Multi-function Devices - SOW.pdf

INDIAN HEALTH SERVICE

PHOENIX INDIAN MEDICAL CENTER

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Statement of Work

Background

The Indian Health Services (IHS) Phoenix Indian Medical Center (PIMC) provides direct health care services to over 140,000 patients. Tribal members who receive care at PIMC are often residents of the greater Phoenix area and hail from other Tribes throughout the United States. PIMC also provides specialty care to rural and remote reservation health care facilities in Arizona, Nevada, and Utah. The top five (5) Tribes represented by the PIMC patient population are the Navajo Nation of Arizona, New

Mexico and Utah, the Salt River Pima-Maricopa Indian Tribe, the Pascua Yaqui Tribe, the Gila River

Pima Maricopa Tribe, and the Tohono O'odham Nation. The Phoenix Indian Medical Center campus is located near the downtown area of Phoenix, Arizona consisting of six (floors), eight (8) Annexes and oversees two-satellite locations - one located in Scottsdale, AZ and the second in Riverside, CA.

Objective

The Indian Health Services (IHS) Phoenix Indian Medical Center (PIMC) in Phoenix, AZ is seeking a contractor to procure two (2) new Multi-function Devices (MFDs)/Copy Centers under a Purchase

Contract in which the Contractor shall provide the MFDs after the current lease agreement expires in May

2024. Adopting newer MFDs will aide in the increase of production, improve patient business relationship, decrease cost of consumables, and decrease the cost of maintaining multiple Personal Print

Devices throughout PIMC. Newer technology will provide Phoenix Indian Medical Center (PIMC) a secured, centralized, print/copy center location in compliance with the Health Insurance Portability and

Accountability Act (HIPPA).

System Requirements

A. The contractor to shall provide two (2) new MFD’s/Copy Centers - (2) Color comparable in function, and newer than our current models. If requested models are end of life or near end of life, IHS request vendor quote new model. Suggested System Requirements of two (2)

MFD’s is as follows:

1) 1 of 2 Device - Production Color System #1, Brand Name or Equal to Ricoh Pro C5310s

• Minimum Speed of 80 ppm full color

• Due to the quality of the prints needed to support the printing mission a minimum print resolution of 2,400 x 4,800 dpi.

• Published Recommended Monthly Volume of no less than 150,000 images, Published Duty cycle of no less than 450,000 images/month

• Must have paper catalog for selection of available media

• Original Document Feeder with 220 sheet minimum capacity, scan speed of 240 ipm

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• Minimum Paper Capacity of 6,050 sheets from 5 sources for sizes up to 13 x

19.2”, including Bypass Tray with a capacity of 250 sheets and a LCIT with a capacity of at least 2,200 sheets of 13 x 19”

• Paper size capability of 8 ½ x 11” to 13 x 19.2” with Auto Duplex

• Media capability of 360 gsm auto duplex

• Media types to include coated and uncoated paper, synthetics, textured stocks, never-tear and waterproof media, pre-punched media, envelopes

• Finisher with 100-sheet, multi-position stapling, 2/3 hole punch, 3.500 sheet capacity & Booklet Maker with 30 sheet (120 page) capacity, to include square-fold & face trim, with the ability to hand feed booklets for three-edge (full-bleed) trim

• Must include Genuine Adobe Postscript 3 and not need a computer, Fiery or other front end to operate the printer

• Advanced Solutions Engineer training

• Energy Star rated, epeat Gold rating, and Common Criteria Certification

• All Inclusive Maintenance Plan must include all parts, labor, toner, and staples

(does not include paper)

• Vendor must have multiple local technicians certified to service proposed

Production System, service response time of 2-4 hours during normal business hours

• System #1 and System #2 must use identical supplies (with the exception of staples), and share a common control panel and interface

2) 2 of 2 Device - Production Color System #2, Brand Name or Equal to Ricoh Pro C5300s

• Minimum Speed of 65 ppm full color

• Due to the quality of the prints needed to support the printing mission a minimum print resolution of 2,400 x 4,800 dpi.

• Published Recommended Monthly Volume of no less than 150,000 images, Published Duty cycle of no less than 450,000 images/month

• Must have paper catalog for selection of available media

• Original Document Feeder with 220 sheet minimum capacity, scan speed of 240 ipm

• Minimum Paper Capacity of 3,850 sheets from 4 sources for sizes up to 13 x

19.2”, including Bypass Tray with a capacity of 250 sheets

• Paper size capability of 8 ½ x 11” to 13 x 19.2” with Auto Duplex

• Media capability of 360 gsm auto duplex

• Media types to include coated and uncoated paper, synthetics, textured stocks, never-tear and waterproof media, pre-punched media, envelopes

• Inline Folder capable of folding 8 ½ x 11” – 12 x 18”, to include Z-fold, Half-fold, Letter-fold, Double parallel-fold and Gate-fold. Print inside or outside of fold

• Finisher with 65-sheet, multi-position stapling, 2/3 hole punch, 2,250 sheet capacity & Booklet Maker with 20 sheet (80 page) capacity

• Must include Genuine Adobe Postscript 3 and not need a computer, Fiery or other front end to operate the printer

• Advanced Solutions Engineer training

• Energy Star rated, epeat Gold rating, and Common Criteria Certification

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• All Inclusive Maintenance Plan must include all parts, labor, toner, and staples (does not include paper)

• Vendor must have multiple local technicians certified to service proposed

Production System, service response time of 2-4 hours during normal business hours

• System #1 and System #2 must use identical supplies (with the exception of staples), and share a common control panel and interface

B. The two (2) devices will be deliver, configure, install, and deploy on-site to the PIMC. This delivery date is an estimated date of delivery and is subject to change.

C. Additional Responsibilities and Tasks:

The Contractor shall be fully responsible for, and not limited to – assessing requirements, complete onsite delivery, configuring network scanning, configure network printing, deploying to their respected locations, provide support, maintenance services, and provide

Branded Consumables.

Contractor will also provide training to the Information Technology (I.T.) Support Services personnel with c onfiguration and troubleshooting.

D. Support and Maintenance Services:

A. The Contractor shall provide associated lifecycle maintenance services, support, and consumables to support PIMC. Service agreement must include Quarterly Pooled Service between both units (1) and includes all parts, labor, toner, and staples. Includes: 125,000 b/w and 106,000 color (ltr.

size) impressions (Estimate), All-Inclusive of overage and excess copies. Service pricing shall be provided

Flat Rate (no overages) without monthly meter reads. Service pricing shall include all parts, labor, toner, and staples along with necessary firmware updates that pertain to security issues.

1 . The contractor shall provide 24 x7, 365 days, next business day support for all covered Multifunction Devices and Consumables.

2. All work performed on-site during normal business hours 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding holidays.

3. Repairs provided in accordance with manufacturer’s specifications to ensure continued operation of equipment to include but not limited to diagnostics, providing and installing replacement parts, clearing persistent or severe paper jams and correction cause of error messages.

4. Provide any necessary parts to include parts, toner, maintenance, labor and other associated costs for all copiers.

5. Maintain printers/copiers in accordance with manufacturer’s recommendations using factory-recommended replacement of worn parts includes vacuuming inside as needed.

6. Provide annual scheduled maintenance and periodic maintenance plan for equipment.

7. Provide on-site service calls with qualified local technicians within 2-4 working hours after service reported, Business hours 8:00 am to 4:30 pm, Monday through

Friday, excluding holidays.

8. Provide installation and training.

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9. Provide a service report each time the Contractor accomplishes an inspection, which includes both the Contract Number and the Purchase Order Number.

10. Copies in excess of these amounts included in the service agreement must be billed at the rate accepted by the Government at the time of contract award as incorporated into the contract. Meter readings and overages should be accomplished and calculated quarterly and billed quarterly.

E. Consumable Supplies:

1. Contractor shall provide all supplies and consumables (excluding paper), parts, labor, and maintenance. Provide consumable supplies to include but not limited to developer, printer heads, toner cartridges, drums, etc.

2. Automatically replenish consumable supplies inventory based on monthly production levels.

3. All Consumables & Parts provided on this contract must be manufacturer Branded.

F. Meter Readings:

1. Provide approach for tracking no. of pages and for providing meter readings.

G. Consumable Supplies:

The contractor shall provide 16 hours of training for up 10 Information Technology and

Support Services staff during normal business hours (Monday – Friday, 8am-4:30pm) encompassing but not limited to configuring and setup of device and all aspects of printing, scanning, copying, and faxing, PIV Card configuration.

H. Web Requirements:

The contractor shall provide a website that provides 24x7 online searchable knowledgebase, support, and software & drivers.

Period of Performance (POP) The period of performance of this new contract is 05/01/2024 to 04/29/2030 (Base plus 4 Option Years)

Delivery

Delivery and installation of all items is required within 30 days after receipt of order or sooner.

Contracting Officer Authority Authority to negotiate changes in the terms, conditions, or amounts cited in this contract is reserved for the Contracting Officer.

Contracting Officer’s Representative (COR) The person identified below is hereby designated as the Contracting Officer's Representative (CO) for this contract.

Phoenix Indian Medical Center (PIMC)

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4212 N. 16th Street

Phoenix, AZ 85016-5319

Main Point of Contract at PIMC:

Attention: Sergio Barrera, PIMC

Telephone Number: (602) 263-1200, Ext. 6268

Email: Sergio.barrera@ihs.gov

Electronic Submission of Invoice Payment Requests