Attachment 3 - STATEMENT OF WORK - EADO MFPs.pdf

Scope of Work (SOW)

Phoenix Area Indian Health Service

Eastern Arizona District (EADO)

Office of Environmental Health & Engineering (OEH&E)

Multifunction Printers (MFP)

Polacca, Show Low, Whiteriver, and Peridot, AZ

1. INTRODUCTION:

The requirement is a Brand Name or Equal Requirement.

The Indian Health Service Eastern Arizona District (EADO) Office of Environmental Health &

Engineering (OEH&E) provides technical and financial assistance to Native American Tribes in Eastern

Arizona to promote a healthy environment and prevent environmentally-related disease and injury through the cooperative development and continuing operation of safe water, wastewater, and solid waste systems. EADO consists of one (1) district office in Show Low, AZ and three (3) field offices:

Polacca, AZ (Hopi); Whiteriver, AZ (White Mountain Apache), and Peridot, AZ (San Carlos Apache).

2. OBJECTIVE:

EADO OEH&E is seeking a Contractor to purchase a total of four (4) HP LaserJet Managed Flow

E87740z or equal multifunction printers (one for each office in EADO) with associated lifecycle maintenance services, support, and consumables.

If a newer comparable HP or equal device model exists, the new model shall be substituted. Any substitutions are to be indicated in the proposal and the new version must be like for like, meaning that an exact newer model replacement meeting the required specifications may be allowed.

The Contractor will deliver, stage, configure, install, deploy and dispose of all packing materials. The contractor will also remove and properly dispose of the four (4) existing (old) MFPs at each of the offices. All new MFPs at each of the four (4) offices must be delivered within 30 calendar days from the date of contract award. Adopting these new MFPs will increase production and efficiency, improve customer service and outreach, decrease cost of consumables, and decrease the staff hours required to manage multiple different MFP contracts throughout EADO.

3. SCOPE OF WORK:

A. EADO OEH&E is seeking to purchase the HP LaserJet Managed Flow E87740z or equal MFPs with the following features and a delivery and deployment date on or before 30 days after award.

Required Features for HP LaserJet Managed Flow E87740z or Equal Device:

1) Dual Paper Tray (2 X 520 sheets)

2) Analog 800 Single Fax

3) Inner Finisher with stapler & 2/3 hole punch

4) HP Smartcard US Government NIPRNET Solution

5) Paper Trays: >= 5

6) Output Trays: >=2

7) Standalone, Casters to ease mobility

8) LAN connectivity

9) 300-sheet dual side Automatic Document Feeder (ADF) with EveryPage ultrasonic multi-feed detection & blank page suppression

10) Laser

11) Duplex, 300 images per minute minimum (IPM). In simplex, scan minimum of 150 IPM.

12) Digital Send/Scanning/Fax/Copy/Print with OCR Capabilities

• scan to network folder, USB, SharePoint, Open Extensibility Platform (OXP) applications.

Scan file format: PDF, Hi-Compression PDF, PDF/A, Hi-Compression PDF/A, JPEG, TIFF, MTIFF, XPS, PDF (OCR), Hi-Compression PDF (OCR), PDF/A (OCR), Hi- Compression PDF/A(OCR), TEXT (OCR), Unicode TEXT (OCR), RTF (OCR), HTML

(OCR), CSV (OCR).

13) PPM: >= 40, with option to upgrade to 50 or 60 ppm without replacing the entire unit

14) Maximum Duty Cycle/Month: >= 180,000

15) Ability to print 11x17 (A3), 8.5 x 14 (Legal), and 8.5 x 11 (Letter)

16) Self-healing BIOS, whitelisting of firmware code and run-time intrusion detection with auto reboot for increased printer security

17) Minimum of 6 GB of RAM and 500 GB hard drive

18) Black toner yield of 50,000 images

19) Cyan, Magenta, and Yellow toner yield of 45,000 images

20) Toner access control (locks toner cartridges until they are completely empty) to eliminate toner waste

21) Black, Cyan, Magenta and Yellow developer yields of 900,000 images

B. Estimated impressions per month at the four (4) offices in EADO are as follows:

Impressions Estimates (Per Month):

Device Quantity Total Black & White Total Color HP LaserJet Managed Flow E87740z or Equal

1 3,000 3,000

Total for 4 offices 4 12,000 12,000

*The above quantities are only estimates.

C. The four (4) MFPs will be delivered and installed with network scanning and printing configured on-site to each of the four offices. This delivery and deployment date shall be on or before 30 days after award.

E. Support and Maintenance Services for the duration of the contract shall include:

1) The Contractor shall provide 24x7, 365 days, next business day support for all covered MFPs and Consumables.

2) All work performed on-site during normal business hours 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal holidays.

3) Repairs provided in accordance with manufacturer’s specifications to ensure continued operation of equipment to include but not limited to diagnostics, providing and installing replacement parts, clearing persistent or severe paper jams and correction of error messages.

4) Provide any necessary parts as well as maintenance, labor and other associated costs for all MFPs.

5) Maintain MFPs in accordance with manufacturer’s recommendations using factory-recommended replacement of worn parts including vacuuming inside as needed.

6) Provide annual scheduled maintenance and periodic maintenance plan for equipment.

7) Provide on-site service calls with qualified technicians within 2-4 working hours after service reported, business hours 8:00 am to 4:30 pm, Monday through Friday, excluding holidays.

8) Provide installation and training.

9) Provide a service report each time the Contractor accomplishes an inspection, which includes both the Contract Number and the Purchase Order Number.

10) Copies in excess of these amounts included in the service agreement must be billed at the rate accepted by the Government at the time of contract award as incorporated into the contract. Meter readings and overages should be calculated monthly.

F. Consumable Supplies:

1) Contractor shall provide all supplies and consumables (excluding paper), parts, labor, and maintenance. Provide consumable supplies to include but not limited to developer, printer heads, toner cartridges, drums, etc.

2) Replenish consumable supplies inventory based on monthly production levels.

G. Meter Readings:

1) Provide approach for tracking number of pages and for providing meter readings.

H. Responsibilities and Tasks:

The awarded Contractor will be fully responsible for, and not limited to – assessing requirements, completing onsite delivery, removing and disposing of existing (old) MFPs, configuring network scanning, configure network printing, configure wireless settings where needed, configure fax settings, deploying devices to their respective locations, provide support, maintenance services, and provide HP Branded Consumables. Contractor will also provide training to the OEH&E staff and Information Technology (I.T.) Support Personnel with configuration and troubleshooting.

The existing (old) MFPs to be removed from each of the field offices are:

• Show Low, AZ: Xerox Workstation 7855

• Polacca, AZ: Ricoh MP C3003

• Whiteriver, AZ: Ricoh Aficio MP C3501

• Peridot, AZ: Sharp MX-4070

I. Support and Maintenance Services:

The Contractor shall provide 24x7, next business day support for all covered MFPs and consumables for the duration of the contract. Support includes break-fix service calls, annual preventive maintenance, all consumable supplies except paper, service dispatch, and unlimited printed pages per month for a flat rate. Consumables must be compatible with the HP branded and/or HP Certified or Equal, depending on the awarded brand.

J. Training:

The Contractor shall provide administrative training for up to ten (10) OEH&E and Information Technology staff at each of the four offices during normal business hours (Monday – Friday, 8:00am-4:30pm). This training shall encompass configuring each device and all aspects of the management, setup and regular use of the devices.

K. Web Requirements:

The Contractor shall provide a website that provides 24x7 online searchable knowledgebase, support, and software & drivers. This website shall allow for submission of work requests, tracking of work order requests and review of historical work requests.

4. PERIOD OF PERFORMANCE:

Period-of-Performance (POP) of the contract shall be for a Base Year with four (4) Option Years to renew. POP dates shall be established at the time of award and consist of 12 full months of service.

SITE LOCATIONS & Disposal Information for EXISTING Purchase Order & Copy/Printer type:

1. IHS OEHE Eastern AZ District Office P.O.#: HHSI247201700174G; Expired POP: 09/28/2021 TO 09/27/2022.

Machine type: XEROX WorkCentre 7855i, Serial Number: MX4273993.

IHS property barcode: 40-51269

DELIVERY & SERVICE LOCATION#1:

2450 E. Show Low Lake Road, Suite #1 Show Low, AZ 85901-7953 Delivery Site Lat/Long: 34.202598°, -110.014939° Office: 928-537-0578, Delivery POC: Carlotta Nez / Sarah-Jean Snyder Fax: 928-537-3060

2. IHS Keams Canyon Service Unit (Hopi Health Care Center)

P.O.#: HHSI247201800088G; Expired POP: 07/05/2022 thru 07/04/2023.

Machine Type: Savin MP C3003G Copier/Printer, S/N E157G800045 IHS property barcode: 40-55142

DELIVERY & SERVICE LOCATION# 2:

Attn: Hopi OEHE AZ Highway 264 Mile Post 388 Polacca, AZ 86042 Delivery Site Lat/Long: 35.801929448045406°, -110.42719447004554° Office: 928-737-6281; Delivery POC: Venora Dashne-Nez / George Chung Fax: 928-737-6040

3. IHS Whiteriver Service Unit Indian Hospital

P.O.#: HHSI247201800049G; POP: 03/01/2022 thru 02/28/2023, Expired.

Machine Type: RICOH MPC3501G, EID 11152383, MFG V9425300014

S/N V9425300014, 8X5X4 GOLD

IHS property barcode: 40-34294

DELIVERY & SERVICE LOCATION#3:

Attn: OEHE Garrett Building 400 W. Hospital Way Whiteriver, AZ 85941 Delivery Site Lat/Long: 33.876815°, -109.962340° Office: 928-338-3652; Delivery POC: Nathania Yardley / Lorenzo Santana Fax: 928-338-3663

4. San Carlos Apache Healthcare Corporation

PO#: HHSI247201700045A. Expired 2019; No existing P.O. or maintenance agreement.

Machine type: Sharp MODEL: CB4070

SERIAL: 75066452, EQUIP ID: 5A04435

IHS property barcode: 40-66449

DELIVERY & SERVICE LOCATION#4:

Attn: OEHE, Suite P131, Public Health Building 102 Medicine Way Peridot, AZ 85542 Delivery Site Lat/Long: 33.295463°, -110.419286° Office: 928-475-7290, Delivery POC: Marlana Hinkley / Noaa Frederick Fax: 928-475-4049

5. ARIZONA STATE TAXES:

The Department of Health and Human Services, Phoenix Indian Health Service, Eastern Arizona District, Office of Environmental Health & Engineering, is Tax Exempt under A.R.S.42- 5063(C)(3)(a), A.R.S.42-5067(B)(1), A.R.S.42-5065(B)(2)(a), A.R.S.42-5066(B)(3) (a), A.R.S.42-5074(B)(8), A.R.S.42-5071(B)(2)(a), A.R.S.42-5061(A)(25)(a), and A.R.S.42- 5159(A)(13)(a),(b),(c), State of Arizona Department of Revenue. (Copy of Certificate available upon request).

6. CONTRACTING OFFICER:

The Contracting Officer is the only person with authority to act as the authorizing agent of the Government under this contract. Only the Contracting Officer has authority to:

(1) Direct or negotiate any changes in the statement of work;

(2) modify or extend the period of performance;

(3) change the delivery schedule;

(4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; or

(5) otherwise changes any Terms and Conditions of this contract. The Government may unilaterally change its COR designation.

7. INVOICING INSTRUCTIONS:

The Contractor shall submit all monthly invoices to www.ipp.gov. The offeror shall invoice monthly. The invoice shall include the period of performance covered by the invoice. All labor, equipment, equipment services, and unpriced items (other direct costs) shall be reported and shall be provided for the current billing month and in total from project inception to date. If subcontracting is proposed, one consolidated invoice from the prime contractor shall be submitted in accordance with other terms and conditions of the RFQ.

The offeror shall comply with the detail billing requirements:

A proper invoice must include the following items:

1. Contractor name and address

2. Contractor representative

3. Contract number

4. Order number(s)

5. Accounting Control Transaction (ACT) number (assigned by the OCO on the order)

6. Period of performance (month services performed for work request orders, month deliverable completed for fixed price orders)

7. Invoice number

8. Customer’s name and address

9. For fixed-price orders, products delivered and accepted are listed by deliverable number

10. Total billed amount