Library of Congress Print Management Systems (PMS)

Notice Type: Sources Sought Request For: Capability Statements (not proposal) Posted Date: February 18, 2014 Response Date: March 18, 2014 Title of Project: Library of Congress Print Management Systems (PMS) I. General Overview The Library of Congress (LC) is seeking to support to implement and maintain a customer-oriented print management system (PMS) for its reading rooms. This sources sought notice is being used to determine if sufficient interest and capability exists regarding a potential future solicitation. This notice is provided as information to the marketplace, an invitation for potential offerors to express interest and provide information regarding their relevant capabilities, as well as provide feedback on the attached Draft Statement of Work (DSOW). Information submitted in response to this notice may be used as a basis for a future solicitation and/or as a basis for more in-depth research of an organization's capability. This Sources Sought Notice is for procurement planning purposes. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT WILL BE AWARDED AS A RESULT OF THIS NOTICE. No reimbursement will be made for any costs associated with providing information in response to this notice or any follow up information requests. Interested parties should submit their responses via email to Janet Mata-Hitz at jmata@loc.gov and Shameema Rahman at srah@loc.gov. Capabilities statements should be limited to no longer than 15 pages. It must include the following information: 1) Company Name, DUNS Number, Address, Point of Contact, phone number and email address; 2) Corporate structure (corporation, LLC, sole proprietorship, partnership, limited liability partnership, professional corporation, etc.); 3) References, including name, phone number and email address of individuals who can verify the demonstrated capabilities identified in the responses; 4) A statement as to whether the firm is interested in working as a prime contractor or a subcontractor; 5) A demonstration of the vendor's technology and its ability to meet LC's objectives. (See Item III, Capability Statements and Item IV. Sample Response Outline, below.) II. Background 1. Overview A. Print Management at the Library of Congress The Library of Congress anticipates posting a Request for Proposal (RFP) for a 5 year (12-month base period plus 4 option years) fixed-price contract in Fall, 2014, for print management services. The RFP will have 3 core components: 1) Network public fee for service print management in three Service Units: a. Library Services public reading rooms (approx. 24), b. Copyright Office and the c. Law Library. Note: Reading Rooms are located in three separate, yet adjacent, buildings on Capitol Hill. 2) Office copying/printing that functions as an internal charge back program; and 3) Internal charge-back production print shop. B. Public Reading Rooms in the Library of Congress This RFI relates solely to item 1 above - Networked public fee for service print management in the reading rooms (Library Services, Copyright Office and Law Library)' in which it is anticipated will introduce a fundamental change to the way the Library manages its public printing, copying, and scanning services. A key outcome of the future contract is to establish a feature-rich, fee based print management environment in the many reading rooms of the Library of Congress. Objectives include: - Greatly reducing the inventory of desktop printers; - transitioning from analog equipment to digital; - networking all imaging equipment to establish demand, volume, and cost; - simplifying an overly complex and costly print environment that has resulted from an unmanaged accumulation of equipment, supplies, and support; - reducing overhead costs associated with paper and ink; - improving available services to include industry-standard services such as color, secure printing, scanning, scan-to-email etc. III. Capability Statement The capability statement should briefly describe the company's expertise, experience, and understanding of each of the following areas: A. A PMS that Reduces Cost & Increases Flexibility While service quality is essential, the Library is also seeking to control and lower total cost. Respondents should provide suggestions around alternate costing arrangements that would lower the Library's total cost of ownership. Examples may include purchasing, renting, leasing, volume pricing or discounts, and - no cost contract' (i.e., vendor assumes all cost, and all revenue) B. A PMS Responsive to Public Services, Industry Standards, and Revenue Generation The Library currently charges a fee for photocopying and microfilm printing in the reading rooms. Additionally, the Library needs the ability to charge for PC printing, and for scanning. As a revenue-generating activity, the Library is making assumptions about a print management solution: - Black and white printing has been declining for over a decade and will continue to do so - Networking printing in the reading rooms will automatically reduce use by 50% - Color printing and copying will increase, as it would be a new service - On-site printing will increasingly be replaced by scanning options, and the library must have the option to track and charge for equipment usage - The Library will require a - dumb card' initially but would ideally migrate to credit card and/or smartcard use in the future - Estimated yearly print volumes in Reading Rooms: o Desktop print impressions: 2,000,000 o Copier impressions (B/W): 540,000 o Microfilm impression: 50,000 o Scanning impressions: unknown IV. Sample Response Outline Following is a suggested outline for Respondents to use in submitting their capability statements, and for Oral Presentations, if invited (See Item V. Oral Presentations, below). A. Section 1 - System Architecture Briefly describe the architectural concepts for the proposed system. This should include a high-level conceptual diagram of the major IT steps, components, and technology included in the proposed solution. B. Section 2 - Solution Integration A demonstration of the integration, operation, and maintenance of third-party software and hardware required. Provide examples of pricing practices especially in large government or research organizations. Provide suggested price points for various functions. C. Section 3 - Implementation Methodology Vendors should provide high-level planning documentation, addressing concept of operations, system design, and implementation, providing an outline of significant high-level milestones with approximate timeframes for this type of project. V. ORAL PRESENTATIONS In response to capability statements, the Library reserves the right to invite a select number of respondents to present their capability. These presentations can be conducted either in-person or via the web. The oral presentation is required to be specific and relative to the specific requirements stated above, and should include proposed solution Respondents invited to give oral presentations will be provided a 3-hour window to perform their oral presentation to Library staff. This time limit shall be strictly enforced. VI. Contact Information Primary Point of Contact (POC): POC Name: Janet Mata-Hitz POC Phone: 202 707-3532 POC email: jmata@loc.gov Secondary Point of Contact (POC): POC Name: Shameema Rhaman POC Phone: 202 707-3812 POC email: srah@loc.gov Due Date: Responses must be received in Microsoft Word format by 4:00 PM on March 18, 2014, to the Point of Contacts above. You may also submit supplemental hardcopy materials such as brochures, etc. (5 copies each) to the POC at the following address - no later than specified due date: Library of Congress Office of Contracts and Grants Management 101 Independence Avenue, SE Washington, D.C. 20540-9411