Attachment 1 - Draft PWS.pdf

PRTNR Replacement PWS

I. OVERVIEW

A. The Defense Logistics Agency (DLA) seeks to enter into multiple award Indefinite Delivery Indefinite Quantity (IDIQ) contracts for the up to 60 month lease of A3, A4 and production level Multifunctional Devices (MFDs), accessories and office document devices (hereafter collectively referred to as “devices”) within the 50 United States, District of Columbia, Puerto Rico, Northern Mariana Islands (Guam, Saipan, and Tinian only), American Samoa (Tutuila only), and US Virgin Islands (St. Thomas, St John, and St. Croix only) along with services associated with the leased devices. Unless clearly stated otherwise, all references to “devices” shall be understood to apply to all types of MFDs (A3, A4 and production) in this Performance Work Statement (PWS). Specific details are found in sections II and III.

B. The services associated with the leased devices sought are delivery (section IV), end-user training (section V), full-service maintenance, including all consumable supplies (excluding paper) (section VI), relocation (section VII), technical refresh (section VIII), removal (section IX), reports (section X), network functionality (section XII), and network security (section XIII).

C. Each proposer’s contract line item number (CLIN) prices shall be all inclusive, as DLA does not intend to pay any amount in addition to a contractor’s prices for the currently established CLINs. DLA intends for each contractor to recoup all its costs associated with the performance of this contract, and each and every stated requirement therein, through its prices for each currently established CLIN. DLA does not intend to add any additional CLINs or otherwise separately pay/reimburse/etc. for performance of any requirement set forth in this PWS or otherwise set forth in the Request for Proposals.

II. DEVICES AND CONFIGURATIONS

A. All devices shall meet the following requirements:

1. Equipment shall be Trade Agreement Act (TAA) compliant.

2. All equipment, including all parts, accessories and finishers provided from Contractor shall be new (not refurbished or remanufactured) at contract award or modification for option to increase quantity. New means composed of previously unused components, whether manufactured from virgin material, recovered material in the form of raw material, or materials and by-products generated from, and reused within, an original manufacturing process; provided that the supplies meet contract requirements, including but not limited to, performance, reliability, and life expectancy.

3. Simplex and duplex copying, printing, and scanning.

4. Automatic Document Feeder with a 30-page minimum capacity and duplexing, excluding volume bands 8 and 9 in Functional Area 3.

5. Operate using at least 30% recycled 20 lb. paper.

6. Free-standing with casters/wheels (or cabinets provided as needed). No devices shall be configured for table-top use.

7. Copy resolution of at least 600 x 600 dots per inch (DPI).

8. Print resolution of at least 1,200 x 1,200 DPI.

9. Support the following:

a. Microsoft Windows 11 or higher,

b. MacOS 13 or higher desktop operating system

DRAFT

c. Microsoft Server 2016 or higher server operating systems.

10. A minimum of 1 Gigabyte of document management memory.

11. Print drivers shall be capable of Page Description Language (PDL) to support Adobe PS3, PCL5E and PCL6.

12. Delivered with up-to-date software/firmware and drivers, with 32-bit and 64-bit architecture driver support. Provide all subsequent updates along with installation instructions as requested by the DLA Customer within five (5) business days of request.

13. As an option, the Contractor shall install updates, in person (not remotely), while ensuring each device maintains all functionality from prior to the upgrade. NOTE: This option is for a one-time, in-person update and may or may not be requested on a device covered elsewhere on this contract.

14. Operate using standard U.S. office 120/240-volt 15-amp 60 hertz (Hz) alternating current (AC) electrical current or U.S. office 120/240-volt 20 amp 60 Hz AC electrical current. In the event that 20 amp or higher is offered, the Contractor shall clearly identify these models in proposals and in all price lists. No external transformers shall be used as an exception. The contractor shall also identify the power plug part number required.

15. Equipped with an external surge protector to protect all electronic components. The external surge protector shall be provided in addition to any internal surge protectors. External surge protectors shall have a minimum five (5) year manufacturer’s warranty that covers:

a. Replacement of the surge protector if it fails.

b. Repair or replacement of any device provided through this PWS damaged by a power surge when properly connected to the Contractor-provided surge protector.

16. Include a printed or digital (via compact disc (CD) or download link, referred to in the Quick Reference Desk Guide as outlined in section V.F.) operator’s manual, in English, for each device. If a digital operator’s manual is provided at delivery but a DLA Customer requires a printed operator’s manual, printed manuals shall be delivered for each device within ten (10) business days of request.

17. Default to:

a. Automatically go into sleep mode after 20 minutes of inactivity

b. Automatically go into hibernation after an hour of inactivity.

c. Print duplex (2-sided).

d. Print in gray scale on both monochrome and color MFDs.

e. “Draft” quality printing rather than “high” quality printing.

f. Display all information in English.

B. In addition to all requirements in section II.A, all A3 and A4 devices shall be delivered with one full set of starter (or standard yield) toner cartridges installed and an additional full set of standard yield toner cartridges.

C. In addition to all requirements in section II.A and II.B, all A3 devices shall:

1. Include basic inline finishing functions which include stacking, collating, and multi-position stapling.

2. As an option, some devices (see CLIN list) shall include:

a. 2-3 hole punch or

b. 2-3 hole punch and booklet maker (without face trim) with saddle-stitching.

D. In addition to all requirements in section II.A and II.B, all A4 devices shall collate documents.

E. In addition to all requirements in section II.A, all production level devices (volume bands 7-9) shall:

1. Include 2-3 hole punch and inline booklet maker (without face trim).

2. As an option include:

a. Booklet maker with face trim and/or

b. Additional high capacity paper tray (minimum 2,000 sheets) and/or

c. Inline folder (Z Fold, trifold) and/or

d. High-capacity stacker (minimum 3,000 sheets).

F. Devices shall meet the following security requirements:

1. Devices with hard disk drives (HDDs) or solid-state drives (SSDs), hereafter collectively referred to as “hard drives,” shall have clear, purge, and verification security capabilities as defined in NIST SP 800-88 Revision 1 (Guidelines for Media Sanitization) and shall be encrypted.

a. Clear is defined as a method of sanitization achieved by applying logical techniques to sanitize data in all user-addressable storage locations for protection against simple non-invasive data recovery techniques using the same interface available to the user; typically applied through the standard read and write commands to the storage device, such as by rewriting with a new value or using a menu option to reset the device to the factory state (where rewriting is not supported).

b. Purge is defined as a method of sanitization achieved by applying physical or logical techniques that renders Target Data recovery infeasible using state of the art laboratory techniques.

c. Verification is defined as the process of testing the media to ensure the information cannot be read.

d. Encryption shall meet a minimum of FIPS 140-3 Software Cryptography.

2. All CLASSIFIED designated A3 and A4 devices shall include an external, removable hard drive. A removable hard drive is a hard drive the DLA Customer may promptly/easily remove and reinsert into an external hard drive chassis on the device on a recurring basis. All devices with removable hard drives shall have a locking mechanism with a key to secure the hard drive.

3. All Universal Serial Bus (USB) ports/memory card slots on the devices shall be disabled when delivered except: the printer port used to connect the device to a single computer;

Common Access Card (CAC) readers; and any USB ports needed for servicing/maintaining equipment. Additionally, unused ports, protocols and services on each device shall be able to be enabled/disabled by the local IT administrator.

4. All Non-Classified Internet Protocol Router (NIPR) devices, volume bands 1-5, shall have analog fax only. Note: The analog fax function shall be configured to separate/isolate the fax controller from the network controller. SIPR (Secret Internet Protocol Router) devices shall NOT have the hardware capability for faxing.

5. All devices, except Production devices:

a. Shall have CAC/Personal Identity Verification (PIV) enablement in order to secure the device from unauthorized use and shall have a “Secure Print” feature that allows DLA Customers to use authentication credentials (ex. ID, Login) and password identification (PIN) to release print jobs on the device.

b. Shall integrate seamlessly with currently available print on-demand solutions approved for DISA Networks (e.g., equivalent to “Follow Me,” “Follow You,” “Push” or “Pull” printing).

c. Shall have secure scanning functionality that complies with Federal Information Processing Standard (FIPS) 140-2 or 140-3 encryption with routing and full integration to standard network infrastructure destinations, which include: Scan-to-Email, Scan-to-Folder, Scan-to- Network, Scan-to-Server and Scan-to-PC. Scanned documents shall be made available as a TIFF, JPEG, and as a PDF file format. The default scan resolution shall be 300 x 300 DPI. The default scan output file type shall be PDF. Devices shall have Optical Character Recognition (OCR) in order to process and produce text-searchable documents to the scan destination. Note: Full integration does not mean scanning to proprietary back-end content, document or records management systems to support customized indexing or metadata requirements.

d. Written documentation outlining secure printing and scanning procedures required in a and c above shall be provided to both the Delivery POC and the IT POC listed on the delivery schedule at the post-award meeting and at the training session.

F. Proposers shall provide original equipment manufacturer (OEM) specification sheets, to include proposed configurations for each device, with proposal to the Contracting Officer (KO).

G. Proposers shall provide Letter(s) of Supply from the manufacturer as proof that they are an authorized dealer for all devices provided. This shall also apply for any model substitutions as described in section VIII if the replacement device is from a different manufacturer than originally proposed.

III. FUNCTIONAL AREAS AND VOLUME BAND SPECIFICATIONS:

A. Functional Area 1 (FA1) shall consist of NIPR and SIPR A3 and A4 devices in the 48 contiguous United States and the District of Columbia (CONUS).

B. Functional Area 2 (FA2) shall consist of NIPR and SIPR A3 and A4 devices in Alaska, Hawaii, Puerto Rico, Northern Mariana Islands (Guam, Saipan, and Tinian only), American Samoa (Tutuila only), and US Virgin Islands (St. Thomas, St. John, and St. Croix only).

C. Functional Area 3 (FA3) shall consist of production level NIPR and SIPR devices, capable of 8.5” x 11”, 8.5” x 14”, 11” x 17” and 12” x 18” output in the 48 contiguous United States (CONUS).

D. Functional Area 4 (FA4) shall consist of production level NIPR and SIPR devices, capable of 8.5” x 11”, 8.5” x 14”, 11” x 17” and 12” x 18” output in Alaska, Hawaii, Puerto Rico, Northern Mariana Islands (Guam, Saipan, and Tinian only), American Samoa (Tutuila only), and US Virgin Islands (St. Thomas, St John, and St.

Croix only).

E. In addition to the features/capabilities/configurations set forth in section II (outlined above), the

Contractor shall provide all devices in accordance with the chart below:

Functional

Area

Volume

Band

NIPR

SIPR

Estimated Monthly

Impressions

Minimum

Speed

(PPM)

Paper Capacity

Mono Color

1/2 VB-1A3NM NIPR 5,000 N/A 25 One (1) Bypass Tray [100 Sheet Minimum] - Up to 11" x 17" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 11" x 17"

1/2 VB-1A3SM SIPR 5,000 N/A 25 One (1) Bypass Tray [100 Sheet Minimum] - Up to 11" x 17" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 11" x 17"

1/2 VB-1A3NC NIPR 3,000 2,000 25 One (1) Bypass Tray [100 Sheet Minimum] - Up to 11" x 17"

1/2 VB-1A3SC SIPR 3,000 2,000 25 One (1) Bypass Tray [100 Sheet Minimum] - Up to 11" x 17" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 11" x 17"

1/2 VB-2A3NM NIPR 10,000 N/A 35 One (1) Bypass Tray [100 Sheet Minimum] - Up to 11" x 17" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 11" x 17"

1/2 VB-2A3SM SIPR 10,000 N/A 35 One (1) Bypass Tray [100 Sheet Minimum] - Up to 11" x 17" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 11" x 17"

1/2 VB-2A3NC NIPR 5,000 5,000 35 One (1) Bypass Tray [100 Sheet Minimum] - Up to 11" x 17" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 11" x 17"

1/2 VB-2A3SC SIPR 5,000 5,000 35 One (1) Bypass Tray [100 Sheet Minimum] - Up to 11" x 17"

1/2

VB-3A3NM

20,000

N/A

One (1) Bypass Tray [100 Sheet Minimum] - Up to 11" x 17" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] – Between 8.5” x 11” & 11" x 17"

VB-3A3SM

VB-3A3NC

10,000

VB-3A3SC

VB-4A3NM

35,000

One (1) High-Capacity Tray [2,000 Sheet Minimum] - 8.5 x 11"

VB-4A3SM

35,000

VB-4A3NC

15,000

VB-4A3SC

15,000

One (1) High-Capacity Tray [2,000 Sheet Minimum] - 8.5" x 11"

VB-5A3NM

70,000

VB-5A3SM

70,000

Optional Accessories/Services for A3 Devices

1/2 A3-23HP 2/3 Hole Punch for A3 MFD 1/2 A3-BM Booklet Maker (without Face Trim) for A3 MFD 1/2 A3-FSU Firmware/Software Updated by Contractor for A3 MFD (one-time) 1/2 A3-HD Replacement Hard Drive for A3 MFD 1/2 A3-OSKO Onsite Key Operator for A3 MFD 1/2 A3-OST Onsite Technician for A3 MFD 1/2 A3-DRX A3 Device Relocation in Excess of Allocation 1/2 A3-DR51 A3 Device Relocation 51-150 Miles 1/2 A3-DR151 A3 Device Relocation 151-250 Miles 1/2 A3-DR251 A3 Device Relocation 251-350 Miles 1/2 A3-DR351 A3 Device Relocation 351 Miles and Greater 1/2 OP-A3 Optional Pre-configuration for A3 Devices

Estimated

1/2 VB-2A4NM NIPR 10,000 N/A 35 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

1/2 VB-2A4SM SIPR 10,000 N/A 35 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

1/2 VB-2A4NC NIPR 5,000 5,000 35 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

1/2 VB-2A4SC SIPR 5,000 5,000 35 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

1/2 VB-3A4NM NIPR 20,000 N/A 45 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

1/2 VB-3A4SM SIPR 20,000 N/A 45 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

1/2 VB-3A4NC NIPR 10,000 10,000 45 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

1/2 VB-3A4SC SIPR 10,000 10,000 45 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Two (2) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

1/2 VB-4A4NM NIPR 35,000 N/A 50 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Four (4) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

1/2 VB-4A4SM SIPR 35,000 N/A 50 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Four (4) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

1/2 VB-4A4NC NIPR 20,000 15,000 50 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Four (4) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

1/2 VB-4A4SC SIPR 20,000 15,000 50 One (1) Bypass Tray [100 Sheet Minimum] - Up to 8.5" x 14" Four (4) Adjustable Paper Trays [500 Sheet Minimum/Tray] - Up to 8.5" x 14"

Optional Accessories/Services for A4 Devices 1/2 A4-FSU Firmware/Software Updated by Contractor for A4 MFD (one-time) 1/2 A4-HD Replacement Hard Drive for A4 MFD 1/2 A4-OSKO Onsite Key Operator for A4 MFD 1/2 A4-OST Onsite Technician for A4 MFD 1/2 A4-DRX A4 Device Relocation in Excess of Allocation 1/2 A4-DR51 A4 Device Relocation 51-150 Miles 1/2 A4-DR151 A4 Device Relocation 151-250 Miles 1/2 A4-DR251 A4 Device Relocation 251-350 Miles 1/2 A4-DR351 A4 Device Relocation 351 Miles and Greater 1/2 OP-A4 Optional Pre-configuration for A4 Devices

Estimated

3/4

VB-7PRNM

115,000

Two (2) Adjustable Paper Trays [500 Sheet Minimum] - Up to 12" x 18" One (1) High-Capacity Tray [2,000 Sheet Minimum] or Two (2) High-Capacity Trays [1,000 Sheet Minimum]

VB-7PRSM

115,000

VB-7PRNC

40,000

75,000

VB-7PRSC

40,000

VB-8PRNM

150,000

VB-8PRSM

VB-8PRNC

50,000

100,000

VB-8PRSC

50,000

100,000

VB-9PRNM

225,000

VB-9PRSM

225,000

VB-9PRNC

VB-9PRSC

High-Capacity Tray [2,000 Sheet Minimum] or

Optional Accessories/Services for Production Devices 3/4 PROD-BMT Booklet Maker w/ Face Trim for Production MFD 3/4 PROD-HCT Additional High-Capacity Paper Tray (min. 2,000 sheets) for Production MFD 3/4 PROD-FLD Inline Folder (minimum requirement: Z Fold, trifold) for Production MFD 3/4 PROD-HCS High-Capacity Stacker (minimum 3,000 sheets) for Production MFD 3/4 PROD-FSU Firmware/Software Updated by Contractor for Production MFD (one-time) 3/4 PROD-HD Replacement Hard Drive for Production MFD 3/4 PROD-DRX Production Device Relocation in Excess of Allocation 3/4 PROD-DR51 Production Device Relocation 51-150 Miles 3/4 PROD-DR151 Production Device Relocation 151-250 Miles 3/4 PROD-DR251 Production Device Relocation 251-350 Miles 3/4 PROD-DR351 Production Device Relocation 351 Miles and Greater 3/4 OP-PROD Optional Pre-configuration for Production Low Volume Monochrome Devices

IV. DELIVERY OF ORDERED DEVICES:

A. Delivery

1. All costs associated with delivering devices under section IV(A), which includes but is not limited to all costs associated with rigging, special handling, etc., shall be borne by the Contractor.

2. Delivery of ordered devices shall be in accordance with (IAW) the timeframes outlined in the chart below:

Quantity of Devices Per Contracting Action

Maximum Number of Calendar Days to Complete Delivery

Up to 100 60 days after receipt of order (ARO)

101‐200 75 days ARO

201 – 500 90 days ARO

More than 500 105 days ARO

3. Delivery timeline for FA2/3/4 devices, up to 100 devices, shall be 75 days ARO.

4. For task orders with Preconfigured Device CLINs (see section XIV), an additional fifteen (15) calendar days shall be allowed for delivery as outlined in IV.A.1 above.

5. Under no circumstances shall an A3 device be substituted for an A4 device and vice versa.

Also, a monochrome device shall not be substituted for a color device. If a monochrome device is ordered, the Contractor is allowed to provide a color-capable device however that device shall be required to be configured to function as designed, with color printing/copying capability and the Contractor agrees to provide all color toner cartridges and necessary parts for the duration of the lease term as if it was the equivalent color volume band, and that device shall be invoiced at the ordered monochrome CLIN price. Should the initial device need to be replaced during the contract term, a like-for-like replacement shall be provided.

6. Contractor shall provide a proposed delivery plan, by device, to the COR thirty (30) calendar days prior to the required Period of Performance (PoP) start date and subsequent weekly updates until all devices have been delivered.

7. Delivery shall be defined as:

a. Device is placed in the proper location as shown on the Delivery Schedule.

b. Device is fully assembled to include all ordered accessories. If the Contractor receives the device and it’s ordered accessories in several parts from the manufacturer, that device shall be fully assembled off-site or shall be fully assembled the same day as delivery to the DLA Customer location. DLA’s Customer shall not be required to provide additional space for assembly.

c. A test copy is made at the DLA Customer's location in the presence of the DLA Customer to demonstrate that the device is operational, and the printed document is clean and clear.

d. The required additional set of toner cartridges are left with the device.

e. All shipping/packing materials are removed from the premises.

8. Devices shall be delivered to the DLA Customer’s location as shown on the Delivery Schedule by the Contractor or duly appointed sub-contractor. Devices shall not be drop shipped by commercial parcel services (e.g., UPS, DHL, etc.) where Contractor does not have direct oversight of all aspects of the delivery of the device to the intended location. If, upon Contractor’s arrival, a device is requested to be placed in a different location other than shown on the delivery schedule, the Contractor shall provide an updated delivery schedule to both the COR and the KO within two (2) business days. The Contractor shall annotate in the Notes/Message column of the Delivery Schedule the name and email address (phone number optional) of the individual who requested the location change.

9. Deliveries shall be scheduled and completed Monday through Friday from 8:00 a.m. – 4:30 p.m.

local time of device location, with the exception of Federal holidays.

10. If devices are not able to be assembled in time to be delivered within the required delivery time as shown in section IV.A.1, the Contractor shall notify the issuing KO within two (2) business days of Contractor’s knowledge of the delay and provide the KO with documented proof of the delay. The Contractor shall provide an updated delivery date for the ordered device(s). Upon notification, the KO may choose to cancel the order or request due consideration for the delay.

11. The Contractor shall notify the COR and KO of any failed delivery attempt (e.g., the DLA Customer POC is not available, the building where the device(s) are to be delivered is not accessible). The Contractor shall provide written proof by email within forty-eight (48) hours of attempted device delivery. The email should include the date/time of the attempted delivery and all pertinent details, such as who turned them away or what building(s) they were not able to access.

12. Upon completion of device delivery, the Contractor shall provide proof of delivery within ten (10) business days after delivery. This proof of delivery shall include: make, model, serial number, full delivery address (to include building number, floor, and room number if applicable), printed DLA Customer point of contact (DLA Customer POC) name, phone number, email address, date of delivery and DLA Customer POC signature. The Contractor shall provide this proof of delivery using an approved online repository where DLA can retrieve them 24 hours per day, 7 days per week, 365 days per year. If an online repository is not available, the required information shall be provided using the Delivery Report (Appendix #1).

13. Regardless of delivery date, all devices, including replacement devices, shall maintain a co-terminus Period of Performance (PoP).

14. Upon delivery, the Contractor shall affix on each device a sticker with the following information:

manufacturer’s name, model number, manufacturer serial number and Contractor/manufacturer toll-free telephone number(s) to place service maintenance calls and order consumable supplies.

Additionally, the Contractor shall add the PoP end date to the DLA EMS sticker and affix on device.

(DLA shall provide each Contractor with a specific template for the required DLA EMS stickers; that template shall not be altered by the Contractor).

15. Options to Order Additional Quantities of Devices: As options, the Contractor shall, at the same unit price, provide up to twenty percent (20%) more co-terminus leased devices than set forth at each CLIN of a delivery order; provided that DLA exercises and issues its options, if at all, prior to the end of the 24th month following the effective date of that original delivery order.

16. Upon award of each task order and prior to Delivery, DLA shall reserve the right to require that the Contractor attends a post award meeting (virtually through Microsoft Teams or another Government approved platform). In addition to Contractor’s representatives, that meeting shall consist of the COR, assigned eCRS(s), DLA Customer POC(s), and DLA Customer’s IT POC(s). Topics to be discussed in detail are Delivery Schedule, Contractor’s delivery plan, delivery procedures (to include unique base access/logistics challenges), and network assistance.

B. Network Assistance

1. Upon completion of Delivery, as outlined above, the Contractor shall provide onsite technical and system analyst support and appropriate digital cards/products to successfully connect devices to DLA Customers’ networks.

2. The Contractor shall notify the COR if devices are not networked within ten (10) business days of delivery. The Contractor shall notify the COR if the DLA Customer is not providing needed IT support.

If the devices are not networked within the required ten (10) business days due to no fault of the DLA Customer, the KO shall be notified by the COR and the KO may request due consideration for the delay.

V. TRAINING

A. The Contractor shall provide either on-site training or online training, in English, as specified in the order, to end-users.

B. The Contractor shall coordinate directly with each command’s POC listed on the order to establish the training schedule.

C. Training shall include the following:

1. How to operate the basic function keys of the device.

2. How to operate special features including duplexing, enlargements, reductions, and multiple job queues.

3. Diagnosis and resolution of basic device malfunctions, including paper jams.

4. Location and procedures for installing consumables such as paper, toner, staples, etc.

D. For on-site training, the Contractor shall submit a Summary of On-Site Training Report (Microsoft Excel format), listing device serial number, personnel trained, and date training was completed, to the designated COR within five (5) business days of training completion. Initial invoice payment shall not be released until this report is received.

E. For online training, the Contractor shall provide each POC listed on the delivery schedule with manufacturer-approved training that, at a minimum, covers all items listed in paragraph V.C. The link shall be accessible by DLA and its customers via https. The Contractor shall submit a Summary of Online Training Report (Microsoft Excel format), listing device serial number, personnel trained, email addresses training link was sent, and date training link was sent, to the designated COR within five (5) business days of email to personnel. Initial invoice payment shall not be released until this report is received.

F. In addition to either on-site or online training, the Contractor shall provide a printed Quick Reference Desk Guide (single sheet, 8.5” x 11” paper size, laminated, full color and able to be easily stowed away with the device). The contractor shall also provide a CD-ROM/DVD and/or web-based training (URL printed on a sticker to be placed on the front of the device) to serve as follow-up training.

VI. MAINTENANCE

A. Service

1. The Contractor shall maintain each device at a minimum 90% weekly available rate (no more than 4 hours work stoppage per week, based on a 40-hour work week). Maintaining the devices requires service calls (consisting of troubleshooting, repairs and preventive maintenance). All associated labor and travel costs shall be borne by the Contractor.

2. If a malfunction cannot be corrected during the initial service call, the Contractor shall resolve all issues no later than ten (10) calendar days from date of initial service call.

3. The primary method for requesting service shall be by toll-free number, available Monday through Friday from 8:00 a.m. – 4:30 p.m. local time of location of device. This initial call shall be handled by a live person at which point a reference number shall be provided to the DLA Customer. In addition to service requests placed by calling a toll-free number, a web-based system (not email) may also be used as a secondary option if that system is available, at a minimum, Monday through Friday from 8:00 a.m. – 4:30 p.m. local time of location of device. The system shall provide a date/time and reference number when the service call is placed. The response timelines outlined below begin at the time the reference number is generated.

4. Contractor shall provide English speaking service technician support Monday through Friday from 8:00 a.m. – 4:30 p.m. local time, with the exception of Federal holidays.

5. Service for Non‐Remote Areas: Non-Remote Areas are defined as service locations being within a fifty (50) mile radius commute of a metropolitan area, which for the purpose of this PWS is defined as a statistical area with a population of 50,000 persons and above. For service in non-remote areas:

a. The Contractor shall respond to work stoppage situations within two (2) business hours of a service call. Work stoppage is defined as a required function of the device (printing, copying, scanning or faxing) is non-operational. A telephone call (unless it results in solving the problem) shall not be deemed an acceptable service response. The service technician shall call the DLA Customer within an hour to discuss the service problem and time of arrival. It is estimated that 10% of service calls shall be classified as “work stoppage” across the total device population on a yearly basis.

b. The Contractor shall respond to non‐work stoppage situations within four (4) business hours of a service call. Non-Work stoppage is defined as a required function of the device (printing, copying, scanning or faxing) is degraded. A telephone call (unless it results in solving the problem) shall not be deemed an acceptable service response. The service technician shall call the DLA Customer within an hour to discuss the service problem and time of arrival.

c. If these response times cannot be met, the Contractor shall notify the COR within the required response time as to why the required response time listed above could not be met.

6. Service for Remote Areas: Remote Areas are defined as service locations being beyond a fifty

(50) mile radius commute of a metropolitan area. For service in remote areas:

a. The Contractor shall respond to work stoppage situations within four (4) business hours of a service call. A telephone call (unless it results in solving the problem) shall not be deemed an acceptable service response. The service technician shall call the DLA Customer within an hour to discuss the service problem and time of arrival. It is estimated that 10% of service calls shall be classified as “work stoppage” across the total device population on a yearly basis.

b. The Contractor shall respond to non‐work stoppage situations within eight (8) business hours of a service call. A telephone call (unless it results in solving the problem) shall not be deemed an acceptable service response. The service technician shall call the DLA Customer within an hour to discuss the service problem and time of arrival.

c. If these response times cannot be met, the Contractor shall notify the COR within the required response time as to why the required response time listed above could not be met.

7. In the case of devices cleared for CLASSIFIED material, the Contractor’s repair technicians shall have a Department of Defense (DOD) security clearance equal to or higher than the classification of the device and be able to provide verification when requested.

8. The Contractor shall be responsible for all damages due to normal wear and tear and loss or damage caused by the Contractor or its agents.

9. If a device is determined to be non-repairable, to include damaged devices, the Contractor shall inform the designated COR within two (2) business days of making this determination. The Contracting Officer also reserves the right to deem a device as non-repairable based on the repair history of the device. The Contractor shall deliver and install a comparable replacement device within fifteen (15) calendar days from written notification from the KO.

10. If a device is non-functional for over 11 business days in a month, the invoice for that particular shall not be paid for that month.

B. Consumable Supplies

1. The Contractor shall provide OEM consumable supplies (including staples) necessary for the operation of the devices. Paper is excluded as a consumable supply.

2. If a Contractor provides toner cartridges that are a part of a toner exchange/return program the Government CANNOT GUARANTEE that used toner cartridges shall be returned to the Contractor or OEM. Should any used toner cartridges not be returned, there shall be no fees incurred by the Government for the non-returned toner cartridges.

3. The Contractor shall deliver all consumable supplies within three (3) business days after receipt of a request for supplies. The Contractor shall not require any reports from the Customer as a condition for delivering requested supplies. If a report is required by the DLA Customer, the Contractor shall follow the procedures for requesting reports as outlined in section X.C.

4. The primary method for ordering consumable supplies shall be by toll-free number, available Monday through Friday from 8:00 a.m. – 4:30 p.m. local time of location of device. This initial call shall be handled by a live person at which point a reference number shall be provided to the DLA Customer. In addition to orders placed by calling a toll-free number, a web-based ordering system (not email) may also be used as a secondary option if that system is available, at a minimum, Monday through Friday from 8:00 a.m. – 4:30 p.m. local time of location of device. The system shall provide a date/time and reference number when the order is placed. The three-business day timeline begins at the time the reference number is generated.

C. Additional Optional Services

1. The Contractor is required to offer the option for onsite key operators and/or onsite technicians.

2. Coverage shall be Monday through Friday from 8:00 a.m. – 4:30 p.m. local time (unless specified otherwise on the order), with the exception of Federal holidays.

3. Onsite key operators/technicians shall respond to work stoppage situations within one (1) business hour of a service call. The service technician shall call the DLA Customer within an hour to discuss the service problem and time of arrival.

4. The onsite key operators/technicians shall respond to non‐work stoppage situations within two (2) business hours of a service call. The service technician shall call the DLA Customer within an hour to discuss the service problem and time of arrival.

5. The Contractor shall provide onsite key operators for A3 and A4 devices to respond to all service calls. At the order level, the Government shall dedicate a workspace equipped with a desk, chair, and phone.

a. Onsite key operators shall be responsible for the following: Clearing jams, adding toner, replacing waste toner containers, delivery and replenishment of consumables, scheduled preventive maintenance, identifying problem areas, initiating corrective actions, facilitating delivery of new and replacement devices, coordinating device relocations (if they do not move the device themselves, they shall submit a Relocation Form to the assigned eCRS; if they do move a device themselves they shall notify the KO and COR of the new location within two (2) business days of the move), along with placing calls to the technician for additional support, if required.

b. The Contractor is responsible for all labor and travel associated with the onsite key operators’ responsibilities.

6. The Contractor shall provide onsite technicians for A3 and A4 devices to respond to all service calls.

At the order level, the Government shall dedicate a workspace equipped with a desk, chair, and phone.

a. Onsite technicians shall be responsible for the following: Maintenance of new and replacement devices, device relocations, troubleshooting, preventive maintenance, and service calls. Onsite technicians are not responsible for the delivery of paper.

b. The Contractor is responsible for all labor and travel associated with the onsite technicians’ responsibilities.

VII. DEVICE RELOCATION

A. Devices shall not be relocated without written approval from the designated COR and shall be completed within thirty (30) calendar days after receipt of the written request. For device relocations, the Contractor shall:

1. Provide device relocation services, within a 50-mile radius, for 100% of the total number of devices awarded under each order, for each year of the specified period of performance. (For example, if there are 100 devices awarded under any given order, the Contractor shall provide relocations for up to 100 devices per year. This could be relocating the same device 100 times, relocating 100 different devices one time each or any other combination thereof each year.) All costs associated with device relocations under section VII(A)(1), to include costs associated with rigging, special handling, etc., shall be borne by the Contractor.

2. Provide relocation services for device moves that exceed the total awarded number of devices under each order. These excess device relocations shall be available as a separate option.

3. Provide relocation services for device moves that are outside of the 50-mile radius outlined in the chart below: These device relocations shall be available as a separate option.

Relocations in Miles

51 – 150 151–250 251–350

More than 350

4. Schedule and complete device relocations for Monday through Friday from 8:00 a.m. – 4:30 p.m.

local time where the device is located, with the exception of Federal holidays.

5. Include the following as required: Breakdown and packing of equipment, shipping, uncrating, removal of all shipping/packing materials, network assistance and end-user training.

6. Be responsible for any and all repairs that may be required following any relocation performed.

7. Upon completion, obtain DLA Customer signature on the Removal/Relocation Report contained within Appendix #2 and the MFD Hard Drive Removal Record (Appendix #3) if applicable.

B. In some instances, devices may need to be reassigned to a different command (“re-homed”) instead of terminating a device. This would be accomplished through a contract modification and the device shall retain the original PoP end date. In these instances, the “new” requirements listed in paragraph II.A.2 shall not apply.

1. All re-homed devices shall include new hard drives if the device is equipped with a hard drive.

2. If a SIPR-designated device was connected to the SIPRNet at any time, prior to re-homing, that device shall be sanitized according to the process designated by the Information Assurance Manager responsible for the device and can include surrendering the device mainboard and external data storage and processing components as deemed necessary.

3. All re-homed devices that have already been delivered to an initial DLA Customer shall be relocated up to 50 miles from original delivery address. All costs associated with rehoming devices under section VII(B)(3), to include costs associated with rigging, special handling, etc., shall be borne by the Contractor. Re-homed devices moved in excess of 50 miles shall be invoiced at the contract price. Devices not yet delivered to an initial DLA Customer shall not incur any delivery/relocation fees.

VIII. TECHNICAL REFRESH

A. In the event the Contractor is no longer able to provide the proposed products, the Contractor may, only after written approval by the KO, remove the products from the contract and provide replacement products which shall meet or exceed the Volume Band requirements as listed in this PWS, at the contract price.

1. Replacement devices shall be newer technology than the models they are replacing. If the

Contractor submits new models for testing, the devices shall be “in production” and not near “end of life.”

2. Prior to approved technical refresh, if replacement devices have not been previously tested by

DLA, they shall be tested as outlined in section XV.

3. CLASSIFIED designated replacement devices submitted as a technical refresh shall be delivered to the test lab with all required accessories, software, and firmware TO INCLUDE the external, lockable, removable hard drive as referenced in section II.E.2.

4. OEM specification sheets, to include proposed configurations for each device, shall be included with technical refreshes. Also with their proposal, the Contractor shall submit a completed Voluntary Product Accessible Template (VPAT®). The most recent VPAT can be downloaded at: https://www.itic.org/policy/accessibility/vpat.

IX. DEVICE REMOVAL

A. For device removal, the Contractor shall:

1. Provide a proposed removal plan, by device, to the COR sixty (60) calendar days prior to contract expiration and updates every fourteen (14) calendar days beginning at contract expiration of removals until all devices have been removed.

2. Remove all devices and associated supplies within forty-five (45) calendar days of contract expiration or receipt of a modification signed by the KO. DLA may identify devices that are high priority which shall be picked up within thirty (30) calendar days of contract expiration.

3. Notify the COR of any failed retrieval attempt (e.g., the DLA Customer POC is not available, the building where the device(s) are located is not accessible). The Contractor shall provide written proof by email within forty-eight (48) hours of attempted device removal. The email should include the date/time of the attempted removal and all pertinent details, such as who turned them away or what building(s) they were not able to access.

4. Prior to unclassified device removal, remove all hard drives and surrender them to DLA (or its assignee). Upon completion of the hard drive removal, the Contractor shall obtain the required signatures on both the Removal/Relocation Report (Appendix #2) and the MFD Hard Drive Removal Record (Appendix #3). The Removal Report and MFD Hard Drive Removal Record shall be submitted to the COR within the required forty-five (45) calendar days of contract expiration or termination.

After the hard drive has been removed, ALL classification stickers shall be removed prior to device removal/disposal.

5. Prior to classified device removal, ensure all removable hard drives have been removed along with any components deemed necessary to be removed by the command’s Information System Security Manager (ISSM) or Information System Security Officer (ISSO) or equivalent and surrender them to DLA (or its assignee). Upon completion of hard drive/component removal, the Contractor shall obtain the required signatures on both the Removal/Relocation Report (Appendix #2) and the MFD Hard Drive Removal Record (Appendix #3). The Removal Report and MFD Hard Drive Removal Record shall be submitted to the COR within the required forty-five (45) calendar days of contract expiration or termination. After the hard drive/components have been removed, ALL classification stickers shall be removed prior to device removal/disposal.

6. The Government shall withhold final payment if all devices are not removed from the premises within forty-five (45) calendar days of contract expiration or termination. Contractors shall not submit a final invoice until ALL devices have been removed. If a final invoice is received prior to all devices being picked up as well as all Removal Reports received, that invoice shall be rejected.

7. Be subject to payment of all disposal fees incurred by the Government for any devices not removed within sixty (60) calendar days of termination or expiration. After this time period, the devices shall be considered abandoned, and DLA shall not be required to contact the Contractor for approval.

X. REPORTS

A. The Contractor shall provide the following reports:

1. Delivery Report, as referenced in section IV.A.10.

2. Summary of On-Site Training Report, as referenced in section V.D and/or Summary of Online Training Report, as referenced in section V.E.

3. Device Listing Report (Microsoft Excel format) shall be submitted via Wide Area Work Flow (WAWF) to the COR with the monthly invoice. The report shall contain an accurate listing of all devices under contract (model, serial number, location).

4. Removal/Relocation Report, as applicable, as referenced in sections VII.A.7 and IX.A.4-6.

B. Upon request, the Contractor shall provide the following reports within five (5) business days:

1. Usage Report (Appendix #4) shall be submitted to the Contracting Officer Representative (COR) and the KO.

2. Response Time Report shall be submitted to the COR and the KO. This report shall identify the technician’s response time, defined as the time between when the service call is placed and when the technician arrives onsite to repair the equipment. If the issue is able to be resolved on the phone, the response time shall be defined as the time the service call was placed and when the issue was resolved over the phone.

3. Device Downtime Report shall be submitted to the COR and the KO. This report shall identify the time the equipment was inoperable/non-functional. Downtime is defined as the time the service call is placed notifying the Contractor’s representative that the equipment is inoperable/non-functional or when the technician begins service on the equipment if the device is operable/functional upon arrival. In addition, the report shall include information relative to the frequency of service calls, production volume between service calls, types of repairs, as well as parts required.

4. Device Uptime Report shall be submitted to the COR and the KO. This report shall identify the time the equipment was operable and available and will be used to verify the required minimum 90% weekly available rate, as outlined in section VI.A.1.

C. If the Contractor requires device reports from DLA’s Customer, those reports shall be requested through the COR for the task order. The Contractor’s request for a report shall not alter the timelines set forth in this PWS.

XI. INVOICING

A. All invoices shall be submitted with the Device Listing Report via Wide Area Work Flow (WAWF) and shall be submitted in United States Dollars. The following website provides additional information regarding WAWF including information for “vendors getting started” with the system:

https://wawf.eb.mil/xhtml/unauth/help/help.xhtml.

B. For devices that are relocated or removed, invoices shall include the Removal/Relocation Report (Appendix #2) and the Hard Drive Removal Record (Appendix #3). Invoices submitted without the applicable reports shall not be paid.

C. Invoices submitted without the applicable reports shall not be paid. The Government shall not incur any interest penalty as a result of delay in payment to a Contractor due to non-compliance.

XII. NETWORK FUNCTIONALITY

A. DOD policy prohibits the publication of network configuration information; therefore, DOD installations shall not fill out pre‐installation site surveys. The required information shall be provided at time of delivery.

B. The Contractor shall provide devices that shall operate on and coexist on a network supporting all of the following:

1. Internet Protocol Version 4 (IPv4),

2. Internet Protocol Version 6 (IPv6),

3. A hybrid of IPv4 and IPv6.

C. Support shall be provided for network configurations based on agency hardware/software.

XIII. NETWORK SECURITY

A. The Contractor shall provide devices that can be configured to comply with the current DISA

Security Technical Implementation Guide (STIG) titled Multifunction Device and Network Printer STIG (latest version and release), available at: https://cyber.mil/.

B. All devices shall support Simple Network Management Protocol (SNMP) version 3 (v3). Versions 1 and 2 (SNMPv1/SNMPv2) shall be disabled.

C. All hard drives that are put into service within Federal agencies shall remain in their custody. In the instance where a device is removed by the Contractor, all hard drives, whether internal, external, or otherwise, shall remain in possession of the Government and not be removed with the device.

D. Contractors shall monitor industry standard vulnerability sites (e.g. http://nvd.nist.gov/, https://www.us-cert.gov/ncas/alerts, http://oval.mitre.org/) and take appropriate actions if their equipment is subject to a known vulnerability. When vulnerabilities are identified by the Contractor, DLA or its Customers, the Contractor shall provide remediation for distribution to all installed equipment in accordance with USCYBERCOM TASKORD regulations unless a different time period is directed by USCYBERCOM via DLA. The TASKORD is For Official Use Only. The following is authorized to be quoted from the TASKORD for reference:

1. Assured Compliance Assessment Solution (ACAS) assigns severity scores of critical, high, medium and low to plug-in findings.

a. Critical findings reflect discovery of a common vulnerability and exposure (CVE) that poses significant risk to the confidentiality, integrity, and availability of DODIN Networks. Actions to mitigate or remediate critical vulnerabilities shall be initiated upon discover with the goal of mitigation/remediation within seven (7) calendar days.

b. Findings with a…