1.SOW - Multifunction Printers Copiers Scanners Fax and Maintenance.pdf

Statement of Work

Multifunction Printers, Copiers, Scanners, Fax And Maintenance

SOL# 75H70424Q00052

SCOPE

The vendor shall provide ALL items stated under APPENDIX A, TECHNICAL SPECIFICATION OF ITEMS in this SOW. Packaging and preservation shall be in accordance with (IAW) best commercial practices to enable shipment to the final destination to the address specified (e.g. see below), without repacking or incurring damage during shipment and handling.

The purpose of this Statement of Work is to replace older floor multifunction copiers, printers, scanners, and fax devices and desktop multifunction copiers, printer and scanners for use at the Indian Health Service (IHS) Headquarters (HQ). All devices listed under this Statement of Work (SOW) will need a maintenance agreement. Specifications for the devices, maintenance agreement, and delivery instructions are included below for review.

EQUIPMENT REQUIREMENT

New equipment ONLY, NO grey market or refurbished products. Items must be in original packaging, never used, and not altered in any way. Components of the requested equipment, to include memory, must be manufacturer-approved and may not be compatible, remanufactured, or refurbished equipment. All items must be covered by the manufacturer’s warranty and procured through a manufacturer-approved distribution channel. Sellers must be able to document their ability to provide items through manufacturer-approved distribution channels upon request. The Seller confirms to have sourced all products from manufacturer-approved channels for Federal sales, in accordance with all applicable laws and the manufacturer’s current applicable policies at the time of purchase. Seller must be able to support both the product sale and product pricing, in accordance with applicable manufacturer certification/specialization requirements. If software is provided or included, Seller shall, upon request, provide Buyer with a copy of the End User License Agreement. Seller certifies that all software is licensed originally to Buyer as the original licensee authorized to use the software.

TYPE OF PURCHASE ORDER

This is a fixed-price purchase order award. Items outlined under TECHNICAL SPECIFICATION OF ITEMS below shall meet or exceed the salient characteristics as detailed. Vendors submitting a response must certify that they meet the criteria of the Set Aside under NAICS 423430 - Computer and Computer Peripheral Equipment and Software Merchant

DEPARTMENT OF HEALTH & HUMAN SERVICES Public Health Service

Indian Health Service Rockville MD 20857

Wholesalers. No additional sums shall be payable on account of any escalation in the cost of materials, equipment or labor, or because of the Contractor’s failure to properly estimate or accurately predict these prices or difficulty of achieving the results required by this contract. Nor shall the contract price be adjusted on account of fluctuations in the currency exchange rates.

BASIS OF AWARD

The Government anticipates issuing a Purchase Order to the Vendor who’s Quote provides the best value to the Government, price, and other factors considered.

EVALUATION FACTORS

Lowest Price Technically Acceptable (LPTA). Offerors shall include specific details and delivery dates in their responses. All pricing shall reflect USD. The seller certifies that it is an authorized distributer of the similar product being sold to the Indian Health Service and that it has the certification/specialization level required by the manufacturer, to support both the product sale and product pricing, in accordance with applicable manufacturer certification/specialization requirements. Unless otherwise specified, Seller warrants that the products are new and in their original box(es).

ACQUISITION METHOD

FAR Part 13 Subpart 13.5 – Simplified Procedures for Certain Commercial Items

SUPPLIES AND PRICES

The Contractor shall provide to the U.S. Government the new products as described in the specifications for the stated fixed price. Further, the Contractor shall properly perform the pre-delivery inspection on the products and deliver them to the location set forth under Delivery Location. The fixed price shall include the products' pre-delivery inspection, certificates of origin, operator’s manuals, warranty certificates, and any other documentation mandated by the destination country.

DELIVERY/INSTALLATION/TRAINING

The contract shall provide inside delivery, installation, configuration, and education consultation (onsite and/or video training). Delivery will be during normal office hours, Monday-Friday, 8:00 a.m. -3:00 p.m. (Eastern Standard Time, EST). Before delivery of the equipment, the Contractor shall schedule a site visit with the COR, to inspect installation locations to adequate power and ethernet outlets/drops to ensure copier installation. Before the delivery of equipment, the contractor shall conduct an assessment of the electrical and network capabilities of the COR and what is needed for it to be compatible. It will be the Indian Health Service’s responsibility to provide those capabilities. Then the contractor shall schedule a date for delivery, installation, configuration, and training with the COR. The COR will be announced at the time of award.

Note: Configuration expectations footnote Ability to scan to email, Ability to scan to network folder (SMB) Ability to use PIV authentication for scanning, Ability to fax etc.

The contractor responsible for delivering the devices shall enter the front of the building and sign in with a Picture I.D. At the time of award, the placement and location of products will be provided by the COR. The highest floor you will deliver to is up to the 11th floor, and/or may be subject to change.

Failure to follow IHS shipping instructions will cause significant delays and costs, such as cancellation of order, fees, etc., and the Contractor shall be responsible for the additional costs. The current location is in Rockville, MD and the specific address will be provided at the time of award.

TECHNICAL SPECIFICATION OF ITEMS

1. Floor Standing Multifunction B&W /Colored Copier/Printer/Scanner/Fax 35 PPM

Salient Characteristics for the Floor MFD

Provide Warranty Information

Machine type Floor-Standing Multifunction Printer

Output Black & White, color

Standard functions Copy, Network Print, Network Scan, Fax

Functions Finisher, Hole Puncher, Stapler, Sorter, booklet (Half-fold, Letter-fold, Booklet, Post insertion, Z-fold")

System Memory 8 GB

System Hard-drive 512 GB

Print speed up to 35 pages per minute

Warm up Time Warm-up time Approx. 15/17 sec. (mono/color)

Automatic Document Feeder

Up to 300 originals / 5.5" x 8.5" – 11" x 17" / 35–210 g/m² / Dual scan

ADF

Automatic Duplexing

4.1" x 5.5", 8.5” x 11”, 8.5 x 14”, 11” x 17,” 12" x 18" / 52–256 g/m²

Manual bypass 150 sheets 8.5” x 11”, 8.5 x 14”, 11” x 17” 12" x 18" / custom sizes /

Print resolution 1200 x 1200 dpi

Printable Paper Size 8.5” x 11, 8.5” x 14”, 11” x 17”, and 12" x 18" / customized paper sizes / Printable paper weight 52–300 g/m

Paper sizes 8.5” x 11, 8.5” x 14”, 12" x 18" / SRA3 11" x 17", 17" x 11" / A3 (Tabloid/Ledger)

Paper input trays

Trays 1 & 2: 1 x 500 /3.5" x 5.5" – 11" x 17" / custom sizes / 52–256 g/m² 1 x 500 / 5.5" x 8.5" – 12" x 18" / custom sizes / 52–256 g/m²

High capacity tray: 1 x 3,000 / 8.5" x 11" / 52–256 g/m² 1 x 2,500/ 8.5" x 11" – 12" x 18" / custom sizes

CONNECTIVITY

Supports Wireless LAN and wireless LAN Access Point Mode

User must use their IHS Personnel Identification Verification to access the copier/printer/scanner. CAC/PIV Enabled Access/Authentication Support via user scanning at device Configuration expectations footnote:

Ability to scan to email; Ability to scan to network folder (SMB);

Ability to use PIV authentication for scanning Ability to fax

Scanner

Scan speed: Up to 140/140 ipm in simplex (mono/color) Up to 280/280 ipm in duplex (mono/color) Scan resolution Up to 600 x 600 dpi Scan modes: Scan-to-eMail (Scan-to-Me), Scan-to-SMB (Scan-toHome), Scan-to-FTP, Scan-to-Box, Scan-to-USB, Scan-to-WebDAV, Scan-to- DPWS, Scan-to-URL, TWAIN scan File formats: JPEG, TIFF, PDF, Compact PDF, Encrypted PDF, XPS, Compact XPS, PPTX Optional: Searchable PDF, PDF/A 1a and 1b, Searchable DOCX/PPTX/XLSX Scan destinations 2,000 destinations

Copier Copy resolution 600 x 600 dpi Gradation 256 gradations Multicopy 1 - 9,999 Original format Max. 11" x 17" Magnification 25–400% in 0.1% steps, Auto zoom

Fax

Standard (Analog) Fax, Internet Fax, Fax Build Job, Network Server Fax Enablement

Fax Forward to Email or SMB, Walk-up Fax (one-line and two-line options, includes LAN Fax

_14_QTY

2. Brand Name or Equal to Xerox VersaLink C625 MFD Printer/Copier/Scanner/Fax with a total of two paper trays to meet paper sizes: 4.1 x 5.8 in to 8.5 x 14 in/105 x 148 mm to 216 x 356 mm: This device must fit within Width 36 inches, depth 18 inches

_6_QTY

3. Brand Name or Equal to Hewlett Packard Color LaserJet Enterprise M553 Printer with 2 paper trays to meet paper sizes: 4.1 x 5.8 in to 8.5 x 14 in/105 x 148 mm to 216 x 356 mm.

This device must fit within Width 36 inches, depth 18 inches

_5_QTY

MAINTENANCE AGREEMENT

The term of the Maintenance Agreement shall be for (1) base year and (4) possible Option Years

SUPPLIES AND MAINTENANCE

The Contractor shall provide all required copier and printer supplies (except for paper) and maintenance to support continuous operation. The supplies shall be Original Equipment Manufacturer (OEM) name brand and adequately stocked. The IHS staff will collaborate with the Contractor to maintain continued operation, as agreed in the warranty and maintenance agreement.

ESTIMATE OF MONTHLY PRINTING NEEDS

A combination of B&W and Colored 4,000 paper printing count per month is for 20 machines located at IHS.

CONSUMABLE SUPPLIES

Contractor shall provide consumable supplies in accordance with the following:

1. Upon initial delivery, a minimum of one month of and no more than three months of consumable supplies (such as high-capacity toner, drums, waste cartridges, etc…) except for paper for the copier/printers.

2. The toner shall be checked during service calls and replenished as required.

3. All required supplies must arrive “just in time.” In no case shall a delay of more than five business days, excluding weekends and federal holidays.

4. All shipped consumable supplies will be labeled with the name and address (including building and room number) of the IHS staff and will be provided at the Kickoff Meeting.

5. The IHS staff may make emergency requests for consumable supplies via email. The Contractor shall process and ship these requests within 72 hours, excluding Saturdays, Sundays, and federal holidays.

COPIER MAINTENANCE AND GOVERNMENT OPTIONS

The contractor shall: 1) perform all copier/printer maintenance (both preventive and reparative), including all parts and labor, and 2) response time: non-emergencies within 3 business days from the time the COR places a call to the contractor for all maintenance or break-fix requests and for emergency calls within 2 business day from the time the COR places a call to the contractor. The contractor shall replace within five business days units that are unrepairable back to optimum (i.e., manufacturer-stated performance standards) operating conditions after two repair attempts. The contractor shall provide only brand-certified personnel to perform all services and use certified materials, spare parts, tools, hardware/software, and network components.

PREVENTATIVE MAINTENANCE

The contractor shall on a quarterly basis, examine, clean, lubricate, test, adjust the equipment as necessary, and ensure that the copiers and printers operate as originally installed.

*If there are services that will not be covered under this maintenance agreement and will be charged separately please identify in your quote submission*

EMPLOYEE IDENTIFICATION

Contractor personnel shall wear an identification badge that, at minimum, displays the company’s name, the employee’s photo & name, and shall comply with all Government rules and regulations while at the facility. The IHS staff will escort Contractor personnel at all times while on Government premises.

HOURS OF OPERATION

The contractor shall perform and complete all work at the site during normal operating hours of 09:00 a.m. to 4:00 p.m. Monday through Friday, excluding weekends and U.S. Federal holidays (New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and other local holidays (e.g. Inauguration Day).

INSPECTION AND ACCEPTANCE

The final inspection and acceptance of ALL items shall be performed by the U.S. Government Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act. See FAR 3.104 upon their arrival at the facility. The payment(s) to the Contractor shall be made following satisfactory inspection and acceptance of products by the Contracting Officer’s Representative (COR), IHS Office of Information Technology (OIT). If any discrepancies and or modification(s) are needed, the COR will notify the Contracting Officer in writing.

SHIPPING CONDITION

Shipping must be free on board (FOB) destination, which means that the seller must deliver the goods on its conveyance at the destination specified by the buyer, and the seller is responsible for the cost of shipping and risk of loss before actual delivery at the specified destination. No partial shipments are permitted unless otherwise specified by the Contracting Officer at the time of award.

PERIOD OF PERFORMANCE

The period of performance for the maintenance agreement is one base year and (4) option years.

It is not guaranteed the Option Years will be exercised. It is the sole discretion of IHS if option year(s) will be exercised.

AUTHORIZED CONTRACTOR

The contractor shall be an authorized reseller and provide documentation of reseller authorization. The maintenance technician shall be brand-certified to work on the devices indicated in this SOW.

SECURITY

It is anticipated that the Contractor and employees of the contractor will be exposed to sensitive IHS information or data. However, Contractor agrees that personnel shall not divulge or release information or data developed or obtained in connection with the performance of this contract unless made public by IHS or upon written approval by the

COR.

Disclosure of the information/data, in whole or in part, by Contractor shall only be made after written approval from the IHS Contracting Officer (CO). Whenever the Contractor is uncertain of the proper handling of information/data under the contract, the Contractor shall obtain a written determination from the CO.

MAINTENANCE AGREEMENT INVOICES

The contractor will upload one complete invoice each quarter. Each invoice shall contain, at a minimum, the following information: the contract/order number; and total amount due. It will be at the Government’s discretion if additional information is required on the invoice for the payment to be processed. Payment will be processed once the COR has Received/Inspected/Accepted. Any discrepancies with the invoice will be rejected and returned to the contractor for correction.

IHS COR: The COR will be named at the time of award.

REPORTING REQUIREMENTS AND DELIVERY SCHEDULE

Deliverables and schedules will be coordinated by the COR. All proposed products must be in stock and ready to ship within 30 days of award.

APPENDIX A

REQUIREMENTS PRICING

Description Make/Model Quantity Unit

Price Total Price

Floor Standing Multifunction B&W /Colored Copier/Printer/Scanner/Fax

14 $ $

. Brand Name or Equal to Xerox VersaLink C625

MFD

Printer/Copier/Scanner/Fax with a total of two paper trays to meet paper sizes: 4.1 x 5.8 in to 8.5 x 14 in/105 x 148 mm to 216 x 356 mm:

This device must fit within Width 36 inches, depth 18 inches

6 $ $

Brand Name or Equal to HP Color LaserJet Enterprise M553 Printer with 2 paper trays to meet paper sizes: 4.1 x 5.8 in to 8.5 x 14 in/105 x 148 mm to 216 x 356 mm.

This device must fit within Width 36 inches, depth 18 inches

5 $ $

Maintenance Agreement

Base Period Annual $ $

Option Year 1

Annual $ $

Option Year 2

Option Year 3

Option Year 4

Installation/Delivery/training

Lot $ $

Total $