(DRAFT) Attachment 1 SOW.pdf

STATEMENT OF WORK

SMALL-FORMAT B&W REPRODUCTION EQUIPMENT INDEFINITE DELIVERY /

INDEFINITE QUANTITY (IDIQ) CONTRACT

INTRODUCTION-

DLA Document Services seeks to enter into a single award Indefinite Delivery / Indefinite Quantity (IDIQ) contract for the purchase of Small-Format black and white (B&W) reproduction equipment (“equipment”) and 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.

In addition, DLA Document Services is interested in the offeror proposing a print management information system to manage order data. DLA Document Services also seeks to have existing government owned equipment, identified in delivery/task orders, removed from its facilities and disposed of.

The IDIQ will be for a 60 month ordering period, with an option period of 60 months for ordering additional years of maintenance and repair. Delivery orders will be issued for the initial equipment purchases and associated ongoing services from date of installation, for a period not to exceed 12 months. Subsequent task orders for associated services will then be issued annually upon expiration of the previous task order.

Equipment is to be delivered to and associated ongoing services provided at approximately 161 DLA Document Service facilities located throughout the Contiguous United States, Alaska, Hawaii, the District of Columbia, Guam and Puerto Rico. (See Attachment 2- Facility Locations.) The estimated placement quantity per band is as follows:

Band 8 117 Band 9 56 Band 10 112 Band 11 31 Band 12 15 Band 13 6 Total 337

Draft

Attachment 1

1.0 GENERAL INFORMATION

1.1 DLA Document Services requires the equipment and associated ongoing services at approximately 161 locations throughout the Contiguous United States, Alaska, Hawaii, District of Columbia, Guam and Puerto Rico. DLA Document Services locations are contained in Attachment 2- Facility Locations. It is estimated, but not guaranteed, that DLA Document Services will order approximately 337 devices over a five (5) year timeframe and that approximately 30% of the devices will be ordered from date of award through the initial three (3) months.

1.2 Specific equipment capability requirements for usage bands 8, 9, 10, 11, 12, and 13 are set forth at Attachment 1a- Equipment Specification Requirements, minimum features section.

Offerors will complete attachment 1a as part of their technical proposal, for the equipment being offered at each usage band level. (Attached Microsoft Excel document labeled attachment 1a.

begin on instructions tab).

Additionally, offerors are instructed of the possible equipment configuration options that DLA Documents Services may require configuration combinations including, but not limited to, those listed in Attachment 1b- Configuration Options. All proposed devices must, at a minimum, contain the requirements listed in configuration #1 (Basic Configuration). 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 Document Services likewise requires offerors to propose equipment for the following additional requirements: Document Scanner, PC/Workstation, Document Software, Controller/Print Engine and LCDS/SYSOUT solution. On attachment 1a- Equipment Specification Requirements, offerors will propose their additional item equipment/software on their respective tab, and answer as to the proposed item’s capability to meet minimum specifications. No pricing will be included on attachment 1a. (See instructions tab) Pricing will be proposed separately in Section B of the Solicitation. DLA Document Services may, at our option, use Government provided scanners, workstations and/or software.

1.4 DLA Document Services requests offerors to propose a non-flatbed and a flatbed scanner to be used for processing paper documents. The minimum specifications for the scanners can be found on Attachment 1a. The offeror will be responsible for installation and any necessary configuration to ensure a complete printing solution. The Contractor shall also provide 8:00 am- 5:00 pm, local time, maintenance and repair coverage which includes four-hour service response for designated critical scanners and eight-hour service response for non-critical scanners. Pricing will be proposed separately in section B of the solicitation.

1.5 DLA Document Services requests offerors to propose a PC/workstation to be used for document manipulation. As part of a standardization effort within DLA Document Services, the workstation must be from Dell. The minimum specifications for the PC/workstation can be found on Attachment 1a. In order to support the processing of classified documents, the government also requests proposal of a removable hard drive kit including an extra hard drive to allow the workstation hard drive to be cleanly swappable between classifications without having to open the case. The specifications for the removable hard drive kit can be found on Attachment 1a. DLA Document Services and the offeror will develop an approved Operating System Image that will be installed on each workstation. The offeror will be responsible for installation and any necessary configuration to ensure a complete printing solution.

1.6 DLA Document Services requests offerors to propose document management software described on Attachment 1a. As part of a standardization effort within DLA Document Services, this software will be the only software used for document manipulation. The offeror will provide a price for the initial cost per license and a yearly maintenance cost in section B of the solicitation. The offeror will be responsible for installation and any necessary configuration to ensure a complete printing solution.

1.7 DLA Document Services has implemented a web ordering system for job submission. To ensure maximized integration of the web ordering system (EFI Digital Store Front) to our print equipment, offerors shall provide a narrative description, in attachment 1a Line 9, of how each of the proposed print controllers integrates with EFI’s DSF PDF and JDF output files. Adobe PDF, print ready files shall be generated directly from Digital Store Front and /or from Adobe Acrobat

9.0. JDF files shall be generated directly from Digital Store Front and/or from Adobe Acrobat

9.0. Each print controller is also required to accept and process native Adobe PDF and JDF.

Attachment 1c- JDF File formats, contains six JDF files of differing formats. The contractor shall provide equipment that is capable of printing at least one of these JDF file formats.

1.8 Industry proven, COTS (Commercial Off The Shelf) Print MIS (Management Information System) will be proposed by the offeror. COTS Print MIS functionality requirements are attached as a tab in Attachment 1a, Equipment Specification Requirements. The print management information system is expected to be procured as a single Enterprise License (12 months), plus Enterprise maintenance, procured annually thereafter. The government does not expect to pay maintenance for the first 12 months after initial purchase. Pricing will be proposed separately in section B of the solicitation.

1.9 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 five (5) calendar days after issuance of a delivery order, the contractor shall conduct site surveys at each delivery location specified by the delivery order. The contractor shall provide a written analysis of the site survey 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 placement of electric outlets and network connections. The survey shall also include environmental requirements (e.g. space, power) for either a government provided PC/workstation and scanner or a purchased PC/Workstation and scanner, which will be utilized with other vendor provided equipment. The written survey shall be provided to the point of contact on each delivery order 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 each order from DLA Document 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 Document Services. Any replacement of a device must be accepted and approved via modification through the DLA Document 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. 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 Document 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 shall provide, when included on a task order, additional coverage under extended maintenance service hours to include 5:00 pm to 12:00 am (midnight) and/or 12:00 am (midnight) to 8:00 am, Monday through Friday; along with a 48 hour weekend service repair coverage on an ‘as needed’ basis, to cover all of Saturday and Sunday. Service will include four-hour service response for maintenance services including travel, parts, labor, software version upgrades (up to the hardware capability) and retrofits for all equipment including all components.

A telephone call shall not be deemed as an acceptable service response. The service technician must call the primary operator within 90 minutes to discuss the service problem and time of arrival. The technician must be able to perform all aspects of maintenance. All requests for extended maintenance and repair coverage after normal business hours will be indicated on each order as needed.

3.5 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.

3.6 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 Document 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.

4.1.1 The phrase “consumable supplies” means all supplies necessary for device operation including but not limited to toner, developer, fuser oil, replacement parts, etc.

Paper and staples are excluded from the definition of consumable supplies.

4.1.2 The phrase “automatic replenishment system” means a process where the contractor, without prompting of any sort from DLA Document 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.

4.1.3 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.

4.1.4 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.

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 Document Services personnel. In emergency cases DLA Document 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.

5.0 NETWORKING FUNCTIONALITY

5.1 Upon award, DLA Document 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 Document Service production facility at Mechanicsburg, PA for testing. Testing will be performed for a

Draft http://iase.disa.mil/stigs/stig/index.html� 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 Document 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. No delivery orders will be processed until successful completion of the testing and configuration phase as determined by DLA Document Services. Failure to successfully complete all required testing may result in termination for default.

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 Hybrid (IPv4/6)

6.0 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 with the exception of those devices operating as a true Multi-function device (scanner, controller and printer combined in one unit):

• Microsoft Windows 7

• Microsoft Windows 2008 Server

• Sun Solaris 10

6.3 All devices/components shall 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. The Contractor shall indicate the specific steps needed to ensure classified data is never disclosed. Any proposed process must receive DLA Document Services approval, which will occur during the security accreditation process. (See paragraph 5.1.) Section B specifies whether equipment will be configured with either a removable hard drive or a standard hard drive.

6.3.1 All machines must be capable of functioning with removable hard drives. Each delivery order issued to the vendor will specify requirements for a removable hard drive or standard hard drives. The removable hard drives will be used for the storage of classified material.

6.3.2 Machines initially ordered with standard hard drives must be capable of being reconfigured to work with removable hard drives if necessary.

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

6.5 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.

6.6 DLA Document Services is required to add additional software that is standardized within DLA Document Services including but not limited to: McAfee Epolicy orchestrator (multiple modules including AntiVirus and Host Intrusion Prevention), Arcsight Logger, Active Client Software and Tumbleweed Desktop Validator.

6.7 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 Document 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 Document Services. The Contractor shall provide the monthly Security Vulnerability Report per paragraph 8.5.

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

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

6.10 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 Document Services.

DLA Document Services will provide the appropriate stickers.

6.11 DLA Document 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 Document Services IT staff.

7.0 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

Draft Attachment 1 http://iase.disa.mil/stigs/stig/span-stig-v1r1.pdf� http://nvd.nist.gov/� must be provided as part of the bid package. Failure to provide this with the bid package will result in a technically unacceptable bid.

7.2 The Contractor shall provide Equipment and Software Training at the specified DLA Document 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 Document Services, to provide additional training up to an additional two consecutive 8 hour training sessions. Where DLA Document Services has new hires, upon the COR’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.

7.2.1 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.

8.0 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 Document Services Office Group, military installation, and building number as applicable. The report will be sent to the COR 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 COR named in the Delivery/Task order. 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, in person, a Quarterly Equipment Meeting with the COR held at DLA Document 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 COR with a monthly Training Completion Report for all DLA Document 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 Document Services POC responsible for that equipment location as indicated in the contract.

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

9.0 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 equipment that is new and currently manufactured and actively marketed. Remanufactured equipment will not be accepted. Offers must not offer reconditioned or remanufactured equipment and must not use or include existing government owned equipment. The Contractor will be required to replace all of the designated equipment without re-using any current government owned equipment. Reliance in part on any currently owned government equipment will result in a technically unacceptable bid.

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).

10.0 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.

11.0 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 3- Existing Device Locations, of the Solicitation. As part of the Contractors quoted price; prior to removal, DLA Document Services requires the Contractor to remove all hard drives from the controllers and print engines, turn the hard drives over to DLA Document Services, and provide documentation to the COR signed by the Contractor and the local DLA Document Services representative attesting to the hard drive removal and receipt by DLA Document Services. All hard drives will remain the possession of DLA Document 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 Task Order.