Attachment A Copier Specifications and Maintenance Statement of Work-4080DR.docx

Copier Specifications and Maintenance Statement of Work (SOW)

1. Introduction The purpose of this requirement is to obtain contract support for the rental, maintenance, and supplies for copiers at Federal Emergency Management Agency (FEMA) Joint Field Office (JFO) facilities located at 415 N. 15th Street, Baton Rouge, Louisiana 70802.

1.1. Background

The JFO supports FEMA’s response efforts for Hurricane Isaac. The ability to rapidly duplicate and disseminate materials is essential, particularly in the midst of a federally declared disaster. Having copier service through the provision and maintenance of copiers is mission critical to administrative operations.

2. Scope The functions to be performed under the terms of this contract are to provide and maintain copiers and copier supplies at LRO facilities. The rental of the copiers shall include all supplies including, but not limited to, toner, parts, adaptors, staples and cartridges, maintenance, and labor at no additional fee. The copiers shall be Energy Star qualified. Rental fees shall be based on an aggregated bulk copy, scan, and print count per month across all machines collectively.

Copier rental includes rental of the physical machines based on the requirements, the provision of supplies and the appropriate service and maintenance (both preventive and reparative) to ensure the copiers are in working order. The contractor shall remove or add copiers as requested by the COTR within three (3) days of the notification.

All copiers 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

3.2 Specifications

The JFO has a requirement for one (1) type of copiers. Operating features should conform to the requirements of the American National Standards Institute (ANSI) and Underwriters Laboratories (UL). Minimum specifications for each copier type are as follows:

3.2.5 Multifunctional Device (MFD)

· hole punch, collate, staple, duplex, auto feed, and sort

· 60-69 color and black and white ppm

· Supports a minimum of 1000 user-number authentication on device. Login name/password on device.

· network security

· network printing

· network scanning

· color and black and white scan capability

· scan image formats in TIFF, PDF, JPG

· scan resolution of 300 dpi

· scan speed of 60-70 ipm

· scan destinations; email, desktop, USB

· fax capability

· 8MB fax memory

· auto dialing

· secure fax

· auto redial

· capability to print transaction and activity reports

· capability to fax from computer

· hard drive data encryption or automatically erase/overwrite connect from the hard drive after each job

· retain configuration state (passwords service settings, etc.) after a power down or reboot and not reset default settings.

· administrative options and device settings shall be password protected.

· capable of preventing downloads from external websites. MFD shall utilize only HTTPS for any approved web enabled services. Wireless capabilities shall be disabled on all MFD.

· pre-configured to prohibit incoming fax lines from accessing the network and any data on the device, other than what is required to complete the fax.

· capable of processing passwords for user authentication

3.2.1 Information Technology (IT) Security Requirements for MFD

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

· Contractor shall comply with and support the DHS Rules of Behavior.

· 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 an appropriate FEMA security official for destruction.

3.3 Copier Supplies

Contractor shall provide copier supplies to include, but not limited to toner, staples, staple cartridges, toner, surge protector or equivalent, and adaptors. Contractor shall stock the facilities with an adequate quantity of supplies for facilities in their Area of Responsibility (AOR). The COTR will provide the contractor with the facilities in each respective AOR.

3.4 Copier Maintenance

The contractor shall perform all copier maintenance. This maintenance includes all parts and labor. The contractor shall respond to all maintenance requests within four (4) hours of notification. Copiers that can not be repaired shall be replaced within seven (7) days.

3.5 Copier Locations

Additional copier locations may be established by the Government based on future needs of the Joint Field Office (JFO).

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

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

6. Period of Performance The anticipated period of performance is from September 7, 2012 through October 6, 2012 with an with options to extend on a monthly basis.

7. Hours of Operation

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.

8. Payments Invoicing will be on a monthly calendar basis. The COTR will turn in meter readings no later than the 10th of each month to contractor for payment invoice processing.