Leasing of Printer Supply/Services

Solicitation / RFP / RFQ

This document is a Combined Synopsis/Technical Description for Services, specifically for the procurement of thirty-six (36) Leased Printer Supply/Services for Fort Bliss, Texas. The intention is to procure these services on a competitive basis. The requirement may be set-aside for Small Businesses or procured through full and open competition, with potential for multiple awards.

• Lease of Multifunctional Devices (MFDs) with minimum salient characteristics including color printing, copy/scan functionality, CAC Smartcard enabled, and standard finishing capability.

• Full-Service Maintenance Agreement for each MFD, covering all service and supplies (print consumables, toner, developer, dry ink, cleaning rollers, fillers, staples, and HD removal).

• The Army will retain ownership of hard drives at the end of the contract or when a device is replaced.

• Contractor must provide non-personnel services.

• Brand name is not restricted to Xerox; similar brand items are acceptable.

• Contract type is anticipated to be Firm-Fixed Price.

• Estimated Period of Performance: May 1, 2026 – April 30, 2027.

• Interested parties are requested to submit a capabilities statement (no more than 10 pages) via email to hasan.j.williams.mil@army.mil and alan.r.lambert4.mil@army.mil.

• Deadline for response: April 8, 2026, no later than 10:00 AM MST.

• Capabilities statements must address specific items outlined in the document, including past performance, task management, subcontractor management, technical skills, small business status, and ability to meet facility/safeguarding requirements.

• Responses should be submitted in Microsoft Word or PDF format.

• Applicable NAICS code: 532420 (Small Business Size Standard $40,000,000).

• Product Service Code: 3610.

• Businesses of all sizes are encouraged to respond, but must clearly identify their business size.

• If a Small Business Set-Aside is implemented, the small business prime must perform at least 50% of the work.

• Telephone inquiries will not be accepted.

• No feedback or evaluations will be provided to companies regarding submissions.

• All questions must be submitted to the contract specialist identified in the document.

• The government is not obligated to pay for information provided.

Solicitation / RFP / RFQ

This document is a solicitation (W911SG26QA023) for the lease of printer services. The acquisition is set aside for Small Business.

The solicitation details the procurement of various Xerox printer models, paper trays, and USB smart card readers. Specific items include:

• Xerox VersaLink B415/YDN Multifunction printers (B/W, laser, TAA Compliant)
• Xerox 550-Sheet Paper Trays
• Xerox Media Trays for Xerox C410/C415/DN
• Xerox VersaLink C415/YDN Multifunction printers (color, TAA Compliant)
• Xerox VersaLink C625/YDN Multifunction printers (color)
• Xerox VersaLink B625/YDN Multifunction printers (B/W, laser, TAA Compliant)
• Xerox C7125/YS TAA Compliant Multifunction printers
• Xerox VersaLink B7125 MFP TAA Compliant 25ppm printers
• USB Smart Card Readers

All items are listed with quantities and a "Firm Fixed Price" pricing arrangement.

• The North American Industry Classification System (NAICS) code is 532420, with a size standard of $40,000,000.00.

• The solicitation issue date is April 8, 2026, with an offer due date of April 8, 2026, at 10:00 AM MST.

• The solicitation incorporates FAR clauses 52.212-1, 52.212-4, and 52.212-5 by reference.

• Evaluation factors will be used to determine the most advantageous offer to the Government, considering price and other factors.

• This acquisition is set aside for Small Business.

• The document includes numerous FAR and DFARS clauses incorporated by reference and in full text, covering various aspects of contract performance, payment, and compliance.

• Inspection and Acceptance locations are specified as "Both" and "Destination" at Fort Bliss, TX.

• Payment instructions are detailed, including the use of Wide Area WorkFlow (WAWF) for electronic invoicing.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for providing Multifunction Devices (MFDs) and associated services to AFSBn-Bliss HQ at Fort Bliss, Texas. The objective is to replace the current fleet of aging and disparate devices with 36 new MFDs across six different models.

• Provide Multifunction Devices (MFDs) with color printing, copy/scan functionality, CAC Smartcard enabled, and standard finishing capabilities.

• Include a Full-Service Maintenance Agreement covering all service and supplies (print consumables, toner, developer, dry ink, cleaning rollers, filters, staples, and HD removal).

• The Army will retain ownership of hard drives at the end of the final Period of Performance (POP) or upon device replacement.

• MFDs must be net-worthy, meaning they must be able to connect to the Army network out-of-the-box and be NIAP certified or equivalent to prevent intrusion.

• Provide a toll-free telephone number for technical support, available during normal duty hours, with a maximum hold time of three minutes and a return call within 15 minutes for remote resolution attempts not exceeding 30 minutes.

• On-site technicians must respond within eight (8) working hours if remote resolution fails.

• Provide software and firmware upgrades/updates to ensure MFDs remain secure and Net worthy, at no additional cost to the Government.

• Offer substitute models if an original model becomes unavailable, ensuring the substitute meets or exceeds the original's requirements at a similar or lower price.

• The contractor must provide all labor, tools, equipment, transportation, materials, testing, and supervision.

• Place of Performance: Fort Bliss, Texas.

• Period of Performance: A 30-day phase-in, a six (6) month base period, and six (6) one (1) month option periods. Specific dates for the base and option periods range from April 20, 2026, to April 19, 2027.

• Security: Contractors and subcontractors must comply with all personal identity verification requirements, installation access requirements, and provide information for background checks. Specific training requirements include Anti-Terrorism (AT) Level I, OPSEC Awareness, Information Assurance (IA) Training, and Threat Awareness Reporting Program (TARP) Training. Personnel must identify themselves as contractors and not government employees.

• Quality Control: The contractor shall develop and implement a Quality Control Plan (QCP) within 30 days of award, covering inspection, deficiency identification and correction, documentation, and trend analysis.

• Key Personnel: A contract manager and an alternate must be designated in writing to the Contracting Officer.

• Deliverables: Key Personnel List (10 days after DO issuance), Monthly Reporting (by the 15th of each month), Quality Control Program (30 Days), and AT Level 1 Training (30 Days).

• Performance Standards: Includes Delivery and Setup, Networking Standards, Digitally Networkable MFDs, Full Operational Capability Demonstration, Annual Preventive Maintenance (100% of equipment in place for at least 1 year), MFD Availability (90%), and Response to Service Calls (8-hour response time if remote fails).

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the salient characteristics and requirements for Multifunctional Devices (MFDs) and associated services for the AFSBn-Bliss HQ at Fort Bliss, Texas.

• Provide Multifunctional Devices (MFDs) with color printing, copy/scan functionality, CAC Smartcard enabled, and standard finishing capabilities.

• Include a Full-Service Maintenance Agreement covering all service and supplies (print consumables, toner, developer, dry ink, cleaning rollers, filters, staples, and hard-drive removal).

• The Army will retain ownership of hard drives at the end of the contract or when devices are replaced.

• MFDs must remain in inventory for the duration of awarded delivery orders, unless replaced by a new device of equal or better capabilities at no additional cost.

• Specific MFD models and quantities are listed, including Xerox VersaLink B415/YDN, Xerox Versalink C415/YDN, Xerox C625/YDN, Xerox B625/YDN, Xerox C7125/YS, and Xerox VersaLink B7125 MFP.

• Associated items include paper trays and USB Smart Card Readers.

• Delivery of Printers is required no later than May 1, 2026.

• Post-delivery inspections are allowed 15 business days per unit.

• Period of Performance: May 1, 2026, to April 30, 2027.

• Delivery Location: Fort Bliss, TX.

• Contractor must provide non-personal services.

• Contractor is responsible for all labor, tools, equipment, transportation, materials, testing, and supervision.

• Government will not provide any equipment, fuel, personnel, utilities, or facilities.

• Contractor must adhere to current installation security policies and obtain necessary permits/passes.

• Contractor personnel must adhere to all safety regulations and wear appropriate safety gear.

• Contractor must provide training on equipment operation.

• Work hours are Monday-Friday, 8:00 am to 5:00 pm, excluding federal holidays or government-directed closings.

• Smoking is prohibited inside and within 50 feet of facility entrances.

• A designated onsite Point of Contact (POC) is required.