36C10E22Q0043.docx

36C10E22Q0043

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

VA

36C10E22Q0043 02-18-2022

GREGORY STEVENS

313-354-2194 03-04-2022

3PM

EST

00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Division 1800 G. Street N.W.

Washington DC 20006 X X 532420 $35 Million N/A X 00101 Department of Veterans Affairs Veterans Benefits Administration Milwaukee Regional Office 5400 W. National Ave.

Milwaukee WI 53214 00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Division 1800 G. Street N.W.

Washington DC 20006

All invoices must be submitted via the Tungsten Network website.

See CONTINUATION Page The contractor will lease and maintain multifunction devices to the Milwaukee Regional Office of the Veterans Benefits Administration pursuant to the terms and conditions contained herein.

See CONTINUATION Page X X X Gregory Stevens Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(Continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: Name: ___________________________________________

Address: _________________________________________

City, State, Zip: ___________________________________

Telephone Number: ________________________________

Fax Number: _____________________________________

DUNS: __________________________________________

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-34, Payment by Electronic Funds Transfer - Other than System for Award Management, or

[NA] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [NA]

b. Semi-Annually [NA]

c. Other [X] monthly

4. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be submitted via the Tungsten Network.

5. SUBMISSION OF OFFER:

a. Offerors shall complete Blocks 17, and 30 of SF 1449, the Contract Administration Data on Page 3, and the Price/Cost Schedule listed on pages 6 – 11.

b. Offerors shall also complete and return all information designated in:

· 52.212-1, INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS, incorporated by reference;

· Instructions for Submission of Quote, pages 68 – 70;

· 52.212-3 Representations and Certifications on pages 74 – 91. (Representations and Certifications need not be completed if offeror completed them at the online site www.SAM.gov)

The information/documentation listed above in sections 5 a-b must be returned prior to the date and time specified in Block 8 of SF 1449 in order to be considered for award. Offers will only be received via email sent to gregory.stevens@va.gov The Simplified Acquisition Procedures of FAR Subpart 12.6 and 13.5 are being used to conduct this procurement.

c. By submission of an offer, the offeror acknowledges the requirement that they shall be registered in the System for Award Management (SAM). Offerors who are not registered in SAM should consider applying for registration immediately. Registration in SAM is a requirement to conduct business with the Federal Government. If the offeror is not registered in SAM at the due date and time for the submission of quotes, the offeror will be removed from further consideration for award.

d. This procurement is set-aside 100% for Service Disabled, Veteran-Owned Small Businesses. In order to be considered for award, Offerors shall have a valid, current registration at the VA’s Vendor Information Pages (VIP) (https://www.vip.vetbiz.gov/) at the due date and time for the submission of quotes. Offerors who are not VIP verified will be rejected as non-responsive.

e. Any resultant contract, if awarded to an SDVOSB, will be subject to the Limitations on Subcontracting clause set forth in this solicitation. For the Government to determine the extent and viability of a contractor being able to comply with this clause, the Government will evaluate the degree to which a prospective offeror will utilize other than service-disabled veteran owned or veteran owned small business concerns in the performance of the contract. (see Instructions for Submission of Quote for further details)

6. BASIS FOR AWARD: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE & STATEMENT OF WORK

ITEM INFORMATION

Multi-Functional Device-Medium Monochrome Contract Period: Base POP Begin: 09-01-2022 POP End: 08-31-2023 PRINCIPAL NAICS CODE: 532420 - Office Machinery and Equipment Rental and Leasing PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment Milwaukee Regional Office, 5400 W National Ave, Milwaukee, WI 53214 7 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 1310 W Clairemont Ave, Eau Claire, WI 54701 1 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 2900 Curry Lane, Green Bay, WI 54311 1 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 740 Regent Street Suite 103, Madison, WI 54701 1 – Multi-Functional Device-Medium Monochrome

Multi-Functional Device-Heavy Monochrome

POP Begin: 09-01-2022 POP End: 08-31-2023 PRINCIPAL NAICS CODE: 532420 - Office Machinery and Equipment Rental and Leasing PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Functional Device-Medium Color

POP Begin: 09-01-2022 POP End: 08-31-2023 PRINCIPAL NAICS CODE: 532420 - Office Machinery and Equipment Rental and Leasing PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment Milwaukee Regional Office, 5400 W National Ave, Milwaukee, WI 53214 5 – Multi-Functional Device-Medium Color

Milwaukee Regional Office Annex, 1745 S 38th Street Suite 200, Milwaukee, WI 53215 2 – Multi-Functional Device-Medium Color

Multi-Functional Device-Medium Monochrome Contract Period: Option 1 POP Begin: 09-01-2023 POP End: 08-31-2024 PRINCIPAL NAICS CODE: 532420 - Office Machinery and Equipment Rental and Leasing PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment Milwaukee Regional Office, 5400 W National Ave, Milwaukee, WI 53214 7 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 1310 W Clairemont Ave, Eau Claire, WI 54701 1 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 2900 Curry Lane, Green Bay, WI 54311 1 – Multi-Functional Device-Medium Monochrome

Multi-Functional Device-Heavy Monochrome

POP Begin: 09-01-2023 POP End: 08-31-2024

PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Functional Device-Medium Color

POP Begin: 09-01-2023 POP End: 08-31-2024 PRINCIPAL NAICS CODE: 532420 - Office Machinery and Equipment Rental and Leasing PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment Milwaukee Regional Office, 5400 W National Ave, Milwaukee, WI 53214 5 – Multi-Functional Device-Medium Color

Multi-Functional Device-Medium Monochrome Contract Period: Option 2 POP Begin: 09-01-2024 POP End: 08-31-2025 PRINCIPAL NAICS CODE: 532420 - Office Machinery and Equipment Rental and Leasing PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment Milwaukee Regional Office, 5400 W National Ave, Milwaukee, WI 53214 7 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 1310 W Clairemont Ave, Eau Claire, WI 54701 1 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 2900 Curry Lane, Green Bay, WI 54311 1 – Multi-Functional Device-Medium Monochrome

Multi-Functional Device-Heavy Monochrome

POP Begin: 09-01-2024 POP End: 08-31-2025

PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Functional Device-Medium Color

POP Begin: 09-01-2024 POP End: 08-31-2025 PRINCIPAL NAICS CODE: 532420 - Office Machinery and Equipment Rental and Leasing PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment Milwaukee Regional Office, 5400 W National Ave, Milwaukee, WI 53214 5 – Multi-Functional Device-Medium Color

Multi-Functional Device-Medium Monochrome Contract Period: Option 3 POP Begin: 09-01-2025 POP End: 08-31-2026 PRINCIPAL NAICS CODE: 532420 - Office Machinery and Equipment Rental and Leasing PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment Milwaukee Regional Office, 5400 W National Ave, Milwaukee, WI 53214 7 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 1310 W Clairemont Ave, Eau Claire, WI 54701 1 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 2900 Curry Lane, Green Bay, WI 54311 1 – Multi-Functional Device-Medium Monochrome

Multi-Functional Device-Heavy Monochrome

POP Begin: 09-01-2025 POP End: 08-31-2026

PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Functional Device-Medium Color

POP Begin: 09-01-2025 POP End: 08-31-2026 PRINCIPAL NAICS CODE: 532420 - Office Machinery and Equipment Rental and Leasing PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment Milwaukee Regional Office, 5400 W National Ave, Milwaukee, WI 53214 5 – Multi-Functional Device-Medium Color

Multi-Functional Device-Medium Monochrome Contract Period: Option 4 POP Begin: 09-01-2026 POP End: 08-31-2027 PRINCIPAL NAICS CODE: 532420 - Office Machinery and Equipment Rental and Leasing PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment Milwaukee Regional Office, 5400 W National Ave, Milwaukee, WI 53214 7 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 1310 W Clairemont Ave, Eau Claire, WI 54701 1 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 2900 Curry Lane, Green Bay, WI 54311 1 – Multi-Functional Device-Medium Monochrome

Multi-Functional Device-Heavy Monochrome

POP Begin: 09-01-2026 POP End: 08-31-2027

PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Functional Device-Medium Color

POP Begin: 09-01-2026 POP End: 08-31-2027 PRINCIPAL NAICS CODE: 532420 - Office Machinery and Equipment Rental and Leasing PRODUCT/SERVICE CODE: W074 - Lease or Rental of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment Milwaukee Regional Office, 5400 W National Ave, Milwaukee, WI 53214 5 – Multi-Functional Device-Medium Color

Performance Work Statement Multi-Function Devices - Procurement, and Installation Veterans Benefits Administration – Milwaukee Regional Office

1. General The Department of Veterans Affairs, Milwaukee VBA Regional Office, has a requirement to lease Multi-Functional Devices (MFD) for the duplication, scanning, faxing and printing of various documents used to perform mission requirements. The MFDs will be equipped with the ability to serve as a network printer. The Milwaukee VBA Regional Office also requires the equipment to have the capability to scan documents back to the user’s desktop and to transmit these documents electronically to other authorized users via the network interface. The Government currently accomplishes these functions through leased MFDs

2. Scope The functions to be performed under the terms of this contract apply to the Milwaukee VA Regional Office and its associated out-based offices. The contractor provides the required MFD equipment, accessories, attachments, copy-control devices and systems, all consumable supplies inclusive of but not limited to toner and staples, and full maintenance services including repair parts. Copying paper and transparency films are not included. MFD with speeds of 60 copies per minute or less must meet the energy efficiency requirements set forth in ENERGY STAR specifications.

3. Device Location and Quantity

All contractor/subcontractor personnel are required to present proper identification (valid picture identification) and demonstrate the purpose of their visit at sign-in before being allowed access to the Milwaukee VBA Regional Office and other off-site locations as identified.

The contractor will deliver products and provide onsite services at the following locations:

Milwaukee Regional Office, 5400 W National Ave, Milwaukee, WI 53214 7 – Multi-Functional Device-Medium Monochrome 1 – Multi-Functional Device-Heavy Monochrome 5 – Multi-Functional Device-Medium Color

Milwaukee Regional Office Annex, 1745 S 38th Street Suite 200, Milwaukee, WI 53215 2 – Multi-Functional Device-Medium Color

Veteran Readiness & Employment, 1310 W Clairemont Ave, Eau Claire, WI 54701 1 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 2900 Curry Lane, Green Bay, WI 54311 1 – Multi-Functional Device-Medium Monochrome

Veteran Readiness & Employment, 740 Regent Street Suite 103, Madison, WI 54701 1 – Multi-Functional Device-Medium Monochrome

Total: 18 MFDs

4. Period of Performance

The base year period of performance will be 12 months from date MFDs are installed and fully functional at each location listed herein. In addition to a base year, there will be four (4) twelve (12) month option years exercisable at the discretion of the Government.

5. MINIMUM DEVICE SPECIFICATION

The contractor will provide MFDs and ancillary products with the specifications set forth in this section and the attached spreadsheet titled “Printer Tech Specs”. These specifications represent the base configuration that should be applied to all MFDs under this contract.

If needed:

6. RECYCLED PAPER CONTENT

All devices must be capable of operating at the performance standards defined herein with 100% recycled paper containing 50% post-consumer fiber content. The contractor will disclose any restrictions on the composition of recycled paper that may impact the functioning of its devices. Recommended paper must allow for a generic paper option.

7. DEVICE SECURITY FOR MFDs

The security requirements set forth in this statement of work (SOW) have been identified as the basic requirements for the Department of Veterans Affairs. These are the minimum-security requirements applicable to all offerings provided as part of this contract.

If the MFD fails a security evaluation, the contractor may select a different technology or mitigate the failed controls to fulfill this requirement. The contractor will be available to meet with information technology (IT) and security personnel at a mutually convenient time during the evaluation process and will identify a mutually acceptable solution.

The contractor will provide the necessary equipment or expertise to complete security testing and integration into the existing environment.

8. CONFIGURATION AND SETTINGS

The Milwaukee Regional Office will provide specific configuration guidance applicable to its MFDs to the contractor. All MFDs will have the ability to retain their current configuration state (passwords, service settings, etc.) after a power down or reboot. Administrative options and device settings will have the ability to be password protected. The default password must have the ability to be changed at installation. New passwords will comply with Milwaukee Regional Office standards for length and complexity. MFDs will limit the ability to modify administrative settings to authorized personnel.

MFDs will have the optional capability, based on Milwaukee Regional Office requirements, to track all jobs performed. These job logs will be accessible only to authorized personnel.

The contractor will provide configuration documentation where applicable, and will clearly demonstrate its approach to:

9. NETWORK PROTOCOL

Multi-Functional Devices (MFDs) will have the ability to prevent downloads from external websites. MFDs will utilize only Hypertext Transfer Protocol Secure (HTTPS) sockets for any approved web-enabled services. Any wireless capabilities will have the ability to be disabled on all devices. MFDs will be capable of configuring static and dynamic internet provider (IP) addresses and domain name Service (DNS) server addresses and will support IPv4 and Ipv6. Devices also will be able to use IP-based as well as media access control (MAC)-based address control. All devices will include the optional capability for internet protocol security (IPSEC) or transport layer security (TSL) support. The MFDs will be capable of supporting 802.11 when connecting to Milwaukee Regional Office networks.

MFDs will have built-in firewalls that limit connections to secure devices or be placed behind firewalls. MFDs will be preconfigured to prohibit incoming fax lines from accessing the network and any data on the device, other than what is required to complete the fax. Any device connected to a network or other information system containing sensitive data will have the ability to disable dial-in capabilities and internet access.

10. HARDWARE AND SOFTWARE SECURITY

All devices offered by the contractor under this request will meet the hardware and software security requirements outlined below. For each statement made by the contractor confirming compliance with industry standards, substantiation will be provided by independent certifications and documentation confirming the statement (e.g. Federal Information Processing Standard (FIPS) 140-2, etc.).

All MFDs will have hard drive data encryption or image overwrite after each print, copy, scan, facsimile (fax), and e-mail job. Overwrite will include, at a minimum, the capability of a hard drive overwrite and overwrite capabilities for flash drives, and any other memory source where data is buffered. The available method will be described by the contractor for all devices offered.

Multi-Functional Devices (MFDs) will 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 will clearly explain and/or provide documentation that verifies or certifies the separation. All MFDs will have the ability to password-protect fax address books.

Multi-Functional Devices (MFDs) will offer the ability to encrypt documents being e-mailed. Encryption must be compliant with FIPS 140-2. MFDs will allow access by only approved Universal Serial Bus (USB) encryption devices and will be capable of disabling firewire interfaces. MFDs will be capable of disabling serial connectors, USB ports, and Bluetooth interfaces.

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 will be surrendered to an appropriate security official as determined by the Milwaukee Regional Office for destruction, upon request. The contractor and the Milwaukee Regional Office will ensure that memory and hard drives do not leave the facility once a device is installed.

11. ELECTRONIC PRODUCTS ENVIRONMENTAL ASSESSMENT TOOL (EPEAT)

Electronic Products Environmental Assessment Tool (EPEAT) is an environmental procurement tool designed to help institutional purchasers and consumers evaluate, compare, and select desktop computers, laptops, displays, and imaging equipment based on their environmental attributes. In the EPEAT system, manufacturers declare their products’ conformance to a comprehensive set of environmental criteria in different environmental performance categories.

To participate in EPEAT, manufacturers must sign an agreement with EPEAT that requires them to be accurate in their declarations and must pay an annual fee. The operations of the EPEAT system and the environmental criteria for each of its product categories are contained in the Institute of Electrical and Electronic Engineers (IEEE) 1680 family of public standards.

The Government reserves the right to require, via upcoming technology refreshes, that products meet the IEEE 1680.2 standard for the environmental assessment of imaging equipment. contractor will specify in the proposal whether an EPEAT-registered product is being offered, broken out by the product registration levels of bronze, silver, or gold.

12. SECTION 508 OF THE REHABILITATION ACT OF 1973, AS AMENDED (29 U.S.C. 794d)

The contractor will support the Government in its compliance with Section 508 throughout the development and implementation of the work to be performed. Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d) requires that when Federal agencies develop, procure, maintain, or use electronic information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who do not have disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

The contractor should review the following websites for additional information:

http://www.section508.gov/index.cfm?FuseAction=Content&ID=12 http://www.access-board.gov/508.htm

13. MANUAL DATA COLLECTION

The contractor will propose a plan for performing data collection services (such as meter reads and device discovery) without the use of automated Data Collection Data (DCAs). The Government may not authorize automated DCAs for deployment on its network. In order to respond to those requirements, the contractor will provide a plan to collect the required data outlined in this section through a manual process that is not reliant on an electronic assessment tool.

The contractor will clearly identify its approach to performing inventory and collecting meter reads so as to streamline the manual process as much as possible and mitigate any disruption to the end user.

14. DELIVERY AND INSTALLATION

Delivery and installation will be coordinated by the Milwaukee VBA Regional Office. The contractor will deliver and install MFDs within thirty (30) calendar days from the date of award or within the timeframe specified by the Milwaukee Regional Office. Each MFD will be permanently marked by the contractor on the front frame with a unique identification/asset tracking label that includes, at a minimum, the model number, serial number, and a toll-free service telephone number. As a baseline, deliveries and installations will be conducted Monday through Friday between the hours of 8:00 am and 4:00 pm (local time), excluding federal holidays.

Delivery and/or installation may be necessary during other hours due to specific requirements of the Milwaukee Regional Office. If the contractor’s proposed delivery or installation time is not acceptable to the Milwaukee Regional Office, both parties will negotiate a mutually agreeable alternate time.

The contractor will be prepared to offer storage services to the Milwaukee Regional Office for circumstances that may require a phased delivery, or that involve a delayed start date for the performance of the order. The contractor must be prepared to provide storage services to the government 60 days after receipt of the order. The contractor is not authorized to bill for storage services.

At the time of the initial delivery, the contractor will provide one month’s consumable supplies for each MFD, excluding paper. The supplies will be stored by the Government.

The contractor will provide a substitute MFD of equal or superior features and capabilities if for any reason the original model is not available. The substitute will be approved by the Milwaukee Regional Office prior to installation.

Note: Periods of performance will not restart for substitute MFDs.

Milwaukee Regional Office and facility security procedures will be followed and may require off-site screening of equipment and supplies prior to delivery. Specific Milwaukee Regional Office and building security screening procedures will be identified prior to delivery. If security procedures result in an additional cost to the Government, the contractor will immediately notify the Contracting Officer in writing.

15. INSTALLATION REPORT

The contractor will provide an installation report to the Contracting Officer and Contracting Officer’s Representative within ten (10) calendar days from the date of installation for each MFD unless otherwise negotiated by the Milwaukee Regional Office and the contractor. The installation report will include, at a minimum, account number, contract number, device manufacturer, model number, serial number, and placement location, including room number, building number, office name, customer’s name and phone number, name and job title of the individual installing the device, and the key operator’s signature of installation approval with the date and item number of the contract.

16. TRAINING

At a minimum, the contractor will provide training to the key operator for each device provided under the contract. The schedule for that training will be determined by the Milwaukee Regional Office. If the key operator is not available during this time period, the contractor is required to establish a mutually agreeable alternate time to provide training at no additional cost to the Government. If the key operator has previously received training for a specific device, the training requirement has been fulfilled and no additional training will be required.

Training will include, at a minimum, how to operate the basic function keys of the MFD; location and procedures for installing consumable parts, such as paper, toner, staples, etc.; how to operate special features, including but not limited to duplexing, enlargements, and reductions; multiple job queues; diagnosis and resolution of basic device malfunctions, etc. In addition, the training will give the key operator the necessary knowledge to sanitize the device(s) after protected information has been exposed (e.g., copied, faxed, e-mailed, scanned, or printed).

The contractor will provide access to training materials that meet the initial Milwaukee Regional Office’s key operator training requirements for the training of new key operators within thirty (30) business days of contract award. Acceptable training methods include CD-ROM, web-based, and/or in-person training at no additional cost to the Milwaukee Regional Office.

17. EQUIPMENT UP-TIME

The requirement solution offered by the contractor is to be considered as the contractor providing the desired functionality. The Government is not mandating any specific maintenance programs. The contractor will be responsible for ensuring the provided equipment hardware has a functionality monthly availability/up-time rating of at least 95%. Availability/up-time ratings are based on the nine (9)-hour Government business day and industry standards.

The contractor will replace any MFD that operates at less than the required up-time for two (2) consecutive months with an MFD of equal or greater capabilities at no cost to the Milwaukee Regional Office. The “clock” associated with any device “down-time” begins when the Government contacts the contractor about a specific device malfunction. The contractor will take appropriate measures necessary (i.e. provide maintenance and repair services, replace hardware, etc.) to all devices to achieve that 95% monthly availability/up-time rating. Any such maintenance services are at no additional cost to the Government. Any MFD down for more than two business days will be replaced, at least temporarily, with an equivalent MFD. If the original MFD is not repaired within fourteen (14) calendar days, the contractor will provide a permanent replacement MFD with equal or superior features and capabilities.

Unless otherwise specified, the contractor will affix identification/asset tracking labels to all devices. All labels will clearly identify the device serial number and the toll-free number that is to be ordered for service, training, supplies/consumables, and device support. This number will not be an automated answering device. This number will be available during normal business hours from 8:00 am to 5:00 pm Milwaukee Regional Office local time. The identification/asset tracking label will be clearly visible to the end users during normal operation of the device and will remain so throughout the duration of the maintenance agreement. Unless otherwise specified by the Milwaukee Regional Office, the key operator will be the primary point of contact (POC) regarding preventive maintenance, service orders, and re-ordered consumables.

18. REPAIRS

The contractor will dispatch a repair technician within six (6) hours to respond to all noncritical devices requiring onsite repair service. Response time on a service order begins when the order, if placed by phone, is received by the contractor. Service orders received after normal hours of operation will begin the following business day at 8:00 am (local time).

For any repair that requires a device to be taken off site, the hard drives must be removed and left with the Milwaukee Regional Office. No hard drives will be permitted to leave the site once a device has been delivered and installed. Should the equipment need to be removed from any location for repair, replacement, end of contract, or for any other reason, the Hard Drive will be removed and turned into the Facility Chief Information Officer, or designee. If the Hard Drive is no longer required for service under this contract, the Hard Drive will be destroyed and will not be returned to the contractor. Any cost associated with the removal of the Hard Drive and title transferring over to the VA will be included in the contract price.

19. METER READS

The Government understands the critical need for data collection and monitoring of the devices. For all devices, the contractor will be responsible for providing device meter reads to the Milwaukee Regional Office. The data collected from these meter readings will allow the Government to track savings and identify potential areas for additional process improvement.

The contractor will conduct meter reads for every individual device deployed. If allowable, the contractor will remotely collect and submit meter reads for all devices. The Milwaukee VBA Regional Office will decide, based on risk assessment and network requirements, to approve the remote retrieval of meter reads. Approval will be determined by the network system owner’s acceptance of risk. Note: Remote access will be subject to security review and modified to protect the Milwaukee Regional Office’s IT resources from intrusion or compromise.

Monthly and quarterly readings will be the standard for meter read collection. Any frequency other than the standard will be addressed.

20. CONSUMABLES

The contractor will provide all consumable supplies, excluding paper and transparencies, necessary for the continuous operation of the devices throughout the duration of the contract. All consumable items required to ensure the up-time ratings of the contract are met will be included in the agreement.

Supplies will be delivered to the destination location within three (3) to five (5) business days of receipt of the consumable request. The contractor also will provide the Milwaukee Regional Office the option to have supplies delivered to the destination location within two (2) business days of receipt of the consumable request at an additional cost. Supplies will be delivered to the designated locations listed by the Milwaukee Regional Office and coordinated by the key operator or designated Milwaukee Regional Office personnel.

The Milwaukee VBA Regional Office may request bio-based or remanufactured toner as part of required consumables solutions. Contractors are encouraged to provide sustainable offerings as optional consumables solutions. The contractor will clearly identify those offerings as part of the submission package.

21. GEOGRAPHICAL COVERAGE

The contractor may be required to deliver products and provide onsite services to the Regional Office and the out-based offices listed in this SOW. The Milwaukee Regional Office will clearly identify all locations requiring products and services.

22. EQUIPMENT RELOCATION, REMOVAL, AND DISPOSAL

The contractor will provide for one (1) relocation request per year, per device, within twenty-five (25) miles of the previous installed location. The Contracting Officer will notify the contractor of the new location and requirements via contract modification. Upon receipt of the contract modification, the contractor will relocate the device within five (5) business days at no additional cost to the Government. Any arrangements requiring relocation outside of the normal five (5) standard days will be addressed separately. Relocations will be coordinated with the key operator and/or other authorized personnel as defined in the contract.

The contractor will remove those devices within five (5) business days of the contract expiration date at no additional cost to the Government. Any arrangements requiring removal outside of the normal five (5) standard days will be addressed separately. Removals will be coordinated with the key operator and/or other authorized personnel. The contractor should notify the key operator and/or other authorized personnel of a removal one (1) month prior to the expiration date of the contract. The Government will not assume any responsibility for non-purchased devices left at a facility beyond the contract expiration date.

The contractor will provide a removal report to the key operator and/or other authorized personnel upon removal of each device. This report will include, at a minimum, the serial number(s), model(s), contract number(s) and expiration date(s), and a description of how each device was sanitized to remove residual information.

As part of the proposal, the contractor will clearly identify its approach to device disposal, including a plan to mitigate the amount of material that will enter a landfill once a device has exceeded its useful life and increase the amount of material that is recycled and re-used.

For any equipment removed by the contractor and scheduled to be refurnished or disposed of, the contractor is required to demonstrate as part of its disposal plan that those actions will be handled by a refurbisher or recycler that is third-party certified to either the Responsible Recycling Standard or the E Stewards Standard.

http://e-stewards.org/certifi%20cation-overview/program-details/

23. RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

includes [Agency] records.

does not include personal materials.

applies to records created, received, or maintained by contractors pursuant to their [Agency] contract.

may include deliverables and documentation associated with deliverables.

C. Requirements contractor will comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, contractor will maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

[Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The contractor will immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The contractor will ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The contractor will not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it will be returned to [Agency] control or the contractor must hold it until otherwise directed. Items returned to the Government will be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The contractor will only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

The contractor will not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

The contractor will not retain, use, sell, or disseminate copies of any deliverable…