36C10B20Q0559 – Sources Sought – 7035–3 Rimage Producer Disk Publishing Systems & 3 Printers (VA-20-00049928)

Aug 20, 2020 | Sources Sought

Department of Veterans Affairs (VA) Technology Acquisition Center (TAC) is seeking information concerning the availability of capable contractors to provide three (3) Rimage Producer V 8300N with Prism III Printers, or equivalent and a five (5) year extended warranty. These printers will replace three (3) Rimage Producer IV 8200N printers which are currently in use at the A St. Louis Regional Office. These devices will reach the end of their lifespan in 2020. The existing printers, with an accompanying service contract and end user software, were purchased from Rimage Corp in July of 2014 on Rimage s GSA Schedule Contract GS-35F-0537P. The St. Louis Regional Office has more than 300 end user who are training on the hardware and end user software (Quickdisk). The extended warranty includes: next day advanced replacement on all parts and/or replacement system; shipping costs both ways for any system and/ or parts replaced; software support, service and up-grades. VA OI&T will remove hard-drives prior to return shipment of any hardware. Delivery of hardware will be made within 30 days from date of award. The delivery for this requirement is thirty (30) days after date of award. Other brand name products submittals will be reviewed for conformance to the salient characteristics set forth in the Product Description (PD) below.

This is a request for information (RFI) only and is limited to 5 pages (excluding PD if your response includes PD recommended changes). Do not submit a proposal or quote. There is no obligation on the part of the Government to acquire any products or services described in this RFI. Your response to this RFI will be treated only as information for the Government to consider. You will not be entitled to payment for direct or indirect costs that you incur in responding to this RFI. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this RFI.

If interested, please provide the following:

1. A capabilities statement that addresses the questions below and draft PD. VA may request additional information at a later date. Technical questions may be submitted as part of your response. A draft version of the requirement is below. Please direct all responses to Charles Hutchins, Charles.Hutchins1@va.gov and Debra Clayton, debra.clayton2@va.gov .

2. Please address the following questions in your RFI response:
a. Provide a Rough Order of Magnitude (ROM) estimate to include pricing models that would be most advantageous to the Government.
b. Provide a breakout of any software necessary to fulfill this requirement
c. With respect to training on your solution, provide your recommendations if training is necessary and the recommended method of delivering training.

3. Has the draft PD provided sufficient detail to describe the technical requirements that encompass the services to be performed under this effort?

______ YES _______ NO (if No, answer question below)
If NO , please provide your technical comments/recommendations on elements of the draft PWS that may contribute to a more accurate proposal submission and efficient, cost effective effort.

4. Any Contract Vehicle of which you are a part that can be used to acquire your solution as well as the company business size and status for each vehicle as designated by the NAICS 334614 and the U.S. Small Business Administration (i.e., Large Business, Small Business, Service-Disabled Veteran Owned Small Business, Small Disadvantaged Business, Women-Owned Small Business, Hub Zone Small Business, etc.).

Laptop Example (abbreviated):
Intel i5-7500
3.8 Ghz
Minimum (GB)

If there are many items, please include a chart similar to below.
Part no.
Rimage Producer V 8300N With Prism III Printer
Producer RE+ 5 Year Contract

Rimage Producer V 8300N w/Prism III or equivalent

Salient Characteristics:
Central imaging and disc publishing system shall be set up as a network device
Image up to 1,200 discs (in aggregate) per business day
400-disc input capacity
100-disc external output bin
Network connectivity -1 GB Ethernet
4 DVD/CD Recorder Drives
Disc duplication capability
First-in first-out processing
Capable of providing performance and volume reporting
Monitor production of one or more Rimage systems
Integrated print technology
Direct thermal monochrome printing
Job streaming of projects
Asynchronous control of recording, printing and robotic movements
Management software allowing access to all systems on the network and controlling job distribution to multiple systems
Windows Server 2016 compatible
Client software Window 10 compatible (no licensing cost for clients)
Vendor supplied software will be approved for use on The Department of Veterans Affairs VA Technical Reference Model (VA TRM)

Extended Warranty: 5yr

Salient Characteristics:

Vendor will provide next day advanced replacement on all parts and/or replacement system
Vendor will cover shipping costs both ways for any system and/or parts replaced
Vendor will provide software support, service and upgrades
VA OI&T will remove hard-drives prior to return shipment of any hardware

(Refer to the notes to the Contracting Officer section for instructions related to response requirements)

The Contractor must provide only new equipment and new parts for the required products described herein; no used, refurbished, or remanufactured equipment or parts shall be provided under any circumstances. Absolutely no Gray Market Goods or Counterfeit Electronic Parts shall be provided. Gray Market Goods are defined as genuine branded goods intentionally or unintentionally sold outside of an authorized sales-territory or by non-authorized dealers in an authorized territory. All equipment shall be accompanied by the Original Equipment Manufacturer s (OEM s) warranty. Counterfeit Electronic Parts are defined as unlawful or unauthorized reproduction, substitution, or alteration that has been knowingly mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified electronic part from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitution includes used electronic parts represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.


On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.


The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request. 

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule.

The Contractor shall comply with 508 Chapter 2: Scoping Requirements for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

E205 Electronic Content (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines)
E204 Functional Performance Criteria
E206 Hardware Requirements
E207 Software Requirements
E208 Support Documentation and Services Requirements


The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.


Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.
The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005; Executive Order 13834, Efficient Federal Operations , dated May 17, 2018; Executive Order 13221, Energy-Efficient Standby Power Devices, dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR®, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services.

The Contractor shall ensure that information technology products are procured and/or services are performed with products that meet and/or exceed ENERGY STAR, FEMP designated, low standby power, and EPEAT guidelines. The Contractor shall provide/use products that earn the ENERGY STAR label and meet the ENERGY STAR specifications for energy efficiency. Specifically, the Contractor shall:

Provide/use ENERGY STAR products, as specified at www.energystar.gov/products (contains complete product specifications and updated lists of qualifying products).

Provide/use the purchasing specifications listed for FEMP designated products at https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements . The Contractor shall use the low standby power products specified at http://energy.gov/eere/femp/low-standby-power-products.

Provide/use EPEAT registered products as specified at www.epeat.net. At a minimum, the Contractor shall acquire EPEAT® Bronze registered products. EPEAT registered products are required to meet the technical specifications of ENERGY STAR, but are not automatically on the ENERGY STAR qualified product lists. The Contractor shall ensure that applicable products are on both the EPEAT Registry and ENERGY STAR Qualified Product Lists.

The Contractor shall use these products to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

The following is a list of information technology products for which ENERGY STAR, FEMP designated, low standby power, and EPEAT registered products are available:

Computer Desktops, Laptops, Notebooks, Displays, Monitors, Integrated Desktop Computers, Workstation Desktops, Thin Clients, Disk Drives
Imaging Equipment (Printers, Copiers, Multi-Function Devices, Scanners, Fax Machines, Digital Duplicators, Mailing Machines)
Televisions, Multimedia Projectors

This list is continually evolving, and as a result is not all-inclusive.
Inspection: Destination
Acceptance: Destination
Free on Board (FOB): Destination

Ship To and Mark For: To Be Determined
Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements.  The Contractor shall not make any changes to the delivery schedule at the request of Site POC.

Contractors shall coordinate deliveries with Site POCs before shipment of Rimage Producer V hardware to ensure sites have adequate storage space.

All shipments, either single or multiple container deliveries, shall bear the VA IFCAP Purchase Order number on external shipping labels and associated manifests or packing lists.  In the case of multiple container deliveries, a statement readable near the VA IFCAP PO number shall indicate total number of containers for the complete shipment (e.g. Package 1 of 2 ), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall also include the following:

IFCAP PO #: ____________ (e.g., 166-E11234 (the IFCAP PO number is located in block #20 of the SF 1449))
Project Description: (e.g. Tier I Lifecycle Refresh)

Total number of Containers:  Package ___ of ___.  (e.g., Package 1 of 3)
The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OI&T Technical Reference Model (VA TRM). The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OI&T. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

Response Instructions: Offerors shall provide with its quote/proposal a letter from the OEM for any and all proposed products certifying that the Offeror or the Offeror s teaming partner, if acquiring the product through a teaming partner, is authorized to sell and provide the proposed product(s) as of the date of the submission of the quote/proposal. The OEM letter shall be provided on the OEM s letterhead and signed by an authorized representative of the OEM. Additionally, the Offeror s quote/proposal shall explicitly self-certify that that it will not provide Gray Market Goods and/or Counterfeit Electronic Parts, and that it has the level of certification/specialization, as required by the OEM(s), to support authorized product sale and pricing for the products proposed. Failure to include the requisite OEM letter(s) and Offeror self-certification may render the Offeror s quote Unacceptable and thus, ineligible for award.

The Assessment and Authorization (A&A) requirements do not apply and a Security Accreditation Package is not required

All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSP s) and Authority to Operate (ATO) s for all systems/LAN s accessed while performing the tasks detailed in this Product Description.

(AT A MINIMUM, maintenance/installation (warranty) contracts, in which VA sensitive information and/or systems are accessed by a VA contractor/subcontractor require the following five requirements per 38 U.S.C. §§ 5723 and 5725.)

A prohibition on unauthorized disclosure: Information made available to the Contractor or Subcontractor by VA for the performance or administration of this contract or information developed by the Contractor/Subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the Contractor/Subcontractor s rights to use data as described in Rights in Data General, FAR 52.227-14(d).(1).
A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor/Subcontractor has access, the Contractor/Subcontractor shall immediately notify the COR and simultaneously, the designated ISO, and Privacy Officer for the contract. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a.
A requirement to pay liquidated damages in the event of a data breach: In the event of a data breach or privacy incident involving SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals. However, it is the policy of VA to forgo collection of liquidated damages in the event the Contractor provides payment of actual damages in an amount determined to be adequate by the agency.

Based on the determinations of the independent risk analysis, the Contractor shall be responsible for paying to VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;
Data breach analysis;
Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;
One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and
Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs
A requirement for annual security/privacy awareness training: Before being granted access to VA information or information systems, all Contractor employees and Subcontractor employees requiring such access shall complete on an annual basis either: (i) the VA security/privacy awareness training (contains VA security/privacy requirements) within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA s security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to the Contractor. If the Contractor provides their own training that conforms to VA s requirements, they will provide the COR or CO, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in VA s contract have received their annual security/privacy training that meets VA s requirements and the total number of employees trained. See VA Handbook 6500.6, Appendix C, paragraph 9.
A requirement to sign VA s Rules of Behavior: Before being granted access to VA information or information systems, all Contractor employees and Subcontractor employees requiring such access shall sign on annual basis an acknowledgement that they have read, understand, and agree to abide by VA s Contractor Rules of Behavior which is attached to this contract. See VA Handbook 6500.6, Appendix C, paragraph 9, and Appendix D. Note: If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor s designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA s information and information systems.

This content is provided for members of the U.S. Veteran Business Alliance by Bidspeed

Bidspeed helps small business contractors win government contracts by dynamically combining several thousand publicly available data sources to provide detailed information and intelligence to government contractors, agencies, and advocacy organizations.