Performance Work Statement (PWS).pdf

PERFORMANCE WORK STATEMENT

SMALL-FORMAT COLOR AND BLACK & WHITE REPRODUCTION EQUIPMENT

CONTRACT

INTRODUCTION-

DLA Data Management Services seeks to enter into a single award contract for the lease of Small- Format color reproduction equipment (“equipment”) and Black & White reproduction equipment along with the following associated ongoing services:

-Delivery and Installation of the Equipment;

-Maintenance and Repair of the Equipment;

-Provision of Consumable Supplies (Excluding Paper) for the Operation of the Equipment;

-Networking Functionality of the Equipment;

-Information Technology (IT) Security Accreditation and Technical Support for the Equipment;

-Training on Using the Equipment; and -Meetings, Reports and Administration Regarding the Equipment.

This is a base year contract with potential options up to a total of a 60 month lease period to include maintenance and repair. Equipment is to be delivered to and associated ongoing services provided at DLA Data Management Services facilities located throughout Japan/Okinawa. The estimated placement quantity per band is as follows:

Band 8 Color 3 Band 8 Black & White 4 Total 7

1.0 GENERAL INFORMATION

1.1 DLA Data Management Services requires the equipment and associated ongoing services at 3 locations throughout the Japan/Okinawa region. DLA Data Management Services locations are contained in Attachment ‐ Facility Locations. DLA Data Management Services will lease 5 devices.

1.2 Specific equipment capability requirements for usage bands 8 are set forth at Attachment ‐ Equipment Specification Requirements, minimum features section.

Offerors will review the Equipment Specification Requirements attachment as part of their technical proposal, for the equipment being offered (Attached Microsoft Excel document labeled Equipment Specification Requirements). Additionally, offerors are instructed to provide equipment based on, at minimum, the Equipment Specification Requirements that DLA Data Management Services specifies. Tandem connected units are not acceptable. Tandem connected units are defined as print engines housed in separate constructions connected to other printers to meet the page per minute requirements. Dual engines in a single footprint are acceptable provided all engines are housed within a single construction.

1.3 DLA Data Management Services likewise requires offerors to propose equipment for the following additional requirements: Document Scanner and Controller/Print Engine solution. On the Equipment Specification Requirements attachment, offerors will review their equipment proposal and answer as to the proposed item’s capability to meet minimum specifications. No pricing will be included on the Equipment Specification Requirements attachment. Pricing will be proposed separately in a different section of the Solicitation.

1.4 For this solicitation, the cost for security accreditation & technical support for deployment and sustainment, to meet Information Assurance requirements (see sub‐ sections 5.0/6.0 of this document), will be included in the price, as the Information Assurance requirements are considered inclusive.

2.0 DELIVERY AND INSTALLATION

2.1 Within ten (10) calendar days after contract award, the contractor shall conduct site surveys at each delivery location specified by the contract. The contractor shall provide a written analysis of the site survey with regard to the proposed equipment, which must include all of the following; space limitations of the location, electrical requirements to include exact specifications of power requirements and limitations, specification and utilization of electric outlets and network connections locations.

The survey shall also include environmental requirements (e.g. space, power) for a government provided PC/workstation and scanner. The written survey shall be provided to the point of contact on the contract within three (3) calendar days after survey is completed.

2.2 The Contractor shall install all equipment at the site specified within the time frames specified in the contract from DLA Data Management Services.

3.0 MAINTENANCE AND REPAIRS

3.1 The Contractor shall maintain at least 90% Monthly Uptime Availability (MUA) per machine. Refer to Section 8.0 Meetings, Reports and Administration, Para 8.2 for reporting requirements.

3.2 The Contractor shall replace, at no cost to the government, any device that does not maintain at least a 90% MUA two (2) times in any 180 day period with an equivalent device as evaluated and approved by DLA Data Management Services. Any replacement of a device must be accepted and approved via modification through the DLA Data Management Services Contracting Officer.

3.3 The Contractor shall provide 8:00 am‐5:00 pm, local time, maintenance and repair coverage which includes four‐hour service response for designated critical machines and eight‐hour service response for non‐critical machines for maintenance services including travel, parts, labor, software version upgrades (up to the hardware capability) and retrofits for all equipment including all components. Unless otherwise specified all color machines will be designated as critical. A telephone call shall not be deemed as an acceptable service response. The service technician must call the primary operator within 90 minutes for critical machines and four‐hours for standard machines to discuss the service problem and time of arrival. DLA Data Management Services estimates 30% of the devices will be designated critical machines. The technician must be able to perform all aspects of maintenance.

3.4 The Contractor must ensure all maintenance technicians are eligible for access to Department of Defense facilities in accordance with the authority in DoD Directive (DoDD) 5143.01 (Reference (a)) Directive Type Memorandum (DTM 09‐012) which establishes DoD access control policy and the minimum DoD security standards for controlling entry to DoD installations and stand‐alone facilities. Technicians not eligible will not be acceptable for the performance of maintenance or repair functions.

3.5 The Contractor will be responsible for initiating and coordinating the receipt of a one year or more DoD installation access pass for all maintenance technicians as well as renewals upon expiration for the duration of the maintenance requirements. Each technician assigned to a DLA Data Management Services facility will be required to acquire a long term access pass.

4.0 CONSUMABLE SUPPLIES

4.1 The Contractor shall provide all consumable supplies necessary for device operation using an automatic replenishment system.

• The phrase “consumable supplies” means all supplies necessary for device operation including but not limited to toner, developer, fuser oil, replacement parts, etc. Paper is excluded from the definition of consumable supplies.

• The phrase “automatic replenishment system” means a process where the contractor, without prompting of any sort from DLA Data Management Services, continuously delivers those consumable supplies to ensure the equipment it delivers under this contracting action runs properly while maintaining or exceeding the MUA set forth at paragraph 3.1.

• The contractor shall be responsible for the reclamation of expended toner cartridges, fuser modules, overflow containers and any other consumable items considered recyclable or hazardous to the environment. Prepaid mailing labels are one acceptable means for reclamation.

• The contractor will be responsible for supplying current and updated Material Safety Data Sheets on all consumables, supplied by the vendor, required to operate the equipment.

4.2 A minimum of a three month supply of all consumable supplies will be provided for each device at the time of equipment delivery and set up to all to allow for usage analysis in support of the automatic replenishment process. The contractor shall have the automatic replenishment process in place and fully functional within 90 days of the device installation.

5 NETWORKING FUNCTIONALITY

5.1 Upon award, DLA Data Management Service shall identify the specific pieces of equipment that require network testing, security accreditation, and approval. Within 21 calendar days of notification, the contractor shall deliver the identified equipment, at no cost to the Government, which shall be fully compliant with DoD Security Technical Implementation Guides (STIG) (Ref: http://iase.disa.mil/stigs/stig/index.html) and free of vulnerabilities, to the DLA Data Management Service production facility at Yokosuka, JP for testing. Testing will be performed for a maximum period of 75 days.

This testing will determine if the equipment meets all requirements, can function as delivered, and will develop a standard configuration that the vendor will use for all installations. All testing will be conducted by the vendor and approved by DLA Data Management Services. Upon notification of a discrepancy, the contractor will have 14 days to provide corrective action. The Contractor shall provide at no additional cost, onsite engineering assistance and other support necessary to configure, setup, and test the equipment. Failure to successfully complete all required testing may result in termination for cause.

5.2 Upon installation of each approved device, the Contractor shall provide a minimum of two (2) hours of technical and analyst support to the on‐site Information Technology personnel for each device installed.

5.3 The equipment shall operate on and coexist on a network supporting any and all of the following:

• Internet Protocol Version 4 (IPv4)

• Internet Protocol Version 6 (IPv6)

• Internet Protocol Version 4/6 (IPv4/6)

6 IT SECURITY ACCREDITATION & TECHNICAL SUPPORT

6.1 All devices/components shall have the capability of turning on and off any nonessential ports and protocols.

6.2 All devices/components shall have and are limited to the following DLA approved operating systems to include a true Multi-functional Device OS with the exception of those devices operating as a true Multi‐function device (scanner, controller and printer combined in one unit):

• Microsoft Windows 10

• Microsoft Windows 2012/2016 Server

• Solaris 10/11

Note: For the purposes of this award, Automatic Supply Replenishment is defined as a process whereby, based on average monthly volume or maintenance plans and overages ordered, the consumable supplies other than paper and staples are automatically delivered for each device at each location requiring no intervention or placement of orders by DLA Data Management Services personnel. In emergency cases DLA Data Management Services personnel will have access to a vendor ordering system or emergency phone number. For normal operations all consumables excluding paper and bindery consumables would be automatically delivered on a monthly basis.

http://iase.disa.mil/stigs/stig/index.html)

6.3 All equipment must provide for disk overwrite/purge/delete/erase in order to remove any remnant of processed data.

6.4 All devices/components shall be capable of auditing all administration/configuration changes and user submitted jobs including username, job type, and time. (Reference:

http://iase.disa.mil/stigs/stig/span‐stig‐v1r1.pdf).

6.5 The Contractor shall monitor industry standard vulnerability sites (e.g.

http://nvd.nist.gov/ ) and take appropriate actions if its equipment is subject to a known vulnerability. In addition, DLA Data Management Services will notify the contractor as security vulnerabilities are identified concerning the installed equipment.

When a vulnerability is identified, the Contractor shall patch all installed equipment within 30 days unless a shorter time period is directed by DLA Data Management Services. The Contractor shall provide the monthly Security Vulnerability Report per paragraph 8.5.

6.6 All Contractor‐provided software must remain supportable by the contractor and the original manufacturer through the life of the contract.

6.7 All hard drives that are put into service at DLA Data Management Services must remain in the custody of DLA Data Management Services. All hard drives, whether internal, external, removable, or otherwise, shall not be returned to the Contractor.

6.8 As part of the installation process, the Contractor will label all equipment, including each removable hard drive, with the appropriate classification as defined by DLA Data Management Services. DLA Data Management Services will provide the appropriate stickers.

6.9 DLA Data Management Services will be responsible for patching any Microsoft Windows systems that can be kept up to date via Microsoft WSUS or SCCM. The Contractor will be responsible for updating any Contractor specific software. All updates shall be coordinated with the regional DLA Data Management Services IT staff.

7 TRAINING REQUIREMENTS

7.1 The Contractor is required to provide, as part of the bid package, an outline of the training plan which includes the skill set of the intended trainers. As part of the training requirement each operator will be provided with hardcopy User Manuals which are concise, user friendly and provide specific steps and processes in all operational aspects in the use of the device and the accompanying peripherals, and front end/make ready software. A sample of the training manuals must be provided as part of the bid package. Failure to provide this with the bid package will result in a technically unacceptable bid.

PERFORMANCE WORK STATEMENT

http://iase.disa.mil/stigs/stig/span http://nvd.nist.gov/

7.2 The Contractor shall provide Equipment and Software Training at the specified DLA Data Management Services delivery location(s) within three (3) days of installation of each device. The training provided must be accomplished by a fully qualified and experienced employee of the contractor or subcontractor. Fully qualified is defined as having expert knowledge in all operational aspects of the device and the accompanying front end/make ready software. The training will consist of a minimum of two consecutive, eight hour days. If employees who have completed the minimum training required are not proficient in the operation of the devices, peripherals and software required to effectively operate the equipment, the Contractor will be required to return, at no additional cost to DLA Data Management Services, to provide additional training up to an additional two consecutive 8 hour training sessions. Where DLA Data Management Services has new hires, upon the DLA Information Operations (POC)’s request, the Contractor shall provide additional training within five days of request.

This will not exceed 4 additional training sessions during a twelve month period for each device placed.

• On line web based training is not an acceptable alternative for the initial training but can be used as an adjunct to the hands on training.

8 MEETINGS, REPORTS AND ADMINISTRATION

8.1 The Contractor shall prepare and submit an Installation Report that includes, at a minimum, the serial number and location to include DLA Data Management Services Office Group, military installation, and building number as applicable. The report will be sent to the DLA Information Operations (POC) named in the contract and to the Contracting Officer.

8.2 The Contractor shall provide a single POC for administration of the contract and a single

POC for service issues. The Contractor shall prepare and deliver a monthly Availability Equipment Report via mail or fax to each Office Group Production Manager and DLA Information Operations (POC) named in the contract. At a minimum the report shall contain the following for each device placed:

• Location

• Product Name

• Serial Number

• Units Produced

• Number Monthly of Service Calls

• Monthly Total Downtime

• Available Hours

• Percentage of Up‐Time/Availability

8.3 The Contractors’ Administrative POC and the Contractors’ Service POC shall attend, via conference call, a Quarterly Equipment Meeting with the DLA Information Operations (POC) held at DLA Data Management Services Mechanicsburg, PA, to discuss the report set forth in paragraph 8.2, above. The meeting discussion will be based on previous month(s) machine information.

8.4 The Contractor shall provide the DLA Information Operations (POC) with a Training Completion Report for all DLA Data Management Services personnel trained. The report must include trainee’s name, location, date, and equipment make and model trained on. Each report will be sent to the DLA Data Management Services POC responsible for that equipment location as indicated in the contract within 10 days of completion.

8.5 The monthly Security Vulnerability Report shall be provided by the Contractor to the DLA Information Operations (POC). The report shall contain the location of all devices, product name, serial number, details of the security vulnerability and its status.

8.6 The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics Agency via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/.

Reporting input will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2014. Contractors may direct questions to the help desk at:

http://www.ecmra.mil/.

9 EQUIPMENT AND ACCESSORIES

9.1 During the period covered under this contract, should the Government and/or the Contractor desire to substitute or upgrade equipment with technology improvements, all such actions shall be approved by the Contracting Officer prior to the Contractor taking any action.

9.2 The contractor shall provide devices that are new or remanufactured as well as currently manufactured, and actively marketed. The terms “new” and "remanufactured" are defined at FAR 52.211-5.

9.3 All equipment must be Energy Star Compliant in accordance with Executive Order 13514, October 5, 2009, Section 2, and paragraph h, sub paragraph (i).

10 NO GOVERNMENT OWNED OR FURNISHED PROPERTY/EQUIPMENT

10.1 Government owned or furnished property/equipment will not be offered or used as part of this Request for Proposal and resulting contract. In addition the Government will not provide administrative space for use by the contractor.

PERFORMANCE WORK STATEMENT

http://www.ecmra.mil/ http://www.ecmra.mil/

11 REMOVAL AND DISPOSAL OF EXISTING GOVERNMENT OWNED EQUIPMENT

11.1 Each piece of equipment purchased may require the removal and disposal of an existing Government owned production device. All existing devices are listed in Attachment ‐ Existing Device Locations, of the Solicitation. As part of the Contractors quoted price; prior to removal, DLA Data Management Services requires the Contractor to remove all hard drives from the controllers and print engines, turn the hard drives over to DLA Data Management Services, and provide documentation to the DLA Information Operations (POC) signed by the Contractor and the local DLA Data Management Services representative attesting to the hard drive removal and receipt by DLA Data Management Services. All hard drives will remain the possession of DLA Data Management Services. It will be the Contractor’s responsibility to remove and dispose of existing equipment. Offerors will have the opportunity to list the cost of removing the equipment when pricing the contract. Removal of existing equipment will be coordinated by the location POC named in the contract.

Duty Cycle: 10,000 scans per day

Document Srouce: Automatic Document Feeder (ADF) and Flatbed

Driver Support: Twain Driver (Microsoft Windows 10)

Automatic Document Feeder

Capacity: Min. 200 Sheets (letter/A4, 17 lb.)

Scanning Mode: Simplex and Duplex (Dual Camera ADF)

Min. Document Size: A5 (5.8 in. x 8.3 in.)

Max. Document Size: A3 (11.69 in. x 16.54 in.)

Min. Paper Weight: 11 lb Bond

Max. Paper Weight: 90 lb Index

Power Requirements: 100‐240 VAC, 50/60 Hz

Power Consumption: Energy Star Compliant

Service Options: 2 hour, 4 hour and 8 hour onsite response times

Optical Resolution: 50 ‐ 600 dpi

Grayscale:

10 bit/1024 level (internal), 8 bit/256 level

(output)

Output: Color (24 bit), Monochrome, Grayscale (8 bit)

Rated Speed (@200 dpi, letter, landscape, monochrome, grayscale, color) Landscape: 90 ppm simplex, 180 ppm duplex

Portrait: 70 ppm simplex, 140 ppm duplex

Technology:

Dual Color Charge Coupled Device (CCD) image sensor

Color: 24‐bit single pass color

Light Source: RGB LED

Color Dropout: RGB and User Selectable, Front, Back, Both

Technology: Charge Coupled Device (CCD) image sensor

Color: NA

Light Source: LED

Color Dropout: NA

Minimum Scanner Specification

Color

Black & White/Grayscale

Additional Remarks/Notes/Comments, If Necessary

Flatbed Scanner

Minimum Features Section Power

Is product Energy Star Compliant?

Engine

Minimum 60 Impressions Standard Configuration (PPM/IPM) for Color, 100 PPM/IPM for Black and White, Per Minute text weight (20# Bond - 75g/m2) paper minimum Device is of a single footprint design.

Prints on up to maximum 11" x 17" inch stock Paper Handling of 20# bond (75g/m2) to 90# Index (163 g/m2).

Auto Duplex Printing Minimum 300 DPI (Dot's per inch) Paper Feed Supply, minimum 1,000 sheets Auto document Feeder Attached or Remote Auto document Feeder/Scanner Glass flatbed scanner Minimum of three paper drawers.

Inserter for preprinted or non-printed pages.

Interface Considerations Network ready Handle Postscript, PCL,TIFF, PDF.

Proposed machine posses integration capabability with the following binding options:

Standard stacker stapler Online booklet maker Online punch configuration available Online folder (Bi Fold at least) configuration available

Security Features Equipment and support available for testing and configuration.

Equipment fully compliant with DoD Security Technical Implementation Guides (STIG) (Ref:

http://iase.disa.mil/stigs/stig/index.html) and free of vulnerabilities.

Equipment must provide the ability to turn on and off any non essential ports and protocols.

Equipment must use one of the following DLA approved operating systems: (Mark yes to one or no to all as appropriate).

Microsoft Windows 10 Microsoft Windows 2012 Server Sun Solaris 10/11 The equipment must be capable of meeting DOD information security specifications when interfacing with classified materials to ensure no remnants of the classified data exists after the classified process has been completed.

Equipment must be capable of utilizing removable hard drives.

All equipment must provide for disk overwrite/purge/delete/erase in order to remove any remnant of processed data.

All devices/components shall be capable of auditing all administration/configuration changes and user submitted jobs including username, job type, and time. (Reference: http://iase.disa.mil/stigs/stig/span-stig-v1r1.pdf). All devices shall have the ability to export and archive audit logs.

Contractor shall patch all installed equipment within 30 days unless a shorter time period is mutually agreed upon.

Equipment must be capable of allowing passwords/pins to be changed.

Equipment must be capable of removing residual/latent data at the completion of a job.

Audit logs must be capable of auditing all administration/configuration changes and user submitted jobs including username, job type and time.

The equipment shall operate on and coexist on a network supporting any and all of the following:

• Internet Protocol Version 4 (IPv4)

• Internet Protocol Version 6 (IPv6)

• Internet Protocol Version 4/6 Hybrid (IPv4/6)

Additional Remarks/Notes/Comments, If Necessary

Configuration Number 1 (Basic Configuration) Engine.

Hard drives for engine and controller.

Original document handler.

Standard Paper feed delivery.

High Capacity Paper feed delivery.

Controller.

Inserter Module.

Standard Finisher.

Operating system.

Postscript handling option.

Oversized High Capacity Paper feed delivery Fax (Color device only)