Sources Sought for Copier-Multifunction Device Lease FEMA Austin TIRO

FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) REGION 6 / TEXAS INTEGRATION & RECOVERY OFFICE (TIRO)-Revised

Sources Sought Notice

70FBR622I00000001-R1 Revised to extend response time and to add information regarding notable supply chain issues.

March 10, 2022

Subject:  RFI Multi-Function Device (MFD) / Copier Lease FEMA Austin, Texas / Houston, Texas / Various Texas Locations

General Information:

Solicitation/RFI  Number:                           70FBR622I00000001

Response Date/Time/Zone:                         March 16, 2022 3:00 p.m. CDT

Set-Aside:                                                       Local Disaster Area / Small Business Set-Aside

Product Service Code:                                  W074

NAICS Code:                                                 532420 SBA Size Standard $35 million

Contracting Office:                                       FEMA Region 6
                                                                        Texas Integration & Recovery Office (TIRO)
                                                                        12515-8 Research Blvd., 4th Flr
                                                                        Austin, TX 78759-2252

Point of Contact:                                           Sandra Shanks, Contracting Officer
                                                                        Sandra.Shanks@fema.dhs.gov

Primary Place of Performance:                   Austin, Texas

Potential Additional Place of Performance:          

Houston, Texas and other locations throughout the State of Texas during active disaster response and recovery missions

Description:                                                   MFD/Copier Lease, 3 units Austin

Response Date:                                              Friday, March 16, 2022 at 9:00 AM CST.

THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER: This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

Revised: 

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this Sources Sought/RFI is to gain knowledge of potential qualified businesses within the Presidentially Declared Disaster area of DR-4332-TX (Hurricane Harvey), and their size classification relative to NAICS 532420 ($35 million) to obtain the lease of copier/MFDs in the Austin and Houston Texas local area.

Responses to this Sources Sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought, a solicitation announcement may or may not be published. Responses to this Sources Sought synopsis are not considered adequate responses for a solicitation announcement.

The Federal Emergency Management Agency (FEMA) Texas Integration & Recovery Office (TIRO) Contracting Office is seeking information from potential sources that can provide an immediate  long-term lease of copiers/MFDs (3 units) in the Austin, Texas area, and in the near future add this service at the Houston, Texas area, and potentially short-term services at disaster locations within the state of Texas.

The objective of this Sources Sought publication is to determine if  the FEMA TIRO Contracting Office is able to award a single long-term contract for all copier MFD services during steady-state operations at the FEMA TIRO in Austin, that will include adding copier/MFD equipment at the Houston, TX location in the very near future.  As disasters strike, the FEMA TIRO also anticipates the need for copier/MFD services on short-term leases during disaster response and recovery efforts when and if FEMA sets up field offices throughout the state of Texas during these times, such as Joint Field Offices (JFO), Disaster Recovery Centers (DRC) and other Area Field Offices (AFO).  It is desirous to issue a single contract that can encompass these scenarios:

• Austin Long-Term lease
• Future Houston Long-Term lease
• Short-Term lease(s) as needed as disasters are declared within the state of Texas

This Sources Sought notification is to determine the availability of this commercial service,  the capabilities of potential contractors, the Disaster Area Representation and business size standards for future requirements. 

This information may also be used to determine if multiple contracts will be necessary. 

Added information:  Also, please indicate any supply chain issues with providing equipment as related to the requirements in the Statement of Work (SOW).

The result of this RFI may result in a Solicitation for this service if it is determined there are adequate sources available.  The current effort will be funded with monies allocated for Presidentially Declared Disaster DR-4332-TX Hurricane Harvey and may be funded by future Presidentially Declared Disasters within the state of Texas and IAW the Robert T. Stafford Act and in accordance with FAR 52.226-3, 52.226-4 and 52.226-5.  In addition, if a solicitation is publicized it will be done so under the authorities listed under FAR Part 12 Commercial Services.

If a solicitation results, it is the intention of FEMA to make an award to a local small business meeting all the criteria.  Preference will be given to small businesses that reside or primarily perform business in  in the Presidentially Declared Disaster DR-4332-TX Hurricane Harvey counties of: 

Aransas, Austin, Bastrop, Bee, Bexar, Brazoria, Burleson, Caldwell, Calhoun, Chambers, Colorado, Comal, Dallas, DeWitt, Fayette, Fort Bend, Galveston, Goliad, Gonzales, Grimes, Guadalupe, Hardin, Harris, Jackson, Jasper, Jefferson, Jim Wells, Karnes, Kleberg, Lavaca, Lee, Liberty, Madison, Matagorda, Milam, Montgomery, Newton, Nueces, Orange, Polk, Refugio, Sabine, San Augustine, San Jacinto, San Patricio, Tarrant, Travis, Tyler, Victoria, Walker, Waller, Washington, Wharton

Businesses must have an active registration in the System for Award Management (sam.gov) to be considered during a solicitation.

All business sizes are encouraged to provide responses to this RFI.  

Device Description:

All MFD equipment must receive approval from the Office of the Chief Information Officer (OCIO) prior to acceptance and may be required to be placed on the FEMA Technical Reference Model (TRM). Device characteristics are provided in the attached Statement of Work. Multifunction Devices shall meet the requirements outlined in the Statement of Work (SOW), to include all salient characteristics, maintenance, and expendable supply requirements.

See Attachment 1 Statement of Work.  

Delivery:

Target date of delivery is on or around April 4, 2022

• If a solicitation and request for quotation is publicized for this requirement, please provide your ability to deliver equipment IAW the SOW, install and make fully operational at the Austin TIRO office by the target date of April 4, 2022, or provide soonest date available.

Contractor Personnel

Employee Identification:

• Contractor personnel shall wear an identification badge that, at minimum, displays the company’s name, the employee’s photo, and employee’s name.  Contractor personnel shall comply with all Government rules and regulations while at the facility.

Personnel Security Requirements
 

• Contractor personnel shall comply with all rules and regulations and follow required security procedures at each facility. Contractor personnel shall comply with Homeland Security Presidential Directive 12 (HSPD-12), “Policy for a Common Identification Standard for Federal Employees and Contractors”. (Link to directive: Homeland Security Presidential Directive 12 | Homeland Security (dhs.gov) )

COVID-19 Safety Standards

• In order to gain access to a FEMA Facility all personnel must show proof of COVID-19 vaccination or show proof of negative COVID-19 test taken within 24-hours prior to gaining access to facility.
• All contractors must follow current CDC guidelines for COVID-19 which may involve wearing a mask and practice social distancing at all times while inside a FEMA facility.

ITEM INFORMATION
 

The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below.

INSTRUCTIONS

Response to this notice should include:

1. Business Name and Address
2. Government Business POC with email address and phone number
3. Dun and Bradstreet number (DUNS) or SAM Unique Identifier Number
4. CAGE Code (If applicable)
5. Disaster Area Representation
6. Representations and Certifications
7. Business Size for NAICS 532420
8. Capabilities statement or assertions
9. Equipment make, model and description of MFD

1. Demonstration of ability to:
   1. Provide equipment as specified in accordance with the SOW and ability to demonstrate that all features meet the required capabilities outlined in the SOW, to include, but not limited to: network protocol, configurations and settings, 508 conformance, all other characteristics listed in the SOW
   2. Provide maintenance plan for leased equipment
   3. Provide list of expendable supplies and quantities
   4. Demonstrate a plan of action and response time for equipment breakdown, repair or replacement
   5. Provide earliest delivery date for 3 MFDs delivered to Austin, TX
   6. Provide equipment to other locations within the state of Texas, including the Houston area
2. List any associated or anticipated costs not identified in the Schedule of Costs
3. Provide an estimate for monthly lease based on an average copy count of 7,500 per copier per month with no overage charges to be billed
4. Provide monthly lease amount estimate with overages to allow a cost comparison for no overage vs, overages

Business Size Status

(1) Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.

Disaster Area Representation

(2) Please provide your Disaster Area Representation,

Does your business primarily reside in one of the Presidentially Declared counties of DR-4332-TX Hurricane Harvey below: ____Yes _____No

Aransas, Austin, Bastrop, Bee, Bexar, Brazoria, Burleson, Caldwell, Calhoun, Chambers, Colorado, Comal, Dallas, DeWitt, Fayette, Fort Bend, Galveston, Goliad, Gonzales, Grimes, Guadalupe, Hardin, Harris, Jackson, Jasper, Jefferson, Jim Wells, Karnes, Kleberg, Lavaca, Lee, Liberty, Madison, Matagorda, Milam, Montgomery, Newton, Nueces, Orange, Polk, Refugio, Sabine, San Augustine, San Jacinto, San Patricio, Tarrant, Travis, Tyler, Victoria, Walker, Waller, Washington, Wharton

 (2) Is your company considered small under the NAICS code identified under this RFI
(NAICS 532420 SBA Size Standard $35 million)?

(3) Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items?

(4) If you are a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

(5) Does your company have an FSS contract with GSA or any other federal contract? If so, please provide the contract type and number.

(6) If you are an FSS GSA/ contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract?

(7) Please provide general pricing for your products/solutions for market research purposes.

(8) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items in order to establish capabilities for planning purposes.

*** Submissions addressing Section (8) should show clear, compelling and convincing*** evidence that all equal to items" meet all required salient characteristics.

IMPORTANT DATES:

Responses to this notice shall be submitted via email to Sandra.Shanks@fema.dhs.gov. Telephone responses shall not be accepted. Responses must be received no later than:

Deadline:

 Wednesday, March 16, 2022 at 3:00 PM CST. 

If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

ATTACHMENT 1

STATEMENT OF WORK AND GENERAL SPECIFICATIONS

ATTACHMENT 2

DHS 4300A Sensitive Systems Handbook Attachment G Rules of Behavior

 

Link to full document:  DHS 4300A Sensitive Systems Handbook | Homeland Security