4611DRLAR00636 Branch 3 Copier SOW 102721.pdf

Statement of Work – Leasing and Maintenance of Multifunctional Device(s)

Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA)

The Department of Homeland Security, Federal Emergency Management Agency, has a requirement for the lease of __3___ multifunction printer/copier/scanner device(s) to include maintenance and support services and all necessary supplies, excluding paper.

The contractor shall oversee the day-to-day maintenance and repair of the device to meet the requirements listed below:

• The contractor shall ensure the device(s) is delivered and installed during normal business hours at the place of performance (7:00am-5:00pm local time).

• The contractor shall perform all maintenance on premises during normal business hours, unless specifically authorized by FEMA personnel.

• The contractor shall provide maintenance kits for equipment for periodic maintenance as specified by the manufacturer.

• If the device(s) needs to be removed from service for longer than 24 hours, the contractor shall supply replacement equipment equal to the existing equipment.

• If the device(s) continues to malfunction after receiving service a replacement device of equal specifications will be provided

The contractor shall respond to onsite service calls with qualified technicians within four (4) working hours, 8:00am to 5:00pm Monday through Friday, excluding Federal holidays.

The contractor shall provide all consumable supplies (toner, developer, printer heads, black and color toner cartridges) required for copying, printing and scanning. Paper is excluded from the consumables and will be supplied by FEMA. The contractor shall automatically replenish consumable supply inventory based on monthly production levels and established needs.

Estimated monthly production levels for black and white copies is __20,000_______.

Estimated monthly production levels for color copies is __5,000_________.

PLACE OF PERFORMANCE

1) FEMA Region VI DR-4611-LA Branch 3 227 Clendenning Rd.

Houma, LA 70363

(One color Machine, One Black and White)

2) FEMA Region VI DR-4611-LA Branch 3 241 Recreation Drive Elmwood, LA 70123 (One black and white)

MULTIFUNCTION DEVICE PERFORMANCE REQUIREMENTS

The Contractor shall provide Multi-Functional Devices (MFDs) and ancillary products with the following specifications:

• Ability to copy both color and black and white documents.

• Two or Three Drawer paper storage.

• Functional Separation (physical and logical separation of facsimile functions from copy, scan, self-contained document server/repository and e-mail functions.

• Automatic document feeder.

• Keypad or Touch Screen.

• Self-diagnostic system which indicates at a minimum, the following conditions: needs toner, needs paper and paper jam

• Energy Star Compliant;

• Printer Control Language (PCL) and Post Script (PS) printer languages;

• Security Data Kits;

• Capability for data overwrite and controlling user access.

• Ability to handle letter (8 ½ x 11), legal (8 ½ x 14), and the optional accessory 11” x

17” paper sizes, with adjustable paper trays

• Ability to function with recycled paper;

• Optional Hard drive (if needed for machine functionality);

• Optional capability to sort, collate, duplex, staple, hole punch, and make booklet;

• Equipment must be in good working condition

The Contractor shall provide MFDs models in accordance with the following Bands levels:

Band Level Black and White Color

Band A (20-29 PPM) Band B (30-39 PPM) 2 1 Band C (40-49 PPM) Band D (50-59 PPM) Band E (60-69 PPM)

Figure 3: Band Level Chart

Contractor will surrender the hard drive to FEMA prior to removal of the unit upon contract completion.

PERIOD OF PERFORMANCE

The contractor shall provide lease and service for a base period of 90 days from date of award. 6 three-month options will be included in the contract in accordance with FAR 52.217-9.

If early cancellation is necessary, the contractor agrees to terminate services on the requested day and bill the government for the days of service provided during that billing period.

CHANGES TO STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer (CO). Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

GOVERNMENT RESPONSIBILITIES

Upon award, the FEMA JFO will assign a primary point of contact (POC) and provide information and resources in a manner to maintain contract continuity. Additionally, this person will receive deliverables.

Facility primary Point of Contact name and phone number: Darwin Driscoll, (202) 704-5321.

BILLING

Lease charges and services performed under this contract will be billed monthly.

The contractor shall provide an invoice that will include:

• Contract Number

• Company Name and Address

• Invoice Date

• Invoice Number (Note: Each invoice must have a different Invoice Number)

• Description of items/services provided as well as referencing the appropriate Contract

Line Item Number (CLIN) to ensure proper CLIN can be billed for the Invoice

• Terms for any discount for prompt payment

• Name, title and phone number of company point of contact to notify in case of a defective invoice

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