Statement_of_Work_25Sep17.docx

Statement of Work Multifunction Copier Contract – DR-4337-FL

Background: This Statement of Work (SOW) defines the requirement for copying, scanning, printing, and faxing capabilities through multi-function devices (MFDs) for Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) and for subsequent modifications as applicable. Initially FEMA DR-4337-FL estimates approximately sixteen (16) MFDs will be required however, during the life of the contract, the Government may add or remove an undetermined number of MFDs as requirements change.

This SOW may be expanded over time to include additional/other MFD requirements.

Scope – FEMA DR-4337-FL requires a Document Management Services Solution for Print Management.

Contractor shall provide all supplies and consumables, excluding paper, to operate the machines to include, but not limited to: toner, waster toner containers, and drums.

Perform repair services to the copier within six (6) hours of request. Provide all parts needed for repair at no additional cost to the Government.

Period of Performance. The Period of performance will be an initial base period of three (3) months, and three (3) qty. - three (3) month option periods to extend.

Place of Performance. See Table #1.

Delivery. All equipment must be delivered and installed at the offices listed within the Table #1.

Requirements. The Contractor will provide the following capabilities as outlined in this statement of work:

The vendor’s certified technician(s) will provide operator training to key operators as needed. This training must include but not be limited to operator maintenance tasks, removal of paper jams, and diagnosing initial network problems. The vendor’s representatives will also perform proactive services to ensure equipment availability, provide print driver and networking support, and perform corrective maintenance repairs to all vendor-provided equipment.

Equipment – Table #1:

· 6 Color MFDs

Specific Requirements for all MFDs

· Letter, legal and large format – high volume and capacity

· Newer that 3 years old

· Must be on the FEMA Technical Reference Model (TRM)

· Work without hard drive – no hard drives

· Network scan to folder

· Import and export folder setup

· Print

· Copy

· Finishing

· Hole punch

· Staple

· All MFDs should be same model series

· Disable fax capabilities

· Power - 20 Amp (or less)

All devices must be approved for use on the DHS/FEMA network

Additional Requirements for ALL devices:

All products must be Electronic Product Environmental Assessment Tool (EPEAT) registered (http://www.epeat.net).

Must be capable of operating satisfactorily and providing acceptable copies on recycled paper conforming to the requirements of Commercial Item (CID) A-A-1912 and Joint Committee on Printing (JCP) Standards JCP 0-460.

Must have a self-diagnostic system which indicates as a minimum, the following condition; (a) needs toner, (b) needs paper, and (c) paper miss-feed or jam.

Must offer 110/120 volt 20 amp Power Filter with: (a) Cat 5e Ethernet protection, (b) High Frequency noise filtering, (c) Power abnormality event logging with time and date stamp per event, and (d) Lifetime replacement warranty.

Must conform to the requirements of underwriter’s laboratories (UL) Standard or 114 or 1950.

Must have the manufacturer’s serial number permanently and legally stamped or affixed on a major component in a readily accessible location. In addition, each MFD must be permanently and legally marked in a conspicuous location with the manufacturer’s name or trademark and model number of machine.

Must be furnished with an operator’s manual.

Relocations: Any MFD may be relocated by the contractor (after initial installation) at no charge to the Government.

Transition/Phase-in, Installation, and Support Vendor must have all systems installed and operational on date of delivery.

MFDs may be required to be relocated by the vendor (after initial installation).

The phase-in/transition period will also require the vendor to provide sufficient personnel to accomplish such tasks as receiving orders, staging equipment, installing equipment, and training personnel.

By the end of the transition phase, all equipment will be in place and operational (to include replenishment supplies).

The government reserves the right to increase or decrease quantity of MFDs throughout the duration of the contract by modification. Government will provide vendor seven (7) days notice when requesting additions or deletions.

Supplies / Consumables

The contractor shall provide all consumable supplies, excluding paper necessary for the continuous operation of the devices.

The vendor will maintain basic equipment supplies and will auto-replenish supplies directly to end user’s POC based on monthly production levels and established need.

All consumable supplies required for copying, printing, and scanning, excluding paper and transparencies, must be provided by the contractor. Consumable supplies will consist of and are not limited to toner, developer, printer heads, black and color cartridges, waste cartridges, staples, etc.

Vendor will be expected to provide a reasonable stock of initial consumable supplies on date of delivery.

Maintenance Services

The contractor shall be responsible for maintaining the devices.

Unless otherwise specified by the ordering activity, the Contractor shall affix identification/asset tracking labels to all devices under a maintenance agreement. All labels shall clearly identify the device model and serial number. The identification/asset tracking label shall be clearly visible to the end users during normal operation of the device, and shall remain so throughout the duration of the agreement. The asset tracking label is for FEMA asset tracking purposes. Unless otherwise specified by FEMA, the onsite maintenance repair technician will be the primary point of contact (POC) regarding preventive maintenance, service orders, and re-ordered consumables.

The contractor shall provide a phone number and point of contact that shall be available during normal business hours to be used by the FEMA Help Desk for service requests, supplies/consumables request, and device support. This number shall not be an automated answering device during the normal business hours.

For all service orders, the contractor shall dispatch a technician within six (6) hours to respond to all devices requiring onsite service. Response time on a service order begins when the order is received by the contractor. Service orders received after normal hours of operation shall begin the following business day. After determining that an MFD cannot be repaired, the Contractor shall provide a temporary device that has been certified by FEMA of equal or greater capabilities within two (2) business days at no additional cost.

Compliance with 508 All electronic and information technology (EIT) procured through this order must meet the applicable accessibility standards at 36 CFR 1194, unless an agency exception to this requirement exists. 36 CFR 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.accessboard.gov/sec508/508standards.htm - Part 1194.

Security and Privacy Contractor personnel will conduct support in accordance with DHS/FEMA, to assure compliance with security guidelines involving IT operations within 90 days from start of the contract employee(s).

Privacy Act. The contractor must comply with requirements of the Privacy Act of 1974 (Public Law 93- 579).

Physical Security. All government buildings are a smoking restricted workplace. Due to the nature of the work, and facilities, contractor staff may only smoke in designated areas outside the building.

Invoicing Procedures: The Contractor must establish a billing cycle for all services provided under this contract. This cycle will start on the first (1st) day of the month and end on the last day of the month. FEMA will not accept any other billing cycle. The Contractor must submit invoices to the FEMA Finance Office and the FEMA DR-4337-FL Contracting Officer.

The Contractor must submit a single monthly invoice, for services provided during the billing cycle, for all devices, using the procedures indicated below. The invoice is to be sent to the designated individuals as directed no later than ten working days after the 1st day of the month. The Contractor must submit a monthly Excel spreadsheet (electronically) along with the monthly invoice no later than ten working days after the 1st day of the month.

The spreadsheet must provide the delivery order number, line item number, serial number, model number, activity, begin meter read, end meter read for each device.

The COR will have the right to reject or require correction to any deliverables not meeting the requirement of the statement of work or found to be contrary to the information contained in the Contractor’s accepted proposal. In the event of rejection of a deliverable, the Contractor must be notified in writing by the COR of the specific reasons why the deliverable is being rejected.

The Contractor must have five (5) work days to correct the rejected deliverable and return it to the COR.