W074--Multifunction Device Lease and Support Services Atlanta VA Medical Center (VA-26 00053801)

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for Multifunction Device (MFD) Lease and Support Services for the Atlanta VA Medical Center (VAMC). The government is procuring a turnkey operation for MFDs, including a full-service lease and maintenance agreement. This solicitation is being issued on a sole source basis to Cynergy Professional Systems, LLC, via the Veterans First Contracting Program.

• Provision of 315 MFD devices (306 non-production, 9 production) as detailed in Attachments A and B.

• Installation and operational readiness of all 315 devices within 90 calendar days of contract award.

• Full-service lease and maintenance agreement, excluding paper.

• On-site support associate for MFD/Production oversight, training, and support.

• MFD installation (move, add, change), network configuration, maintenance, technical support, supplies, and break/fix services.

• Deliverables include: Contractor Project Management Plan, Monthly Progress Reports, Quarterly Status Review Meeting Minutes, MFD Implementation Plan, MFD Technical and User Documentation, Site Network and Configuration Documentation, Authority to Operate (ATO) Artifacts, Consumable Ordering Process, Statement of Attestation (for AI use), AI System/LLM Development and Operation Documentation Package, Compliance Monitoring and Reporting Plan, Corrective Action Plan, and AI Model/LLM Change Disclosure.

• Contract Type: Firm-Fixed Price.

• Period of Performance (PoP): 12 months from date of award (Base Period: May 1, 2026 - April 30, 2027).

• Estimated Value: Not explicitly stated, but NAICS code 532420 has a size standard of $40 Million.

• Quotes are due by April 29, 2026, 11:00 am EST.

• Quotes must be submitted electronically via email to Contract Specialist Angela Key and Contracting Officer John Vardouniotis.

• File size limit is 5MB; multiple emails may be used if necessary.

• Hyperlinks or embedded attachments in quotes are prohibited.

• Award will be made to the lowest priced, responsive, responsible respondent whose quote conforms to the requirements.

• Quotes must be submitted on an "All or None" basis.

• Deviation from minimum terms and conditions may result in disqualification.

• This acquisition is being issued on a sole source basis to Cynergy Professional Systems, LLC.

• The document includes extensive clauses related to Information Security, Privacy, AI, and other general contract requirements.

• Attachments A (MFD Specifications) and B (MFD Locations) are referenced but not included in this document.

Solicitation / RFP / RFQ

This is a sole source solicitation for Multifunction Device Lease and Support Services at the Atlanta VA Medical Center. The solicitation number is 36C10B26Q0331.

Details regarding the specific requirements for multifunction devices and their specifications are provided in the attached documents: "Attachment A - Multifunctional Devices" and "Attachment B - Atlanta VAMC MFD Specifications."

• Product Service Code: W074

• NAICS Code: 532420 (Solutions to the problems of the Federal Government)

• Response Date/Time/Zone: April 29, 2026, 11:00 AM Eastern Time, New York, USA.

This solicitation is being issued as a sole source to Cynergy Professional Systems, LLC.

• Contracting Office Address: Department of Veterans Affairs, Technology Acquisition Center, 23 Christopher Way, Eatontown NJ 07724.
• Point of Contact: Angela Key (angela.key@va.gov) and John Vardouniotis (ioannis.vardouniotis@va.gov).
• Referenced Attachments: S02_36C10B26Q0331_4.28.26_Final_v2, Attachment A - Multifunctional Devices, Attachment B - Atlanta VAMC MFD Specifications.

Form / Attachment / Pricing Sheet

This document provides detailed specifications for Multi-Function Devices (MFDs) required for the Atlanta VAMC. It outlines the minimum technical requirements for various MFD models, including their printing, scanning, faxing, and copying capabilities, as well as security and compliance standards.

• MFD Specifications: Details requirements for different MFD types (Small Monochrome, Medium Monochrome/Color, Production Monochrome/Color) covering aspects like power, paper capacity/size/weight, operating systems, memory, storage, network connectivity, and protocols.
• Print Characteristics: Specifies print speed, resolution, duplexing, duty cycle, time to first page, and finishing options.
• Scan Characteristics: Outlines scanning speed, resolution, area, secure scan capabilities (including OCR, scan-to-email/folder, VistA integration, PIV/CAC authentication), and supported file formats.
• Fax Characteristics: Defines modem speed, transmit/receive paper size, and transmission speed.
• Copying Characteristics: Details copying speed, size, enlargement/reduction capabilities, and multiple copy limits.
• Security & Compliance: Mandates requirements for secure boot, whitelisting, runtime validation, network connection blacklisting, FIPS 140-2 compliance, PIV/CAC enablement, secure print capabilities, and DISA STIG compliance.
• Network Fax/Communications Service: Specifies requirements for an on-premise Secure Network Fax/Communications Service (SNFCS) including high availability, LDAP authentication, secure file transfer, and integration with MFDs.
• Alert Notification: Details requirements for alert notifications via phone, fax, email, and text messaging.
• Supportability: Requires a minimum of 5 years of hardware and software supportability remaining after device delivery.

This document is critical for bidders to understand the precise technical specifications and compliance requirements for the MFDs and associated services. Vendors must ensure their proposed solutions meet or exceed all listed criteria, particularly regarding security, PIV/CAC integration, and network faxing capabilities. Compliance with DISA STIG and FIPS standards is essential. Bidders should use this document to configure their offerings and prepare detailed technical proposals.

Form / Attachment / Pricing Sheet

This document lists the required quantities of various multifunctional devices (MFDs) needed at multiple locations for the VAMC (Veterans Affairs Medical Center) and associated facilities. It serves as an attachment to a solicitation, providing specific details on the types and quantities of MFDs required for different sites.

• Locations: Details are provided for numerous VAMC and associated sites across Georgia, including Decatur, Atlanta, Tucker, Stockbridge, Duluth, College Park, Rome, Lawrenceville, Austell, Newnan, Smyrna, Flowery Branch, Blairsville, Marietta, Covington, Jasper, Carrollton, and others.
• Device Types: Specifies MFDs by speed (PPM - Pages Per Minute), color capability (B/W or Color), size (A3 or A4), and features (e.g., with stand, Production models, specific model numbers like AltaLink EC8056HG, B8155HG, C8055HG, B405DNG, B8170HG, V280).
• Quantities: Lists the exact number of each device type required at each specific location.
• Totals: Provides subtotals for each location and a grand total of all devices required.

This attachment is crucial for bidders to understand the scale and distribution of the required MFDs. It directly informs procurement strategies, logistical planning, and pricing for potential vendors responding to the solicitation. Bidders must carefully review the quantities and types of devices needed at each location to accurately prepare their proposals and ensure they can meet the specified requirements.