Attachment A_Statement of Work_FINAL.docx

Attachment A JPL Duplicating Services Statement of Work

The Subcontractor shall provide duplicating/reproduction services, bindery services, wide format printing and scanning, document distribution, and document scanning services for the Jet Propulsion Laboratory, located at 4800 Oak Grove Dr., Pasadena, California 91109.

1.0 General Requirements

Except as described in Paragraph 1.24, LIMITATIONS, of this Statement of Work, the Subcontractor shall provide all duplicating, reproduction, bindery, wide format printing/scanning, document distribution, and document scanning conversion services for the Jet Propulsion Laboratory. The JPL Contract Technical Manager (CTM) referred to in this document is the JPL manager responsible for the contract implementation and the performance of its services. In the performance of this effort, the Subcontractor shall:

1.1. Provide staff, equipment, service and supplies for the operation and maintenance of:

1.1.1. One (1) Duplicating Center at the JPL main campus facility, 4800 Oak Grove Drive, Pasadena, California, located in Building 171, Room 105. This includes the engineering and wide format reproduction area co-located in the same room for large format color / black and white (B&W) printing and scanning services. See Floorplan (Exhibits will be provided with RFP if one is issued).

1.2. Provide the following Key Personnel

1.2.1. Customer Interface On-Site Manager – Operations Lead

1.2.1.1.1. One (1) On-Site Manager – Operations Lead

1.2.1.1.2. Provide direct report management to Subcontractor personnel.

1.2.1.1.12. Be involved with production and day-to-day operations

1.2.1.1.13. Produce daily and monthly production and cost reports as needed.

1.2.1.1.14. Provide monthly reports to CTM showing differences per month and year as well as percentage of electronic submission job tickets.

1.2.1.1.15. Assist customers with job estimates and completed job costs.

1.2.1.1.16. Provide reports for CTM as requested by NASA.

1.2.1.1.19. Ensure pricing and volume submitted is accurate and on time.

1.2.1.1.22. Be involved with hands-on production and day-to-day operations.

1.2.2. Production Specialist

1.2.2.1. Two (2) Production Specialists

1.2.2.2. Able to operate, calibrate and maintain high production duplicating equipment.

1.2.2.3. Contact Service Technicians to fix problems or perform Preventative Maintenance.

1.2.2.4. Able to operate and maintain all on site bindery equipment

1.2.2.5. Must have interpersonal customer service skills.

1.2.2.6. Able to work with demanding schedules and changing workloads.

1.2.2.7. Assist with scheduling customer jobs and resources to complete jobs on time.

1.2.2.8. Advise customers by recommending cost effective ways to meet the customer’s needs at a lower cost.

1.2.2.9. Coordinate with the customers and Duplicating staff to schedule jobs and requirements.

1.2.2.10. Interface with customers at the counter or in their office, describe and answer questions regarding their job requirements.

1.2.2.11. Answer customer questions and make suggestions about other alternative or improved resources if needed.

1.2.2.12. Assist with operating equipment, collating, delivery service, envelope stuffing, distribution, wide format printing and scanning services as needed.

1.2.2.13. Communicate any problems or large upcoming jobs to the On-Site Manager or Duplicating lead.

1.2.2.14. Demonstrate proficiency in all production equipment including computer systems and front-end printing production processes.

1.3. Provide customer service (applicable to all staff) including but not limited to:

1.3.1. Staff and operate a customer counter in the Duplicating Center adequate to provide immediate service to customers.

1.3.2. Assist customers in filling out Service Requests, defining job requirements and job scheduling.

1.3.3. Provide sufficiently skilled personnel under this Subcontract for duplicating/reproduction, bindery services, document distribution, courier service, and document conversion services as needed to ensure customer required delivery dates and times are met with highest customer satisfaction and feedback.

1.3.4. Provide for trained back-up employees as needed for normal employee leave, illness, etc.

1.3.5. Validate customer account codes and customer signature approval authority (SAA) prior to running jobs. Query for validation and signature approval will be through JPL internal websites listing the JPL chart of accounts and signature approval authority of personnel. Signature approval authority specifies the dollar amount that each person is authorized to sign for and approve. Appropriate signature approval authority must be obtained prior to running jobs.

1.3.6. Provide customers with job estimates. Customers shall be kept informed of any cost changes in the estimate during production. Subcontractor is responsible for providing a method of calculating a cost estimate.

1.3.7. Promote the use of electronic submission of documents. On a regular basis, use communication techniques to disseminate information on electronic printing and the benefits of sending documents electronically. Provide presentations, demonstrations and training.

1.3.8. Promote the use of Duplicating Services at JPL. On a regular basis and working with the CTM, use communication techniques to promote and inform the user community of information on new and existing services. Involve selected user groups for open discussions, flyers, handouts, meetings and collaborations to promote the use of Duplicating Services at JPL. Provide presentations, demonstrations, open houses and group sessions.

1.3.9. Ensure the staff has the ability to work overtime on an as needed basis for any emergency or high volume workload.

1.4. Provide networked computer database at on-site center. The networked computer database shall:

1.4.1. Provide job tracking in accordance with paragraph 1.10 of this Subcontract. Interface with BAOTS.

1.4.2. Create job estimates and access JPL internal websites for customer account code verification and customer signature approval authority as needed.

1.4.3. Be in compliance with JPL’s adopted Windows and Mac operating systems, patch updates and anti-virus systems

1.4.4. Adhere to all JPL IT Security requirements.

1.5. Provide services to customers, including but not limited to:

1.5.1. Reproduction Order services in accordance with JPL-approved Service Requests consisting of Reproduction Quick Service Order (Exhibits will be provided with RFP if one is issued).

1.5.1.1. Single-sided black and white or full color copies in sizes as large as 12 inch by 18 inch with a minimum copy quality of 600 dpi. Paper shall be 24 lb. and a minimum of 30% or greater recycled content for B&W copies and 28- lb. for color dual sided copies.

1.5.1.2. Double-sided copies from single and double-sided originals.

1.5.1.3. Copies on alternate paper stocks if specified in the Reproduction Order, including but not limited to; transparency material, 65-lb cover stock, 20-lb color bond, 90-110 lb. card stock, acetate, label material and various other index and paper stocks.

1.5.1.4. Full-color copies, single-sided and back-to-back, color editing, color creations, reductions, enlargements and trim to bleed requirements.

1.5.1.5. Wide-format color, black and white and grayscale reproduction on bond or various paper stocks from hard copy or digital file of engineering drawings, facilities drawings, and miscellaneous requests in sizes up to 60 inches by run. Roll feed, variable cut stock

1.5.1.6. Wide-format color reproduction on bond paper or other stocks including vinyl and cloth. Oversize material up to 60 inches by run from hard copy or digital file and additional wide format paper stocks as required. Roll feed, variable cut stock. Additional foam core mounting for poster requirements, vinyl signage and banners, with grommets or Velcro as needed.

1.5.1.7. Wide-format scanning of hard copy originals to digital file, both black & white, grayscale and color, up to and including 44 inches wide by run.

1.5.1.8. Copying of bound books, bound periodicals, loose journals, and other documents from the JPL Library. Books must be protected from damage of the spine during copying and must clearly reproduce the entire page without distortion.

1.5.2. Bindery-related services, including but not limited to the following:

1.5.2.1. Punch suitable and comb bind with plastic comb.

1.5.2.2. Punch suitable and coil bind.

1.5.2.3. Punch suitable and bind with ACCO fasteners.

1.5.2.4. Bind with tape. Tape shall cover the entire binding edge. Adhesives shall hold publication together under normal handling and use.

1.5.2.5. Trimming four sides.

1.5.2.6. Booklet making and Saddle-wire stitch in two places and trim three sides.

1.5.2.7. Padding as indicated. Backing with chipboard, news board, or equivalent.

1.5.2.8. Machine fold and hand fold up to 11” x 17” as indicated on the Service Request.

1.5.2.9. Fold large format engineering drawing prints per specification, with title block on top.

1.5.2.10. Insert folded material or other small items into envelopes.

1.5.2.11. Provide two- and three-hole drilling.

1.5.2.12. Provide collating and inserting.

1.5.2.13. Shrink wrapping – chipboard for backing.

1.5.2.14. Page numbering.

1.5.2.15. Various color three ring binders and D binders: 1-inch to 3-inch binders with front, back, and spine transparent sleeves.

1.5.2.16. Divider tabs – 3, 5 and 8 bank standard tabs.

1.5.2.17. Divider tab creation – typeset of tab titling with or without customer provided artwork. Produce B&W or color 2-3 line text on tab.

1.5.2.18. Insert pages into three ring binders.

1.5.2.19. Perforating/scoring of material.

1.5.2.20. Corner cutting and slot punching of laminated cards or other material.

1.5.2.21. Grommet punch and inserts for banners and posters.

1.5.2.22. Power cutting of paper stocks such as; bond, index, cardstocks and book bindery.

1.5.2.23. Laminate material up to 11 x 17” size with 10-mil thickness.

1.5.2.24. Foam core mounting and backing of large format prints and posters as requested.

1.5.2.25. Gator Board mounting and backing of large format prints and posters as requested.

1.5.2.26. Edge binding for large format prints.

1.5.2.27. Binding with spiral coil (which includes punching, assembly, and coil).

1.5.2.28. Binding with comb (which includes punching, assembly and comb).

1.5.3. Provide electronic document submission and digital duplicating services in accordance with authorized service requests.

1.5.3.1. Provide B&W and full color digital electronic duplicating and related bindery services. JPL’s interface for transmitting documents, tracking, and querying shall be the JPL designed and maintained web-based electronic job submission tool currently operating at JPL. JPL will provide the awarded Subcontractor with a web-based system for JPL customers to send their orders with attached document files for printing by the duplicating center. The duplicating operator will receive the electronic job ticket with all instructions regarding the reproduction and binding of the document(s), which are attached to the electronic job ticket. Instruction and all in-house web submission software support including design and system updates will be provided by JPL.

1.5.3.2. Accept digital files for duplicating in Postscript, PDF, or native format such as Microsoft Office suite and Adobe Suite. Convert native files and have knowledge in different software applications (such as Microsoft Office Suite cloud or Adobe Acrobat Cloud Pro), to assist customers.

1.5.3.3. Manage the JPL Web Submission Electronic Job Ticket queue. This shall include but not be limited to pre-flight and releasing job-to-production, changing job status indicators for feedback emails to customers, marking jobs as completed for finished work, reviewing past work for customer inquiries.

1.5.3.4. Support different software applications in order to manage native files for conversion or to assist customers (e.g., Microsoft Suite; Word, Excel, PowerPoint, One Note and the Adobe suite products such as Acrobat Professional). Provide software patches and product updates to current applications as customers migrate to creating their documents in upgraded applications and versions of core software.

1.5.3.5. Provide ongoing and as needed education and training for customers in the use of electronic digital duplicating services.

1.5.3.6. Assist customers as needed in the submission of electronic jobs and filling out job tickets if requested.

1.5.3.7. Provide print-on-demand capability for stored documents such as forms, JPL documents and internal resources, unless documents are marked discreet. In the case of discreet, delete file from server once customer has accepted job.

1.5.3.8. Provide quality control and final review check of all completed jobs prior to delivery to customer.

1.5.3.9. Provide digital document assembly and make-ready as required.

1.5.3.10. Provide merging multiple files into documents.

1.5.4. Document Conversion Scanning Services

1.5.4.1. Provide auto feed production and manual scanning of hard copy documents of various size and condition to digital file, Optical Character Recognition (OCR), and/or indexing per customer request.

1.5.4.2. Coordinate with JPL Records Manager for scanning requests. Notify JPL Records Manager to review material and determine if material should be in Institutional Repositories and determine the records retention period of the material. If the material has been approved to remain in the customer’s organization, then continue with the job as requested by the customer.

1.5.4.3. Print various label stocks in black & white or color.

1.5.4.4. Provide PDF book-marking per customer requests.

1.5.4.5. Provide scanning and indexing services directly to Microsoft OneNote or SharePoint if requested.

1.5.5. Provide document distribution services as directed by JPL personnel in accordance with authorized Service Requests.

1.5.5.1. Receive name and address list requests from customers via the JPL provided Document Distribution List web tool.

1.5.5.2. Instruct customers on how to request a general list or create their own list for distribution using the web tool.

1.5.5.3. Interface with the JPL Directory Group in the Office of the Chief Information Officer (OCIO) to resolve problems with lists or request modifications to lists.

1.5.5.4. Print individual addresses on documents, envelopes, or labels as required from the Distribution list.

1.5.5.5. Apply printed labels to documents, booklets, brochures, envelopes, etc., as required.

1.5.5.6. Provide inserting of material such as promotional items pins and stickers into envelopes as well as sorting and label application services.

1.5.5.7. Package and deliver to internal mail systems as required. Orders may require acceptance and labeling of pallets of material. Bulk delivery to JPL Mail Services will be required.

1.5.6. Courier Service

1.5.6.1. Provide as needed courier service for duplicating work only. Provide an approved electric cart vehicle that will pick up original hard copy work at the customer’s office location for reproduction and return the completed job and originals to the customer’s office location or alternate location as specified by the customer if they request courier service delivery.

1.5.6.2. Provide an electric cart suited for JPL campus deliveries. The cart must be approved by the CTM for use prior to delivering to JPL. Provide proof of insurance for the vehicle and maintain the vehicle while located at the campus for the term of the Subcontract. JPL will provide a properly marked cart parking space and a 110-volt outlet for charging.

1.5.6.3. Provide a Duplicating center contact phone number via which customers can request courier pick up service for duplicating work. Ensure continued phone coverage to receive customer requests throughout the service day from 7:00 a.m. to 5:00 p.m. Collect customer job requirements via the service order ticket and provide tracking of courier jobs.

1.5.6.4. Dispatch a courier to arrive at the customer’s office location within one hour from the time of the customer’s call. Return the completed job by the date and time specified by the customer with a “received by” signature, date and time confirmation.

1.6. Provide Systems Administration

1.6.1. Assign a system vendor software/hardware administrator—this may be the on‑Site Manager—who will provide both on‑call and on‑site support for all Subcontractor‑provided hardware and software. This includes all duplicating equipment and any related peripherals used under this Subcontract.

1.6.2. The Subcontractor may designate the on‑Site Manager as the System Administrator. Primary responsibilities include:

1.6.2.1. Administering duplicating equipment hardware and vendor software installed on JPL‑provided computers and the JPL network.

1.6.2.2. Setting up Subcontractor personnel access and permissions.

1.6.2.3. Managing data transmission between systems.

1.6.2.4. Creating and deleting network printer queues.

1.6.2.5. Applying vendor firmware updates, software patches, and other updates.

1.6.2.6. Monitoring system backups and virus scans.

1.6.2.7. Identifying and resolving technical problems.

1.6.2.8. Reporting any malfunctions of JPL computer systems to the CTM

1.6.2.9. Working with JPL IT Security or the CTM to resolve JPL Security Problem Log (SPL) tickets and support technology upgrades as needed

1.6.2.9.1. Work closely with JPL IT organizations—such as the JPL Help Desk, Network Security, Cyber Security, and the CTM—to ensure adherence to all JPL policies and procedures.If required, the System Administrator may be granted a JPL email account for JPL‑specific communications and VPN credentials for remote access. The System Administrator shall complete all JPL‑provided IT security training and testing as necessary.The System Administrator will be badged by the JPL Security Office, which will include all required background checks and credentials needed to access applicable JPL resources.

1.6.3. Provide to the JPL IT Administrator a designated root level access account to all systems managed under this Subcontract. Each and all Subcontracted employees must have individual access credentials to gain access and to support vendor production equipment and computer systems while on the JPL network (e.g. no shared passwords, usernames or local accounts).

1.6.4. The Systems Administrator shall perform duties as required but must be available if needed to perform duties on-site immediately if production equipment is down due to a computer hardware/software issue or malfunction.

1.6.5. If the On-Site Manager is unable to resolve a vendor related software/hardware issue, the Subcontractor shall work with either the manufacturer directly or schedule other vendor support vehicles at the Subcontractor’s expense. JPL IT and CTM will make a best effort to assist with the Subcontractor, vendor or manufacturer if necessary. A 3rd party software, vendor software or hardware related issue outside of the core software or computers provided by JPL will ultimately be the responsibility of the Subcontractor.

1.7. Provide Management Interface

1.7.1. Provide an individual to act as the Corporate management interface with a minimum of a twice annual performance review meeting with the CTM and the JPL Institutional Printing Management Officer (IPMO). This meeting will be to discuss the current status and general performance of the Subcontract and to strategically plan ahead within the general scope of this Statement of Work.

1.8. Provide the following Hours of Operation

1.8.1. The Duplicating Center in Building 171 shall be staffed Monday through Friday 7:00 a.m. until 5:00 p.m. Customer work beyond this period will be provided on an overtime basis. The JPL CTM will advise the Subcontractor in writing each year of the JPL holidays to be observed. The scheduled work week is as follows:

1.8.2. Operating Hours: Monday through Friday, 7:00 a.m. to 5:00p.m.

1.8.3. Overtime may be required to meet urgent customer deadlines. Overtime must be approved by the JPL customer or CTM in writing. Overtime must be in compliance with State law.

1.9. Implement and maintain a proactive quality control program.

1.9.1. Implement a system to ensure quality control of all Subcontract products and services. The Subcontractor shall prepare a Quality Plan and shall document key processes and procedures. The Quality Plan shall be used to document the specific details of the Subcontractor’s Quality Management System (QMS) related to a specific product or process. A copy of the QMS shall be provided to and approved by the JPL CTM.

1.9.2. Performance under this Subcontract shall be done in a professional manner and shall at minimum meet generally accepted commercial standards. When the customer is not satisfied, work shall be immediately redone at the Subcontractor’s expense. However, any rejected orders reprinted by the Subcontractor that are in dispute will be handled as follows:

1.9.2.1. The originals, random copies of each production run, and a written statement as to the facts will be presented to the JPL CTM who will resolve the dispute in accordance with the specifications.

1.9.3. Ensure copies represent the original as closely as possible with reference to position of the data on the page, fidelity to the original, quality of print, size of the print, fidelity to the original color, page order, etc., unless otherwise directed. Smudged, off-center, bent, spindled, or out-of-order copies shall not satisfy the intent of this Subcontract and the intended definition of professional and generally accepted commercial standards. Copies shall be free of background tone. Loss of information for any reason is assessed as a critical defect. Rework will be performed at the Subcontractor’s expense.

1.9.4. Perform thorough quality checks prior to delivering jobs back to the customer’s location. Checks shall include, but not be limited to, quality of product and verification of all work performed as requested by customer.

1.9.5. Check copies shall be delivered at the customer’s request to the customer’s location. The customer must approve the check copies prior to production. Additional check copies will be handled in the same manner.

1.9.6. If the customer makes multiple changes during production, then the schedule may be extended or negotiated, working this change with the customer.

1.9.7. The JPL customer must first authorize any overtime required in writing with a signed note on the Reproduction Order or with a signed memo or email.

1.9.8. Implement a system to provide performance standards to JPL. Performance standards shall include, but not be limited to customer satisfaction, quality control, Subcontractor error rates and jobs needing to be rerun, turnaround time, number and percentage of jobs completed on schedule per customer request, and number and percentage of jobs missing schedule.

1.9.9. Maintain the following Standards of Performance:

1.9.9.1. Customer satisfaction shall be maintained at 98% or higher. Customer satisfaction metrics will be collected annually by the JPL CTM through customer satisfaction surveys and Performance Metrics.

1.9.9.2. Customer required due dates and times (as stated on the written service request) shall be met by the Subcontractor or negotiated with the customer with the intent of meeting delivery schedules 98% of the time or better.

1.9.9.3. Customer jobs shall be completed accurately as specified by customer instructions, eliminating the need for re-runs 98% of the time or better.

1.9.9.4. Customer job information shall be collected accurately and submitted electronically to the internal JPL billing system weekly for cross-charging to customers

1.9.9.5. Subcontractor invoices to JPL shall be accurate and submitted monthly on time 100% of the time in accordance with Exhibit (Exhibits will be provided with RFP if one is issued).

1.10. Provide a customized database tracking system that is specific for JPL input, output and reporting.

1.10.1. The output shall be structured to be accepted by the JPL BAOTS accounting system. This system shall include the input of customer data and information from the Reproduction Order job ticket from either hard copy form or from the web ticket system; This information will include the order number, requester’s name, account number, badge number, section, and phone number; as well as document information including NASA document categories (scientific, public communication, administrative, statistical), title of document, products/services performed, itemized costs, and date/time-in, date/time required, and date/time-out as well as other pertinent data. The Subcontractor is responsible for customizing the export data format from the vendor system to the JPL billing system for tracking the data and for charge back to the JPL end user community.

1.10.2. The Subcontractor database system for job tracking and accountability will need to be installed and operational in the Duplicating Center in Building 171. Subcontractor billing and order tracking software needs to be integrated for job querying and reporting. Note: the system to provide this capability will not be JPL furnished, developed or maintained. The vendor tracking software shall feed production and billing data to the JPL BAOTS system via CSV file format as specified in Exhibit (Exhibits will be provided with RFP if one is issued).

1.10.3. The Subcontractor shall provide an itemized bill for the service rendered on a monthly basis. The invoice shall include an itemized report of all services, account codes, volumes and pricing included for the billing period. The billing period will be from the 1st day of the month to the last day of the same month. The invoice must be received no later than the 15th of the following month.

1.10.4. JPL may update the BOATS system and requirements. The Subcontractor will work with JPL on any changes and provide solutions for testing and integration.

1.11. Provide Supplies, Materials and Equipment Maintenance

1.11.1. All consumables required to maintain the equipment and duplicating operation (e.g., paper, toner, ink, bindings, staples, special paper stocks, office supplies, etc.) shall be provided by the Subcontractor and included in the Subcontractor costs. Subcontractor shall be responsible for removal of all empty toner, developer, and fuser containers from the JPL facility. Subcontractor shall bear all paper and material costs associated with “Make-ready and Job Setup” including waste and test materials.

1.11.2. All paper stocks shall meet the variety and quality specified in accordance with “Government Paper Specification Standards, no. 12.” All text bond paper used in each copy must be of a uniform shade. For reference, see Government Paper Specification Standards at http://www.gpo.gov/

1.11.3. Provide premium services as requested on service requests. Assured billing systems can accommodate allocating premium charges to the requester. Premium services and supplies are those with special delivery requirements, paper stocks, bindings, special handling, etc., which exceed service levels anticipated by this Subcontract. Subcontractor billing for premium services shall be supported by documentation as to customer job number listing, purchase order/receipt for special papers, etc. This billing must be approved in advance by the CTM.

1.11.4. The Subcontractor shall supply all equipment maintenance on all Duplicating equipment, including JPL leased equipment or otherwise noted. All support maintenance will be in accordance with factory service specifications and maintenance intervals including firmware, software upgrades and support. Increased and or priority maintenance support and overtime or standby support will be needed during a proposal cycle, special review or session.

1.12. Technology Integration

1.12.1. The Subcontractor shall perform assessments on the state of technology throughout the Subcontract period of performance and apply new technology as necessary to meet JPL’s requirements and standards. Ensure all vendor software and/or hardware is compatible with the JPL computer systems and the JPL network environment and is maintained and patched to meet IT security standards. E.g. if hardware firmware is necessary to be upgraded, the Subcontractor will be responsible to maintain the hardware to meet JPL IT Security standards. If the vendor software systems need to be updated or patched the vendor will be responsible for maintaining all vendor software to meet IT Security standards to be operated on the JPL computers or network. All approved vendor software and or hardware must meet JPL IT Security standards to operate on the JPL network.

1.12.2. New equipment hardware/vendor software technology integration will be the responsibility of the Subcontractor as necessary to satisfy current and future customer requirements at the Subcontractor’s cost. Technology enhancements to meet new customer requirements that are not included in this Subcontract will be evaluated by JPL and the Subcontractor prior to any agreement or commitment to funding.

1.12.3. The upgrade, installation, or removal of vendor equipment shall be at the Subcontractor’s expense. Provide a minimum 90-day notice of any proposed change in equipment hardware/vendor software pending approval from the CTM. Hardware devices that have had JPL documents or data on them will have the hard drives scrubbed according to NIST SP800-88 standard prior to their physical removal from JPL. The scrub process will be verified by both the vendor site manager and the CTM. Any hard drive that cannot pass the scrub process for whatever reason shall be handed over to JPL at the Subcontractor’s expense. The JPL Property Group will expedite proper degaussing and disposal of the component.

1.12.4. Technology changes, whether additions, removals, or modifications, shall be reviewed by the CTM and the internal IT support organization before any commitments are made for such changes. This includes, but is not limited to, any of the software and hardware used for data integration or sharing. All vendor software or hardware that resides on JPL provided computers or JPL network must be approved by the CTM prior to installation.

1.12.5. In accordance with Paragraph 1.6 “Systems Administration”, the Subcontractor shall assign an individual System Administrator (SA) who will be badged by the JPL Security Office as part of the IT security requirements for JPL. The assigned System Administrator shall be responsible for working with the CTM and JPL IT Security for the networking of the Subcontractor duplicating equipment and vendor software residing on the JPL network. The SA’s primary responsibilities shall include:

1.12.5.1. managing security patches for all duplicating equipment, peripherals and vendor software that resides on the JPL network.

1.12.5.2. Installing and configuring patches and updating firmware for the duplicating services equipment, responding to notifications on vulnerabilities from IT Security and resolving software/hardware related issues promptly and effectively.

1.12.5.3. Working with JPL IT Security or JPL Cyber Security to correct any vulnerabilities found on the networked equipment and to correct them immediately or risk the production equipment being quarantined from the network without notice and without use. Upgrades to vendor software or hardware due to tagged vulnerabilities shall be at the expense of the Subcontractor.

1.12.6. Outside two way inbound/outbound direct communication traffic will not be allowed on the JPL internal secure network environment, items such as equipment reporting tools, monitoring devices and recorders, automatic production data or billing data collection communication tools or any other remote access tools or proxy servers are not allowed. VPN access will only be granted to the JPL badged SA. Some outbound push notifications may be allowed depending on the data being transmitted and must be approved by JPL IT Security before installation and implementation within the secure JPL network environment. Subcontractor employees will have access to the web and email from the JPL secure network directly from their individual logon credentials. All individuals including Subcontracted and JPL employees using the JPL secure network are required to attend, pass and sign that they have reviewed IT security training on an annual basis.

1.13. Provide Communication Links

1.13.1. JPL will provide outside communication links to web and email access through a wireless Guest Network connection near the Duplicating Center located in building 171-105, JPL also furnishes Guest Network wireless access points around the campus at various hot spots such as conference rooms, the mall area and the cafeterias. The Guest Network is external and isolated from the internal JPL secured network environment.

1.14. Provide Supervisory Interface

1.14.1. Provide scheduled time for a minimum of two monthly meetings with the On-Site Manager to meet with the CTM for a general shop briefing. This meeting will be held to discuss the current production status and general performance of the Duplicating center. Highlights may include production data, equipment performance, job schedules, supply orders, customer issues or feedback, general reports, or any additional duplicating center items or dialog to the CTM.

1.15. Provide Reports

1.15.1. Subcontractor shall submit a quarterly management report to JPL in a format to be agreed upon by the parties of this Subcontract. The report shall include, but not be limited to: production reporting, percentage of jobs sent electronically, equipment uptime/downtime, summary of the previous month’s activities, problems encountered within the Subcontractor’s area of responsibility, general concerns, and issues within the Subcontractor’s areas of responsibilities, cost reporting and variance analysis, and proposed system improvements, as required.

1.16. Attend and Conduct Meetings

1.16.1. The Subcontractor’s primary interface shall meet with the CTM and/or designee to discuss daily operational issues.

1.16.2. The Subcontractor’s Account Manager shall conduct quarterly management reviews with the CTM and/or designee to discuss information relevant to the performance of the Subcontract. The agenda shall include, as a minimum, the following:

1.16.2.1. Issues regarding Subcontract delivery performance.

1.16.2.2. Any problems in Subcontractor’s communication.

1.16.2.3. Data cleanup or outstanding invoices.

1.16.2.4. Any proposed system improvements.

1.16.2.5. General concerns or issues.

1.17. Handling of Copyrighted Material

1.17.1. Subcontractor shall not knowingly reproduce copyrighted material unless customer has written permission to reproduce copyrighted material or customer authorizes with signature in writing that material may be reproduced. Without proper authorization, Subcontractor shall be responsible to defend and pay for any resultant legal actions. JPL will provide guidance and assistance for any Subcontractor inquiry regarding what may be reproduced or what may not be reproduced according to JPL policy.

1.18. Handling of Non-Business Related Material

1.18.1. Subcontractor shall not reproduce any non-business materials, including personal articles, party flyers, volunteer‑related documents, work for other organizations, academic theses or dissertations, or any other personal or non-allowable items using Government funds.

1.19. Unauthorized Distribution

1.19.1. Even though unclassified, all documents being produced by the Subcontractor are considered sensitive internal information of JPL and shall not be further copied, extracted, used, or distributed without written permission from JPL.

1.20. Handling of Proprietary and Discreet Data

1.20.1. Any data provided by JPL or California Institute of Technology under this Subcontract for duplication or reproduction shall not be used or disclosed by the Subcontractor to any other party unless provided for in the Subcontract.

1.20.2. Any data designated “discreet” is considered sensitive information of such a nature that its disclosure could be adverse to the best interest of JPL or the Institute. Disclosure of discreet information, either in writing or orally, to any person, other that the originator of the order under the Subcontract is prohibited.

1.20.3. JPL will provide the Subcontractor with operating procedures to handle and protect “discreet” information. The Subcontractor personnel shall read and sign the operating procedures and shall implement these procedures when handling, duplicating, and delivering JPL designated discreet material. All copies of the signed agreements shall be submitted to the JPL CTM.

1.21. Foreign Person access to JPL material or JPL’s internal web-space

1.21.1. The Subcontractor shall not allow access by any Foreign Person to JPL material, internal intranet network or JPL internal Web Space in performance of this Subcontract without express and written approval by the JPL Office of Export Compliance (OEC), the JPL Information Technology Security Group (ITSG), and the JPL Office of Protective Services.

1.21.2. The Subcontractor must ensure that any Foreign Persons who are to perform work under this Subcontract first complete any National Agency Check forms to determine eligibility for access to sensitive material.

1.22. Commercial Work

1.22.1. No work other than requested by JPL may be provided at any of the on-site JPL facilities. Only JPL work shall be reproduced at JPL.

1.23. Transition Phase-In

1.23.1. Provide a Transition Plan for JPL approval, detailing how the Subcontractor intends to assume responsibility of JPL’s reproduction and copy services. Include details on timing, work-steps, staffing, hardware/software, and critical paths to ensure an orderly and smooth transition. The provided plan shall include all software and hardware that use shared data.

1.24. Limitations

1.24.1. The following work is NOT part of this Subcontract:

1.24.1.1. Walk-up copier service

1.24.1.2. Desktop network printers

1.24.1.3. Mailroom activities

2.0 JPL will provide:

2.

2.1. Facilities and Equipment

2.1.1. Provide the Subcontractor the use of certain JPL-owned facilities in “as-is” condition, for use only in connection with this Subcontract. Equipment to be furnished is stated in paragraph 2.5 below. The use of JPL-furnished property and services for other purposes is prohibited.

2.2. Availability of Utilities

2.2.1. Furnish at no cost to the Subcontractor the following utility services to existing outlets for the Subcontractor’s use in those on-site facilities for the work performed under this Subcontract: electricity, network drops, existing phones, natural gas, fresh water, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the CTM.

2.3. Mail Service

2.3.1. Provide internal (within the Center) mail service. Mail service outside the Center shall be arranged and paid for by the Subcontractor.

2.4. Emergency Medical Services/First Aid

2.4.1. Provide emergency medical services and first aid for injuries occurring on-site at JPL. All injuries sustained on-site shall be reported to the JPL Subcontract Manager immediately whether treated at the JPL facility or elsewhere.

2.5. JPL Furnished Equipment

2.5.1. Provide the Subcontractor with equipment and software listed below:

2.5.1.1. Located in Building 171 Duplicating Center:

2.5.1.1.1. 1 (one) - GBC electric comb punch

2.5.1.1.2. 2 (two) - GBC electric comb binder

2.5.1.1.3. 1 (one) - Challenge triple spindle paper drills

2.5.1.1.4. Secap 5000 envelope printer

2.5.1.1.5. Accufast XL Label Applicator

2.5.1.2. Electronic Printing Job Submission (E-Copy): Web job submission ticketing tool including web server hardware, software development, maintenance and support (Exhibits will be provided with RFP if one is issued).

2.5.1.3. Document Distribution:

2.5.1.3.1. Software for creating and maintaining distribution lists

2.5.1.3.2. Daily updates of Human Resources data

2.5.1.3.3. Label Printer for printing addressing on labels

2.5.1.3.4. Inkjet Printer for printing addressing on material such as envelopes

2.6. JPL Furnished Computer Systems: JPL will provide the following managed computer systems, hardware, and software:

2.6.1. Eight (7) windows workstations to include: monitors, keyboards, mice.

2.6.2. JPL Software: Microsoft Office Suite, Antivirus, web browser, Adobe Acrobat Pro. Note: any additional software installed by the vendor must be approved by JPL IT.

2.6.3. JPL will provide selected VPN access to qualified vendor IT support.

2.7. JPL-Furnished Materials

2.7.1. JPL will provide the Subcontractor with the following materials:

2.7.1.1.1. Envelopes with preprinted JPL return address for mailing. Subcontractor-furnished envelopes shall be the same sizes and styles as the JPL-furnish envelopes.

2.7.1.1.2. Reproduction Quick Service Order (Exhibits will be provided with RFP if one is issued), Electronic Service Orders, and Collation guides.

3.0 Period of Performance

3.1 The period of performance of this Subcontract shall commence on April 1, 2027 and shall end on March 31, 2032.

4.0