Multi-Function Devices (MFD) Purchase and Maintenance Program (Notice of Intent to Sole Source)

Background
The Centers for Medicare & Medicaid Services (CMS) is seeking to procure Section 508-compliant multi-functional devices (MFDs) that integrate copying, scanning, printing, and authentication capabilities.

This procurement aligns with the Rehabilitation Act mandate requiring all acquired electronic and information technology to be accessible to individuals with disabilities. CMS has conducted extensive market research to identify a vendor capable of meeting stringent Section 508 compliance requirements, determining that only one vendor possesses the necessary capabilities.

Work Details
The acquisition encompasses the following tasks and services:
- Procurement of hardware equipment that complies with Section 508 accessibility standards.
- Provision of comprehensive maintenance and repair services for the MFDs.
- Implementation of managed print services (MPS) to optimize printing operations.
- Supply of associated consumable supplies necessary for the operation of MFDs.

Accessibility features required include:
- Tactile navigation controls for ease of use by all individuals.
- High-contrast display options to assist users with visual impairments.
- Screen reader compatibility to ensure information is accessible.
- PIV/CAC authentication that is operable by non-sighted users.

Functional requirements dictate that devices must allow users to perform core functions—printing, copying, scanning, and authentication—without reliance on third-party workarounds or visual-only interfaces.

Security requirements include:
- Secure print release functionality to protect sensitive information.
- Data encryption capabilities to secure data transmission and storage.
- Automated data wipe features to ensure data security when devices are decommissioned.

Period of Performance
Base Period: September 15, 2025 – September 14, 2026, with four (4) additional one-year option periods for ongoing maintenance and MPS support.

Place of Performance
The geographic location(s) where the contract will be performed have not been specified.