02.02.01 Statement of Work - Rental Copier DR4874 -MS.pdf

Statement of Work – Leasing and Maintenance of Multifunctional Device(s)

Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA)

The Department of Homeland Security, Federal Emergency Management Agency, has a requirement for the lease of (4) copier device to include maintenance and support services and all necessary supplies, excluding paper.

The contractor shall oversee the day-to-day maintenance and repair of the device to meet the requirements listed below:

• The contractor shall ensure the device(s) is delivered and installed during normal business hours at the place of performance (8:00am-4:00pm local time).

• The contractor shall perform all maintenance on premises during normal business hours, unless specifically authorized by FEMA personnel.

• The contractor shall provide maintenance kits (toner) for equipment for periodic maintenance as specified by the manufacturer.

• If the device needs to be removed from service for longer than 24 hours, the contractor shall supply replacement equipment equal to the existing equipment.

• If the device continues to malfunction after receiving service a replacement device of equal specifications will be provided

The contractor shall respond to onsite service calls with qualified technicians within four (4) working hours, 8:00am to 4:00 pm Monday through Friday, excluding Federal holidays.

The contractor shall provide all consumable supplies (toner, developer, printer heads, black toner cartridges) required for copying, printing, and scanning. Paper is excluded from the consumables and will be supplied by FEMA. The contractor shall automatically replenish consumable supply inventory based on monthly production levels and established needs.

PLACE OF PERFORMANCE

Federal Emergency Management Agency

FEMA 500 Clinton Center Drive Clinton, Mississippi 39056

DEVICE PERFORMANCE REQUIREMENTS

The Contractor shall provide Multi-Functional Devices (MFDs) and ancillary products with the following specifications:

• All MFDs shall have hard drive data encryption or image overwrite after each print, copy, scan, facsimile (fax), and e-mail job. Overwrite shall include, at a minimum, the capability of a hard drive over-write and over-write capabilities for Flash, and other memory source where data is buffered. The available method shall be described by the contractor for all devices offered under this delivery order.

• MFDs shall provide functional separation, meaning physical and logical separation of fax functions from copy, scan, self-contained document server/repository, and e-mail functions. The contractor shall clearly explain and/or provide documentation that verifies or certifies the separation.

• All MFDs shall offer the ability to password fax address books.

• All MFDs shall have the ability to updated to the latest firmware\software.

• MFDs shall offer the ability to encrypt documents being e-mail. Encryption must be compliant with FIPS 140-2. FIPS 140-2 is Federal law.

• MFDs shall allow access by only approved USB encryption device and shall be capable of disabling firewire interfaces. MFDs shall be capable of disabling serial connectors and Bluetooth interfaces.

• All removable memory chips or cards, hard drives, optional removable hard drives with locks, and optional physical locks to secure internal parts capable of storing information shall be surrendered to an appropriate security official as determined by the ordering activity for destruction, upon request.

• The memory and hard drives shall be de-imaged and or the drives shall have capability to enable data overwrite.

• All MFDs before the contractor shall be allowed to remove the leased equipment, the MFDs hard drive shall be compliant with DHS and FEMA policies for dispositioning/decommissioning device (i.e. DoD compliant disk wipe or hard drive removal before returning MFDs to vendor for repair, replacement, etc.) Ensuring that memory and hard drives do not leave the FEMA’s facility; they are to be replaced and the memory and hard drives are destroyed as sensitive media.

• Ability to print, scan, copy, and e-mail documents.

• Ability to connect to the FEMA network. See Appendix A.

• Two or Three Drawer paper storage.

• Functional Separation (physical and logical separation of facsimile functions from copy, scan, self-contained document server/repository and e-mail functions.).

• Automatic document feeder.

• Keypad or Touch Screen.

• Self-diagnostic system which indicates at a minimum, the following conditions: needs toner, needs paper and paper jam.

• Energy Star Compliant.

• Printer Control Language (PCL) and Postscript (PS) printer languages.

• Security Data Kits.

• Capability for data overwrite and controlling useraccess.

• Ability to handle letter (8 ½ x 11), legal (8 ½ x 14), and the optional accessory 11” x 17” paper sizes, with adjustable paper trays.

• Ability to function with recycled paper.

• Optional Hard drive (if needed for machine functionality).

• Equipment must be in good working condition.

• No PIV capability is require.

The Contractor shall provide MFDs models in accordance with the following Bands levels:

Band Level Black and White Color

Band A (20-29 PPM) NO NO Band B (30-39 PPM) NO Acceptable Band C (40-49 PPM) Acceptable Acceptable Band D (50-59 PPM) Acceptable Acceptable Band E (60-69 PPM) Acceptable

Figure 3: Band Level Chart

****NOTE: Contractor will surrender all hard or digital drives to FEMA prior to removal of the unit upon contract completion. FEMA Logistics must witness removal and take possession.

PERIOD OF PERFORMANCE

The contractor shall provide lease and service (3-month base with (1) one (3) month option per period of performance noted on CLINS to include options. If early cancellation is necessary, the contractor agrees to terminate services on the requested day and bill the government for the days of service provided during that billing period.

DELIVERABLES

1 device delivered to the Place of Performance within 3 days from the date of award. To include enough consumables for one month based on 11,000 copies and including the contractor technical set up support staff to assist FEMA IT in network access, visibility and passcodes to device operating systems. Contractor agrees to coordinate delivery with the FEMA COR and FEMA POC, detailed below.

CHANGES TO STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer (CO). Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

GOVERNMENT RESPONSIBILITIES

Upon award, the FEMA JFO will assign a primary point of contact (POC) and will provide information and resources in a manner to maintain contract continuity. Additionally, this person will receive deliverables, provide monthly meter readings, and inventory levels as needed. The FEMA Contracting Officers Representative (COR) will accept and approve invoices based on POC documentation. FEMA COR: Eleanor Howard, (929)232.0553 Joyce.Desautels@fema.dhs.gov

BILLING

Any overcharge for all copies needs to be submitted at the end of the rental period.

Lease charges and services performed under this contract will be billed monthly.

The contractor shall provide an invoice that will include:

• FEMA Contract Number

• Company Name and Address

• Invoice Date (Note: Invoice date must be after the service period)

• Invoice Number (Note: Each invoice must have a different Invoice Number)

• Description of items/services provided as well as referencing the appropriate Contract

Line Item Number (CLIN) to ensure proper CLIN can be billed for the Invoice mailto:Joyce.Desautels@fema.dhs.gov

• Name, title, and phone number of company points of contact to notify in case of a defective invoice

• Service period / billing period / dates work performed

PAYMENTS

• All invoices should be sent to the COTR first for review, then send to FEMA-Finance-Vendor-Payments, FEMA-Finance-Vendor-Payments@fema.dhs.gov, COTR, Contracting Specialist.

END OF DOCUMENT

Before any copier is put on the FEMA Enterprise Network. It must:

1. Reside on the TRM (As of 1/21/22, the following are on the TRM with Restricted Status)

2. Restrictions: Must be wired (USB/LAN). Must disable all Bluetooth/wireless functions. All forms of wireless printing are strictly prohibited. Must adhere to printer/scanner guidance per Approved Hardware Standards Page mailto:FEMA-Finance-Vendor-Payments@fema.dhs.gov