061424-STATEMENT OF WORK Copier.pdf

STATEMENT OF WORK

FEDERAL EMERGENCY MANAGEMENT AGENCY

DR-4775-WA

June 14, 2024

1) BACKGROUND:

The Department of Homeland Security, Federal Emergency Management Agency for

Presidentially Declared Disaster DR4775-WA JFO in Lacey Washington, has a requirement for the lease of one (1) COLOR multifunction printer/copier/scanner device to include maintenance and support services and all necessary supplies, excluding paper.

2) REQUIREMENT:

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

a) 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)

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

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

d) 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.

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

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

i) The contractor shall provide all consumable supplies (toner, developer, printer heads, black and color toner cartridges) required for copying, printing, and scanning.

ii) Paper is excluded from the consumables and will be supplied by FEMA.

g) The contractor shall automatically replenish consumable supply inventory based on monthly production levels and established needs.

• Estimated monthly production levels for black and white copies is 8,000 per month.

• Estimated monthly production levels for color copies is 5000 per month. Combined device billing.

3) PLACE OF PERFORMANCE:

FEMA JFO DR-4775-WA

4522 Pacific Ave, SE

Lacey, WA 98503

4) MULTIFUNCTION DEVICE PERFORMANCE REQUIREMENTS:

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

i) MFD PIV/CAC Reader – is a requirement for security identification purposes. FEMA uses Gemalto and Oberthur (AKA) IDEMIA PIV smartcards. (Links below should provide you with the information you need. MFD’s that are on the network require personal identification) See Appendix A.

https://www.dhs.gov/homeland-security-presidential-directive-12

Mobius (dhs.gov) TRM List of approved devices. (See Appendix A).

ii) MFDs shall have the capability for user authentication from HSPD-12 PIV card readers and user login and password. FEMA uses Gemalto and Oberthur (AKA)

IDEMIA PIV smartcards.

iii) 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.

https://www.dhs.gov/homeland-security-presidential-directive-12

iv) 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.

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

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

vii) 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.

viii) 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.

ix) 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.

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

xi) All MFDs before the contractor shall be allowed to remove the leased equipment, the

MFD shard 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.

xii) Ability to print, scan, copy, and e-mail both color and black and white documents.

xiii) Ability to connect to the FEMA network. See Appendix A.

xiv) Two or Three Drawer paper storage.

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

xvi) Automatic document feeder.

xvii) Keypad or Touch Screen.

xviii) Self-diagnostic system which indicates at a minimum, the following conditions:

(1) needs toner,

(2) needs paper and

(3) paper jam.

xiv) Energy Star Compliant.

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

xvi) Security Data Kits.

xvii) Capability for user authentication from HSPD-12 PIV card readers and user login and password. See Appendix A.

xix) Capability for data overwrite and controlling user access.

xx) Ability to handle letter (8 ½ x 11), legal (8 ½ x 14), and the optional accessory

11”x17” paper sizes, with adjustable paper trays.

xxi) Ability to function with recycled paper.

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

xxiii) Equipment must be in good working condition.

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

****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.

5) PERIOD OF PERFORMANCE:

a) The contractor shall provide lease and service for:

i) BASE Period - 90 days

ii) Option 1 – 90 days

iii) Option 2 – 90 days

iv) Option 3 – 90 days

b) Options will be included in the contract in accordance with FAR 52.217-8. 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.

6) DELIVERY SCHEDULE:

a) One color device delivered to the place of performance within 3-days from the date of award, to include enough consumables for one month based on 8,000/5,000 copies.

b) Contractor shall set up and provide technical support to FEMA staff to assist FEMA IT with network access, visibility and passcodes to device operating systems.

c) Contractor agrees to coordinate delivery with the FEMA Contracting Officer

Representative (COR) or designated FEMA point of contact (POC).

7) CHANGES TO STATEMENT OF WORK (SOW):

a) Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer (CO).

b) Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

8) GOVERNMENT RESPONSIBILITIES:

a) Upon award, the Contracting Officer will assign a Contracting Officer Representative or primary point of contact (POC). The COR and/or POC 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.

9) BILLING:

a) 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

• 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

Appendix A

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

1. Reside on the Technology Reference Model Mobius (dhs.gov) (As of 1/21/22, the following are on the TRM with Restricted Status)

2. Restrictions: Must be wired (USB/LAN).

3. Must disable all Bluetooth/wireless functions.

4. All forms of wireless printing are strictly prohibited.

5. PIV/CAC Enabled and Configured.

6. Must adhere to printer/scanner guidance per Approved Hardware Standards Page3.

7. List of approved family of devices. (This list is not comprehensive and may require FEMA

IT approval)

• Ricoh Aficio MP 200b.

• Ricoh Aficio MP 3351SPc.

• Ricoh Aficio MP 4001d.

• Ricoh Aficio MP 5001e.

• Ricoh Aficio MP C3001Gf.

• Ricoh Aficio MP C3003g.

• Ricoh Aficio 6000Gh.

• Ricoh Aficio C4504EXGi.

• Ricoh Aficio MP C2502j.

• Ricoh Aficio MP C4503k.

• Ricoh Aficio MP C5501Gl.

• Ricoh Aficio 5054SPGm.

• Xerox 4112n.

• Konica Minolta bizhub Multifunction 283o.

• Konica Minolta bizhub Multifunction 363p.

• Konica Minolta bizhub Multifunction 423q.

• Konica Minolta bizhub Multifunction 501r.

• Konica Minolta bizhub Multifunction C280s.

• Konica Minolta bizhub Multifunction C360t.

• Konica Minolta bizhub Multifunction C552u.

• Konica Minolta bizhub Multifunction C652v.

• Sharp MX-M623Uw.

• Sharp Digital Imager Series AR-M620Ux

• .Lexmark X463dey.

• Lexmark X464dez.

• Lexmark X466dweaa.

• Lexmark X651debb. X652de

• Lexmark X654de

• Lexmark X658de

• Lexmark X658dfe

• Lexmark X860de 4

• Lexmark X862dte 4 https://ea.dhs.gov/mobius/trm/home

• Lexmark X864dhe 4

• Lexmark X925de

• Lexmark X940e

• Lexmark X945e