Multifunctional Printer Devices: Replacement, Disposal and Maintenance

The U.S. Census Bureau is conducting market research through a Sources Sought Notice to identify qualified vendors capable of providing comprehensive replacement, maintenance, and environmentally responsible disposal services for multifunctional devices across six regional offices in Atlanta, Chicago, Denver, Los Angeles, New York, and Philadelphia. The requirement focuses on commercially available devices that deliver high-speed monochrome and color printing, robust scanning and copying, and secure network connectivity without the added cost or complexity of production-level finishing features. Devices must meet strict operational reliability standards for high-volume environments, supporting monthly print volumes of 40,000 to 80,000 pages, and must have at least five years of remaining manufacturer support including parts and consumables. Security compliance is mandatory, requiring TLS 1.2 or higher connectivity, CAC/PIV authentication, encrypted hard drives, secure print release, and full alignment with federal cybersecurity policies. Vendors are expected to deliver, install, configure, and test devices at all locations, ensuring integration with existing network infrastructure and implementing secure print, scanning workflows, and user authentication protocols. Legacy equipment must be removed and disposed of according to data sanitization and environmental regulations. A minimum three-year warranty with on-site service and guaranteed next-business-day response for critical outages is required, alongside ongoing supply management for toner, drums, and maintenance kits. Comprehensive training materials and orientation for key staff, either remotely or on-site, must also be provided, with final acceptance reports generated for each installed device. The NAICS code for this effort is 423430, and while the Bureau strongly encourages participation from small businesses and other socioeconomic categories, no set-aside has been determined. The notice, issued under solicitation number 13ADFL26SSN0001, is explicitly not a solicitation or commitment to award a contract and is solely intended to gauge industry capabilities to inform future acquisition planning. Responses, which must include company name, UEI, CAGE code, business size, socioeconomic status, and applicable NAICS codes, are due by June 3, 2026, and must be submitted electronically to the designated contracting officer with no phone inquiries permitted.