11 inches, 8-1/2 x 14 inches, and 11 x 17 inches. A large capacity tray of 2500 sheets or more is also required. The only exception shall be CLIN 0005 and 0006 devices, which are desktop A4 models with one 500 sheet paper tray and no 11 x 17 paper required. The total input capacity and individual tray capacity vary by manufacturer and model. They also vary by A4 vs. A3 MFD. The current requirements limit competition to only 2 manufacturers. Therefore, to open competition, will the VA please change the number of paper trays and tray capacity to the following: ? B/W and Color A4 standalone MFDs: minimum of 3 total paper trays w/ minimum paper capacity of 1,700 total sheets ? B/W and Color A4 desktop MFDs: minimum of 1 paper tray w/ minimum paper capacity of 500 sheets ? B/W and Color A3 MFDs: minimum of 4 paper trays w/ minimum paper capacity of 3,500 pages ? 100+ print speed MFD: minimum of 5 paper trays w/ minimum paper capacity of 6,000 pages ? [AR: VA-STLHCS stakeholders developed all requirements based on workflow, privacy, and patient access needs. Limiting tray capacity has presented previous issues as VA-STLHCS in the past]. Q. Section K. Minimum Technical Specifications for MFD Devices: For CLINS 0003-0010 all offered MFD device models MUST: ? Keypad or touch screen Network/Scanning technical requirements of MFDs for CLINS 0003-0010: ? Must be capable of having a fully functional built-in or USB physical keyboard connected to the MFD, so end-users can type email address, fax numbers, network credentials, or PIN numbers for PIV card authentication using a full keyboard versus a touch screen There are several references to keypad, touch screen, and keyboard in the solicitation. Can the VA please clarify which of these interfaces are required by CLIN? Is a physical keyboard required to ship with every MFD or is just the capability of functioning with a physical keyboard required? ? [AR: Capable of functioning with a physical keyboard or touchscreen interface]. Q. Section L. Minimum Technical Specifications for Integrated Fax Solution and Software: A system has been procured for some departments on the John Cochran Campus. However, it is desired to construct a system for the Jefferson Barracks Campus as part of the aforementioned Major Project. It?s assumed the system procured for some departments is RightFax? Is the VA looking to replace RightFax with a new integrated fax server solution? ? [AR: No replacement is intended. Instead, the intention is to add a new system to provide digital fax coverage to Jefferson Barracks, CBOCs, Vet Centers, and all VA-STLHCS areas without current digital fax coverage.] Q. Section L. Minimum Technical Specifications for Integrated Fax Solution and Software: VA-STLHCS intends to procure a Secure Network Fax/Communications Server solution that shall eliminate the need for stand-alone analog fax machines and analog phone lines for hard copy originals (CLIN 0001). Does this mean the VA doesn?t want the solicited MFDs to come with analog faxing? It?s common for this functionality to be included in case the fax server goes down. ? [AR: The intention is to move towards eliminating the need for analog faxing over time. However, the functionality should be included in case of a fax server service disruption.] Q. Historical page volume detail.: Will VA please provide historical page volume detail? If not available, what are the estimated B/W and Color page volumes by CLIN? ? [AR: Please provide email request for excel sheets.] Q. GFE: The solicitation provides server specifications for the fax server, scanning, and follow-me print servers. It is common practice for the VA to provide the Contractor the necessary Government Furnished Equipment (GFE) to perform the duties of the solicitation on Government property. Please confirm the VA will be providing the GFE (i.e. VM servers) required to perform the duties of this solicitation. ? [AR: No GFE will be provided. Specifications are for physical servers, rack mounted.] Q. Extension: To ensure the highest quality of responses to this solicitation, will the VA please extend the Receipt of Proposals due date to a minimum of 10 business days after the Q&A responses are provided?? [AR: Until 25 April 2018, 3:00 PM CST.] Q. To open competition, limit the quantity of consumables/parts, and make the user experience similar across a greater quantity of standardized devices, will the VA please consider changing CLIN structure?? [AR: VA-STLHCS stakeholders developed all requirements based on workflow, privacy, and patient access needs.]
 

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(https://www.fbo.gov/spg/VA/LeVAMC/VAMCKS/36C25518Q0338/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25518Q0338 36C25518Q0338_3.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4237722&FileName=36C25518Q0338-004.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4237722&FileName=36C25518Q0338-004.docx

 

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Record

SN04893515-W 20180420/180418230807-613c05e0f698c394b47b23e32e59b903 (fbodaily.com)
 

Source

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