PWS_27PUB7007_Revision3.pdf

FLETC | Publishing Services Branch

PWS Revision 3 | Page 1

Performance Work Statement (PWS)

Digital Production Printing Equipment and Full-Service Support

1. PURPOSE: The Mission and Readiness Support Directorate (MRSD), Student Services Division (SSD), Publishing Services Branch (PUB) supports the Federal Law Enforcement Training Centers (FLETC's) mission by providing reliable, maintainable, accessible, and secure light digital production black and white & color copiers/duplicating machines to support both FLETC's business and training requirements for all Training Delivery Points (TDP) & its partner organizations.

2. SCOPE: The contractor shall furnish all labor, equipment, materials and transportation necessary to provide leased copier systems and full-service support. This includes delivery, installation, configuration, operator training, preventive maintenance, repair services, service calls, consumables (except copying paper), and end-of-term tear down/removal.

Contractor will provide services at a Firm-Fixed Price, Monthly Rate, including full-service maintenance and repair parts.

There is no minimum monthly black-and-white or color impression requirement. Pricing shall be based on the proposed monthly rate for the applicable CLINs.

3. BACKGROUND: The Federal Law Enforcement Training Center's mission is to train and support the training of federal, state, local, and tribal law enforcement officers and international partners who are responsible for enforcing laws, treaties, and regulations within the United States and abroad. To carry out this mission, the FLETC serves as an interagency law enforcement training organization for 130 federal agencies and Participating Organizations.

a. The FLETC is headquartered in Glynco, Georgia, and operates other training centers in Artesia, New Mexico;

Charleston, South Carolina; and Cheltenham, Maryland.

b. The Mission and Readiness Support Directorate (MRSD) supports the FLETC’s mission by providing administrative management support, service oversight and program direction, one of the largest and most functionally diverse Directorates within the Federal Law Enforcement Training Centers’s Organization.

4. REQUIREMENTS:

1. (2) black & white production copiers

2. (1) black & white copier with duplicator

3. (3) color copier with duplicator

4. (1) large (wide) format printer/scanner

4.1 Light Digital Production Black and White Copier/Duplicators Specifications:

• Manufacturer consistency requirement: All black-and-white and color production copier/duplicator units shall be manufactured by the same original equipment manufacturer. The large-format printer/scanner is excluded from this requirement.

The Contractor shall provide light digital production black-and-white copier/duplicators and ancillary products with the following specifications, at a minimum.

4.1 (a) Two (2): black and white digital production units with run speeds of no less than 300 impressions per minute (IPM), measured using letter-size two-sided/duplex impressions. Functionally equivalent production presses are acceptable.

• 4.1 (b) One (1): black and white digital production unit with run speeds of no less than 135 impressions per minute

(IPM) two-sided/duplexed. The 135-IPM black-and-white unit shall include 3-hole punching and 44-hole coil-punching capability.

Required specifications:

• Machine must be able to scan paper types and sizes from 20 lbs. bond 30% recycled paper to 110 lbs. cover stock

(8.5” x 11” to 12” x 18”). Equipment must have the capability of printing on the 1/2-inch extension of a die-cut tab divider (9” x 11”).

• Machines possess ability to process MS Office files, Portable Document Format (PDF) files, Tagged Image File Format (TIFF) images, Joint Photographic Experts Group (JPEG) images and PostScript (PS).

• High-capacity stacking shall be provided for all black-and-white production units.

• Must be 508 compliant.

• Standard Memory: minimum 1GB.

• The machines shall be able to print paper types and sizes from 20 lbs. bond 30% recycled paper to 110 lbs. cover stock (8.5” x 11” to 12” x 18”). Equipment must have the capability of printing on the 1/2-inch extension of a die-cut tab divider (9” x 11”).

• Each applicable black-and-white production unit shall be capable of stapling sets containing up to 100 sheets. All required finishing hardware shall be included in the proposed configuration.

• Each machine shall have an operator attention light that provides a clear visual indication of the machine’s operational condition.

• Note: additional paper drawers are required. Minimum paper capacity of 16,000 sheets as the Government operates a high-volume Digital Print Center.

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• The machines will have the capability to interrupt a job and send another job through at higher priority and then resume the original job with no loss in count.

• The machines will have the capability of operating in a network or sub-networked environment with high-speed copier/duplicator digital printers connected to a scanner and other input devices.

4.2 Light Digital Production Color Copier/Duplicator Specifications:

The Contractor shall provide Light Digital Production Color copier/duplicators and ancillary products with the following specifications, at a minimum.

4.2 (a) Three (3): Light digital production color copier/duplicator units with run speeds of no less than 100 impressions per minute (IPM).

Required specifications:

• Each unit must have its own Fiery Color Pass Raster Image Processor (RIP) or functionally equivalent production RIP meeting the PWS requirements.

• Standard Memory 8GB or more.

• The machines shall be able to print paper types and sizes from 20 lbs. bond 30% recycled paper to 110 lbs. cover stock (8.5” x 11” to 12” x 18”). Equipment must have the capability of printing on the 1/2-inch extension of a die-cut tab divider (9” x 11”).

• The three color production units shall provide a minimum aggregate paper capacity of 24,000 sheets collectively.

• Each color production unit shall include integrated booklet-finishing/folding capability.

• Each color production unit shall be capable of stapling sets containing up to 100 sheets. All required finishing hardware shall be included in the proposed configuration.

• Each color production unit shall include 3-hole punching and 44-hole coil-punching capability.

• High-capacity stacking shall be provided for all color production units.

• Each color production unit shall include automatic calibration and media registration capability.

• Each machine shall have an operator attention light that provides a clear visual indication of the machine’s operational condition.

• Must be 508 compliant.

• The machines will have the capability to interrupt a job and send another job through at higher priority and then resume the original job with no loss in count.

• The machines shall operate in a network and/or sub-networked environment with connectivity to a high-speed scanner; documents can be scanned and networked to the desired copier for printing.

• Pre-flight/pre-press software licensing shall be provided for (3) workstations for the color production machines & (1) additional. The software shall allow operators to manipulate print-ready job files, structure incoming files for proper print, insert tab dividers, generate bleeds, combine pages from different file sources, correct/clean up images, make adjustments prior to print, and move/direct jobs across production printers within the Print Center.

• The color production workflow shall accept MS Office files, Adobe Suite files, Portable Document Format (PDF), Tagged Image File Format (TIFF), Joint Photographic Experts Group (JPEG), and PostScript (PS).

• All required paper-feed modules, paper drawers, finishing devices, software, licenses, and associated accessories necessary to provide a complete and fully operational production system shall be included in the proposed configuration.

4.3 LARGE FORMAT PRINTER/DUPLICATOR SPECIFICATIONS

4.3 (a) One (1): Wide Format Printer - toner based or inkjet based, with paper-feed capability appropriate for the proposed system. CMYK output is required. The system shall physically accept media 36-42 inches wide and include a finished-product collection tray/bin/table or other output delivery system that meets the functionality of the required wide-format duties and capabilities.

Required specifications:

• Productive wide-format print/copy/scan system with color scanning at no less than 600 x 1200 dpi.

• The integrated scanner shall accommodate documents 36-42 inches in width.

• 20-24 lb. (75-100 g/m2) media support.

• Paper roll/media width 36-42 inches.

• Output delivery system shall support the functional duties and capabilities of the wide-format printer; no specific stacker configuration is required.

• Automatic cutting.

• Paper capacity of no less than 600-650 feet per roll; this requirement applies to each roll.

• Memory of at least 1GB.

• Includes all licenses for professional workflow requirements such as scan-to-file capability.

• Color, grayscale, and black & white capability.

• Multiple paper feed drawers/modules as required for the proposed solution.

• Must be 508 compliant.

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• Machines possess ability to process MS Office files, Portable Document Format (PDF) files, Tagged Image File Format (TIFF) images, Joint Photographic Experts Group (JPEG) images and PostScript (PS).

• Each machine shall have an operator attention light that provides a clear visual indication of the machine’s operational condition.

The contractor shall provide the complete equipment footprint, including all components, paper-feed components, output collection devices, scanners, accessories, operating clearances, service clearances, electrical requirements, connectivity requirements, environmental requirements, and installation-access requirements prior to delivery. Final placement shall be coordinated with the Government before installation.

4.4 SOFTWARE AND LICENSING (4copies)

4.4 (a) The Contractor shall provide, maintain, and support all software, software licenses, subscriptions, updates, and associated components required to operate and maintain the equipment and services specified in this PWS. All software shall be properly licensed and authorized for government use.

The Contractor shall ensure that licenses remain current and valid throughout the period of performance and shall provide license renewals, updates, patches, and upgrades as required. The Contractor shall also provide technical support for all contractor-provided software and ensure compatibility with the Government’s existing systems (Windows 11) and operating environment. All software shall comply with applicable Government cybersecurity, information assurance, Section 508, and licensing requirements. The Contractor shall notify the Government of any licensing changes, software end-of-life issues, or compatibility concerns that may affect performance under this PWS.

A vendor-exclusive print application is acceptable, provided it meets all PWS requirements and supports the required functions and workflows. Direct PDF printing is also acceptable provided it meets all applicable requirements of this PWS.

4.5 SECURITY AND ACCESS REQUIREMENTS

Technicians performing installation, maintenance, or service are subject to applicable Government security and access requirements, including background checks, badging, and escort requirements, as applicable. Required access processing shall be completed before onsite access is granted.

5. APPLICABLE DOCUMENTS: N/A

6. PERIOD AND PLACE OF PERFORMANCE: The period of performance for this service will be One (1) base year period (365 days); and Three (3) one-year option periods, if exercised by the Government.

Period of Performance

• Base Period: October 01, 2026 - September 30, 2027

• Option Period 1: October 01, 2027 - September 30, 2028

• Option Period 2: October 01, 2028 - September 30, 2029

• Option Period 3: October 01, 2029 - September 30, 2030

All work shall be performed at:

Federal Law Enforcement Training Centers 1131 Chapel Crossing Road Building 680 - Print Center Glynco, GA 31524

7. Federal Holidays Recognized Federal Holidays The Contractor is not required to perform services on Federal holidays unless it is a health, life, or safety concern.

Recognized Federal holidays include: New Year’s Day; Martin Luther King Jr.’s Birthday; President’s Day; Memorial Day;

Juneteenth Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day.

Holiday Scheduling:

If a Federal holiday falls on a scheduled service day, the Contractor shall perform the services on the preceding or following business day, at no additional cost to the Government. The Contractor may request approval for an alternate schedule from the CO.

Hours of Operation Services shall be performed during normal business hours, 7:00 a.m. to 4:30 p.m. Eastern Standard Time (EST), Monday through Friday, excluding Federal holidays, unless otherwise authorized by the CO.

8. PRODUCT DELIVERY & INSTALLATION

Phase-in delivery and installation of black and white and color copiers/duplicators shall be accomplished between October 19, 2026, through October 23, 2026, or sooner in accordance with the schedule provided by the Government. No equipment service is required prior to the delivery and installation date. Invoices for the phase-in period will be prorated based on actual accepted delivery/installation date. Coordination of delivery and installation shall be coordinated with the Contracting Officer Representative (COR).

The Contractor shall provide confirmation to the COR by e-mail or phone no less than three (3) business days in advance of installation.

The Contractor shall attend a post-award conference within five (5) business days after award to meet with the FLETC customer, answer questions, and present project plans for successful installation of all equipment.

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The Government will coordinate the transition and installation schedule to maintain uninterrupted printing operations.

Offerors shall include costs associated with transition requirements stated in the PWS, including delivery, installation, configuration, connectivity, training, and eventual end-of-term removal of proposed equipment. Costs for terminating or buying out the Government’s current contract shall not be included unless specifically directed through a solicitation amendment.

9. Maintenance/Repair Services

• The contractor shall provide maintenance agreements inclusive of parts, labor, repair, software-related equipment

(printers, scanners, computers), preventive maintenance, service calls, and consumables including installation of toner and staples.

• Upon receipt of a service call, the contractor shall be on site within 4 hours of receipt of the notice. Response time begins when the call (placed by phone) is received by the Contractor. Service calls received after normal hours of operation shall begin the following business day at 8:00 a.m.

• The four (4) hour response time begins when the Contractor is notified, not when the technician is dispatched.

• The contractor shall provide prompt same-day response and make every reasonable effort to restore equipment to operational status during the technician’s initial service visit. When a repair cannot reasonably be completed the same day due to required parts, specialized components, or circumstances outside the technician’s control, the contractor shall promptly obtain the necessary parts and complete the repair as soon as practicable. The contractor shall provide notice to the COR in writing the same day when a repair cannot be completed.

• For all machines covered by a maintenance agreement, the Contractor shall maintain a minimum of 95% monthly availability/uptime based on the 8-hour Government business day and industry standards. Preventive Maintenance downtime will not apply in calculating the 95% availability/uptime requirement. The Contractor shall replace any black-and-white copier/duplicator that operates at less than 95% availability/uptime for two (2) consecutive months or any four (4) months within a 12-month period with a unit of equal or greater capabilities at no cost to the Government.

• The Contractor shall provide a toll-free number to process requests for service, training, supplies (consumables), and device support. This number shall not be an answering machine or recording and should be available during normal business hours from 7:30 a.m. to 4:30 p.m. EST.

• The Contractor shall provide maintenance service to leased devices including, at a minimum, installation, troubleshooting, service calls, repairs including parts and labor, scheduled preventive maintenance, toner replacement, and connectivity throughout the contract term.

• Preventive maintenance shall be performed in accordance with the manufacturer’s recommendations and based on whichever comes first: meter reads or calendar date. The Contractor will provide an annual report to the Government showing when and by whom maintenance was performed.

• The contractor will provide services and capabilities on a Firm-Fixed Price, Monthly Rate. The contractor shall provide equipment, accessories, attachments, all consumable supplies including staples (except copying paper), and full-service maintenance including repair parts. There is no minimum monthly impression requirement.

The vendor shall provide five (5) consecutive business days of in-person operator training during installation (holidays and weekends not included). Training shall be coordinated with the Government based on operational requirements and personnel availability, and all operators will attend simultaneously.