Enterprise Laptop Initiative

Description

Request For Information (RFI) Title: Enterprise Laptop Initiative. In accordance with Federal Acquisition Regulation (FAR) Part 10 (Market Research), this is a Request for Information (RFI). This is NOT a solicitation for proposals, proposal abstracts or quotations. The purpose of this RFI is to obtain knowledge and information for project planning purposes. Submission of any information in response to this RFI is purely voluntary. The Government assumes no financial responsibility for any costs incurred. Your response will assist the Government in the development of its acquisition strategy and requirements documents for a possible fiscal year 2027 acquisition. Any resultant award will be for HHS use only. Purpose: The Department of Health and Human Services (HHS) is conducting market research to determine the optimal enterprise acquisition strategy for end-user computing devices, including traditional purchasing, Device as a Service (DaaS), hybrid approaches, or other innovative commercial models. The Government seeks information regarding cost, performance, lifecycle management, transition considerations, and acquisition vehicles capable of supporting mandatory department-wide use. HHS seeks to answer the following questions as it relates to a mandatory-use contract vehicle that will service all HHS computing device requirements: Transition Questions: Describe your recommended transition approach from an existing Government-owned laptop fleet. How would you phase implementation over 12�36 months? How could existing warranties be handled? Would existing devices remain in service until scheduled refresh? What data would be required for transition? What transition risks have you experienced? How would users experience the transition? What staffing would be required? What would transition cost? Refresh Strategy Questions: What refresh cycle timeframe produces the lowest lifecycle cost? What refresh cycle timeframe is commercially typical? How are refresh schedules managed? Can different user populations have different refresh schedules? Can devices be refreshed based on age, performance, or user role? DaaS versus Purchasing Questions: Provide a comparison of the total cost of ownership of: Traditional purchase Contractor-owned DaaS Government-owned contractor-managed Hybrid *Please explain any (1) assumptions, (2) cost drivers, (3) risks, (4) break-even point. OEM Flexibility Questions: Describe your ability to support multiple OEMs including Dell, HP, and Apple under a single enterprise contract. Are there standardized configurations, imaging differences, Apple lifecycle support, and/or mixed OEM environments that the Government should consider or be aware of? Can the full requirement be supported by a single vendor, including hardware, accessories, imaging/provisioning, endpoint management integration, service desk coordination, warranty support, lifecycle refresh, disposition, and reporting? Should a portion of this requirement be split to increase competition and/or align with industry best practices? Mandatory Use Questions: What governance model and/or Best In Class (BIC) existing contract vehicle(s) might best support an HHS enterprise mandatory-use contract vehicle? * Specific considerations may include GSA MAS, NASA SEWP, BIC vehicles, Governmentwide Acquisition Contracts (GWACs), reseller contracts, OEM contracts Can this requirement be effectively executed using GSA Multiple Award Schedule? Office of Management and Budget (OMB) M-19-13 designated Spend Under Management considerations What ordering flexibility should remain with Operating Divisions? How should exceptions be handled? Hardware & Managed Services Questions: Are there any hardware considerations that should be evaluated such as: OEMs configurations accessories warranties Are there any lifecycle considerations that should be evaluated such as: imaging deployment refresh disposition Are there any managed service considerations that should be evaluated such as: help desk asset management reporting Are there any financial considerations that should be evaluated such as: pricing subscriptions ownership refresh Ownership Questions: What financial, accounting, property management, or operational constraints should HHS consider when seeking DaaS-like services without device leasing? Contractor Owned Contractor Managed Government Owned Contractor Managed Government Owned Government Managed Hybrid approaches Contractual Challenge Questions: How should property accountability be handled? How are data sanitization requirements addressed? What FAR clauses typically present challenges? Are there subscription licensing considerations? Can pricing be structured as per-device, per-user, per-service, transaction-based, fixed-price, consumption-based, or some combination? What cost elements should HHS expect, including hardware, accessories, provisioning, shipping, storage, spares, warranty, repair, endpoint management support, asset management, reporting, refresh, and disposition? What would be an expected cost to HHS for items returned that are not supported in the DaaS models, like PIV cards or purchase cards? What cost drivers most impact pricing? Lifecycle Cost Questions: Notional 5-year cost using the table below using each approach: (1) purchase, (2) DaaS, (3) Hybrid: Division Estimated Laptop Qty Estimated Desktop Qty Standardized Configurations ARPA-H 1,261 0 Yes ACF 3,320 0 Yes CDC 29,878 866 Yes CMS 6,444 52 Yes HRSA 2,676 3 Yes HIS 4,448 12,761 Partial/Varies NIH 37,264 9951 Partial/Varies OCIO 10,306 0 Yes FDA 37,542 3,223 Yes TOTAL 133,139 26,856 Manufacturer Sum of Quantity Dell 109,723 Apple 12,909 HP 10,279 Microsoft 29 Asus 5 Other 174 TOTAL 133,119 *The Government estimates a potential 5% annual increase in quantities over the 5-year period. Performance Metric Questions: Are any of the criteria below not applicable or should additional criteria be considered? Time to deploy Device availability Repair turnaround Refresh completion rate User satisfaction Asset accuracy On-time delivery Cost per endpoint Contract Structure Questions: Preferred ordering model Preferred CLIN structure Fixed-price vs subscription considerations Catalog management options Technology refresh provisions Any economic price adjustment consideration Consideration for optional services Other Technical Questions: Describe capabilities for customer self-service ordering, catalog management, approval workflows, role-based device bundles, and integration with government systems. Describe how non warranty device repairs would be handled? Describe provisioning capabilities, including imaging, zero-touch deployment, Autopilot or equivalent enrollment, configuration management, encryption, identity integration, endpoint security tooling, and shipping to end users. Describe lifecycle management capabilities, including asset tagging, inventory management, warranty tracking, repair, replacement, redeployment, refresh planning, end-of-life management, sanitization, recycling, and disposition. Describe reporting, including inventory status, order status, device age, refresh eligibility, warranty status, repair history, service performance, lost/stolen devices, and cost reporting. Describe support to remote, hybrid, field, and office-based users. Describe approach to surge demand, emergency response, onboarding waves, device refresh campaigns, and supply chain disruptions. Describe transition in and out activities related to device issuance and recovery. How would the DaaS solution support federal endpoint security requirements, supply chain risk management, asset accountability, data sanitization, and secure disposition? How would DaaS solutions integrate with existing HHS endpoint management, identity, cybersecurity, ITSM, CMDB, asset management, and service desk processes? What data would your company require from HHS to manage devices effectively, and how would that data be protected? What governance structure do you recommend for catalog changes, device standards, exception handling, refresh planning, performance reviews, and continuous improvement? What commercial innovations should HHS consider that are not reflected in this RFI? *Overall Assumptions: Approximately 160,000 devices Nationwide deployment Remote & in-office users No requirement for classified device / data storage Mixed Windows/macOS users, though a majority currently using Windows Background: HHS maintains a large enterprise device footprint across its Divisions and preliminary market research activities to date have focused on understanding the current enterprise environment. Enterprise purchasing practices vary across Divisions with respect to OEMs, configurations, refresh cycles and acquisition approaches. Information Submission Instructions: Respondents should provide a PDF narrative response, limited to 50 single-spaced pages, with 1-inch margins and not less than 12-point font. Charts, Tables, Diagrams and Captions can be in 10-point font. The cover page is not included in the page count. Appendices are not included in the page count. The cover page should include the following information: Date RFI Notice HHS-DaaS-07-2026 Company Name and Address NAICS code Business size and business type (e.g., HUBZone, SDVOSB, etc.) Technical and administrative points of contact, including email and telephone numbers. Unique Entity ID (UEI) Number The narrative response should address the questions presented above and present sufficient information and recommendations to assist the Government in determining its future requirements. The Government may use information obtained to refine its acquisition strategy and future solicitation documentation. The narrative response should address the following A summary of the proposed solution, including: Benefits/risks Current challenges or gaps Constraints or assumptions A discussion of the proposed approach / concept, such as: Key features Dependencies / assumptions Benefits / value (e.g., operational improvements, cost of efficiency gains or equity, accessibility, or compliance improvements for HHS). Data, metrics, and/or supporting evidence. Risks and mitigations. Examples of similar solutions implemented at other large federal agencies and any lessons learned. Appendices (Optional), such as: Definitions Technical diagrams, flowcharts Tables summarizing content. Responses to the questions. Respondents shall clearly mark proprietary information. The Government requests that respondents avoid proprietary approaches unless the proprietary nature of the recommendation is clearly identified. Respondents should refrain from including marketing brochures or other similar information. The response must be submitted no later than July 29, 2026, 8:00 PM Eastern Time. The response should be emailed to [email protected] and reflect the following in the Subject Line, �RFI Notice HHS-DaaS-07-2026