Attachment 1 Statement of Work.pdf

Statement of Work (SOW)

Multifunction Device Specifications and Maintenance

1 Introduction

1.1 The Federal Emergency Management Agency (FEMA) requires the lease of 3 multifunction devices (MFD) copiers that include maintenance and expendable supplies, such as toner and staples. The leased equipment will be located at the FEMA Texas Integration and Recovery Office (TIRO) facilities located at 12515 Research Blvd, Building 8 4th Floor, Austin, TX 78759.

2 Background

2.1 The TIRO supports FEMA’s Texas disaster response and recovery missions. The ability to rapidly duplicate and disseminate materials is essential to FEMA’s mission, particularly in the midst of a federally declared disaster. The MFD mission critical equipment must be in continual working order with an adequate supply of expendable consumable supplies on hand, such as toner and staples or staple cartridges.

3 MFD Requirements

3.1 General Requirements

3.1.1 MFD lease includes rental of the equipment based on the requirements stated in this SOW, the provision of supplies, and the appropriate service and maintenance (both preventive and reparative) to ensure the MFDs are in working order.

3.1.2 FEMA’s response to disasters may influence the quantity of equipment included on the lease and may need to increase the number of units or decrease the number of units, contingent on the disaster response level.

3.1.2.1 The vendor may be required to increase/decrease MFDs as requested by the COR within 24-hours of the notification.

3.1.3 FEMA may require MFDs to be delivered to locations designated as Area Field Offices other than Austin, but within the State of Texas as disaster declarations occur.

3.1.4 All MFDs shall comply with the following regulations:

• Section 508 of the Rehabilitation Act of 1973

• Architectural and Transportation Barriers Compliance Board’s Electronic and Information Technology Accessibility Standards

• Executive Order 13123, Greening the Government through Efficient Energy Management

• Executive Order 13221, Energy-Efficient Standby Power Devices

• Specifications

3.2 Specific Characteristics for all MFDs

3.2.1 Letter, legal and large format – high volume and high capacity

3.2.2 Newer than 3 years old

3.2.3 Network scan to folder

3.2.4 Import and export folder:

3.2.5 Setup

3.2.6 Print

3.2.7 Copy

3.2.8 Scan

3.2.9 Collation

3.2.10 PIV access

3.2.11 Finishing

-Hole punch -Staple

3.2.12 All MFDs should be same model series

3.2.13 Ability to disable fax capabilities

3.2.14 Power - 20 Amp (or less)

3.2.15 MFD minimum 40/45 pp/cpm

3.2.16 Operating features should conform to the requirements of the American National

Standards Institute (ANSI) and Underwriters Laboratories (UL). Minimum specifications for multifunctional devices (MFDs) type are as follows:

3.2.17 All devices must be approved for acceptance for use on the DHS/FEMA network prior to delivery.

3.3 Additional Requirements for ALL devices:

3.3.1 All products must be Electronic Product Environmental Assessment Tool (EPEAT) registered (http://www.epeat.net).

3.3.2 Must be capable of all employees utilizing Personal Identity Verification (PIV) cards.

3.3.3 Must be capable of operating satisfactorily and providing acceptable copies on recycled paper conforming to the requirements of Commercial Item (CID) A-A-1912 and Joint Committee on Printing (JCP) Standards JCP 0-460.

3.3.4 Must have a self-diagnostic system which indicates as a minimum, the following conditions;

(a) needs toner,

(b) needs paper

(c) paper miss-feed or jam

3.3.5 Must offer 110/120 volt 20 amp Power Filter with: (a) Cat 5e Ethernet protection, (b) High Frequency noise filtering, (c) Power abnormality event logging with time and date stamp per event, and (d) Lifetime replacement warranty.

3.3.6 Must have the manufacturer’s serial number permanently and legally stamped or affixed on a major component in a readily accessible location. In addition, each MFD must be permanently and legally marked in a conspicuous location with the manufacturer’s name or trademark and model number of machines.

3.3.7 Must be furnished with an operator’s manual

http://www.epeat.net/

3.3.8 Overages

3.3.8.1 FEMA prefers not to pay overage charges. Copier average per month, per copier are

7,500, although this count may vary.

3.3.8.2 FEMA COR will provide monthly meter readings to Vendor

4 Quantities

4.1 As the increase in response activities to declared disasters occur, FEMA may need to increase the number of MFDs or decrease the number of MFDs.

4.1.1 The government reserves the right to increase or decrease quantity of MFDs throughout the duration of the contract by modification.

4.1.2 Government will provide vendor seven (7) days’ notice when requesting additions or deletions.

4.1.3 FEMA may require MFDs and services in disaster center locations throughout the state of

Texas that are not in the Austin, Texas area which will be requested through a contract modification.

5 Information Technology (IT) Security Requirements for MFDs

5.1 FEMA will provide Sensitive Systems Configuration Guidance, which includes multiple documents, to vendor that is applicable to their MFD operating systems, unless those systems use a proprietary software or operating system that is not familiar to FEMA.

5.2 Vendor shall comply with and support the DHS Rules of Behavior – (Attachment 3).

5.3 All removable memory chips or cards, optional removable hard drives with locks, and optional physical locks to secure internal parts capable of storing DHS information shall be surrendered to the COR.

6 Supplies

6.1 Vendor shall provide MFD supplies to include, but not limited to, toner, staples, staple cartridges, surge protector or equivalent, and adaptors.

6.2 Vendor shall stock the facilities with an adequate quantity of supplies for facilities in their

Area of Responsibility (AOR). The Contracting Officer Representative (COR) will provide the vendor with the facilities in each respective AOR.

6.3 Rental fees shall be based on an aggregated bulk copy, scan, and print count per month across all machines collectively with no overage fees.

6.4 Vendor will be expected to provide reasonable stock of initial consumable supplies on date of delivery.

7 Maintenance

7.1 The vendor shall perform all MFD preventative maintenance. This and shall include all parts and labor.

7.2 The vendor shall respond to all maintenance requests within four hours of notification.

7.3 MFDs that cannot be repaired shall be replaced within 24 -hours.

8 Training

8.1 The vendor’s certified technician will provide operator training to key operators, as needed.

This training must include but not be limited to operator maintenance tasks, remove of paper jams, and diagnosing initial network problems.

8.2 The vendor’s representatives will also perform proactive services to ensure equipment availability, provide print driver and networking support, and perform corrective maintenance repairs to all vendor-provided equipment.

9 Location

9.1 TIRO

12515-8 Research Blvd, 4th Floor, Austin, TX 78759

9.2 As the TIRO responds to disasters, additional equipment may be required at locations within the state of Texas. Vendor shall provide additional equipment as needed through a contract modification.

10 Delivery

10.1 All equipment must be delivered and installed at the office listed in Section 9 on mutually agreed upon date of delivery noted in purchase order.

10.2 MFDs may be required to be relocated by the vendor (after initial installation) within the location in Table #1.

10.3 The phase-in/transition period will also require the vendor to provide sufficient personnel to accomplish such tasks as receiving orders, staging equipment, installing equipment, and training personnel.

11 Facility Access

11.1 Employee Identification

11.1.1 Vendor personnel shall wear an identification badge that, at minimum, displays the company’s name, the employee’s photo, and employee’s name. Vendor personnel shall comply with all Government rules and regulations while at the facility.

11.2 Personnel Security Requirements

11.2.1 Vendor personnel shall comply with all rules and regulations and follow required security procedures at each facility. Vendor personnel shall comply with Homeland Security Presidential Directive 12 (HSPD-12), “Policy for a Common Identification Standard for Federal Employees and Vendors”.

11.3 All personnel shall be escorted within the facility by FEMA personnel at all times.

12 Period of Performance

12.1 The anticipated period of performance is from April 15, 2022 through April 15, 2023.

12.1.1 The Period of performance is anticipated to be an initial base period of 1-year with four 1-year option periods. Actual period of performance will be stated in contract award.

12.1.2 Hours of Operation

12.1.2.1 All work shall be completed during the site’s normal operating hours of 7:00 AM to 7:00

PM, Monday through Friday excluding federal holidays.

12.2 Holidays

12.2.1.1 The Federal Government observes the following holidays:

New Years Day, Martin Luther King, Jr. Birthday, President George Washington’s

Birthday, Memorial Day, Junteenth Independence Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day.

Additional holidays may be observed.

13 Payments

13.1 FEMA payment terms are Net-30 days, and invoices will be paid in arrears on a monthly basis.

13.2 Invoices must be submitted in accordance with the requirements at FAR 32.905 Payment documentation and process

13.3 FEMA is tax exempt.

11.3 All personnel shall be escorted within the facility by FEMA personnel at all times.