IN4019_HRA OSP Managed Print Solution PD_11_08_23.pdf

PRODUCT DESCRIPTION

DEPARTMENT OF VETERANS AFFAIRS

Office of Administration (OA)

Office of Information & Technology

HRA OSP Managed Printer Solution Date: October 2023

Product Description Version Number: 3.5

HRAOSP Printer Solution

PRODUCT DESCRIPTION

The Department of Veterans Affairs (VA), Office of Human Resources and Administration/ Operations, Security and Preparedness, (HRA/OSP) Office of Administration (OA), requires a managed print services (MPS) solution, to include labor and original equipment manufacturer (OEM) supplies for the leasing, service, and maintenance, firmware, software for a total of 21 brand new (2023 or latest model) Multi-Function Printers (MFP) devices which constitutes the following: Twenty (20) Multi-Function Printers (MFP). All with the capability and security options to include the “Follow Me” technology capability that allows users to retrieve their prints and scan using a secure PIV log on preferably built into the MFP to access the network of contractor provided PIV readers, and the ability to login with VA issued Personal Identity Verification (PIV) card on any MFP that is part of the fleet of leased machines. The services in support of these MFP’s shall align to the Managed Print Services (MPS) capability model. MPS includes email automation sent from the individual MFP to both the contractor and VA COR and or POC along with the MFP Location, equipment and services required to manage imaging output that may include printing, scanning, copying, and fax devices in a system that monitors and reports status, needs and usage trends on a regular basis. The MFP shall be capable of interfacing with upgraded Microsoft, Adobe Acrobat and Apple software to include print drivers, VA Network drivers, Secure Network Drivers, Government Furnish Devices (GFE) mobile phones and WIFI for optional Air print or Secure Mobile Print via VA ITIO approved secured mobile app. The contractor shall maintain all services and provide training on site. and one (1) Multi- Functional Device (MFD) Printer Press for the Media Services Division with heavy color print/color scan, banner printing, collating, binding, folding, creasing, and stapling. MFD a brand name or equivalent to Konica Minolta bizhub C554e MFD. The Media Service MFD shall be a brand name or equivalent to Konica Accurio Press C3080. The brand name or equivalent Toshiba 5015 A/C networked MFP shall be able to print, scan, copy, email, fax, staple, collate, distribute, and finish documents with precision in both color and black & white, with multiple in-line finishing options, large paper feeding options and bookmaker ability. The Period of Performance shall be a base period of 12-months from date of award followed by four (4) 12-month option periods, if exercised. Included with this requirement shall be an Optional Task for 10 additional MFD/MFP’s, which may be exercised at the government’s discretion and subject to the availability of funding.

The Period of Performance shall be a base period of 12-months from date of award followed by four (4) 12-month option periods, if exercised. Included with this requirement shall be an Optional Task for 10 additional MFD/MFP’s, which may be exercised at the government’s discretion and subject to the availability of funding.

1.0 REQUIREMENTS

1.1 Base Requirement: 20 brand name or equivalent Toshiba e-Studio 5015A/C MFP for a period of 12 months

Table 1.0 Parameter Attribute Power Source 110V/60H/20A; = National Electrical

Manufacturers Association (NEMA) 5-20 P Operating Systems Support Microsoft 365 Microsoft Suite, Windows

10, Microsoft Windows 7 and Microsoft Windows 8, Adobe Acrobat DC, and

Parameter Attribute current versions Mobile Systems of operating systems for Microsoft and Apple.

The vendor shall supply a driver for the Operating system within 4 months of release from either Microsoft or Apple.

The MFD shall be capable of interfacing with upgraded Microsoft 365 or Apple software to include print drivers, VA Network drivers, Secure Network Drivers, Government Furnish Devices (GFE) mobile phones, and WIFI for optional Air print or Secure Mobile Print during the life of maintenance support

Network Connectivity Standard: 10Base-T/100; Gigabit Ethernet.

Network Management Protocol Simple Network Management Protocol

(SNMP) v3.

Product Criteria Electronic Product Environmental

Assessment Tool (EPEAT), Energy Star, and Federal Energy Management Program (FEMP) - certification/reference link required.

Page Description Languages Minimum supported: Print Command Language (PCL5c), PCL6, PostScript3.

Security Hardening The Contractor shall provide regular training instructions both in person and virtually on how to configure the unit to meet the current Security, Defense Info Systems Agency Security Tech Implementation Guide (DISA STIG) requirements. The instructions shall be forwarded to the assigned VA Technology Manager within two (2) weeks after the Kick-Off Meeting.

MFD Command Language MFD commands shall be in English language.

Personal ID Verification (PIV) Enabled Configurable to all MFP capabilities utilizing PIV, AD and PKI certificates.

Secure Print Capability Offeror shall provide secure, PIV printing for Mobile GFE, Adobe, VistA and Microsoft Suite print jobs.

Time to First Page (BW/FC) 10/12 Seconds (maximum time interval until first page).

Average Monthly Copy Volume Up to 75,000 (estimate 50% Color; 50% B&W).

Print Speed No less than 50 PPM = Pages Per Minute

(PPM) minimum.

Print Resolution Must be capable of 1200 x 1200 dpi Non-interpolated.

Printing Full duplex, 100 sheet Automatic Reversing Document Feeder (ARDF).

Finishing Finisher capability 2000 sheets minimum;

50 sheet stapling minimum; 2/3-hole punch

Starter Original Equipment Manufacturer (OEM) Toner Cartridge

Quantity: One (1) Set.

Printer Technology Laser or Toner-based Light Emitting Diode

(LED)

Maintenance Contractor shall provide on sight maintenance no later than the next business day of initial service request from VACO via contractor provided portal, email address and tech support phone number Contractor shall provide OEM parts to include toner, waste toner cartridges, drums, transfer belts, transfer belt cleaners, and all other MFP consumables.

Replacement Parts Contractor shall provide replacement parts within two (2) business days of receipt of initial request.

Scan Characteristics 100 impressions per minutes (ipm) full duplex minimum with ability to meta-tag and or add meta-data to saved output

Scanning Speed B&W and Color

Scanning Resolution Up to 600 x 600 Pixel Per Inch (ppi) minimum

Scan Area 11”x17" minimum.

FAX Characteristics

33.6kbps using established secure line Modem Speed

Quantity of one (1) Media Services MFD brand name or equivalent Konica Minolta AccurioPress c3070 MFD, The Media Services MFD shall meet the following minimum requirements.

Table 2.0

Power Source AC208 to 240V 24A 60 Hz Operating Systems Support Microsoft Suite, Adobe Acrobat, Windows

10, Microsoft Windows 7 and Microsoft Windows 8, and current versions of operating systems for Mobile/Air-print

[Date] printing via Microsoft and Apple. The vendor shall supply a driver for the Operating system within 4 months of release from either Microsoft or Apple. The MFD shall be capable of interfacing with upgraded Microsoft or Apple software to include print drivers during the life of maintenance support

Key Features 70 ppm Color Press (80ppm Black) with the following accessories:, 300-Sheet Document Feeder and Scans 240-ipm with single-pass duplex scanning; 100-Sheet Staple Finisher for 2-point stapling and sorting, with full-bleed saddle-stitch with up to 25-sheet booklet-making, 2/3-hole punching; Folding Unit FD- 503 which folds in 6 patterns; Inline GBC PUNCH G2 with changeable die which enables punching of a wide range of sheet sizes, double-punch capability for two-up sheet and includes the ability to punch tabs;

and Fiery® IC-314 embedded image server.

2-position or 4-position stitching, multi-centerfold, multi-trifold capabilities, Advanced In-Line GBC Punch with Changeable Dies.

Ability to Single, Double or Triple Punch a Single Sheet, Automated Closed-Loop Quality Management System with 864,000 Sheet Monthly Duty Cycle. High-speed dual scanning at speeds up to 240 ipm for hard-copy originals; 1200 x 1200 DPI resolution with 8-bit processing for smoother, more realistic images

Network Connectivity Standard: 10Base-T/100; Gigabit Ethernet.

Network Management Protocol SNMP v3.

Product Criteria EPEAT, Energy Star, and FEMP -certification/reference link required.

Page Description Languages Minimum supported: PCL5c, PCL6, PostScript3.

Security Hardening The Contractor shall provide instructions on how to configure the unit to meet the current DISA STIG requirements. The instructions shall be forwarded to the assigned VA Technology Manager within 2 weeks after the Kick-Off Meeting

508 Compliance MFP/MFD compliance with section 508 of the rehabilitation act of 1973. Section 508 Website

MFD Command Language MFP/MFD commands shall be in English language.

PIV Enabled Configurable to all MFP/MFD capabilities utilizing AD and PKI certificates per VA ITIO and OSP.

Secure Print Capability Offeror shall provide secure, PIV printing for mobile/Air-print, VistA, Apple and Microsoft print jobs

Time to First Page (BW/FC) 4.2 seconds.

Average Monthly Copy Volume 15,000 per month for B/W and 10,000 for color Print Speed 23 PPM minimum.

Print Resolution Must be capable of 1200 x 1200 dpi Non-interpolated.

Printing 1200 x 1200 x 8 bit (3600 dpi x 1200 dpi) Finishing Finisher capability 2000 sheets minimum;

50 sheet stapling minimum; 2/3-hole punch Starter Original Equipment Manufacturer (OEM) Toner Cartridge

Quantity: One (1) Set. This includes waste Toner cartridge where required.

Printer Technology Laser or Toner-based LED Maintenance Contractor shall provide on sight maintenance to all provided hardware, firmware and software no less than the next business day of initial service request from VACO along with customer services.

Contractor shall provide OEM parts to include toner, waste toner cartridges, drums, transfer belts, transfer belt cleaners, and all other MFD consumables.

Replacement Parts Contractor shall provide replacement parts within two (2) business days of receipt of initial request.

Scan Characteristics 100 ipm full duplex minimum.

Scanning Speed B&W Scanning Resolution 600 x 600 ppi minimum Scan Area 11”x17" minimum.

FAX Characteristics

33.6kbps Modem Speed

1.2 Optional Task: The Government may require an additional quantity of 10 of the Contractors MPS solution for Table 1.0, which shall be the latest model of the MFP that http://www.section508.gov/ meets or exceeds the below specifications. This Optional Task may be exercised at any time during the Task Orders current period.

1.2.1 The Contractor shall provide devices that are new and actively marketed. The term “new” is defined in FAR 52.211-5. Contractor shall ensure each device has the manufacturer’s name, model number, and machine serial number legibly stamped or affixed to the device in a readily accessible location.

1.2.2 Contractor shall supply all original equipment manufacturer (OEM) parts, toner, on-site and consumable supplies such as staples, waste toner cartridges, drum, transfer belt cleaners, fuser kits. If those devices determined to be higher use need to be switched out with those devices that are of lower use, the Contractor shall make the switch at no cost to the Government. Contractor will provide updated Certificate of Insurance (COI) upon request within 24 hours by VA appointed personnel for work in secure VA buildings.

Incidental/minor travel from the vendor’s site to the VACO site(s) may be required for this effort, however, the Government does not anticipate this to be exceeding 50-miles, and therefore not reimbursable. In the event travel is required, all travel costs shall be included in the price and will not be paid as a separate cost by the government. Service shall include quarterly maintenance, MPS Services, Maintenance of Firmware, Software and emergency repairs.

1.2.3 Contractor shall respond within 1 hour on calls for service.

1.2.4 Upon termination of the other HRA MFD/Copier contract(s), the Contractor shall coordinate with the Government POC’s and the incumbent contractor for each of the predecessor leased/procured equipment to coordinate disposal. The Contractor shall remove all devices and associated supplies, upon receipt of the itemized list from the Contractor Document Services POC, from any Government premises within thirty (30) calendar days of predecessor MFD/Copier contract expiration or termination. Upon expiration or termination of the predecessor contract, the hard drive and/or any component containing residual data shall be removed by Contractor and turned over to the Contractor Document Services POC (or its designated assignee).

1.2.5 The Contractor shall comply with the Health Insurance Portability and Accountability Act (HIPAA) when installing devices at Government medical sites.

1.2.6 The Contractor shall establish a single point of contact (POC) and a back-up point of contact to coordinate with the VA all aspects of this proposed contract. The contract shall identify the assigned POC’s name, title, business address, phone number and email address.

Hill, Jason @Fackrell, Christian @Lloyd, Michael @Stroman, Tichaundra M. (Creative Business Solutions, INC.) Is there any additional information for this sentence?

Fackrell, Christian No. I added that in specifically b/c the old contractor is 50/50 response. We need acknowledgement.

Hill, Jason @Fackrell, Christian @Lloyd, Michael @Stroman, Tichaundra M. (Creative Business Solutions, INC.) Is there a location where the contractors will take the replaced MFDs? If there is, we need to explain it here.

Fackrell, Christian That really depends on when the award is to take place. If we overlap or the COR begins removing them prior to the new contract. Too many variables. Best to leave it as a general statement.

Hill, Jason @Lloyd, Michael Acknowledged. Would they be relocated to the warehouse for a temporary basis?

Fackrell, Christian in a perfect execution of materials yes, we can use the warehouse or the Concourse level at VACO. Goal as i have mentioned a few times is not to have two contractors here at once. Old contractor removes and new contractor comes in the following day to replace each one. Staggered over a couple weeks to do all 21 machines.

Hill, Jason @Fackrell, Christian @Lloyd, Michael @Stroman, Tichaundra M. (Creative Business Solutions, INC.) Are the contractors permitted to remove the hard drives from the MFDs or is this reserved for OIT?

Fackrell, Christian Yes. Since they are located inside the printer. We break we buy. So have them do it and we just handle disposal through RM Standards.

2.0 SECTION 508

NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL ELECTRONIC

AND INFORMATION TECHNOLOGY PROCUREMENTS

On August 7, 1998, Section 508 of the Rehabilitation Act of 1973 was amended to require that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology, that they shall ensure it allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. Section 508 required the Architectural and Transportation Barriers Compliance Board (Access Board) to publish standards setting forth a definition of electronic and information technology and the technical and functional criteria for such technology to comply with Section 508. These standards have been developed and published with an effective date of December 21, 2000. Federal departments and agencies shall develop all Electronic and Information Technology requirements to comply with the standards found in 36 CFR 1194.

2.1. Section 508 – Electronic and Information Technology (EIT) Standards:

The Section 508 standards established by the Architectural and Transportation Barriers Compliance Board (Access Board) are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure Electronic and Information Technology (EIT). These standards are found in their entirety at:

http://www.section508.gov and http://www.section508.gov/acquisition-regulations. A printed copy of the standards will be supplied upon request.

The Contractor shall comply with the technical standards as marked:

§ 1194.21 Software applications and operating systems § 1194.22 Web-based intranet and internet information and applications § 1194.23 Telecommunications products § 1194.24 Video and multimedia products § 1194.25 Self-contained, closed products § 1194.26 Desktop and portable computers § 1194.31 Functional Performance Criteria § 1194.41 Information, Documentation, and Support

2.2. Equivalent Facilitation

Alternatively, offerors may propose products and services that provide equivalent facilitation, pursuant to Section 508, subpart A, §1194.5. Such offerors will be considered to have provided equivalent facilitation when the proposed deliverables result in substantially equivalent or greater access to and use of information for those with disabilities.

http://www.section508.gov/acquisition-regulations

2.3. Compatibility with Assistive Technology

The Section 508 standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device. Section 508 requires that the EIT be compatible with such software and devices so that EIT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

2.4. Acceptance and Acceptance Testing

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the identified Section 508 standards’ requirements for accessibility and must include final test results demonstrating Section 508 compliance.

Deliverables should meet applicable accessibility requirements and should not adversely affect accessibility features of existing EIT technologies. The Government reserves the right to independently test for 508 Compliance before delivery. The Contractor shall be able to demonstrate 508 Compliance upon delivery.

Automated test tools and manual techniques are used in the VA Section 508 compliance assessment. Additional information concerning tools and resources can be found at http://www.section508.va.gov/section508/Resources.asp.

3.0 INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005;

Executive Order 13514, “Federal Leadership in Environmental, Energy, and Economic Performance,” dated October 5, 2009; Executive Order 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” dated January 24, 2007;

Executive Order 13221, “Energy-Efficient Standby Power Devices,” dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR®, FEMP designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services.

The Contractor shall ensure that information technology products are procured and/or services are performed with products that meet and/or exceed ENERGY STAR, FEMP designated, low standby power, and EPEAT guidelines. The Contractor shall provide/use products that earn the ENERGY STAR label and meet the ENERGY STAR specifications for energy efficiency. Specifically, the Contractor shall:

1. Provide/use ENERGY STAR products, as specified at www.energystar.gov/products (contains complete product specifications and updated lists of qualifying products).

http://www.section508.va.gov/section508/Resources.asp http://www.energystar.gov/products

2. Provide/use the purchasing specifications listed for FEMP designated products at www.femp.energy.gov/procurement. The Contractor shall use the low standby power products specified at http://energy.gov/eere/femp/low-standby-power-products.

3. Provide/use EPEAT registered products as specified at www.epeat.net. At a minimum, the Contractor shall acquire EPEAT® Bronze registered products.

EPEAT registered products are required to meet the technical specifications of ENERGY STAR but are not automatically on the ENERGY STAR qualified product lists. The Contractor shall ensure that applicable products are on both the EPEAT Registry and ENERGY STAR Qualified Product Lists. “The acquisition of Silver or Gold EPEAT registered products is encouraged over Bronze EPEAT registered products.”

4. The Contractor shall use these products to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

The following is a list of information technology products for which ENERGY STAR, FEMP designated, low standby power, and EPEAT registered products are available:

1. Computer Desktops, Laptops, Notebooks, Displays, Monitors, Integrated

Desktop Computers, Workstation Desktops, Thin Clients, Disk Drives

2. Imaging Equipment (Printers Copiers, Multi-Function Devices, Scanners, Fax

Machines, Digital Duplicators, Mailing Machines)

3. Televisions, Multimedia Projectors

This list is continually evolving, and as a result is not all-inclusive.

4.0 SHIPMENT OF HARDWARE OR EQUIPMENT

Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination

Ship To and Mark For:

Primary: Alternate:

Name: Christian V. Fackrell Name: Michael Lloyd Address: 810 Vermont Ave, NW

Washington, DC 20420 Address: 810 Vermont Ave, NW

Washington, DC 20420 Voice: (202) 538-1581 Voice: 202-461-5160 Email: Christian.Fackrell @va.gov Email: Michael.Lloyd @va.gov

4.1. Special Shipping Instructions

http://www.femp.energy.gov/procurement http://energy.gov/eere/femp/low-standby-power-products http://energy.gov/eere/femp/low-standby-power-products http://www.epeat.net/ mailto:Christian.Fackrell@va.gov mailto:Michael.Lloyd@va.gov

4.1.1 Prior to shipping, the Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements.

The Contractor cannot make any changes to the delivery schedule at the request of Site POC.

4.1.2 Contractors must coordinate deliveries with Site POCs before shipment of multi-functional device to ensure sites have adequate storage space.

4.1.3 All shipments, either single or multiple container deliveries, shall bear the VA Purchase Order number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA PO number will indicate total number of containers for the complete shipment (ex. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall include the following:

Point Of Contact

IFCAP PO # (e.g., 166-E11234. The IFCAP PO number is located in block #20 of the SF 1449.)

Project Description: (e.g., Tier I Lifecycle Refresh)

Total number of Containers: Package of . (e.g., Package 1 of 3)

INFORMATION SECURITY CONSIDERATIONS:

The Assessment and Authorization (A&A) requirements do not apply and a Security Accreditation Package is not required.

All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LANs accessed while performing the tasks detailed in this Product Description.

a. A prohibition on unauthorized disclosure: “Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA.” See VA handbook 6500.6, Appendix C, paragraph 3.a.

b. A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a.

c. A requirement to pay liquidated damages in the event of a data breach: “In the event of a data breach or privacy incident involving SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals.” See VA handbook 6500.6, Appendix C, paragraph 7.a., 7.d.

d. A requirement for annual security/privacy awareness training: “Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either: (i) the VA security/privacy awareness training (contains VA security/privacy requirements) within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA’s security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to the contractor. If the contractor provides their own training that conforms to VA’s requirements, they will provide the COR or CO, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in the VA’s contract have received their annual security/privacy training that meets VA’s requirements and the total number of employees trained. See VA Handbook 6500.6, Appendix C, paragraph 9.

e. A requirement to sign VA’s Rules of Behavior: “Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on annual basis an acknowledgement that they have read, understand, and agree to abide by VA’s Contractor Rules of Behavior which is attached to this contract.” See VA Handbook 6500.6, Appendix C, paragraph 9, Appendix D. Contractor must also comply and maintain an active PIV Card(s) for Contractor Onboarding and Offboarding Procedures for Contracting Officer Representatives (CORs) (VIEWS 3823162) for background checks and PIV Card activation within 6 weeks of award.

f. Note: If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor’s designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA’s information and information systems.

g. POINT(S) OF CONTACT:

Contracting Officer’s Representative

Name: Christian V. Fackrell Address: 810 Vermont Avenue, NW

Washington, DC 20420 Voice: 202-538-1581 Email: Christian.Fackrell@va.gov

Contracting Officer

Name:

Address:

Voice:

Email:

Contract Specialist

Name:

Address:

Voice:

Email:

mailto:Christian.Fackrell@va.gov