Attachment 1- Performance Work Statement Final.pdf

Attachment 1 – Performance Work Statement 1

PERFORMANCE WORK STATEMENT

SMALL-FORMAT BLACK & WHITE REPRODUCTION EQUIPMENT

INDEFINITE DELIVERY / INDEFINITE QUANTITY (IDIQ) CONTRACT

INTRODUCTION-

The Defense Logistics Agency (DLA) seeks to enter into a multi award Indefinite Delivery / Indefinite Quantity (IDIQ) contract for the purchase of Small-Format B&W reproduction equipment (“equipment”) and the following associated ongoing services:

- Delivery and Installation of the Equipment.

- Maintenance and Repair of the Equipment.

- Provision of Consumable Supplies (Excluding Paper) for the Operation of the

Equipment.

- Networking Functionality of the Equipment.

- Information Technology (IT) Security Accreditation and Technical Support for the

Equipment.

- Training on Using the Equipment; and

- Meetings, Reports, and Administration Regarding the Equipment.

The IDIQ contract will have an up to a 60-month ordering period. Delivery orders will be issued for the initial equipment purchases and associated ongoing services from date of installation, for a period not to exceed the end of the current fiscal year in which the Delivery orders were issued. Subsequent task orders for associated services will then be issued annually upon expiration of the previous task order and the period of performance will match that of the Government’s fiscal year.

Equipment is to be delivered to and associated ongoing services provided at approximately 29 DLA facilities located throughout the Continental United States, Hawaii, and Washington D.C. (See Attachment 8 - Facility Locations.) The estimated placement quantity per band is as follows:

Band 1 45 Band 2 10 Band 3 10 Band 4 10 Total 75

Attachment 1 – Performance Work Statement 2

1.0 GENERAL INFORMATION

1.1 Specific equipment capability requirements for usage bands 1, 2, 3, and 4 are set forth at Attachment 2 - Equipment Specification Requirements, minimum features section. Offerors will complete Attachment 2 as part of their technical proposal for the equipment being offered at each usage band level. (When completing Attachment 2, offerors are advised to begin with the Instructions tab). All proposed equipment must, at a minimum, contain the requirements listed in configuration #1 (Basic Configuration). There are also additional possible equipment configurations that the DLA may require and assemble through delivery orders, which are listed in Attachment 2 – Equipment Specification Requirements. Tandem connected units are NOT acceptable. Tandem connected units are defined as print engines housed in separate constructions connected to other printers to meet the page per minute requirements. Dual engines in a single footprint are acceptable provided all engines are housed within a single construction.

1.2 The Defense Logistics Agency (DLA) requires offerors to propose equipment for a PC/Workstation (see Min PC-Workstation Specs tab on Attachment 2) and a Controller/Print Engine (see Attachment 2 - Equipment Specification Requirements).

1.3 In order to support the processing of classified documents, the government also requires the proposal of an optional removable hard drive kit including two drives to allow for both Classified and Un-classified job processing. Both drives must be labeled with appropriate classification and only one will be installed/in use at a given time. The specifications for the removable hard drive kit can be found on Attachment 2. This includes updating both sets of drives if/when applicable. Note: Removable hard drives can include the printing equipment, controller, or any other equipment that is part of the printing equipment workflow that retains memory that cannot be cleared of classified by other approved means.

1.4 The Defense Logistics Agency (DLA) requires that the offeror will be responsible for installation and any necessary configuration to ensure a printing solution that completely complies with all requirements of the RFP.

2.0 DELIVERY AND INSTALLATION

2.1 Within five (5) business days after receipt of a delivery order, the offeror shall schedule and conduct site surveys at each delivery location specified by the delivery order. The offeror shall provide a written analysis of the site survey which must include all of the following: space limitations of the location, electrical requirements to include exact specifications of power requirements and limitations, specification and placement of electric outlets and network connections. The survey shall also include environmental requirements (e.g., space, power) for PC/Workstation/controller. The written survey shall be provided to the point of contact on each delivery order and the Defense Logistics Agency (DLA) delegated POC on the contract within three (3) business days after the site survey is conducted. Delivery of offeror provided equipment will be contingent on a completed site survey.

2.2 The offeror shall install all equipment at the site specified within the time frames specified: Delivery orders up to 5 pieces of equipment will require installation within 30 calendar days from placement of the order. Delivery orders in excess of 5 pieces of equipment but less than 20 pieces of equipment will require installation within 60 calendar days from placement of the order. Delivery orders in excess of 20 pieces of equipment will require installation within 90 calendar days from placement of the order. Upon completion of installation the DLA POC and offeror must sign off stating that all equipment ordered is functioning properly and fully operational.

2.3 The offeror shall ensure all its internal requirements, to include any contracts it may requirement with third parties) to support service calls are in place before delivery of any equipment. The service line (phone number) must be in place and verified prior to install. Equipment purchased under this contract must be verified as being loaded in the offeror’s applicable internal ordering systems to preclude any issues with DLA obtaining service and consumables as needed.

2.4 Upon installation of each piece of equipment, the offeror shall provide a minimum of two (2) hours of

Attachment 1 – Performance Work Statement 3 technical support to the on-site Information Technology personnel for each piece of equipment installed.

3.0 MAINTENANCE, METER READS, AND REPAIRS

3.1 The offeror shall maintain at least 90% Monthly Uptime Availability (MUA) per piece of equipment which shall be calculated based upon the 21 standard Federal workdays in a month and an eight-hour day and excludes normal preventive maintenance time. MUA uses the following equation: (Uptime + Scheduled Maintenance)/ (Unscheduled Downtime + Uptime + Scheduled Maintenance). Refer to Section 8.0 Meetings, Reports and Administration, Para 8.2 for reporting requirements.

3.2 The offeror shall replace, at no cost to the government, any piece of equipment that does not maintain at least a 90% MUA two (2) times in any 180-day period with an equivalent piece of equipment as evaluated and approved by DLA. All equipment replacement must be accepted and approved via modification through the DLA Contracting Officer prior to replacement. Replacement equipment is not required to be new (as stated in PWS paragraph 9.2) and maybe reconditioned or remanufactured equipment per the definition in FAR part 11.001.

3.3 The Offeror is responsible once a month to physically obtain meter readings from its equipment that was placed at each site location under this contract. Meter readings must contain date and time of collection.

The information collected must be validated by local site POC for accuracy. Offeror will work with site POC to arrange arrival time. Meter read report must be provided to the Site Supervisor, Branch Production Manager, and the DLA Program Administrator.

3.4 The offeror shall provide 8:00 am-5:00 pm, local time, maintenance and repair coverage which includes four-hour service response for all equipment for maintenance services including travel, parts, labor, software version upgrades (up-to the hardware capability) and retrofits for all equipment including all components. A telephone call is not an acceptable service response. A service technician must call the primary operator within 30 minutes of the service call equipment to discuss the service problem and time of arrival. The technician must be able to perform all aspects of maintenance and actively engage in resolving the reported issue offeror.

3.5 The offeror shall provide, when included on a task order, additional coverage under extended maintenance service hour options to include 5:00 pm to 12:00 am (midnight) local time; a 12:00 am (midnight) to 8:00 am, Monday through Friday local time; and/or a 48-hour weekend service, to cover all of Saturday and Sunday. This includes four-hour service response for all equipment, for maintenance services including travel, parts, labor, software version upgrades (up to the hardware capability) and retrofits for all equipment including all components. A telephone call shall not be deemed as an acceptable service response. A service technician must call the primary operator within 30 minutes of the service call to discuss the service problem and time of arrival. The technician must be able to perform all aspects of maintenance. All requirements for extended maintenance and repair coverage after normal business hours will be indicated on each order as needed, and will be requested, and are to be priced, in weekly or weekend increments. T h e DLA estimates this type of extended maintenance may be required for approximately 5 of the facilities, spread throughout the geographic area covered in section 1.1.

3.6 The offeror must ensure all service technicians are eligible for access to Department of Defense facilities in accordance with the authority in Directive Type Memorandum (DTM 09- 012) which establishes DoD access control policy and the minimum DoD security standards for controlling entry to DoD installations and stand-alone facilities. Offerors must also check and follow installation access policies specific to each DoD installation. Technicians must be eligible for access to Department of Defense facilities at time of the award.

3.7 The offeror must obtain appropriate security clearances, up to “secret,” for its technicians who service equipment located in restricted-access facilities. The Defense Logistics Agency (DLA) will assist the offeror with this requirement. The DLA estimates that this requirement will apply to 16 of 29 locations.

The classified locations are highlighted in yellow on Attachment 8. The process to obtain a clearance will include filing a DLA form 1728, to be submitted to DLA HQ, for each offeror technician, in order to

Attachment 1 – Performance Work Statement 4 perform background verifications.

4.0 CONSUMABLE SUPPLIES

4.1 The offeror shall provide all consumable supplies necessary for equipment operation using an automatic replenishment system. The system and all consumable supplies shall be priced by the offeror as part of the maintenance CLINs listed in Attachment 3 and Attachment 4. A minimum of three (3) month supply of all consumable supplies will be provided for each piece of equipment no later than two weeks before the time of equipment delivery and set-up. The offeror shall have the automatic replenishment system fully functioning within 45 days of equipment installation.

4.1.1 The phrase “consumable supplies” means all supplies necessary for the equipment’s operation including, but not limited to, toner, developer, fuser oil, replacement parts, and staples etc. Paper is excluded from the definition of consumable supplies.

4.1.2 The phrase “automatic replenishment system” means a process where the offeror without prompting, orders or intervention of any sort from the DLA personnel– continuously delivers consumable supplies for each piece of equipment at each location so that the equipment it delivers under this contracting action runs properly while maintaining or exceeding the MUA set forth at paragraph 3.1. This is typically based on usage.

4.2 The offeror shall provide access to its vendor ordering system and/or a toll-free telephone number so that the DLA personnel can order consumable supplies without an additional fee should the automatic replenishment system fail. (Providing this information for consumable supplies thereby does not excuse failure to meet the requirements in paragraph 4.1.) A permanently affixed decal in a prominent location on each piece of equipment should have this phone number and email address (if applicable)

4.3 The offeror shall reclaim expended toner cartridges, fuser modules, overflow containers and any other consumable items considered recyclable or hazardous to the environment and recycle and /or dispose of them in accordance with Executive Order 13693. Prepaid mailing labels will be supplied by the offeror for reclamation.

4.4 When the equipment under contract is deemed to be no longer serviceable by DLA, or DLA discontinues purchasing maintenance under this IDIQ contract, the offeror shall provide for a pick-up of all remaining consumable supplies, parts within 10 calendar days of notification. If the offeror fails to do this or pick up the remaining consumable supplies as agreed, DLA may then deem the offeror to have abandoned these consumable supplies. If so, DLA may also hold the offeror liable for any costs associated with DLA’s disposal of these consumable supplies.

4.5 The offeror will provide current and updated Material Safety Data Sheets on all consumable supplies it provides.

5.0 IT CONFIGURATION

5.1 All equipment/components shall be maintained and kept current with DLA required and approved operating systems, with the exception of those pieces of equipment operating as a true multi-function equipment (scanner, controller and printer combined into one unit). The Defense Logistics Agency (DLA) requires offerors to propose as mandatory on all band levels a production print server (internal or external) that offers at a minimum the following capabilities:

• Must be capable of supporting multiple print queues.

• Must offer a job transfer ability between print equipment

• Must offer common job programming options such as booklet imposition, multiple up

Attachment 1 – Performance Work Statement 5 function, determining finishing options, specifying output location, preflight-soft proof preview, page exception programming, page insertion, job retrieval for reprint, print quantity and print quality adjustments.

The following is a list of the current print server operating system requirements:

• Microsoft Windows 10 or current DLA approved Operating System

• Windows 10 Long Term Service Channel Release 1809 or higher

• Microsoft Windows Server 2016 and 2019 or current DLA approved OS

• Sun Solaris 11 or current DLA approved Operating System

This list is not inclusive of any future requirements and or changes by the DLA or CYBERCOM. The offeror will be required to perform operating system updates and patches IAW future DoD or DLA directives at no additional cost to the government.

5.2 All offeror-provided software (including the Operating System) must be supported by the offeror and the software’s original manufacturer at all times during its use by the government. If it becomes apparent that either the offeror or original manufacturer will no longer support any offeror-provided software, the offeror must provide and install other software in coordination with the DLA delegated POC that is still supported by the offeror and the software’s original manufacturer.

5.3 Offeror solution must be capable of functioning in a common security environment, given that the DLA is required to add additional software that is standardized within the DLA including, but not limited to, McAfee ePolicy Orchestrator (multiple modules including AntiVirus and Host Intrusion Prevention), Arcsight Logger, Active Client Software and Axway Desktop Validator.

5.4 A permanent decal, affixed in a prominent location on the equipment, should detail the number of hard drives in the equipment and the location of these hard drives to facilitate removal if/when needed. This applies to the print units, servers, PCs, controllers and any other applicable equipment/component.

5.5 All equipment/components shall meet DoD information security specifications when interfacing with classified materials to ensure no remnants of the classified data exists after the classified process has been completed. Guidelines can be found at https://iase.disa.mil. The offeror shall indicate the specific steps needed to ensure classified data is never disclosed. Any proposed process must include the use of removable hard drives.

5.6 All equipment shall be configured in compliance with all applicable DoD Security Technical Implementation Guides (STIG) (Ref: http://iase.disa.mil/stigs). Any remaining deficiencies that cannot be resolved shall be identified to the DLA delegated POC prior to the Certification and Accreditation testing phase for evaluation of acceptance.

5.7 The equipment shall operate and coexist on a network that can support each of the following:

• Internet Protocol Version 4 (IPv4)

• Internet Protocol Version 6 (IPv6)

• Internet Protocol Version 4/6 Hybrid (IPv4/6)

5.8 All equipment/components shall have the capability of turning on and off any ports and protocols.

5.9 As part of the installation process, the offeror will label all equipment, with the appropriate classification as defined by the DLA. The DLA will provide the appropriate instructions and labels.

5.10 The DLA will provide a configuration standard / settings document for each hardware model that the offeror shall utilize when installing hardware at a designated site. This configuration standard / https://iase.disa.mil/ http://iase.disa.mil/stigs

Attachment 1 – Performance Work Statement 6 settings document will be developed for each asset / model in conjunction with the offeror post-award at the DLA facilities in Mechanicsburg, Pennsylvania.

5.11 The use of USB flash drives is strictly prohibited at all DoD installations with all Data Production Operations locations included as well. In addition, non-government issued IT equipments (e.g., phones, laptops, etc.) are prohibited from being used on the DLA equipment and network. In instances where classified equipment is being worked on, cell phones and other such equipment that can record or take pictures are prohibited.

5.12 Section 508 Accessibility Standards - The user interface shall comply with Section 508of the Rehabilitation Act of 1973, per the 1998 Amendments, and the Architectural and Transportation Barriers Compliance Board’s Electronic and Information Technology Accessibility Standards at 36 Code of Federal Regulations (CFR) 1194. The standard 1194.21 (Software applications and operating systems) has been determined to be applicable to this contract.

6.0 IT CERTIFICATION, ACCREDITATION, AND TECHNICAL SUPPORT

6.1 After proposals are received and prior to award the DLA shall identify the specific pieces of equipment and software that require network testing, security accreditation, and approval. Within 21 calendar days of notification, the offeror shall deliver the identified equipment and software, at no cost or risk to the Government, to the DLA production facility at Mechanicsburg, PA for testing of its compliance to the requirements set forth in this Performance Work Statement(PWS). The equipment must be free of vulnerabilities and be configured in a compliant manner with any known STIG deficiencies identified prior to the testing commencement for evaluation of acceptance. The DLA Information Assurance Manager will determine the acceptance or rejection of any residual risk as part of the Certification and Accreditation process. Testing will be performed for a maximum period of 75 calendar days. This testing will determine if the equipment meets all of the requirements of the PWS, can function as delivered, and will develop a standard configuration that the offeror will use for all installations. All testing will be conducted by the DLA with the offeror’s assistance and prior to award. Testing will include but is not limited to vulnerability scanning, port scanning and STIG compliancy checks verify unclass and classified conditions. Upon notification of a discrepancy, the offeror will have 7 calendar days to provide corrective action. The offeror shall, at no additional cost, provide onsite engineering assistance and other support necessary to configure, setup, and test the equipment.

6.2 The offeror shall monitor industry standard vulnerability sites (e.g., http://nvd.nist.gov/ ) and take appropriate actions if its equipment is subject to a known vulnerability. In addition, the DLA will notify the offeror as security vulnerabilities are identified concerning the installed equipment. When vulnerability is identified, the offeror shall provide patches within 30 calendar days unless a shorter time period is directed by the DLA delegated point of contact. The offeror shall provide the monthly Security Vulnerability Report per paragraph 8.5.

6.3 The offeror shall update all offeror supplied software with the following exception: DLA J64 retains responsibility for patching all Microsoft Windows systems that can be updated via Microsoft System Center Configuration Manager (SCCM.) In the execution of offeror-initiated software updates, coordination shall be made with the DLA delegated POC named in the task order.

6.4 All purchased hardware shall be registered by the offeror under the “DLA” name for 3rd party technical support.

6.5 The offeror shall not have remote access to equipment unless authorized by the Contracting Officer.

6.6 Provided workstation hardware will be imaged with a DLA standard image for both classified and unclassified systems.

7.0 TRAINING REQUIREMENTS

http://nvd.nist.gov/

Attachment 1 – Performance Work Statement 7

7.1 As part of the training requirement two hardcopies of User Manuals will be provided at each DLA location for each device installed. The manuals must be concise, user friendly and provide specific steps and processes in all operational aspects in the use of the equipment and the accompanying peripherals, and software. Offerors will also supply an online training link or another approved digital method of training that can be accessed throughout the life of the contract. The digital training method must be kept up-to-date by the offeror (note: YouTube links will not work on government computers). Equipment is not considered fully operational until operators have been fully trained and equipment ordered is functioning properly.

7.2 Within three (3) business days of installation of each piece of equipment, the offeror shall provide a minimum of two consecutive eight (8)-hour days of onsite, hands-on training regarding the equipment and its software. A minimum of two operators must be always trained at the operator level by the offeror including instances of equipment relocation and location turnover. Exceptions will be made for locations with fewer than two operators or when the government only presents one operator for training. This training must be accomplished in English by an individual having expert knowledge in all operational aspects of the equipment and its software. It is expected that the attendees are able to perform all functions allowed by the equipment and associated software, including, but not limited to; consumable replacement, user allowed adjustments, minor repairs easily completed by the user with only a common screwdriver or Phillips screwdriver, all imposition functions of the software, etc. It is also expected that the trainees can adequately self-diagnose the most common problems to better assist the offeror with providing efficient remedies. Example: Users should know that speckles on printed documents are caused by what specific issue. Dark lines running from one edge to the other are caused by what specific issue. Upon completion of the training, the DLA POC and offeror must sign off stating that training has been provided at the operator level.

7.3 The offeror shall provide, under a separately priced CLIN, additional training sessions for up to 10 trainees per training session, as needed by the Government. Each training session will be comprised of two consecutive 8- hour days of instruction. Situations where additional training may be ordered are if employees who have completed the minimum training required are not proficient in the operation of the equipment, peripherals and software required to effectively operate the equipment, or where the DLA has new hires requiring such training. Sessions will be scheduled through a task order. The offeror shall provide the training within fifteen (15) business days of the date of the receipt of the task order. This requirement will be spread throughout the enterprise geographic detailed in section 1.1 above. Estimated quantities are established in the price matrix of Attachment 3 – CLIN Structure.

8.0 MEETINGS, REPORTS AND ADMINISTRATION

8.1 The offeror shall prepare and submit an Installation Report that includes, at a minimum, the serial numbers for equipment and all hard drives, equipment make/model, installation date, and location to include DLA Data Production Operations Branch, installation, and building number as applicable. The report will be sent to the DLA delegated POC named in the contract, DLA Program Administrator, and to the Contracting Officer.

8.2 The offeror shall provide a single POC for administration of the contract and a single POC for service issues. The offeror shall prepare and deliver a monthly Equipment Availability Report via email to each DLA Production Managers and the DLA delegated POC named in the Delivery/Task order. At a minimum the report shall contain the following for each piece of equipment delivered under this IDIQ contract:

• Location

• Product Name

• Serial Number

• Monthly Meter Reads

• Number Monthly of Service Calls

• Monthly Total Downtime

• Available Hours

Attachment 1 – Performance Work Statement 8

• Percentage of Up-Time/Availability (MUA as defined in paragraph 3.1)

8.3 The offerors’ Administrative POC and the offerors’ Service POC shall attend a Quarterly Equipment Meeting with the DLA delegated POC in DLA in New Cumberland, PA, to discuss the report set forth in paragraph 8.2, above. The meeting discussion will be based on previous month(s) machine information. These meeting maybe done virtually.

8.4 The offeror shall provide the DLA delegated POC with a monthly Training Completion Report for all DLA personnel trained during the past month pursuant to this IDIQ contract. The report must include the trainee’s names, training location, date, and equipment make and model trained on. Each report will be sent to the DLA POC responsible for that equipment location as indicated in the contract.

8.5 The offeror shall provide the DLA delegated POC with a monthly Security Vulnerability Report. The report shall contain the location of all equipment, product name, serial number, details of any and all security vulnerabilities and the status of eliminating or mitigating each vulnerability.

9.0 EQUIPMENT AND ACCESSORIES

9.1 During the period covered under this IDIQ contract, should the Government and/or the offeror desire to substitute or upgrade equipment with technology improvements, all such actions shall be approved by the Contracting Officer prior to the offeror taking any action. If a substitution is needed the offeror must notify the Contracting Officer and a formal review process will be conducted. Substitutions will be provided at no additional cost to the government.

9.2 The offeror shall only provide equipment that is newly manufactured, currently manufactured, and actively marketed. Remanufactured and reconditioned equipment as defined in FAR 11.001 is not acceptable. It is expected that the equipment will be supported by the offeror for the period of this contract plus 5 years. This means that maintenance and consumables will be available during this time period. If the offeror decides to discontinue a piece of equipment offered under this contract option period after the base contract, the offeror shall provide, at no additional cost to the government, a similar replacement. In the event a replacement or substituted device DLA requires the offeror to remove all hard drives from the controllers and print engines and turn the hard drives over to the DLA.

The offeror shall then provide documentation to the DLA delegated POC, signed by the Offeror, that attests to the hard drive removal and receipt by the DLA. All hard drives will remain in the possession of the DLA .

10.0 GOVERNMENT OWNED OR FURNISHED PROPERTY/EQUIPMENT

10.1 Government owned or furnished property/equipment will not be offered as part of this Request for Proposal (RFP) and resulting contract. Reliance, in whole or part, on any currently owned government equipment in fulfilling the requirements of this RFP, will result in a technically unacceptable proposal.

10.2 The Government will not provide administrative space for use by the offeror.

11.0 EQUIPMENT RELOCATION

11.1 Offerors shall provide relocation services for requested equipment under contract for 60 months.

Equipment relocations shall be available as a separate option. The offeror is responsible for repairs that may be required following any relocation performed by the vendor. Equipment shall not be relocated without approval from the contracting officer and shall be completed within 30 calendar days after receipt of the approved request. The offeror is also required to submit the Acceptance Form after the relocation in addition to any required training as required or requested once the equipment is at a new

Attachment 1 – Performance Work Statement 9 facility.

Note: Equipment relocation shall include the following depending on the needs of the Government:

breakdown and packing of equipment, shipping, uncrating, re-installation, and key operator training.

Re-Location Miles 0 - 50 51 – 150 151– 200 200 Plus