Statement_of_Work.pdf

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 twenty (20) 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.

There will be one combined synopsis/solicitation and evaluation in which one or more vendors will be awarded one or more purchase orders.

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.

FEMA seeks to reduce the environmental and Health and Human Services impact of electronics, their use, and disposal, through continuous improvements in design, material choices, reuse, and recycling.

Contractors also may offer environmentally sustainable consumable and maintenance packages to include bio-based toner where available. Contractors are also encouraged to provide devices with increased recycled content paper handling ability, as well as devices that are manufactured according environmentally sound practices.

The solution must provide a program to include equipment (with the capability of copying, network printing, scanning, and facsimile), maintenance and supplies (except paper), delivery and pick-up, hard drive sweep and removal (hard drive to be turned over to FEMA IT POC after contract has ended), training, and overage charges for MFDs. During the life of this contract, the Government expects to add or remove an undetermined number of MFD’s as requirements change due to organizational realignment or organizations added or deleted or combined.

Contractor must submit monthly billing invoices with data provided in electronic format to the FEMA Finance Office and the DR-4337-FL Contracting Officer as directed. Monthly billing periods must be from the first (1st) day to the last day of each month. The award will be “Best Value” and based on availability, contractor’s proposal, and description of work that best meets or exceeds all standards in the stated requirements for: configurations, capabilities, descriptions, functions, specifications, safety, security, quantity, pricing, and termination terms.

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. FEMA DR-4337-FL Joint Field Office (JFO) – Exact address and location to be determined. The tentative office locations include, but are not limited to: Lakeland, Orlando, and/or Tampa, FL.

Delivery. All equipment must be delivered and installed at the Joint Field Office (exact address will be specified at a later date).

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:

Total of twenty (20) MFDs as specified in this SOW and outlined below:

o Ten (10) MFDs capable of providing black and white (B/W) copies o Ten (10) MFDs capable of providing color copies

Specific Requirements for all MFDs

Each copier is to have the following items as the standard package…

1) Each copier must duplex, collate, staple and sort with an attached finisher

2) Each copier must have three paper trays to account for High capacity 8 ½ X 11 paper, 8½ X

14 paper and 11 X 17 paper.

3) Each copier must have the capability to print and scan all three size pages above

4) Each copier must have a high speed top feeder

5) Each copier must have the capability to reduce or enlarge documents

6) Each copier must be able to print at a minimum rate of 45-50 ppm

7) Each copier must be able to scan to email, email, and print double-sided

System Requirements:

Security Criteria is Paramount and will include but not be limited to:

Security of Data at Rest on the system;

Data in Transit over the network, insure that any network communications can be encrypted (printing – IPSec, Scanning Secure Socket Layer – HTTPS, Remote management over the web-secure socket Layer HTTPS, Secure LDAP, enforced encrypted user authentication for email, Scan, SA – Kerberos/SMB encrypted authentication, Web SA authentication protected by HTTPS; network vulnerability;

Disk encryption at a minimum of 256-bit AES (standard out of the box);

Disk image overwrite a minimum of 3 passes (out of the box);

Data in flash memory will be encrypted and/or overwritten;

Data stored in RAM cannot be removed from machine without losing contents;

MFD System must allow packages to be pushed remotely for system upgrade/updates to include IAVA/IAVM mandated fixes.

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

MFDs will have the capability to network to standard microcomputer networks. The contractor shall supply all cables, connectors, device drivers, utility software, print servers, receptacles and any such necessary type of accessories to provide service from available network ports to the location of the MFDs. Scan to file format should include standard adobe and/or graphic file format(s), example: TIFF, JPG, and PDF.

Device can be configured to disable any protocol as needed.

Device can be configured to use an assigned static IP address.

Device must allow the default passwords and SNMP community strings of all management services to be changed. It must also support the use of complex passwords up to 15 characters (to include uppercase letters, lowercase letters, numerals, and special characters).

Device must maintain its configuration state (i.e., passwords, service settings, disabled protocols, etc.)

during a power down or reboot.

Device must support flash upgrades of the firmware and must have the ability to be configured with the most current firmware available.

Device can be configured to restrict print services to port 9100 and/or LPD.

Device must support disabling any USB or flash/thumb drive or any removable storage capability.

Device must support the clearing of an internally used/installed hard drive between jobs if scan to disk functionality is used.

Device must have a mechanism to lock and prevent access to any installed hard drive. An acceptable alternative is to ensure the hard drive is encrypted (FIPS 140-2 compliant) or if the drive is zeroed when removed.

Device can be configured to prevent unauthorized users from changing the global configuration of the device.

Device can be configured to disable fax, scan to email, or print services as required.

Government will retain the hard drive upon return of the device to the manufacturer at end of lease/contract.

Device can be configured to only allow certain IP addresses to access it for remote management.

Device can be configured to only accept print jobs from authorized IPs (i.e., from print servers).

MFD Integration Requirements:

Distributed MFD Capture & Print: Must provide an integrated solution to enable secure document printing, scanning, and outbound faxing on networked MFDs.

User Authentication: Must integrate with current authentication methods, including Windows Active Directory and government issued CAC/PIV cards in support of HSPD-12 requirements, to provide single sign-on access to all MFD network scanning, printing, and faxing capabilities.

Information Security: To comply with information security requirements, including the security policies outlined in DHS 4300A&B, the proposed MFD solution must adhere to the following guidelines:

The MFDs must use a secure web services protocol to transfer documents between the MFDs and the network; transmission must be SSL-encrypted.

To prevent loss of sensitive information, such as personally identifiable information (PII), all documents transferred from the MFDs must be scanned for sensitive content prior to delivery to network destination. For documents with identified sensitive information, the solution must be able to provide automatic email notification to security officer/system administrator, place a watermark on the document, and optionally permanently delete the document prior to delivery.

The proposed solution must provide a configurable option for validation of destination prior to delivering a document scanned at the MFD. For example, validate that all email addresses are in the FEMA domain prior to scanning to email.

The proposed solution must provide full audit trail data on all documents scanned, faxed, and printed, including username, date/time stamp, page count, workflow metadata, and IP address of the MFD. Must support detailed metric reporting at the user level and department level.

Document Scanning Requirements:

Must have the ability to scan documents to user home directories (i.e. U: Drives). Must be automatically mapped based on user authentication at the MFD. The user must not be required to type in or browse for home folder.

Must have the ability to scan documents to department level network share drives. Must support browsing network shares based on authentication at the time of scan. Must also provide user with list of “most frequently selected scan destinations” based on authentication.

Must have the ability to customize document scanning options at the MFD based on the authenticated user’s Active Directory profile. For example, only members of the HR security group will be given access to scan to HR department network destinations.

Embedded Optical Character Recognition (OCR): Must have the ability to automatically OCR- convert scanned documents into user-selectable formats, including text-searchable PDF, MS Word, and MS Excel, without the need for specialized user desktop software (such as Adobe Acrobat, etc.).

Scanned documents must be converted prior to delivery to network destination, to eliminate additional post processing steps by the user.

Document Printing Requirements

To implement print cost containment measures in support of U.S. Executive Order 13589, the solution must manage print output and follow defined rules-based printing logic for maximum efficiency.

Specifically, rules-based logic includes the enforcement of duplexing, printing in specific toner mode, and printing in black & white instead of color. Rules-based logic must be systematically applied according to print source determined both by user and/or application.

Print-to-file: The proposed solution must be able to recognize print output from print-enabled applications to automatically convert the print stream to a digital format to a secured network location for authorized users.

Document Faxing Requirements

The selected vendor must provide integration capabilities with existing fax server to enable outbound network faxing from the MFDs.

System Administration

In support of future initiatives to consolidate, standardize, and optimize IT infrastructure, the proposed MFD solution must provide the following functionality related to the administration and IT management of the solution:

All MFD network capabilities must be centrally configured and replicated across all MFDs.

(i.e. the solution must not require individual scan templates to be configured on each MFD). Must support import and export of MFD IP/hostnames from centralized administrative interface for automatic push to all devices.

The proposed solution must have the ability to run fully load balanced and in a highly available configuration of all network capabilities to ensure uninterrupted performance.

Cost accounting

The proposed solution must centrally track prints, scans, and copies for all users and all MFDs for cost accounting purposes.

The proposed solution must track the following data elements for all documents printed: (1) document name, (2) document owner, (3) date time stamp, (4) total pages

The proposed solution must track centrally the following meter data elements for all devices: (1) total sheets/impressions, (2) total color sheets/impressions, (3) total B&W sheets

In conjunction with the secure print release functionality, the proposed solution must provide a report on all documents sent to the queue but not released.

Device monitoring

The proposed solution must proactively monitor all MFDs for issues including (1) paper jam, (2) low supply, and (3) network problems.

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.

All devices proposed must be models that are in current production as of the date offer is submitted.

“Current production” means the equipment is being manufactured as new equipment for the United States market.

Must feature a definite indicator of when the equipment energized. This may be with a special “power on” light or an appropriate indicator on the control panel.

Must have a zoom feature allowing continuously variable reduction in increments no larger than 1%.

The zoom feature must, at a minimum, cover a range from 67% through 120%.

Must have a minimum of two present reduction ratios, one of 64+ /-3% the size of the original and one of 75+/-4% the size of the original, and one enlargement mode of 120% (+10mm-5) the size of the original.

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 have the capability to copy pages of bound documents.

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.

Vendor must describe their process for replacing equipment with an identical model, or one with comparable features and capabilities, at customer's request due to persistent and/or catastrophic failure of the original device, at same cost as original equipment.

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.

Training

The contractor shall provide training to the key operator(s) for each device at the time of installation.

The Training shall include, at a minimum, how to operate the basic function keys of the MFD;

location and procedures for installing consumable parts, such as toner, staples, paper etc.; how to operate special features, including but not limited to duplexing, enlargements, and reductions;

multiple job queues; diagnosis and resolution of basic device malfunctions, etc. In addition, the training shall give the key operator(s) the necessary knowledge to sanitize the device(s) after sensitive information has been exposed (e.g., copied, faxed, e-mailed, scanned, or printed) or spilled.

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.