PRINTER LEASE AND SUPPORT - STATEMENT OF WORK.pdf

STATEMENT OF WORK

MULTI-FUNCTION DEVICES

I. Project Title

Lease of seven (7) Multi-Function Devices (MFD) and Maintenance Support.

II. Background

The Chemawa Indian Health Center [‘aka’, Western Oregon Service Unit (WOSU)] of the Indian Health Service (IHS) leases multifunctional devices (MFDs) and associated lifecycle maintenance services to support the health care operations of the service unit. All seven MFDs see daily use, and the use of Network Printers is expected by the HHS Policy on Promoting Efficient Spending.

III. Scope The Contractor shall provide seven (7) MFDs under operating leases with comprehensive life cycle supplies, service, and maintenance.

IV. Specifications (Brand name or Equal)

a. Lease Seven (7) Multi-Function Devices, Brand HP LaserJet Enterprise MFP M636fh or Equal shall have the following salient specifications:

1. Print/Copy/Scan/Fax

2. Black & White

3. Energy Star Certified

4. Enhanced copy desk

5. Reverse automatic document feeder

6. Fax Kit (1st Line)

7. ESP Power filter 120V/15A basic

8. 600 DPI Print Resolution

9. Fully Automatic Duplexing

10. Automatic Document Feeder – 50 Sheet minimum

11. Minimum of (2) 500-Sheet Adjustable Trays up to 11x17, (3) on volume bands above 40 ppm.

12. Reduction/Enlargement 25%-400% in 1% Increments

13. Sorting/Stacking/Collation

14. Bypass Tray

15. Auto Paper Select

16. Auto Tray Switching Book Copying

17. Image Shift with Auto Center

18. Auto Power Save/Energy Save Mode

19. Network Interface Card/Network Printing Ready

20. Original Type Selection: Photo & Text, Photo, Text

21. Image Adjust: Lighten/Darken; Sharpness; Saturation

22. Image Enhancement: Auto Background Suppression

23. Job Interrupt with Automatic Resume

24. Secure Print

25. Hard-drive data encryption capability

26. Perform Multiple Tasks Simultaneously

27. Wireless print capability with option to disable

28. Scan to Network Folder/Email (PDF, Word, JPG, & Searchable PDF, editable, blank page removal)

29. Complies with the requirements of HHSAR 352.239-74 Electronic and Information Technology

Accessibility implementing Section 508 accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508.

b. Training

1. The Contractor shall provide training on use, function, and unique capabilities of the MFDs.

2. The Contractor shall coordinate the training with the Contracting Officer’s Representative (COR) and complete the training requirement within 90 days after the MFDs are installed.

c. Maintenance/Service

1. Period of Performance: 12 months with four (4) option periods

2. The Contractor shall provide monthly flat rate price for maintenance (includes unlimited copies each month and any parts or service needed throughout the contract term).

3. Maintenance and Emergency Service, minimum Standards:

3.1. The Contractor shall maintain the MFDs in good working order at manufactured recommended intervals.

3.2. The Contractor shall provide maintenance at manufacturer recommended intervals.

3.3. The Contractor shall provider consumable supplies for all print jobs except for copier paper.

3.4 The Contractor shall provide maintenance and unscheduled repair during business hours Monday through Friday, 7:30am to 5:00pm Pacific Standard Time, excluding federal holidays.

3.5 Replacements parts will be furnished by the Contractor on an exchange basis and will be new or equal to new in performance.

3.6 When MFDs become inoperable or fail to function properly, the Contractor shall make every reasonable effort to return the equipment to proper operating conditions, including providing labor and all parts necessary for repair of inoperative or improperly functioning equipment, within 5 business days of the government’s request for maintenance.

V. Deliverables and Delivery Schedule

1. The Contractor shall provide installation, supply, and removal of the MFDs at Western Oregon Service Unit.

2. The Contractor shall coordinate with the Contracting Officer’s Representative (COR) or the Service Unit’s Purchasing Agent to schedule the delivery and installation of the MFDs on June 01, 2025 or within 30 days of that date.

VI. Location

Services under this contract shall be provided at the following location:

Chemawa Indian Health Center Western Oregon Service Unit 3750 Chemawa Road Northeast Salem, Oregon 97305-1198

VII. Period of Performance

The period of performance is a Base Period of 12 months with up to four (4) - 12-month Option Periods. The Government may exercise options to extend the period of performance in accordance with FAR Clause 52.217-9 – Option to Extend the Term of the Contract (MAR 2000); upon written notification by the Contracting Officer within 60 days of contract expiration.

Period of Performance

Base Period | Year One (1) September 01, 2025 through August 31, 2026 Option Period I | Year Two (2) September 01, 2026 through August 31, 2027 Option Period II | Year Three (3) September 01, 2027 through August 31, 2028 Option Period III | Year Four (4) September 01, 2028 through August 31, 2029 Option Period IV | Year Five (5) September 01, 2029 through August 31, 2030

WOSU’s business hours are Monday through Friday, 7:30am to 5:00pm Pacific Standard Time. Services will not be provided on federal holidays.

VIII. Invoice Submission

The Contractor shall submit invoices once a month. Additionally, as prescribed in HHSAR 332.7003, HHSAR 352.232-71 – Electronic Submission of Payment Requests are required to utilize the Invoice Processing Platform (IPP) with the U.S. Department of Treasury’s Bureau of Fiscal Service. A complete invoice with all required back-up documentation shall be entered at https://www.ipp.gov.

For IPP support, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov http://www.ipp.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov

*No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the CS or the Office of Finance & Accounting. Failure to submit invoices through IPP will delay prompt payment of your invoice.

Invoices must be in one of the following formats: PDF, TIFF, or Word. No Excel formats will be accepted. The electronic file cannot contain multiple invoices; for example, 10 invoices require 10 separate files (PDF, TIFF, or Word).

(End of Statement of Work)