2-02 SOW RFB Photocopier Leasing FINAL.pdf

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CITY OF LOS ANGELES

Los Angeles World Airports Information Management and

Technology Division

Photocopier Leasing Services, Software

Licensing, Maintenance and Related Support Services

Scope of Work

Specifications – Photocopier Leasing Services, Software Licensing, Maintenance And Related Support Services

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CITY OF LOS ANGELES – LOS ANGELES WORLD AIRPORTS IS REQUESTING A BID FOR PHOTOCOPIER

LEASING SERVICES, SOFTWARE LICENSING, MAINTENANCE AND RELATED SUPPORT SERVICES

SUMMARY

This Scope of Work (SOW) supports a competitively bid multi-year contract for multifunction copier leasing, maintenance, and support. The Contractor will provide managed print services for Los Angeles World Airports (LAWA), including device rental, delivery, installation, configuration, maintenance, software, supplies, training, reporting, end-of-term removal, and certified data destruction. Pricing shall be based on usage volume, consumables, rental equipment, and on-call service. Paper is excluded from this scope.

BACKGROUND INFORMATION

LAWA, through its Information Management and Technology (IMT) Division, manages print and scan technology supporting Los Angeles International Airport (LAX) and Van Nuys Airport (VNY), and other LAWA-occupied locations designated by IMT.

LAWA currently operates approximately 196 network-enabled multi-function devices (MFDs) providing copy, print, scan, and fax capability in color and black-and-white across multiple paper sizes with finishing options. Refer to Exhibit 1 for the list of general locations of the printers.

Although VNY house administrative offices and staff, a significant portion of LAWA's administrative workforce is centralized at 6053 West Century Boulevard, Los Angeles, CA 90045. LAWA's objective over the contract term is to reduce the total number of leased devices where feasible without degrading service, using fleet verification, right-sizing, relocation, and rental-cessation provisions.

SCOPE OF WORK

Services

• Furnish, deliver, install, configure, maintain, support, and remove the device fleet at end of term.

• Provide preventive and corrective maintenance, including normal and emergency repair, parts, and labor, in accordance with the service levels and pricing categories established in the Bid.

Specifications – Photocopier Leasing Services, Software Licensing, Maintenance And Related Support Services

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• Provide consumables required for device operation, including but not limited to toner cartridges, waste toner containers, and staples; paper is excluded.

• Provide and license fleet-management, print-management, secure-release, and scan-workflow software for the full term.

• Implement security configuration, including badge-based authentication with secure release, validated encryption, and certified data sanitization.

• Perform installation, network configuration, moves, adds, changes, relocations, and end-of-term removal with certified data destruction.

• Provide user and administrator training, help desk support, and on-site and remote support under the required service levels.

• Provide consolidated automated reporting and consolidated invoices.

SCHEDULE EXPECTATIONS

• The Contractor shall submit a transition-in and deployment plan within fifteen (15) days of Notice to Proceed (NTP), including a cutover schedule coordinated with IMT and the incumbent provider.

• Within thirty (30) days of NTP, the Contractor shall verify the baseline fleet through an on-site fleet assessment and may recommend right-sizing adjustments, which LAWA may accept at the rates bid.

• Deployment shall be completed in accordance with the approved cutover schedule and shall avoid interruption to LAWA operations.

• At contract end, the Contractor shall provide transition-out services, including continued operation through transition, orderly removal, certified data destruction, configuration/data export, and cooperation with any successor contractor

BUDGETARY EXPECTATIONS

Bids shall be priced using separate pricing categories for:

• Usage Volume (Cost Per Page)

• Rental Equipment

• On-Call Servicing

Usage volume pricing shall be based on separate cost-per-page rates for black-and-white pages and color pages.

Specifications – Photocopier Leasing Services, Software Licensing, Maintenance And Related Support Services

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The Estimated Annual Usage For All Devices

Black-and-White Pages: 2,100,000 pages per year Color Pages: 2,400,000 pages per year

These usage figures are provided for bidding and evaluation purposes only and do not guarantee any minimum or maximum volume, page count, or device count. LAWA may add, remove, relocate, upgrade, or downgrade devices during the term at the applicable rates bid.

Rental for any device ceases thirty (30) days after LAWA’s written removal notice; removal is at no cost; and no early-termination charge applies to fleet reductions.

TECHNICAL, PERFORMANCE, SPECIFICATIONS

Equipment Specifications

The specifications identified below represent LAWA's preferred device configuration for bidding and evaluation purposes. These specifications establish the desired standard for equipment performance, functionality, capacity, and overall capability.

LAWA maintains a diverse fleet of multifunction devices serving a variety of operational, administrative, and business functions. Device configurations may vary by location, department, user population, and workload requirements. As operational needs change, LAWA reserves the right to select, deploy, add, remove, relocate, upgrade, downgrade, or reconfigure devices throughout the term of the contract.

The preferred specifications are intended to support evaluation of high-quality, high-capacity equipment offerings and are not intended to limit LAWA's ability to utilize alternative device configurations where appropriate. This may include black-and-white-only devices, lower-volume devices, specialty devices, or other equipment configurations necessary to support specific operational requirements.

Preferred device characteristics and capabilities include, but are not limited to:

• New, current-production models; refurbished equipment is not permitted.

• Sized and configured to meet or exceed the requirements of the applicable device class.

• Capable of meeting required speed, duty cycle, resolution, paper capacity, paper sizes, and finishing requirements.

• Equipped with a single-pass duplexing automatic document feeder (ADF).

• Accessible through a Section 508-compliant control panel.

• Compatible with required scan destinations, fax-over-IP, and applicable network standards.

• ENERGY STAR certified and EPEAT registered.

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Categories Specifications

Print/copy speed (letter, simplex) >= 55 ppm

Rated monthly duty cycle >= 200,000 pages

Recommended monthly volume >= 30,000 pages

Toner Capacity Level High Capacity Toner

Color output Required

Document feeder Single-pass duplexing ADF (dual-scan), >= 200-sheet capacity

Print/copy/scan resolution >= 1200 x 1200 dpi print; >= 600 x 600 dpi scan

Standard paper capacity (installed) >= 4,000 sheets, >= 4 sources including bypass

Maximum paper size 12 in. x 18 in. (SRA3 capable)

Automatic duplex print/copy Required

Finishing (as priced add-ons) Staple, hole-punch, saddle-stitch booklet

Control panel Color touchscreen, >= 9 in.; Section 508-conformant accessibility features

Scan destinations Email, SMB, FTP/SFTP, USB; searchable PDF (OCR)

Specifications – Photocopier Leasing Services, Software Licensing, Maintenance And Related Support Services

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Fax Fax-over-IP or cloud fax compatible; analog optional per site survey

Network Gigabit Ethernet; 802.1x; TLS 1.2+; SNMPv3; IPv6

Energy/environmental ENERGY STAR current version; EPEAT registered;

default duplex and power-save enabled

Security and Data Protection

All devices will process employee information, legal documents, and other sensitive data.

Print-management and fleet-management software shall be hosted on premises or in a LAWA-approved cloud environment. The proposed architecture is subject to IMT Information Security review prior to deployment. The Contractor shall verify all encryption, authentication, and data-handling configurations against LAWA and City information-security policies before cutover.

Security Category Requirement / Verification

Device Security Certification

Common Criteria certified against the Hardcopy Device Protection Profile (HCD-PP), or evidence of an equivalent security evaluation in progress.

Data Protection Storage encryption using FIPS 140-2 or FIPS 140-3 validated cryptographic modules; certificate numbers shall be provided on the compliance sheet.

Access Control & Secure Release

Badge-based authentication integrated with LAWA-issued credentials and Active Directory/Entra ID; secure print, copy, and scan release with PIN fallback.

Audit & Monitoring Job-level audit logging by authenticated user; audit records shall be exportable to LAWA's SIEM upon request.

Specifications – Photocopier Leasing Services, Software Licensing, Maintenance And Related Support Services

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Network Security Support for 802.1x authentication, TLS 1.2 or higher, SNMPv3, and IPv6.

Media Sanitization & Device Disposal

NIST SP 800-88 Rev. 1 compliant media sanitization;

certificate of sanitization required for all removed or replaced devices; end-of-life hard drive removal program available.

Patch & Firmware Management

Security patches applied within 30 days of manufacturer release and within 14 days for critical vulnerabilities;

firmware currency verified during each scheduled PM visit.

Incident Reporting Written notification to LAWA IMT/Information Security within 72 hours of any known or suspected security incident affecting LAWA devices, software, or data.

Print Management Software Hosting

Print-management solutions shall be hosted on premises or in a FedRAMP-authorized, LAWA-approved cloud environment and be subject to LAWA security review prior to deployment.

Software Requirements

• Fleet-management software that provides remote monitoring, automated meter collection, automated supply replenishment, and device-health alerting for all devices.

• Secure print and pull-print release integration with badge authentication.

• Configurable scan workflows supporting scan to email, SMB, FTP/SFTP, and folder routing, with searchable-PDF (OCR) capability.

• Software licensing for the full term includes defined update and patch processes. At contract end, the Contractor shall export and deliver scan-workflow configurations, device configuration data, and usage history in a documented, non-proprietary format.

Maintenance, Service, and Service Levels

The Contractor shall provide preventive and corrective maintenance, including regular maintenance and on-call servicing, in accordance with the service levels and pricing categories established in the Bid. Service levels and remedies are contract terms and are not subject to post-award negotiation. Credits are cumulative, applied against the next monthly invoice, and do not limit LAWA's other rights, including default termination for persistent failure.

Specifications – Photocopier Leasing Services, Software Licensing, Maintenance And Related Support Services

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Service Level Commitment Remedy

Help desk acknowledgment

Same business day by phone, email, and portal intake --

On-site response, standard

Next business day and within 8 business hours of dispatch

5% of affected device's monthly rental per missed event

On-site response, critical device

Within 4 business hours for devices designated critical in the device schedule

10% of affected device's monthly rental per missed event

Device uptime >= 98% per month, measured by fleet-management software

10% of monthly rental per full percentage point below

98%, per device

Chronic failure Three service events for the same failure mode within any

60-day period

Replacement with a new equivalent unit within 10 business days at no cost

Supply outage attributable to

Contractor None permitted Rental abated for each day the device is unusable

Preventive Maintenance Program

• Standard service hours are 7:00 a.m. to 7:00 p.m., Monday through Friday, excluding City holidays; extended coverage for designated critical devices, if any, is identified in the device schedule.

• A loaner or temporary device shall be provided at no cost for any device out of service more than three (3) consecutive business days.

• Escalation paths and service-request intake channels shall be documented in the transition-in plan.

• The preventive maintenance program shall combine continuous remote monitoring with monthly on-site PM visits scheduled with LAWA staff.

Specifications – Photocopier Leasing Services, Software Licensing, Maintenance And Related Support Services

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• Each PM visit shall include cleaning, inspection and proactive replacement of wear parts, calibration, verification of duplexing/finishing/ADF operation, firmware and security patch validation, supply confirmation, and functional testing.

• PM completion, remote monitoring, findings, and parts replaced shall be documented in the monthly service report.

On-Call Services

On-call service shall mean maintenance and support services provided outside of the Contractor's standard service hours or outside of a device's regularly scheduled maintenance window. The scope of on-call servicing, response procedures, escalation contacts, and coverage requirements shall be established and mutually agreed upon by the awarded Contractor and the Information Management and Technology (IMT) Division. On-call service is intended to address unplanned equipment failures, service interruptions, or other issues that require attention outside of standard service hours and cannot reasonably wait until the next scheduled maintenance visit.

Contractor’s Standard Service Hours

7:00 a.m. to 7:00 p.m., Monday through Friday, excluding City holidays.

Supplies and Consumables

• Consumables include, but are not limited to, toner cartridges, waste toner containers, and staples; paper is excluded.

• Automated monitoring and replenishment of supplies.

• Collection and recycling of used consumables shall be included in the consumables pricing category.

• Continuous supply availability to avoid service interruptions.

No delivery of materials or consumables shall be made to, or stored at, LAWA warehouses, supply rooms, or other LAWA facilities. Service technicians shall use fleet-management and monitoring software to assess device health, supply levels, and maintenance needs, and shall arrive on-site with the parts, materials, tools, and consumables necessary to service the devices

Delivery, Installation, Acceptance, Relocation, and Removal

• Deliver, configure the network, and install all devices at LAWA-designated locations, coordinating with IMT for IP addressing, drivers, security configuration, and systems integration.

• Rental for a device begins upon acceptance, not delivery.

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• A device is accepted when it is installed, network-connected, security-configured, verified against requirements, and confirmed operational by IMT.

• Provide moves, additions, changes, and relocations as needed during the term at the rates bid.

• Remove devices at end of term, including NIST SP 800-88 data sanitization with certificates and certified disposal, at no additional cost.

• Title to all devices remains with the Contractor, which bears risk of loss except to the extent caused by LAWA's negligence or willful misconduct.

• All on-site personnel shall comply with airport security, badging, escort, and access requirements, including Security Identification Display Area/Airport Operations Area (SIDA/AOA) where applicable. LAWA will not reimburse the Contractor for badging fees or parking fees.

Training

The Contractor shall provide user and administrator training at no additional cost. LAWA employs more than 3,000 staff, and it is LAWA’s expectation that all employees who use the multifunction devices will receive training on copier operation and standard device functions.

Initial end-user training shall be conducted on-site at LAWA facilities as part of the deployment and implementation process. The awarded Contractor shall coordinate all training schedules, locations, and logistics with the Information Management and Technology (IMT) Division.

Supplemental and refresher training may be provided either in person or virtually, as approved by IMT. Training shall cover device operation, secure-release badge use, scan workflows, basic troubleshooting, and any new models or features introduced during the term of the contract.

Sustainability and Environmental Requirements

Devices shall be ENERGY STAR certified and EPEAT registered, configured for default duplex and power-save operation, and compatible with recycled paper. The Contractor shall provide recycling and take-back for consumables and end-of-life equipment and shall comply with applicable electronic-waste and environmental requirements. This activity is anticipated to be exempt from CEQA as a continuing administrative activity; LAWA will make the final CEQA determination.

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DELIVERABLES/REPORTS

# Deliverable Timing

1 Transition-in and deployment plan, including cutover schedule coordinated with IMT and the incumbent Within 15 days of NTP

2 Fleet verification and right-sizing report against the baseline configuration Within 30 days of NTP

3 Installed, configured, secured, and accepted device fleet

Per approved cutover schedule

4 Fleet-management, print-management, and security software in production At deployment

5 User and administrator training At deployment and ongoing

6 Monthly usage, cost, SLA-performance, and PM reports with consolidated invoice Monthly

7 Quarterly business review with IMT Quarterly

8 Transition-out: continued operation, orderly removal, certified data destruction, successor cooperation At Contract end

SUPPLEMENTAL INFORMATION

Refer to Exhibit 1 – Copier Locations for a list of current multifunction device locations, associated street addresses, and approximate device quantities. Locations are provided for informational purposes only and may be added, removed, or modified during the term of the Contract. For locations identified as "N/A," address information will be provided to the successful Contractor upon award.