Printer Lease and Maintenance Services

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding an RFQ, clarifying requirements and extending the due date.

• Optical Character Recognition (OCR): The government does not require OCR for the Ricoh Pro 8410s printers.
• Service Agreement: A staples inclusive service agreement is not required.
• Fiery Software: The standard Fiery software is required for the EB-36 Fiery Controllers.
• Trained Replaceable Units (TCRUs) & Training: The government does not require TCRUs or training for operators to replace parts like Web Cleaners or Fusers.
• Indicator Pole: An indicator pole is required for each Ricoh Pro 8410s printer for easy visibility of issues.
• Tab Printing: Tabs will not be printed on these printers, and a Tab Sheet Holder is not required.
• Volume: Anticipated volumes are approximately 4,000,000 black and white pages per printer each year.
• TAA Compliance: The government will only accept TAA compliant devices.

The response date for the RFQ has been extended to Friday, April 10, 2026, at 1:00 pm Mountain Daylight Time.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for Ricoh printers.

• OCR for Scanners: The government does not require Optical Character Recognition (OCR) for the scanners on the Ricoh Pro 8410s printers.
• Staples Inclusive Service Agreement: The government does not require a staples inclusive service agreement.
• Fiery Software: The government requires the standard Fiery software for the EB-36 Fiery Controllers.
• Trained Customer Replaceable Units (TCRUs) & Training: The government does not require TCRUs or training for operators to replace certain parts.
• Indicator Pole: The government requires an indicator pole for each Ricoh Pro 8410s printer for easier visibility of issues.
• Tab Sheet Holder: The government will not be printing tabs and therefore does not require an inexpensive Tab Sheet Holder.
• Volume Confirmation: The government anticipates approximately 4,000,000 black and white pages per printer each year, of various sizes.
• TAA Compliance: The government confirms that it will only accept TAA compliant devices.

The due date for the RFQ has been extended to Friday, April 10, 2026, at 1:00 pm Mountain Daylight Time.

Other / Unclassified

This document is a "Decision to Restrict Competition" under the Simplified Acquisition Threshold for the United States Department of Agriculture. It outlines the justification for restricting competition for the lease and maintenance of two Ricoh Pro 8410s high-speed production printers.

This document is relevant to potential bidders as it explains the government's intent to restrict competition for this acquisition. It details:

• Supplies/Services: Lease and maintenance of two Ricoh Pro 8410s high-speed production printers for a base period and four option periods.
• Suggested Source: Ricoh USA, Inc.
• Justification for Restriction: The Ricoh Pro production printers are stated to be the only equipment meeting required print specifications and are compatible with existing NASS owned finishing equipment (folder, trimmer, booklet maker). This compatibility ensures cost savings and continuous operational status. Additionally, current staff are trained on Ricoh equipment, reducing training requirements. Market research indicated that only Ricoh printers are compatible with existing USDA equipment.
• Competition: The requirement will be publicly solicited on sam.gov and competed among authorized dealers of Ricoh USA, Inc. manufactured printers.
• Contracting Activity: Contracting Operations Branch/Acquisition and Property Division.
• Estimated Value: To Be Determined (TBD).

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items for Printer Lease and Maintenance Services. The acquisition is set-aside for small business concerns. The government intends to make one award.

• Provision of Ricoh USA, Inc. Brand Pro 8410s high-speed printers and accompanying accessories.

• Required maintenance and support services for the printers.

• Offerors must provide documentation from Ricoh USA, Inc. certifying they are an authorized dealer.

• Anticipated contract type: Firm-fixed price.

• Period of Performance: One (1) one-year base period and four (4) one-year option periods.

• Total contract duration: Not to exceed five (5) years, 6 months.

• Quotes are due no later than 1:00 pm Mountain Time on Monday, April 6, 2026.

• Submission method: Electronic, via email to frank.palmer@usda.gov. No faxed or hard copy quotes.

• Evaluation: Award will be made to the responsible offeror whose quote offers the Best Value to the Government, based on a comparative evaluation of technical capabilities, relevant experience, past performance, and price.

• Technical Capabilities: Requires a detailed description of knowledge, experience, and skill to meet SOW requirements.

• Relevant Experience: Demonstrates experience performing work similar in scope, size, and complexity.

• Past Performance: Provide at least three (3) projects from the last three (3) years, detailing relevancy, recency, and quality.

• Price: Must be fair and reasonable. The lowest priced, technically acceptable quote will not necessarily be selected.

• Total Small Business Set-Aside.

• Applicable NAICS Code: 532420.

• Small business size standard: $40.0 million.

• Vendors must be active and registered in the System for Award Management (SAM.gov) at the time of quote submission and award.

• See "Attachment 1 - Solicitation Terms and Conditions" for applicable clauses, instructions, and evaluation criteria.

• See "Attachment 2" for the Statement of Work.

• Payment will be made utilizing the Department of the Treasury Invoice Processing Platform (IPP.gov).

Statement of Work (SOW)

The National Agricultural Statistics Service (NASS) National Operations Division (NOD) Print Mail Center (PMC) requires the lease of two (2) Ricoh Pro high-speed printers with finishing units to meet operational needs and provide updated technology.

• Lease of two (2) Ricoh Pro 8410s printers with specified peripheral equipment (Scanner, Vacuum Feed LCIT, Fiery Color Controller, Finisher, Multi-Folding Unit for one unit).

• Delivery, set-up, and training at the work site.

• Service agreement/maintenance contract including:

  • On-site service by local, manufacturer-trained technicians.
  • Four-hour response time for service calls during business hours (8:00 AM - 5:00 PM, Mon-Fri, excluding Federal holidays).
  • Consumables (toner & drum).
  • Parts.
  • Preventative maintenance.
  • Certified Fiery software support.

• Provide an end-of-lease purchase option.

• Base period with four (4) option periods.

• Work to be performed at the PMC in St. Louis, MO.

• Contractor must have a local presence.

• Contractor must be an authorized dealer of Ricoh USA, Inc. products and services.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division, under the Service Contract Act. It establishes the minimum wage rates and fringe benefits required for various occupations performing work on covered federal contracts within specific geographic areas.

• Geographic Area: Covers specific counties in Illinois (Bond, Calhoun, Clinton, Jersey, Madison, Monroe, St. Clair) and Missouri (Franklin, Jefferson, Lincoln, St. Charles, St. Louis, St. Louis City, Warren).
• Occupational Listings: Provides a detailed list of occupations with corresponding minimum hourly wage rates and required fringe benefits.
• Fringe Benefits: Specifies that fringe benefits are required and follow the occupational listing. It also details Health & Welfare benefits ($5.55/hour or $222.00/week) and mentions Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (minimum wage adjustments).
• Special Provisions: Includes notes on hazardous pay differentials (8% and 4%), uniform allowances, and the Service Contract Act Directory of Occupations.
• Conformance Process: Outlines the procedure for contractors to request wage rates for classifications not listed in the determination.

This document is crucial for bidders to understand the minimum labor costs associated with performing services under the contract. It directly impacts proposal pricing by defining the required wage rates and fringe benefits for all service employees working on the contract. Bidders must ensure their proposed wages meet or exceed these minimums to be compliant.