Attachment 1 - SOW - Atlanta Production Printer.docx

STATEMENT OF WORK

ATLANTA PRODUCTION PRINTER

1. GENERAL. The Department of Veterans Affairs, Member Services is seeking a lease and maintenance agreement for a Production Printer System for Member Services – Resource Management, Mail & Imaging Section located in Atlanta, Georgia.

2. OBJECTIVES. The purpose of this SOW is to obtain a new quality production printer system that will meet the high demands on the MS Mail & Imaging Section to support our nation’s veterans and their families.

3. PLACE OF PERFORMANCE. The production printer system shall be delivered to VHA Member Services, 2957 Clairmont Road, Atlanta, GA 30329.

4. PERIOD OF PERFORMANCE: The period of performance shall be a 12-month base period with 4, 12-month option periods. The Contractor shall provide maintenance and service during normal business hours Monday thru Friday 7:00 am - 3:00 pm, excluding Federal holidays or building closures.

5. SCOPE. The Production Printer System shall have the capability to print black and white copies which includes support and maintenance services with an estimated volume count of 500,000 images per month with unlimited printing. Space available for printer: Total width: 232 in (19”4), Total Height: 65 Total depth: 35 in. The Contractor shall complete delivery, installation, and training on one production printer system. Configuration shall consist of:

(1) Production Printer

(1) Sheet Enhancement Module

(1) High-Capacity Feeder or 4-Tray Sheet Feed Module

(1) Production Stacker with stack cart

(1) Basic Finisher Module Plus (BFM Plus)

(1) Print Controller on Screen

(1) 144 pages per minute (ppm)

6. PRINTER SPECIFICATIONS: All equipment provided must meet the following specifications:

a) Data stream options: TIFF/PCL®5e and PCL6/ASCII-standard Adobe® PDF; Adobe PostScript® Level 3; Multi-page TIFF; PPML; LCDS/Metacone; IPDS™—includes support for QR barcodes, True Type® fonts (UTF-8)

b) User-friendly keyboard

c) Windows 10

d) High-Capacity Feeder or 4 Tray Sheet Feed Module

e) Plain Paper in weights from 20 lbs. to 24lbs

f) Duplex (double side printing)

g) Default to duplex

h) Finisher with stacker and cart

i) Access codes, secure printing

j) Paper sizes: 8-1/2 x 11

k) Automatic document feeder

l) Console located on printer

m) Network Connectivity

n) 1200 X1200 dpi

o) 4800 X 600 dpi

7. SUPPLIES. The lease shall furnish all consumable supplies, for example, toner, fuser, any rollers, any parts that need replacing during the duration of the printer lease, excluding copy paper.

8. SCHEDULE FOR MANDATORY DELIVERABLES. Delivery and set up must occur within 120 days from the date of award. The Atlanta facility does not have a loading dock, use of a liftgate is highly recommended. All equipment shall be delivered to the 2nd floor of the Atlanta facility. Pallet jacks are prohibited within the building. The equipment must be able to fit in the elevator. The Dimensions of the elevator include a 41” door opening, with the interior dimensions of 70” wide and 50” deep. If for any reason, any deliverable cannot be delivered on time, the Contractor shall provide a written explanation 48-hours prior to the due date to the Contracting Officer Representative (COR). This written transmittal shall include a firm commitment of when services shall be provided. This transmittal to the COR shall cite reasons for the delay, and the impact on the overall maintenance support contract. The Contracting Officer will review collaboratively with the program office and facts and issue a response in accordance with the contract terms and conditions.

9. CONFIGURATIONS AND SETTINGS: The printer/MFD shall have the ability to retain its current configuration state (passwords, service settings, etc.) after a power down or reboot. All protocols shall be disabled except TCP/IP. All USB ports must be disabled. Enable auditing of physical user access and faxing. The printer/MFD hard drive should be encrypted or have a locking mechanism. Other configurations may include, but are not limited to, PIV Authentication with Kerberos, User/PWD Alternate Authentication, LDAP client and Mapping configuration, Front Panel Access Control and Simplification, and Scan to Home Workflow. Administrative options and device settings shall have the ability to be password protected. The default password must have the ability to be changed at installation. New passwords shall comply with ordering activity standards for length and complexity. The printer/MFD shall limit the ability to modify administrative settings to authorized personnel. The printer/MFD shall have the optional capability, based on ordering activity requirements, to track all jobs performed. Admin password set by OI&T will not be changed or overridden by a vendor technician during maintenance/repair/upgrade activity. All configurations will be re-established after any maintenance/repair/upgrade activity. Any device settings that are changed will be discussed with, and approved by, OI&T before the technician leaves the facility. If the device has an email option, it must be disabled or removed. These job logs shall be accessible only to authorized personnel.

a. Installing the most recent version of firmware, service, and application security software updates without jeopardizing the security of the device or network to which it is attached in order to install patches (or provide documentation about why patching is not necessary); and to comply with the technical requirements set forth in National Institute of Standards and Technology Special Publication (NIST SP) 800-53 (actual updates and installs will be controlled by the ordering activityB6 IT personnel).

b. Providing documentation to describe how the ordering activity may be able to override or disable commonly known and published defaults, including role-based authentication code controls, such as user ID, passwords, and discretionary access controls.

c. All devices shall default to duplex and B&W output at the time of installation. For devices that may require network configurations and/or settings to be adjusted to allow for those actions, the Contractor must clearly outline that requirement as part of the quotation submission package.

10. NETWORK PROTOCOL: The printer/MFD shall have the ability to prevent downloads from external websites. The printer/MFD shall utilize only Hypertext Transfer Protocol Secure (HTTPS) sockets for any approved web-enabled services. Any wireless capabilities shall have the ability to be disabled on all devices. The printer/MFD shall be capable of configuring static and dynamic internet provider (IP) addresses and domain name Service (DNS) server addresses and shall support IPv4 and Ipv6. Devices also shall be able to use IP-based as well as media access control (MAC)-based address control. All devices shall include the optional capability for internet protocol security (IPSEC) or transport layer security (TSL) support. The printer/MFD shall be capable of supporting 802.11 when connecting to ordering activity networks.

The printer/MFD may have built-in firewalls that limit connections to secure devices or be placed behind firewalls. The printer/MFD shall be preconfigured to prohibit incoming fax lines from accessing the network and any data on the device, other than what is required to complete the fax. Any device connected to a network or other information system containing sensitive data shall have the ability to disable dial-in capabilities and internet access.

Upon expiration of the lease, the vendor will remove the printer from VA grounds. However, the hard is prohibited from leaving VA grounds. The hard drives will be removed and provided to the Departments of Veterans Affairs ISO or IT Specialist, or other authorized personnel designated by the Contracting Officer’s representative (COR). If maintenance or upgrade requires removal and replacement of a hard drive, the hard drive being replaced will be given to the OIT or other authorized personnel. The hard drive(s) must never leave VA grounds.

11. MAINTENACE SERVICES: The Contractor shall be responsible for maintaining the printer at a 95% monthly availability/up-time rating. Availability/up-time ratings are based on the eight (8)-hour Government business day and industry standards

a. The Contractor shall provide, at a minimum, provide annual service orders at no charge to the Government. The annual service orders are preventive maintenance service for the printer covered by a maintenance agreement to ensure the printer furnished is maintained in good working condition. Such preventive maintenance shall be in accordance with the manufacturer’s recommendations and shall be equal to maintenance provided to commercial customers for the same printer model.

b. The Contractor shall dispatch a technician within four (4) hours to respond to the printer requiring onsite service. The printer is classified as a critical device. Response time to service requests shall not exceed four (4) working hours. If repairs have not be made within two (2) working days or within 16 hours of Department of Veterans Affairs request for service, a machine of similar make and model is to be provided until the machine has been repaired and returned. Response time on a service order begins when the order, if placed by phone, or received by the Contractor. Service orders received after normal hours of operation shall begin the following business day at 7:15 am.

12. TRAINING: At a minimum, the Contractor shall provide all training required for the operation of the printer. If the key operator is not available during this time, the Contractor is required to establish a mutually agreeable alternate time to provide training at no additional cost to the Government. If the key operator has previously received training for a specific device, the training requirement has been fulfilled and no additional training shall be required.

Training shall include, at a minimum, how to operate the basic function keys of the printer; location and procedures for installing consumable parts, such as paper, toner, staples, etc.; how to operate duplexing, and reductions multiple job queues; diagnosis and resolution of basic device malfunctions, etc. The printer shall have a manual providing detailed instruction on the machines’ operation with procedures for clearing jams, loading toner, etc. readily available on or near the machine.