20240311_SOW_DDAY80 Printers.pdf

AMERICAN BATTLE MONUMENTS COMMISSION

STATEMENT OF WORK

FOR

FY2024 D-DAY 80 MULTIFUNCTION PRINTER PURCHASE

March 11, 2024

Contents About ABMC

Objective

Copiers Specifications

Multifunction Printer Specifications

Copiers and Printers Installation and Configuration

Supplies & Maintenance

Consumable Supplies

Copier Maintenance and Government Options

Preventative Maintenance

Employee Identification

Period of Performance

Hours of Operation

Payments

Inspection and Acceptance

Shipping Addresses & Requirements

Place of Performance

Period of Performance

Order Type

Authorized Contractor

Security

Order of Precedence

Selection Criteria

Invoicing & Payments

Method of Payment

Invoice Instructions

Reporting Requirement/Delivery Schedule

Points of Contact

Contracting Officer Authority

Section 508 Standard Compliance

About ABMC The American Battle Monuments Commission (ABMC) is an independent agency established under authority of Chapter 21 of Title 36 U.S.C. Its mission is to commemorate the sacrifices and achievements of the United States armed forces. It accomplishes this mission through the administration, operation, and maintenance of commemorative cemeteries and memorials in 17 countries around the world, including the United States. ABMC is also responsible for establishing and maintaining new memorials as directed by Congress.

The agency’s workforce consists of approximately 511 staff and contractors, including 90 staff in Arlington, Virginia and Paris, France, and staff across 26 cemeteries and 31 memorial sites. The agency’s offices operate 23 hours a day around the world.

ABMC’s Information Technology (IT) staff operate the agency’s enterprise IT from the Arlington, VA, and Paris, France offices and the Manila, Philippines cemetery office. There are no IT staff at any other agency sites.

The primary verbal and written language is English at all ABMC sites.

Objective

06 June 2024 will mark the 80th anniversary of the D-DAY landings. On this occasion, an international ceremony is being planned to commemorate the sacrifice of US Service Members to free France and Europe from tyranny.

The main objective of this solicitation document is to provide turn-key printing and scanning capability in the context of this year’s ABMC D-Day landings commemoration event by replacing older copiers and multifunction printer (MFP) devices in use at Normandy.

The printers and all their accessories, and consumables will be shipped to the Normandy American Cemetery as outlined in the sections below.

More shipping details are outlined below, and the Contractor shall discuss them with ABMC Contracting Officer Representative (COR) before shipment of hardware to prevent shipping delays due to customs.

ABMC may order some, all, or change quantity of equipment of a proposal based solely on specifications meeting requirements specified below.

Contractor shall provide copiers, printers and Original Equipment Manufacturing certified supplies as follows:

Line

CLIN Description Quantity Shipping Addresses

1 0001 A3 Color Laser Copiers Two (2) Normandy American Cemetery:

14170 Colleville-sur-mer, France

2 0002 A4 Color Laser Multifunction Printers

Three (3)

0003 Hardware Installation Service N/A

4 0004 Shipping and Handling N/A 5 0005 Base Year - Supplies &

Maintenance Monthly

6 1005 Option Year 1 - Supplies & Maintenance

Monthly

7 2005 Option Year 2 - Supplies & Maintenance

Monthly

8 3005 Option Year 3 - Supplies & Maintenance

Monthly

9 4005 Option Year 4 - Supplies & Maintenance

Monthly

Contractor shall deliver, install, and configure these devices to locations as follows:

Site Location Qty. Building Normandy American Cemetery Temporary Offices

One (1) copier ABMC temporary offices located behind the Superintendents Office. There will be dedicated printing stations areas.

Normandy American Cemetery Visitor Center (NVC)

One (1) copier In the office space at the NVC.

Normandy American Cemetery Three (3) A4 Laser Multifunction Printers

ABMC temporary offices located behind the Superintendents Office.

One will be installed in the ABMC Protocol team office and two in the USAREUR Protocol offices.

Copiers Specifications

The copiers shall support the following specifications:

1. Color laser printing supporting A3 and A4 page sizes.

2. At least two paper trays supporting A3 and A4 paper sizes.

3. Automated Document Feeder Supporting A3 and A4 paper sizes.

4. Printing and copying at 25ppm for color and 36ppm for black and white jobs.

5. Dual-sided/duplex printing, copying and scanning.

6. Secure Print: allow ABMC users to securely release print jobs using a proximity sensor (MFC compatible Fido2 tokens such as Yubikeys).

7. Finishing modules for sorting, stapling and hole punching.

8. Scan-to-email: the unit will allow the secured transmission of scanned documents directly to the users ABMC.gov email address.

9. Printers must have full Universal Print-compatibility, such as printing drivers, detailed instructions, and manufacturer support (as Universal print runs entirely on Microsoft Azure).

Multifunction Printer Specifications

The Multifunction printers shall support the following specifications:

1. Color laser printing supporting A4 page sizes.

2. At least two paper trays supporting A4 paper sizes.

3. Automated Document Feeder supporting A4 paper sizes.

4. Printing and copying at 25ppm for color and 36ppm for black and white jobs.

5. Dual-sided printing, copying and scanning.

6. Secure Print: allow ABMC users to securely release print jobs using a proximity sensor (MFC compatible Fido2 tokens such as Yubikeys).

7. Scan-to-email: the unit will allow the secured transmission of scanned documents directly to the users ABMC.gov email address.

8. Printers must have full Universal Print-compatibility, such as printing drivers, detailed instructions, and manufacturer support (as Universal print runs entirely on Microsoft Azure).

Copiers and Printers Installation and Configuration

Contractor shall:

1. Ensure on-site installation of copiers and printers to locations and office space designated in the section above.

2. Be responsible and perform all work to configure copiers and printers to meet the ABMC stated objectives.

3. Ensure products are available from the supplier.

4. Ensure delivery and setup of the equipment occur and is fully completed between May 13 and

May 17, 2024.

ABMC IT staff will provide IP addresses and necessary logical access for authenticated features and cloud services such as universal print.

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

Estimate of Monthly Printing Needs

Black and White 2000 pages monthly Color 7000 pages monthly

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 for the copier/printers. These supplies will be stored by ABMC at Normandy American Cemetery.

2. 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 ABMC staff.

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

6. During the critical period of this year’s D-DAY landings commemoration preparations between May 7 to June 9, 2024, Contractor shall ensure that consumables such as toners, cartridges, waste toner boxes, etc., are delivered within 48 hours of a verbal or written notification from ABMC staff.

Copier Maintenance and Government Options

Contractor shall: 1) perform all copier/printer maintenance (both preventive and reparative), including all parts and labor, and 2) respond to all maintenance requests within five business days. Contractor shall replace within five business days units that are unrepairable back to normal (i.e., manufacturer stated performance standards) operating conditions after two repair attempts. Contractor shall provide only qualified personnel to perform all services and use certified materials, spare parts, tool, hardware/software and network components.

Preventative Maintenance Contractor shall regularly, minimally on a quarterly basis, examine, clean, lubricate, test, adjust the equipment as necessary, and ensure that the copier/printers operate as originally designed and installed.

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 ABMC staff will escort Contractor personnel at all times while on Government premises.

Period of Performance Maintenance, Service, & Supplies (excluding paper): One (1) year from date of award, with four (4) one

(1) year option periods.

Hours of Operation

Contractor shall perform and complete all work during the site’s normal operating hours of 0800 to 1700 Monday through Friday, excluding US 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), and local holidays in France and Philippines.

Payments Invoicing shall be on a monthly basis. Payment schedules will be discussed and defined during the kick-off meeting.

Inspection and Acceptance Contracting Officer’s Representative (COR) will perform inspection and acceptance of all products and services. The performance criteria for these products shall be timely delivery and closure of all activities and deliverables listed above and within the established Period of Performance.

Shipping Addresses & Requirements Contractor shall drop-ship the equipment directly to the following addresses. Actual delivery addresses instructions and local points of contact information will be communicated by the ABMC COR after award.

Failure to follow ABMC shipping instructions will cause significant delays and costs, such as cancellation of order, custom fees, etc., and Contractor shall be responsible for the additional costs.

Place of Performance Normandy American Cemetery

Physical Address 14170 Colleville-sur-mer

– France

Period of Performance The period of performance is May 7, 2024 – May 6, 2025

Order Type The order type is Firm-Fixed-Price.

Authorized Contractor Contractor shall be an Original Software Manufacturer (OEM) or an authorized reseller/servicing agent of the hardware, software, and services of OEM.

Security It is not anticipated that Contractor will be exposed to sensitive ABMC information or data. However, Contractor agrees that personnel shall not divulge or release information or data developed or obtained in connection with performance of this contract, unless made public by ABMC 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 ABMC Contracting Officer (PCO). Whenever the Contractor is uncertain of the proper handling of information/data under the contract, Contractor shall obtain a written determination from the PCO.

Order of Precedence Contractor shall follow the terms and conditions of this order. Should Contractor include any additional terms and conditions resulting in conflicts between this document and Contractor’s document, the Order of Precedence shall be as specified in FAR Clause 52.212-4, dated Jan 2017. Any indemnification and governing law language in Contractor’s terms and conditions shall be invalid and shall be stricken and removed from the order. Any additional terms and conditions shall not be prohibited by applicable laws and regulations. Any additional terms and conditions identified with a web link and/or incorporated by reference shall be stricken and removed from the order. Contractor shall provide all terms and conditions with their quotations as attachments, appendixes, etc.

In the event of any inconsistencies between any licensing agreement incorporated into this order as an attachment and the FAR Clauses incorporated into this order, the FAR Clauses shall take precedence.

Selection Criteria Evaluation of this contract will not be based on the basis of price alone. Variable factors, as outlined below, will be used to determine the degree of acceptability of a proposal. Technical merit of proposals will be evaluated against the following factors, stated in order of importance:

Compliance with Solicitation Requirements – Very important Technical Excellence – Very important Past Performance in Similar Projects – Important

1. Compliance with Solicitation Requirements.

- Proposal organization and content are in accordance with instructions.

- All data presented is germane to the requirements in the solicitation.

- Proposal thoroughly identifies, describes, and considers each element of the requirements document.

- Offeror recognizes, and places proper emphasis on, the more difficult requirements.

- Proposal is presented in a clear and precise manner.

- Proposed equipment delivery and setup timeline meets solicitation requirements, i.e.: delivery and setup of the equipment occur and is fully completed between May 13 and May 17, 2024.

2. Technical Capability

- Proposal clearly indicates an understanding of each task and of the problems that may be encountered in accomplishing the task.

- Proposal clearly presents the manner in which each task can be satisfactorily accomplished.

- Proposed solutions are logical and reasonable and meet the stated objectives of the solicitation.

3. Past Performance in Similar Projects.

- Offeror’s experience indicates sufficient breadth and depth of capability for accomplishing proposed tasks.

- Offeror has previous experience in performing government contracts in similar projects.

Invoicing & Payments Method of Payment Pursuant to FAR Clause 52.232-33, Payment by Electronic Funds Transfer- System for Award Management (OCT 2018), the Government’s method of payment shall be made by Electronic Funds Transfer using information provided in the System for Award Management (SAM) database. Contractor registration in the Federal Government's SAM database is required at the time the quotation is submitted.

Contractors shall register on-line at the SAM website: http://www.sam.gov.

Invoices must be submitted electronically to the following addresses:

ABMC Contracting Officer Email: tregoningm@abmc.gov

ABMC COR

Email: ocio@abmc.gov

Invoice Instructions.

Contractor shall submit one complete invoice each month which addresses the work performed. Each invoice shall contain, at a minimum, the following information: the contract/order number; total dollar amount and hours; total dollar amount and hours previously billed; and, total dollar amount and hours remaining.

The invoice receipt date will be considered to be the date that a proper invoice is received by the payment office.

Reporting Requirement/Delivery Schedule Deliverables and schedule will be coordinated by the Contracting Officer’s Representative (COR).

All proposed products must be in stock and ready to ship within 30 days of award.

Contractor shall deliver all ordered devices, accessories, and consumables and complete all installations and configurations no later than May 17, 2024.

Points of Contact Contracting Officer (PCO)

Marissa Tregoning Phone: +1 (703) 584 1572 Email: tregoningm@abmc.gov

Contracting Officer’s Representatives (CORs):

Vincent Rochette Phone : +33 (0) 1 40 75 27 70 Email : rochettev@abmc.gov

Terence Doocey Phone: +1 (703) 584 1562 Email : dooceyt@abmc.gov mailto:rochettev@abmc.gov mailto:dooceyt@abmc.gov

Contracting Officer Authority The Contracting Officer (PCO) is the sole person authorized to make or approve any changes in any of the requirements of this purchase order and notwithstanding any provisions contained elsewhere in the order, the said authority remains solely with the PCO. In the event Contractor makes any changes at the direction of any person other than the PCO, the change shall be considered to have been made without authority and no adjustment will be made in the order terms and conditions, including price. The PCO is the only individual authorized to accept nonconforming work, waive requirements and/or modify terms and/or conditions of the order. The PCO is the only individual legally authorized to obligate Government funds.

The Contracting Officer’s Representative (COR) is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect the order price, terms or conditions. The COR is responsible for the technical aspects of the project and serves as technical liaison with Contractor and is responsible for the final inspection and acceptance, and such other responsibilities as may be specified in the purchase order.

Section 508 Standard Compliance Universal accessibility to information for all its employees and external customers, including individuals with disabilities, is a priority to ABMC. Under Section 504 and 508 of the Rehabilitation Act of 1973 (29 U.S.C. sections 794 and 794d, as amended), ABMC must ensure the accessibility of its programs and activities, specifically its obligation to acquire and use accessible electronic and information technology.

To comply with the provisions of this clause, Contractor shall refer to the Section 508 Standards described at www.section508.gov.

http://www.section508.gov/