CPS Printer PWS Sources Sought DRAFT.pdf

Internal Revenue Service Correspondence Production Service (CPS) Branch

CPS Printer Refresh

Performance Work Statement

1.0 BACKGROUND

The Internal Revenue Service (IRS)’s taxpayer correspondence has increased tremendously in the past several years. The expectation is this level of taxpayer outreach will continue.

Correspondence Production Service (CPS) Branch currently processes 98% of the IRS’s taxpayer correspondence at its three (3) sites in Detroit, MI, Bloomington, IL, and Ogden, UT. Combined the sites process over 240 million notices on the highspeed printers. The increased volumes have caused a surge in overtime along with a need for additional contractor support to process the mail.

In order to complete this refresh, CPS requires a new high-speed continuous feed monochrome inkjet printer and four (4) cut sheet printers.

2.0 DEFINITIONS

ACOR – Alternate Contracting Officer Representative

AFPDS – Advance Function Presentation Data Stream

CO - Contracting Officer - Person with authority to enter into, administer, and /or terminate contracts and make related determinations and findings.

COR - Contracting Officer Representative - Principal program representative assigned to Government acquisitions. Authorizes and denies actions and expenditures for delivery and tasks orders.

CPS - Correspondence Production Services – IRS’s high volume outbound mail processing organization with facilities located in Detroit, MI and Ogden, UT. CPS provides standardized first-class mail production, postal discounts using mail pre-sort, quality assurance through piece-level tracking, and round-the-clock printing, inserting, and mailing services to support the full range of high-volume correspondence mailing needs for the IRS.

CPSE – Correspondence Production Service East

CPSW – Correspondence Production Service West

CMR – Certified Mailing Repository – The NDS database server at each site. Detroit has the primary and Ogden has the secondary. They are backed up via a regular HADR process between sites.

DB2 – Database 2 (IBM proprietary software). The database is incorporated into NDS production as well as CMR storage.

DPI – Dots per inch

FMSS – Facilities Management and Support Services

IPDS- Intelligent Printer Data Stream - InfoPrint solution company's systems application architecture host-to-printer data stream for advanced function

IPM – InfoPrint Manager provides ultimate control of printers, print queues, and print jobs located anywhere on your network as an SAP-certified solution.

IPW – InfoPrint Workflow helps automate job flows and monitor print jobs from a single point. Manages all print devices, even from multiple vendors.

IPV6 - Internet Protocol Version 6 is an Internet Layer protocol for packet-switched internetworking and provides end-to-end datagram transmission across multiple IP networks.

IRS – Internal Revenue Service

NDS – Notice Delivery System A version of Ricoh’s InfoPrint Workflow application customized for IRS needs used at CPS for correspondence production.

OEM – Original Equipment Manufacturer

PSUP – Print Supervisor is the print manager component of the NDS IPW solution

RFU – Ready for Use

SA – System Administrator

SME – Subject Matter Expert

TPOC - Technical Point of Contact – IRS IT Specialists that can respond to technical questions from the vendor.

TAA – Trade Agreement Act – All items are coming from foreign countries that work with the United States.

3.0 SCOPE OF WORK

a. The Contractor shall provide one (1) Ricoh High-speed Continuous Feed Monochrome Ink Jet print system (Part #: Ricoh VC4000) (or equivalent) for CPSE in Detroit, MI that can run pin-less paper roll to roll.

b. The Contractor shall de-install a current IP5000 at CPSE in Detroit, MI.

c. The Contractor shall provide pre and post equipment for Continuous feed printer.

d. The Contractor shall supply a completed Voluntary Product Accessibility Template(VPAT) for

508 clauses

e. The Contractor shall provide four (4) Ricoh cut-sheet printers (Part #: Ricoh Pro 8410) (or equivalent) – two (2) in Detroit, MI and two (2) in Ogden, UT.

f. The Contractor shall de-install four (4) Pro 8310 cut sheet printers, two (2) in Detroit, MI and two (2) in Ogden, UT.

4.0 GENERAL REQUIREMENTS

4.1 The contractor shall conduct a kickoff meeting with CPS representatives within two weeks of receipt of the purchase order. At the completion of this meeting the contractor shall provide the following:

a. Introduction of the key contractors who will perform work under this PWS.

b. Clarification of project goals, tasks, and timelines.

c. Delivery of the meeting minutes at the conclusion of the meeting.

d. A report that provides the details of the Linux hardware and operating system installation and schedule within two weeks after the meeting.

4.2 The Contractor shall install and configure the IRS purchased production hardware, operating systems and software listed in this PWS and provide any needed assistance to IRS hardware System Administrators (i.e., contact with third party, acquiring missing hardware and/or software), including third-party agent software, to complete the IRS-required baseline configuration of all systems

4.3 The contractor shall coordinate the delivery and ready-for-use scheduling of the hardware, operating systems, and software, required for use.

4.4 The contractor shall provide a project plan that outlines the schedule and milestones from project kickoff through completion of live production test. This will be provided at the opening meeting. It is expected that the plan will be updated and regularly shared as the project proceeds.

4.5 The contractor shall provide detailed requirements and customer specifications that depict the changes needed to implement the new equipment as outlined in this PWS.

4.6 The contractor shall provide services needed to fulfill this PWS. This includes installation and configuration of the equipment and training as listed below under Section 6.0, Services.

4.7 The contractor shall provide a final ready for use (RFU) document for each piece of the equipment following completion of the full hardware installation, its onsite testing and operator/lead/SA training. The RFU document shall be emailed to the COR.

4.8 The Contractor shall provide a completed 508 test using the 508 testing template provided by the COR at the time of quote.

5.0 BRAND NAME OR EQUAL EQUIPMENT SPECIFICATIONS

The Contractor shall provide equipment that meets the specifications outlined below:

5.1 The Continuous Feed Monochrome Inkjet High Volume Print system (Ricoh VC4000) or equivalent shall:

a. Process fully digital Advanced Function Presentation Data Stream (AFPDS) formatted print files

b. Process workload in a duplex (two-sided) and two-up (two pages side-by-side) format

c. Process at speeds at the minimum of 1002 impressions per minute

d. Be able to print on 16 to 28 lbs of paper on a continuous-feed basis (roll-to-roll)

e. Be able to run paper size of 19 inches by 50-inch roll

f. Provide the ability to communicate with InfoPrint Manager

g. Process an average of 18 million impressions per month in duplex mode with a peak of

h. Process prints with a resolution of more than 300 dpi (dots per inch)

i. Provide print quality (including 2-d bar codes) compatible with current CPS inserter operational requirements

j. Meet IPV6 compatible requirements

k. One (1) gig ethernet connection

l. Meet 508 accessibility requirements (see section 12)

m. Physical requirements: Shall not exceed 10.5 feet width, 45 feet length, 10 feet height

5.2 The Cut Sheet Printer Systems (Ricoh Pro 8410) or equivalent shall:

a. Be Trade Agreement Act (TAA) compliant

b. Print up to 60 sheets per minute

c. Handle 20-to-50-pound paper

d. Possess two feeder tray units

e. Be IPDS compatible

f. Paper capacity 2000 sheet

g. Print Black & White

h. Print 8.5 x 11

i. 1200 DPI resolution

j. Duplexing

k. Ability to communicate with InfoPrint manager

The Contractor shall not make changes outside of the OEM specifications without acquiring COR or TPOC written authorization.

The Contractor shall include continuous feed pre and post hardware that works with the print system.

The Contractor shall include the basic supplies needed for startup of machines: pads, ink, and any other basic supplies.

The IRS will verify the operability of any physical connections for circuits and equipment that fall under this PWS (equipment power included where applicable).

The Contractor shall coordinate the delivery and ready-for-use scheduling of the hardware, operating systems, and software required for use.

6.0 SERVICES

The Contractor shall provide the services needed to fulfill this PWS. The services include deinstallation of old equipment, installation and configuration of new equipment, testing of new equipment, and training.

a. Project Initiation – 32 Hours

b. Installation

c. Training for all three (3) shifts: Day Shift (0700-1500), Swing Shift (1500-2300), Grave

Shift (2300-0700)

d. Maintenance within the warranty period

The Contractor shall provide a 90-day warranty for the print systems.

The Contractor shall provide nine (9) months of maintenance on the pre and post equipment.

The Contractor shall provide printer system support until the warranty expires.

e. Deinstallation of current installed equipment: One (1) IP5000 and four (4) Pro 8310s

7.0 PERIOD OF PERFORMANCE

The period of performance shall be one (1) year from date of award. Delivery of equipment is to be determined based on site preparation needed. The estimated period of performance is TBD.

8.0 DESCRIPTION OF DELIVERABLES

DELIVERABLES Due Date Installation Pre-meeting

Within two weeks of Task Order award, the Contractor shall conduct a kickoff meeting with CPS representatives. At the completion of this meeting the Contractor shall provide the following:

• Introduction of the key contractors who will perform work under the PWS.

• Clarification of project goals, tasks, and timelines.

• Delivery of the meeting minutes at the conclusion of the meeting.

• A report that provides the details of the Linux hardware and operating system installation and schedule within two weeks after the meeting.

Additionally, the Contractor shall provide a project plan that outlines the schedule and milestones from project kickoff through completion of live production test. This project plan shall be provided at the opening meeting. It is expected that the plan will be updated and regularly shared as the project proceeds.

PROJECT TASKS Due Date Contractor shall deliver all equipment to CPS (Detroit, MI and Ogden, UT) Contractor shall install and configure the IRS purchased production hardware, operating systems and software listed in this PWS and provide any needed assistance to IRS hardware System Administrators (i.e., contact with third party, acquiring missing hardware and/or software), including third-party agent software, to complete the IRS-required baseline configuration of all systems

Contractor shall test and verify the print system to ensure proper configuration and operation.

Contractor shall confirm installation of IPV6 software

Contractor shall remove any excess delivery waste from site.

Contractor shall provide operator training on all 3 shifts: Day Shift (0700-1500), Swing Shift (1500-2300), Grave Shift (2300-0700)

Contractor shall forward the shipping manifest to the site coordinator, TPOC, and COR before delivery.

Contractor shall confirm the company and names of all delivery personnel in the delivery truck(s) to the site coordinator and COR

DOCUMENTATION Due Date Contractor, in advance of installation, shall provide copies of any required documentation including pre-installation checklists and other product materials necessary for customer use during installation.

The Contractor shall provide a 90-day warranty on all purchased equipment, including but not limited to pre/post attachments, to begin upon COR authorization of “Ready For Use” memo.

The Contractor shall email a final installation report to the COR /showing but not limited to:

A. Date of completion of site installation B. Any problems or concerns from installation C. Date warranty starts

This report should be emailed COR on the date of completion.

The contractor shall provide a final RFU document for each piece of equipment following completion of the full hardware installation, its onsite testing, and operator/lead/SA training.

The contractor shall provide operator manuals.

8.1 Unless otherwise noted, all Deliverables/Work Products shall be provided to the Point of Contact no later than 4:30pm local time on the date(s) agreed upon with the Contractor.

9.0 INSPECTION AND ACCEPTANCE

9.1 INSPECTION

Inspection shall be at the place of performance and delivery as stated herein.

9.2 ACCEPTANCE CRITERIA

9.2.1 Accordingly, the quality measures as set forth below shall be applied to each Work Product received from the contractor under this Task Order. Any perceived conflict between quality measures referenced and the quality measures listed below should be immediately reported to the Contracting Officer.

9.2.1.1 Accuracy – Work Products shall be accurate in presentation and technical content.

9.2.1.2 Clarity – Work Products documentation shall be clear and concise;

engineering terms shall be used, as appropriate. All diagrams shall be easy to understand and relevant to the supporting narrative.

9.2.1.3 Specifications Validity – All Work Products must satisfy the requirements of the Government as specified herein.

9.2.1.4 File Editing – All text and diagrammatic files shall be editable by the Government.

9.2.1.5 Format – Work Products documentation shall be submitted electronically and in hard copy. The Work Product format shall be Microsoft Excel or PDF. Files shall be delivered to the COR:

TBD.

10.0 DELIVERIES OR PERFORMANCE

10.1 PLACE OF PERFORMANCE

All work shall be performed at the CPS facility located in Detroit, MI and Ogden, UT under the oversight of IRS employees. The exact addresses to be determined at the time of award.

Contractor employees must be authorized in advance before entering onto the grounds or in the building. Those without a completed MBI (Minimum Background Investigation) must be escorted at all times.

11.0 DELIVERY SCHEDULE

The delivery schedule shall be agreed upon by IRS and the Contractor during the opening kickoff meeting. Delivery of equipment is TBD based on site preparation needed. The estimated delivery of equipment is within 90 days after date of award.

12.1 SECURITY

12.1 PERFORMANCE AT GOVERNMENT SITES

Any effort required by this Task Order be performed at specified Government facilities, the Contractor shall abide by Department of Treasury Directive P 71-10 regarding provisions for authorized entrance and exit at these facilities.

13.0 TRAVEL AND EXPENSES

The Contractor’s cost for authorized travel, per diem, and miscellaneous expenses associated with contract performance shall be reimbursed in accordance with all Federal Travel Regulations (FTR).

Reimbursement of these costs applies only to contract services rendered on a labor-hour or daily-rate basis.

Authorized costs shall be itemized by the Contractor and submitted with supporting documents (receipts, paid invoices, etc.) for reimbursement by the Government, not to exceed limitations specified herein.

14.0 GOVERNMENT FURNISHED INFORMATION

The COR and/or Technical contacts will, upon request, provide documents as deemed necessary or appropriate for this contract’s performance.

15.0 NON-CONFORMING SUPPLIES OR SERVICES

The contracting officer should reject supplies, equipment, software, or services not conforming in all respects to contract requirements. In those instances where deviation from this policy is found to be in the Government’s interest, such supplies or services may be accepted only as authorized in this section.

The contracting officer ordinarily must give the contractor an opportunity to correct or replace nonconforming supplies or services when this can be accomplished within the required delivery schedule. Unless the contract specifies otherwise (as may be the case in some cost-reimbursement contracts), correction or replacement must without additional cost to the Government. Paragraph (e) (2) of the clause at 52.246-2v, Inspection of Supplies—Fixed-Price, reserves to the Government the right to charge the contractor the cost of Government re-inspection and retests because of prior rejection.

1) In situations not covered by paragraph (b) of this section, the contracting officer ordinarily must reject supplies or services when the nonconformance is critical or major or the supplies or services are otherwise incomplete. However, there may be circumstances (e.g., reasons of economy or urgency) when the contracting officer determines acceptance or conditional acceptance of supplies or services is in the best interest of the Government. The contracting officer must make this determination based upon—

(i) Advice of the technical activity that the item is safe to use and will perform its intended purpose.

(ii) Information regarding the nature and extent of the nonconformance or otherwise incomplete supplies or services.

(iii) A request from the contractor for acceptance of the nonconforming or otherwise incomplete supplies or services (if feasible).

(iv) A recommendation for acceptance, conditional acceptance, or rejection, with supporting rationale; and

(v) The contract adjustment considered appropriate, including any adjustment offered by the contractor.

2) The cognizant contract administration office, or other Government activity directly involved, must furnish this data to the contracting officer in writing, except that in urgent cases it may be furnished orally and later confirmed in writing. Before deciding to accept, the contracting officer must obtain the concurrence of the activity responsible for the technical requirements of the contract and, where health factors are involved, of the responsible health official of the agency concerned.

If the nonconformance is minor, the cognizant contract administration office may make the determination to accept or reject, except where this authority is withheld by the contracting office of the contracting activity. To assist in making this determination, the contract administration office may establish a joint contractor-contract administrative office review group. Acceptance of supplies and services with critical or major nonconformance is outside the scope of the review group.

The contracting officer must discourage the repeated tender of nonconforming supplies or services, including those with only minor nonconformance, by appropriate action, such as rejection and documenting the contractor’s performance record.

When supplies or services are accepted with critical or major nonconformance as authorized in this section, the contracting officer must modify the contract to provide for an equitable price reduction or other consideration. In the case of conditional acceptance, amounts withheld from payments generally should be at least sufficient to cover the estimated cost and related profit to correct deficiencies and complete unfinished work. The contracting officer must document in the contract file the basis for the amounts withheld. For services, the contracting officer can consider identifying the value of the individual work requirements or tasks (subdivisions) that may be subject to price or fee reduction. This value may be used to determine an equitable adjustment for nonconforming services. However, when supplies or services involving minor nonconformance are accepted, the contract need not be modified unless it appears that the savings to the contractor in fabricating the nonconforming supplies or performing the nonconforming services will exceed the cost to the Government of processing the modification.

Notices of rejection must include the reasons for rejection and be furnished promptly to the contractor.

Promptness in giving this notice is essential because, if timely nature of rejection is not furnished, acceptance may in certain cases be implied as a matter of law. The notice must be in writing if—

(1) The supplies or services have been rejected at a place other than the contractor’s plant.

(2) The contractor persists in offering nonconforming supplies or services for acceptance; or

(3) Delivery or performance was late without excusable cause.

16.0 CONTRACT/TASK ORDER ADMINISTRATION DATA

IDENTIFICATION OF GOVERNMENT TASK ORDER AND KEY PERSONNEL

Contracting Officer Name: TBD Email Address:

IRS Primary COR Name: TBD Address:

Telephone Number:

Email Address:

IRS ACOR

Name: TBD Address:

Telephone Number:

Email Address:

Technical Point of Contact (TPOC) Name: TBD Address:

Telephone Number:

Email Address: