Revised_5082015_Statement_of_Work_(SOW)-Copier_MFD_Leasing_and_Maintenan___.docx

Statement of Work (SOW) Multifunction Copier Contract

1. Introduction The purpose of this requirement is to obtain contracted services for the leasing, maintenance, and supplies for copiers at Federal Emergency Management Agency (FEMA) Louisiana Recovery Office (LRO) facilities.

1.1. Background

The LRO supports FEMA’s recovery efforts for Hurricanes Katrina, Rita, Gustav, and Ike, FEMA-1603-1607-1786-1792-DRs-LA. 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. A responsive and professional copier service contractor is required to ensure service is provided to meet the requirements of the organization in a timely and adequate manner. The selected contractor must be able to respond during the time period described in the General Requirements section of this SOW as well as be prepared with emergency response and/or contingency plans to respond to a federally declared disaster impacting any of the local facilities described below.

2. Scope The contractor shall provide MFD copiers at LRO facilities. The lease 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. Lease fees shall be based on an aggregated bulk copy and print count of 250,000 per month across all machines collectively. Additional fees will apply per copy above 250,000.

3. Contract Type This will be a fixed price contract.

3.1 General Requirements

Copier leasing includes lease of the physical machines based on the requirements of each individual location, 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 COR 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

The awarded multi-function devices are structured as follows:

3.2 MFD Device Specifications

The Contractor shall provide multifunction imaging devices (MFDs) and ancillary products with the specifications set forth in this appendix. These specifications represent the base configuration that be applied to all MFDs under this LRO requirement. The Contractor shall indicate as part of its offerings all of the optional features and accessories that can be added to each device. 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:

All devices must be approved on the FEMA network

· Ability to network scan, copy, and fax

· Capability for color output, when required

· Ability to connect to ordering activity network with operating platforms including, Wintel, Apple, Unix and Linux, other specific platforms may be outlined at the task order level

· Automatic document feeder

· Automatic duplex; must be capable of fully automatic duplexing (two-sided copying and scanning) from 8.5”x11’ through 8.5” x 14” size paper, the ability to duplex 11”x17” shall be provided as an option, when available; fully automatic means that no operator handling of throughout or originals is required to obtain two-sided copies from – or two sided originals once the originals are inserted into the feeder and the start button is pressed

· Keypad or touch screen

· Self-diagnostic system that indicates at a minimum, the following conditions: maintenance needs, toner needs, paper needs and paper jams.

· network security

· Energy Gold Standard.

· 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 have the manufacturer’s serial number permanently and legally stamped or affixed on a major component in a readily accessible location.

· Ability to handle letter (8.5”x11”) and legal (8.5” x 14”) size paper

· scan image formats in TIFF, PDF, JPG

· scan resolution of 300 dpi

· Ability to handle 11” x17” shall be provided as an optional accessory, when available

· Adjustable size paper tray (minimum of two)

· Ability to perform all functions with recycled paper without experiencing failure rates or errors outside the normal range of operation

· Ability to sort, collate , staple , hole punch, and make booklets, when available

· Wireless connectivity through Bluetooth and/or Wi-Fi, when available

· Functional separation, including physical and logical separation of facsimile (fax) functions from copy, scan, self-contained document server/repository, and email functions

· Optional hard drive, if needed for device functionally; once a device is delivered and installed at an ordering activity locations, the ordering activity will retain ownership of the hard drive

· For all MFDs containing hard drives, security data kits provided must be an available option on all models providing capability for data overwrite and control of user access; the data overwrite function shall have the ability to purge all images retained at the buffer cache/RAM level

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

· Ability to be reformatted and restored to factory condition

· Printer control language (PCL) and post-script (PS) printer language.

· Capability for user authentication from Homeland Security Presidential Directive 12 (HSPD-12) card readers, Common Access Card/Public Key Infrastructure (CAC/PKI), and user login and password and authentication (LDAP and Active Directory compatibility)

· Personal Identification Verification (PIV). All MDFs connected to the network shall support the use of the FEMA issued PIV for all functions to include controlled release of the device for walk-up copying, and scanning. All MFDs connected to the FEMA network shall be able to utilize government-owned and furnished Online Certificate Status Protocol (OCSP) responder (s) as the primary means for validation of the user’s presentation of his/her FEMA PIV as currently authentic and valid.

· 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. It is desirable that offered models support Windows 2000, Windows XP, Windows Vista, Windows 2000 Server, Windows 2003 Server, Windows 2008, Windows 2010, Window 2013, Linux, Unix, along with upgrades and variants. 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 disable fax, scan to email, or print services as required.

· Government must be provided the option to retain the hard drive upon return of the device to the manufacturer and end of lease/contract.

· Capability of a “secure print” function using identification (ID) and password identification number (PIN) to retrieve documents from the device.

· Newly manufactured equipment must be in current production at the time it is provided to the ordering activity; “current production” means the equipment is being manufactured as new equipment for the United States Government market, no equipment provided under this BPA will be equipment that has been converted to new model status or the like.

· 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 password and HSPD-12 PIV cards for user authentication

3.3 Document Scanning Requirements:

· Must have be ability to scan documents directly into Microsoft Share Point. The integration must enable the user to scan a document directly into a selected Share Point site and/or library and enter associated indexing values and metadata at the time of scan. The solution must also be able to check in/check out document and set SharePoint permissions at the time of upload.

· Upon delivery of scanned documents to the network destination, the proposed solution must have the ability to provide an email notification to the user.

3.4 Document Printing Requirement:

· Print anywhere: must provide the capability to hold user-initiated print jobs in a centralized queue and allow only the specified CAC user to release the print job from any networked MFD. Queued jobs must not be held on the MFDs.

· The proposed solution must be configured to provide administrators with automatic emails in the event of any issues with processing or delivery of documents on the network.

3.5 Device Monitoring

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

· The proposed solution must automatically report issues to the user as well as identified helpdesk and administrator resources.

3.6 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 proprietary software or operating system that is not familiar to FEMA.

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

· Contractor shall install the most recent version of Firmware, operating system, service, and application security software updates without jeopardizing the security of the machine or network it is attached

· Contractor shall install patches (or document why patching is not necessary); and comply with the technical requirements set forth in NIST SP 800-53

· Contractor shall provide guidance and assist DHS to comply with NIST SP 800-53 managerial and operational requirements with the proposed machines, including documenting the necessity or lack of necessity to install patches.

· 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. Contractor shall provide guidance on destruction methods.

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

3.7 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 Baton Rouge, Sherwood Staging and New Orleans facilities with an adequate quantity of supplies for facilities in their Area of Responsibility (AOR). The COR will provide the contractor with the facilities in each respective AOR.

3.8 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.

1500 Main Street Baton Rouge, LA 70802

1100 Robert E Lee Boulevard New Orleans, LA 70124

Total

10. Relocations: Any MFD may be relocated by the contactor (after initial installation) once per year per device at no charge to the Government. At the task order level, the Contracting Officer will notify the Contractor of the new location and requirements via contract modification. Upon receipt of the contract modification, the Contractor shall relocate the device within five (5) business days at no additional cost to the Government.

11. Transition/Phase-in, Installation, and Support: Vendor must completely install all system with a period of 30 days. Vendor must describe their process for replacing equipment with an identical model, or one with comparable features and capabilities, at the customer’s request due to persistent and/or catastrophic failure of the original device, at the same cost as original equipment.

The phase-in/transition period will also require 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).

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, etc.

12. 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.

13. 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”. Contractor personnel must meet the minimum background investigation requirements (FBI Criminal Record Check and a National Agency Check with Inquiries) and must be determined suitable for employment by FEMA Personnel Security in order to be issued FEMA personal identity verification (PIV) Card. This PIV Card shall be required to gain access to the facility and must be visibly worn at all times while on site.

14. Period of Performance One (1) year from date of award, with four (3) year option periods.

Estimate Return Schedule based on Twenty Seven (27) Units. Estimate returns may vary from year to year and with no early termination fees.

No returns on base year.

15. Hours of Operation All work shall be completed during the site’s normal operating hours of 7:00 AM to 4:00 PM Monday through Friday excluding federal holidays. Federal holidays are New Year’s Day, Martin Luther King Jr Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

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

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