Multiple Award Indefinite Delivery Indefinite Quantity (MA IDIQ) Contracts for Leasing Multi-Functional Devices (MFDs) for CONUS and Non-Foreign OCONUS DLA Customers

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

This document outlines the requirements for the Defense Logistics Agency's (DLA) procurement of multiple award Indefinite Delivery Indefinite Quantity (IDIQ) contracts for Multifunctional Devices (MFDs) and associated services. The goal is to provide up to $448.26 Million in leased devices and services over a potential 60-month period.

• Devices: Procurement of A3, A4, and production-level MFDs, accessories, and office document devices.

• Services: Includes delivery, end-user training, full-service maintenance (excluding paper), relocation, technical refresh, removal, reporting, network functionality, and network security.

• Period: Up to 60 months.

• Place: Within the 50 United States, District of Columbia, Puerto Rico, Northern Mariana Islands, American Samoa, US Virgin Islands, and other specified territories.

• Device Compliance: Trade Agreement Act (TAA) compliant, new (not refurbished) equipment, simplex/duplex copying, printing, and scanning, automatic document feeder with minimum 30-page capacity, operation with at least 30% recycled paper, free-standing configuration, minimum copy resolution of 600x600 DPI, minimum print resolution of 1200x1200 DPI, support for Windows 11+, macOS 13+, and Microsoft Server 2016+, minimum 1 GB document management memory, and support for specific Page Description Languages (PDL).

• Security: Devices must meet NIST SP 800-88 Revision 1 for media sanitization, FIPS 140-3 for encryption, and have specific security features like CAC/PIV enablement and "Secure Print" functionality. Networked devices must support specific protocols and security standards (e.g., SNMPv3, DISA STIG).

• Delivery: Specific timelines based on quantity ordered (60-105 days ARO). Devices must be delivered to the DLA Customer's location, fully assembled, and tested.

• Maintenance: Minimum 90% weekly available rate. Response times for work stoppage and non-work stoppage situations vary based on remote vs. non-remote areas (2-8 business hours).

• Consumables: Contractor to provide OEM consumable supplies (excluding paper) within 3 business days of request.

• Reporting: Various reports required, including Delivery Reports, Training Summaries, Device Listing Reports, and Removal/Relocation Reports.

• Personnel Security: Contractor personnel may require facility clearances (Secret level) and specific investigation standards based on their role and access to classified information.

Questions & Answers / Clarifications

This document contains responses to vendor questions and comments regarding the Draft Performance Work Statement (PWS) for Solicitation SP7000-26.

• External Surge Protectors: The requirement for external surge protectors (II.A.15) has been updated. The government will not remove the requirement entirely but has amended the PWS. A separate CLIN for surge protectors will not be added.
• Toner Cartridges: The requirement for an additional full set of standard yield toner cartridges (II.B) will remain as stated. The government will not specify page yields per CLIN, as the contractor is responsible for meeting PWS standards for consumables.
• In-Person Updates: The requirement for in-person updates (II.A.13) will be a separate, optional CLIN.
• FIPS Compliance: Section II.F.5.c will be changed to only allow FIPS 140-3 encryption. FIPS 140-2 will not be accepted for new requirements during the transition period.
• Removable Hard Drives: The requirement for external, removable hard drives on classified devices (II.F.2) will remain as stated and will not be made optional.
• Functional Areas: Offerors are not required to bid on all Functional Areas (FA's), but must provide pricing for CLINs within an FA to be considered for award in that FA. Awards will be made individually per FA, with up to six awards anticipated per FA.
• Facility Clearance (FCL): The government intends to sponsor awardees for the FCL requirement. However, contractors without an FCL must obtain one prior to being awarded any task orders. Subcontracting for FCL is not permitted; the prime contractor must obtain its own FCL. The contractor is responsible for all associated fees for FCL and individual personnel clearances.
• Device Removal Timeframes: DLA will analyze the feasibility of revising device removal timeframes (IX.A.2) and address it in the solicitation. The government strives to maintain up-to-date contact information but emphasizes the contractor's responsibility to maintain accurate device location records.

Several sections of the Draft PWS have been updated based on vendor feedback. Key requirements regarding surge protectors, toner, in-person updates, FIPS compliance, and facility clearances have been clarified or modified. The solicitation will reflect these changes.

Request for Information (RFI) / Sources Sought

This RFI/Sources Sought is issued by the Defense Logistics Agency (DLA) Contracting Services Office (DCSO) – P New Cumberland to gather industry feedback on a draft Performance Work Statement (PWS) and to determine market interest, feasibility, and capability for providing Multi-Functional Devices (MFDs) and related services. The goal is to identify qualified sources for potential Firm Fixed Price (FFP) Multiple Award Indefinite Delivery Indefinite Quantity (MA IDIQ) contracts.

The anticipated MA IDIQ contracts will cover services and equipment for MFDs, accessories, and office document devices for DLA customers within CONUS and non-foreign OCONUS. Services include installation, removal, full-service maintenance, all consumable supplies (excluding paper), end-user training, reports, relocations, network functionality, and network security. The anticipated ordering period for these contracts is five years.

• Draft PWS: Available as Attachment 1 for review and comment.
• Market Research: DLA seeks to identify capable small businesses and assess market interest.
• No Obligation: This RFI does not obligate the Government to award any contract, and no solicitation package is currently available.

Interested companies should submit a capabilities package (max 10 pages) demonstrating their ability to perform according to the draft PWS. The package must include:

• Company details (name, location, DUNS, CAGE, POC info).

• Business size (large/small) and SAM status.

• Manufacturer or Reseller status (and subcontractor sourcing if reseller).

• Relevant experience (past 3 years) with contract details.

• Comments on the draft PWS.

• If a Reseller, a Letter of Supply/Authorization (required at proposal submission).

• Questions Submission Deadline: November 13, 2025, 3:00 PM ET.

• Vendor Capability Submissions Due: December 2, 2025, 3:00 PM ET.

• Submission Method: Via email to Matthew O’Brien (matthew.obrien@dla.mil) and Jennifer DeWease (jennifer.dewease@dla.mil).

• Responses to this RFI are voluntary and do not guarantee future award.

• No debriefing will be provided for this RFI.

• No costs for RFI response will be reimbursed.

• Questions and comments should be submitted using Attachment 3.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet titled "Attachment 2 - Question and Comment Form.xlsx". It is intended for bidders to submit questions and comments related to the SAM.gov opportunity.

The spreadsheet contains columns for 'Document Title', 'Description', 'Page #', 'Section/ Paragraph', and 'Question/ Comment'. It appears to be a template for organizing and submitting inquiries.

Bidders should use this form to formally submit any questions or comments they have regarding the solicitation or related documents. This ensures that all inquiries are captured in a structured format, facilitating clear communication with the government.

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

This Performance Work Statement (PWS) outlines the requirements for the Defense Logistics Agency (DLA) to procure multiple award Indefinite Delivery Indefinite Quantity (IDIQ) contracts for Multifunctional Devices (MFDs) and associated services.

• Devices: Lease of A3, A4, and production-level MFDs, accessories, and office document devices.

• Services: Includes delivery, end-user training, full-service maintenance (consumables excluded), relocation, technical refresh, removal, reporting, network functionality, and network security.

• Pricing: All CLIN prices are inclusive; no additional payments will be made for stated requirements.

• Devices must meet specific technical requirements (e.g., TAA compliant, new equipment, simplex/duplex copying, scanning, printing, minimum paper capacity, specific resolutions).

• Devices must support current operating systems (Windows 11+, macOS 13+, Server 2016+).

• Devices must have a minimum 90% weekly availability rate.

• Specific response times for service calls based on location (non-remote vs. remote areas) and issue type (work stoppage vs. non-work stoppage).

• Contracts are for up to 60 months.

• Services and devices are required within the 50 United States, District of Columbia, Puerto Rico, Northern Mariana Islands, American Samoa, and US Virgin Islands.

• Security: Devices must meet FIPS 140-3 Software Cryptography, support secure scanning, and comply with DISA STIGs. Specific requirements for hard drive sanitization, encryption, and removable media are detailed.

• Networking: Devices must operate on IPv4, IPv6, or hybrid networks and support agency hardware/software.

• Reporting: Contractors must provide various reports including Delivery Reports, Training Summaries, Device Listing Reports, and Usage Reports.

• Training: On-site or online training for end-users, covering basic functions, special features, and basic troubleshooting.

• Consumables: OEM consumable supplies (excluding paper) must be provided within three business days of request.

• Facility Clearance: Contractors may need to obtain a Secret Facility Clearance (FCL) and personnel may require security clearances depending on the task order requirements.