DKI_APCSS_SOW_9_March_2018.pdf

Daniel K. Inouye Asia-Pacific Center for Security Studies STATEMENT OF

WORK (SOW)

Multi‐Function Device Lease & Maintenance Service

1. General Information

1.1 Description of services: Daniel K. Inouye Asia Pacific Center for Security Studies has a requirement for a 60 month Lease with a Flat‐Rate Unlimited Copying plan for 18 new Multi‐Functional Devices (MFD) which includes all consumable supplies (except paper), and full maintenance services including repair parts. DKI APCSS intends to make a single (all or none), firm‐fixed‐ price award for a 12 month period with four (4) option years.

1.2 Background: Daniel K. Inouye Asia Pacific Center for Security Studies has a requirement to refresh printers, scanners and copiers to perform its mission. DKI APCSS also has a requirement to reduce the carbon footprint of these devices, which will be accomplished by combining the functions into a single device. Current devices are out of warranty and are beginning to fail. The Government would like to accomplish these tasks through the use of 18 leased multi-function devices. The contract can only be modified through prior written notification from the Contracting Officer.

1.3 Scope of work: The contractor shall install, provide training, furnish all repair parts, labor, transportation, and supplies required to accomplish inspecting, cleaning, lubricating, adjusting, calibrating, and vacuuming (if required), and repairing of the multi-function devices. Contractor shall maintain the leased multi-function devices at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications. The 60 month lease includes a Flat Rate Unlimited Copying Plan with NO intent to purchase the equipment at the end of the lease agreement period.

Ownership of the asset/copiers remains with the prospective contractor.

1.4 Period of Performance: The base year Period of Performance will be 12 months from Contract Award with four (4) twelve (12) month option years.

1.5 Safety Requirements: While in performance of the resultant contract, the contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA) and adhere to VAAR 852.237‐70 Contractor responsibilities.

1.6 Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivering supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises where the work is performed, shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by DKI APCSS officials, presenting valid identification, smoking restriction and any safety procedures as outlined in the site regulations. Contractor will not require connection to the DKI APCSS network. The C&A requirements do not apply and a Security Accreditation Package is not required.

1.6.1 The contractor shall not disclose or cause to disseminate any information concerning operations of DKI APCSS. Such action(s) could result in violation of the contract and possible legal actions.

1.6.2 All inquiries, comments, or complaints arising from any matter observed, experienced, or learned as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

1.7 No overage charges: The government pays a flat‐rate fee per copier, regardless of the number of copies made each month. The copy volume allowance is unlimited.

1.8 Termination Amortization Schedule: A termination amortization schedule shall be included as an attachment of the awarded contract. If the Government does not exercise any of the options listed in the Price/ Cost Schedule, the Government’s not exercising the options will have the same effect as if the Government terminated for convenience. All remedies afforded to contractor in regards to a termination for convenience shall be available to the contractor.

1.9 Invoices: Contractor shall use WAWF to invoice.

Part 2. Definition and Acronyms: Any questions can be presented to the Contracting Specialist.

Part 3. Government‐Furnished Items and Services. The Government shall supply the paper for the

MFD.

Part 4. Contractor‐Furnished Items and Services

4.1 Required personnel, materials, supplies, and equipment: The contractor shall furnish all personnel, materials, supplies, and equipment required to perform work under the contract, to include but not limited to tools and expendable items. The Flat‐Rate Unlimited Copying Plan must include new equipment, full service maintenance, preventative maintenance, repair parts, all operational/consumable supplies such as toner, developer, fuser oil, staples and other MFD supplies, except paper. The contractor shall assist DKI APCSS ISD personnel with the initial install and network set up of a multi-function devices. The following tables includes the quantity, copies per minute, output type, and install locations of the multi-function device which the contractor shall deliver/setup and install. Installation plan to follow.

QUANTI

TY

COPIES PER

MINUTE

OUTPUT

TYPE

2 36 B/W & Color 8 50/55 B/W & Color 7 70/70 B/W & Color 1 60/70 B/W & Color

WING FLOOR COPIES PER MINUTE LOCATION

B 1 36 Facilities B 1 36 Travel

A 1 50/55 DABO

A 1 50/55 EXEC

A 2 50/55 College

A 2 50/55 RMD

B 1 50/55 LIB/ADM Hallway

B 1 50/55 VIS

C 1 50/55 Maluhia

TBD TBD 50/55 TBD

A 1 70/70 DABO

A 1 70/70 EXEC

A 2 70/70 College

A 2 70/70 RMD

B 1 70/70 LIB/ADM Hallway C 1 70/70 Maluhia

TBD TBD 70/70 TBD

B 1 60/70 VIS

4.1.1 The MFDs shall have the following minimum requirements: If an equal brand is offered then, that brand shall meet or exceed the following copier features/functions.

Two (2) Xerox WorkCentre 6655i or equal

Xerox 6655i 36 PPM B&W/Color MFP 600 x 600 dpi Copy Resolution 2400 x 600 dpi Print Resolution McAfee ePO compatible, Common Criteria Certified, FIPS & TAA Compliant 20 sheet Stapler CAC Enablement Kit HD Retention Scanner Fax System, Fax Module

Eight (8) Xerox WorkCentre 7855i or equal Xerox 7855i 55 PPM B&W/50 PPM Color MFP 600 x 600 dpi Copy Resolution 1200 x 2400 dpi Print Resolution McAfee ePO compatible, Common Criteria Certified, FIPS & TAA Compliant Two (2) and Three (3) Hole Punch Office Finisher LX Smart Card w/Reader HD Retention Dual-head Single Pass Scanner Fax System, Fax Module

Seven (7) Xerox WorkCentre 8070HG or equal Xerox 8070HG 70 PPM B&W/Color MFP 600 x 600 dpi Copy Resolution 1200 x 2400 dpi Print Resolution McAfee ePO compatible, Common Criteria Certified, FIPS & TAA Compliant

Two (2) and Three (3) Hole Punch Br Finisher Smart Card w/Reader HD Retention Dual-head Single Pass Scanner Fax System, Fax Module

One (1) Xerox C60 or equal Xerox C60 75 PPM B&W/70 PPM Color MFP 2400 x 2400 dpi Copy Resolution McAfee ePO compatible, Common Criteria Certified, FIPS & TAA Compliant D5 Book Finisher Interface Mod Single Tray High Capacity Feeder CAC Enablement Kit D4 Z-folder HD Retention Dual-head Single Pass Scanner C70EFI2 Impose w/Lac HD Retention

4.1.1.1 Energy Star compliant.

4.1.1.2 Power source: 110 volt 15 amp

4.1.1.3 EPEAT‐Registered Bronze level or higher.

4.2 Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government requires a minimum of 24 hour notice of the contractor's need to deliver a MFD(s) and/or remove a MFD(s) or deliver MFD replacement parts. No deliveries can be made after 4:00 p.m. Driver needs a valid ID.

4.3 Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day‐to‐day maintenance meets the terms and conditions of this contract.

4.4 Contractor’s Phone Number: The contractor shall provide a toll‐free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 5:00 pm, Monday through Friday.

4.5 Parts/Supplies Availability: The contractor shall have an inventory of parts and consumable supplies in quantities sufficient to effectively service the resulting contract. The contractor shall have an internal inventory system and delivery system for the parts and consumable supplies. The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance response times specified in paragraph 5.1 and the supply delivery times specified in paragraphs 5.3., 5.3.1 and 5.3.2.

4.6 Personnel Qualifications: The contractor shall be required to provide fully qualified and manufacturer trained or certified service, delivery, and management personnel in sufficient numbers to actively and efficiently service and support the MFDs in place during the contract period.

Part 5. Specific Tasks

5.1 Service Calls: The contractor shall respond to service calls during normal working hours, Monday through Friday, excluding holidays observed by the Federal Government. The contractor shall respond to verbal service calls and is expected to initiate immediate response for repairs after notification of malfunction. The response time on a service call starts when the service call is placed to the contractor.

The service technician shall report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician shall contact the government’s designated representative and provide a detailed explanation as to why the MFD was not repaired and provide an estimated time for completion of the required repairs. The contractor shall complete the repairs and satisfactorily resolve the problem by effectively restoring the MFD to normal operating capability within eight (8) working hours of the time the call is placed to the contractor.

5.1.1 The Contractor shall have an adequate working inventory of MFDs in order to provide backup support for the leased eighteen (18) MFDs. When a malfunctioning MFD cannot be repaired within the on‐site repair time, or DKI APCSS is not satisfied with the equipment DKI APCSS will have the option of requesting a replacement MFD at no additional cost to the government. Backup MFDs shall meet or exceed the capabilities of the MFDs to be replaced. For this purpose only, remanufactured equipment may be used as a temporary device until a new replacement MFD is delivered or the original MFD is reinstalled. Backup MFDs are generally expected to remain in place for five working days or less, but in unusual cases, a backup MFD may remain in place for as long as 60 days. If the original MFD has not been repaired and reinstalled at the end of 60 days, the Contractor shall provide a replacement MFD equal to or superior to the original MFD model at no additional cost to the government. The Contractor shall coordinate the removal, delivery and install of the back‐up MFD with the designated government employee.

5.1.2 The Contractor shall provide monthly/as needed reports requested by DKI APCSS. Such as types of service calls, service calls per device, usage counts, quantity of supplies, etc.

5.2 Preventive Maintenance: The contractor shall provide, at a minimum, one annual preventive maintenance service call to ensure that the copiers are maintained in fully operational condition.

Contractor shall maintain the MFDs in at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

5.3 Replenishment of Supplies Procedures: Upon initial delivery the contractor shall ensure consumable supplies are fully stock for each MFD sufficient to produce a volume of copies equal to the levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

5.3.1 The contractor shall respond to verbal requests for additional consumable supplies under the following conditions: The government’s designated representative may make emergency requests for consumable supplies verbally. Orders will state the quantity and type of consumable supplies required and the location and serial number of the MFD for which the additional consumable supplies are being ordered. The contractor shall deliver additional consumable supplies within 3 business days or can be picked up on the same day for emergency situations after receipt of verbal order.

5.3.2 Supplies from the contractor shall be delivered between 8:00 a.m. and 4:00 p.m., Monday through

Friday (excluding Federal holidays) directly to the MFD location.

5.4 Hard‐drives: The contractor shall remove the hard‐drive from the eighteen (18) leased MFDs and or any backup/replacement MFDs at the end of the term of the contract and hand them to a designated government representative for destruction. Once a device is delivered and installed, the government will retain ownership of the hard drive.

5.5 Training: Contractor shall provide training on the operation of the leased (18) MFDs to designated government representatives within two days of installation date. The Contractor shall demonstrate that the MFD is properly functioning upon completion of installation. This demonstration shall be accomplished pursuant to the operating instructions furnished with each MFD and in the presence of designated government representative.

Part 6. Government Point of Contact:

Contract Specialist; LorieAnne Kliewer at LorieAnne.Kliewer@us.af.mil

Part 7. DKI APCSS Information Custodial Language

7.1. All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and DKI APCSS policies, including the Privacy Act, and DKI APCSS personnel, regarding information and information system security.

7.2. The Contractor will not have access to DKI APCSS Information Systems.

7.3. Prior to termination or completion of this contract, contractor/subcontractor must remove all hard drives and they will remain at the DKI APCSS.

Part 8. Changes to the Statement of Work (SOW):

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.