SOW 20241120 RFI.pdf

STATEMENT OF WORK

MPO-IN Microfiche Scanners

FOR

Defense Finance and Accounting Services Indianapolis (DFAS-IN)

1. Introduction: The purpose of this requirement is to purchase six (6) microfiche scanners for Defense Finance and Accounting Services Indianapolis (DFAS-IN), Military Pay Operations. This contract will have a period of performance consisting of a one-year base period with two additional one-year option periods for maintenance and software support to keep the scanners running efficiently and effectively.

Additionally, the contract will include a two hour response for on-site support for the microfiche scanners. The contractor shall furnish all labor, supervision, materials, supplies, tools, equipment, and expertise necessary for delivery, assembly and installation services.

2. Scope of Work: DFAS-IN needs to replace the current outdated scanners that are past their end life usage. Military Pay Operations needs to procure this equipment to continue being able to meet mission function and provide critical services to the soldiers paid from the Indianapolis office. The current microfilm workload consists of COM fiche which requires unique configurations and specific scanners, especially when increasing automation in the process. The current readers are not automated and can no longer accommodate the increase in workload. The contractor shall furnish all labor, supervision, materials, supplies, tools, equipment, and expertise necessary for delivery, assembly, and installation services.

3. General Requirements: The contractor shall provide the following Brand Name or Equal product(s).

Equal products shall meet the salient physical, functional, and performance characteristics of the Brand Name product(s) identified below. Equal products shall be clearly identified by Brand Name and Make or Model Number.

• Brand Name or Equal Mekel MACH7 Microfiche Scanners Item # QAI08H11724:

o Specifications for Microfiche Scanners:

- Throughput Speeds of 200 ppm or more

- Gamma correction grayscale output, full depth of pixels processed

- Gain Control

- 80 megapixel camera

- 100-600 true optical resolution

- Fully Automated And/Or Manual Loading Capabilities Input hopper capacity of

75 fiche or more

- Supports all standard aperture card and fiche types

- PDF output

- Windows 10 and/or 11 compatible

- Frame Detection

- Character recognition/Search function

- USB

• Installation and Training:

o Provide pre-installation services including site assessment and logistics planning.

o Provide installation services including hardware setup, software installation, network integration, testing and calibrating.

o Provide training services for all users and provide training documentation.

• Extended Warranty/Support:

o On-site repair service that includes consumable parts, replacement parts, labor costs, maintenance training, consumable and cleaning materials, troubleshooting of software configuration, applications and set-up.

o On-site response within two hours of the initial notification of a repair request. Upon repair, ensure that scanner is in operable condition prior to technician departing or provide a temporary replacement if necessary.

o Three on-site preventative maintenance visits per year are required. Preventative maintenance will include a thorough cleaning and replacement of necessary consumable and/or replacement parts.

o On-site user training.

o One point of contact person for all repair/maintenance requests.

o Includes 2 year extended warranty coverage o Annual Software Support – includes phone support, release and revision updates

4. Business Hours: The two hour response time for repairs and all preventative maintenance shall be scheduled and performed at a time mutually agreed upon between the provider and the on-site customer between the hours of 6:30am – 4:00pm eastern standard time, Monday through Friday, except on Federal Government Holidays. A full list of Federal Holidays can be viewed at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview

5. Period of Performance: This contract will have a period of performance consisting of a one year base period with two additional one-year option periods for On-Site Maintenance and Annual Software Support.

6. Delivery and Performance Location: Defense Finance and Accounting Services Indianapolis, IN (DFAS-IN): 8899 E. 56th Street, Indianapolis, IN 46249.

7. Contracting Officer Representative (COR): The COR will function as the onsite technical point of the contract for the Government. He/she will initiate repair and replacement request and monitor performance of goods and services. The COR’s authority is limited to technical issues, and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues, and contractual interpretation is the responsibility of the Contracting Officer. Upon contract award, a letter of designation will be issued to the COR and shared with the Contractor.

8. Ship to Address: DFAS-IN Warehouse, Suite 315, Bldg., 3, 3250 N Post RD, Indianapolis, IN 46249, ATTN: Gary A. Davis

9. Invoicing: Payment will be made in accordance with the Prompt Payment Act. Invoices shall be submitted IAW with the solicitations Wide Area Workflow (WAWF) clause 252.232-7003. The COR will review the document and if it is correct, accept it electronically and forward it for payment.

10. Security Requirements Uncleared Escorted Contractors: Contractor personnel must meet the following conditions of employment.

1. Must be a U.S Citizen or National https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview

2. Registered for Selective Service (males born after 12-31-1959). A Status Information Letter is required for any male born after 12-31-1959 that is not registered with Selective Service.

• The following items must be submitted to the DFAS Personnel Security Office for contractor personnel who are escorted:

1. DFAS Form 9035, Contractor Request for Investigation (CRI);

2. OF306, Declaration for Federal Employment

3. A request from the Contracting Officer Representative (COR), in writing, for “Escorted

Access Only”

4. A set of fingerprints, unless any of the following apply;

a. The person has been fingerprinted for the Defense Counterintelligence and Security Agency

(DCSA) within the past 30 days;

b. The person is currently undergoing a background investigation, or reinvestigation, by DCSA or any other Federal agency;

c. The person has a background investigation currently being adjudicated by the DCSA

Adjudication and Vetting Services (DCSA AVS) or another AVS;

d. The person has been favorably adjudicated within the past 30 days by the DCSA AVS or a AVS from any other Federal agency: or

e. The person is coming directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; however, service members in an inactive reserve status are not included.

f. The DFAS Personnel Security Office otherwise determines that no new fingerprints are required.

• Once the results of the fingerprints are received, and the results are negative for a criminal record, the DFAS Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed. No further action will be needed at this point.

• In cases where a fingerprint record check indicates contractor personnel have been involved in any criminal activity within the previous seven (7) years, DFAS Personnel Security will conduct a review of the record to determine if the activity is disqualifying i.e. presents a security risk to U.S. Government/DFAS personnel or assets. If it is determined that the record is not disqualifying, the DFAS Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed.

• Contractor personnel with current, pending criminal charges or criminal cases that have not yet been adjudicated and concluded by the court having jurisdiction, are not eligible to work on the contract.

• DFAS personnel will escort and remain with the contractors 100% of the time the contractors are onsite. Contractors will not have or need direct system access.