P01_SOW_Color Production Copiers UPDATED 04.04.2024.docx

Statement of Work Lease of Color Production Copiers Eastern Colorado Health Care System Aurora, CO 03/28/2024

1. PURPOSE

1.1. The purpose of this requirement is to lease 2 color production copiers at VA Eastern Colorado Health Care System, located at 1700 N. Wheeling Street, Aurora, CO 80045.

2. SCOPE

2.1. The Contractor shall deliver all items listed in section 2.5.

2.2. All items must meet all salient characteristics defined in section 2.5.

2.3. Installation must meet manufacturer specifications.

Basis of Design (make/model/Mfr Part No): Color production copier between 80 and 125PPM Technical Specifications/Salient Characteristics:

· Requested capabilities

· Speed: Between 80 and 125PPM laser color production copier

· Configuration: Copy/Print/Scan (integrated scanning preferred offline scanning is acceptable provided it is able to be sent to device)

· Average Monthly Print Volume: Estimated 160,000 B/W & 80,000 Color impressions per device

· Duplex

· Print resolution (native not enhanced): Contractor provided information

· Max monthly duty cycle: Contractor provided information

· Recommended monthly volume: Contractor provided information

· Scanning

· B/W & Color scan resolution (native not enhanced): Contractor provided information

· Document feeder type/capacity: Contractor provided information

· Speed (duplex, letter sized): Contractor provided information

· Paper

· Printable Media Size: Up to and including 13x26”

· Total Paper Capacity: Between 5,000 and 10,000 sheets total paper capacity including bypass tray

· Printable Media Types: Bond, plain, 30% recycled, labels, 3 hole, index, cover, coated, uncoated, envelopes, etc.

· Finishing

· Stack/collate/sort: Contractor provided information

· Stapling/capacity/positions: Contractor provided information

· High-capacity output tray: Contractor provided information

· Automatic decurler: Contractor provided information

· Inline booklet maker: Contractor provided information

· Folding: multifold capability

· Punching

· 2/3 hole punch

· Post sheet inserter

· Envelopes estimated volume 36,000 per month

· External print controller

· Document preparation: impose, compose, booklet creation and editing, preflight, proofing

· Productivity: remote interface to the print controller that allows for remote submit, queue management and configuration: add, delete, move, rotate, duplicate pages, add tab annotations, crop and sharpen images; ability to support PDF workflow and capture all job ticketing attributes to avoid re-ticketing jobs

· Automated color management

· Automated image enhancement

· WYSIWYG display and editing

· Include all software & licensing, monitor, keyboard, mouse and stand

· Other

· Install Size Footprint and Service Space Restrictions:

· Proposed device cannot exceed 18’ ft in length per machine. See Attachment for floor plan information. Highlighted areas show anticipated location of both machines.

· Contractor must provide device install footprint dimensions (width x depth) of the FULLY CONFIGURED device or piece of equipment, incorporating mandatory service associate and technician access space.

· Electrical and Power:

· Contractor must provide a list of ALL NEMA receptacle designations and quantity of each needed for the fully configured devices or piece of equipment – including the main imaging unit and ALL configured options, accessories, and the external print controller/server (if applicable).

· For configurations over six (6) feet in length, Contractor must provide a labelled illustration indicating the approximate location of each NEMA power point.

· All maintenance, service, parts and consumables (excluding paper) training and reports on these copiers to be included on lease.

· Color Production Copiers 2 ea between 80 and 125PPM. The Contractor shall also track how the copy, print, and scan capabilities of the devices are being utilized; track production metrics, service issues and service resolution metrics; and maintain user satisfaction.

· All newly acquired devices must be PIV or name and password login enabled and provide a PIV or name and password login enabled. Note username and password is an acceptable alternative.

· All devices must be furnished with an operator’s manual (printed or electronic

· All devices must comply with Executive Order 13221, Energy Efficient Standby Power Devices.

· The devices provided under this contract must be able to function on recycled content supplies, included but not limited to paper and toner cartridges, as defined in Executive Order 13101, dated September 14, 1998, Greening the Government Through Waste Prevention, Recycling and Federal Acquisition. The use of recycled content paper shall have no bearing on the units’ performance level.

· Operating features must conform to the requirements of the American National Standards Institute (ANSI) and Underwriters Laboratories (UL).

· The entire solution as proposed by the Contractor to be supplied under this Task Order shall be newly manufactured – defined as equipment assembled together for the first time – and currently commercially available. Government will not accept reconditioned, remanufactured, renovated or previously used devices. Each device proposed must be new models that are in current production and consistent with normal commercial practices and standards.

· All devices proposed must be VistA compatible, if applicable.

· All devices shall be Electronic Product Environmental Assessment Tool (EPEAT) certified.

· All devices shall have print drivers that provide bidirectional device information – indicating device and job status, currently loaded paper sizes and types and installed options, if applicable.

· All devices shall be capable of retaining their configurations once powered down or rebooted

· Contractor shall ensure that all provided devices have the latest software, firmware and security patches at all times. There will be no additional charge to the Government for any of these updates

· All devices shall be equipped with an appropriate Surge Protector and Line Conditioner for protection against power fluctuations and outages

· All devices must be IP addressable and have the ability to restrict device access based on IP address ranges or subnets.

· All devices must have the manufacturer’s serial number permanently and legibly stamped or affixed on a major component in a readily accessible location. In addition, each device shall be permanently and legibly marked in a conspicuous location with the manufacturer’s name or trademark and model number

· Devices shall have functional independence in that if one function becomes inoperative – other functions continue without user intervention

· The Contractor retains ownership of all equipment, parts, supplies, etc., Hard Disk Drives (HDD’s) and Solid State Drives (SDD’s), provided under this Contract and is responsible for their removal and surrender to the Government at the end of the Contract at no additional cost to the Government.

· All newly procured devices and processes must be compliant, as applicable, for the following: Health Insurance Portability and Accountability Act (HIPAA) compliance Section 508 compliance, Federal Information Processing Standards (FIPS) compliance, Public Key Infrastructure (PKI), Personal Identity Verification (PIV) integration and Contractor shall provide Color Production Copiers, on-site installation, training, maintenance and service (including all repair parts, staples, and toner with the exclusion of paper and other printable media), professional Information Technology (IT) services, and print management services that may be required by ECHCS. If work under this contract is subcontracted, the subcontractor must present to customers as a representative of the prime and any data provided for contract deliverables that includes subcontractor information must be formatted consistently across the service area to facilitate comparisons.

· Devices must be Trade Agreement Act (TAA) compliant

· Monthly meter readings for all devices. The Contractor is solely responsible for collecting and reporting all meter readings each month.

· Contractors submitting a proposal shall be required to demonstrate their MFD’s ability to meet VA OI&T’s system and security requirements and ensure its interoperability within the infrastructure required in these specifications by providing a functional demonstration test. Only the Best Value vendor will be asked to provide the functional testing device(s).

2.6 DELIVERY AND INSTALLATION

2.6.1. DELIVERY

2.6.1.1. Delivery Timeframe: within 30 days of award unless specified differently within scope of contract.

2.6.1.2. Delivery Location: Contractor shall deliver all equipment to the Eastern Colorado Health Care System, 1700 N. Wheeling Street, Aurora, CO 80045

2.6.1.3. Delivery Markings: Contractor shall deliver items in manufacturer's original sealed containers with manufactures’s name marked thereon. Deliveries shall be marked with the PO and contract number.

2.6.1.4. Delivery and Installation will be coordinated through the On-Site Point of Contact (POC). POCs for delivery and install are:

Services POCs; Email; Phone # Steven Zoglman 720-857-5301 steven.zoglman@va.gov

2.7. OPERATION AND MAINTENANCE MANUALS

2.7.1. Binders - Quantity (2) each for items identified in section 2.5

2.7.2. Digital Copies - Quantity (1) each for items identified in section 2.5.

2.7.3. Deliver compilation of all manufacturer recommended maintenance schedule and operation materials packaged in binder(s) to On-Site Point of Contact upon completion of installation.

3.1. SECURITY REQUIREMENTS

3.1.1. Security background checks are not required.

3.2. WARRANTY

3.2.1. The contractor shall provide all manufacturer(s) warranties on all parts and labor at time of delivery.

3.2.2. The warranties shall include all travel and shipping costs associated with any warranty repair.