SOW Copier Lease 2025 - 2030-Signed_v2.pdf

Department of Health and Human Services Indian Health Service Oklahoma City Area

Statement of Work (SOW) Multi-Function Device (copier, fax, scan, email) Lease

1. PURPOSE OF THE PROJECT

The Indian Health Services (IHS) requires contract lease and preventive maintenance for 21 Multifunction Copier, Print, Fax, and Scanner equipment at the Pawnee Indian Health Center at 1201 Heritage Circle, Pawnee, Oklahoma 74058. The annual lease is based on a monthly rate for equipment of a type and quantity to meet the Health Center's needs for copying, faxing, and scanning. Also included in this SOW will be the toner(s) per machine, which is rated monthly at 120,000 black and white copies and 15000 color copies and prints per month.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide the following.

Each leased unit will have the following minimal capabilities: Copy, Fax, Print, Scan, and sort in black and white and color where specified with both legal and letter sized paper.

Each leased unit shall be able to receive faxes to a network directory folder, as well as scan to a network destination and be able to Fax from a desktop within the IHS network operation and policy requirements.

The copiers have to connect and function with our health systems. RPMS (Resource Patient Management System) computer language mump and cache’ within a Windows environment.

Two (2) Large Capacity Color Units will meet the minimum capabilities as stated below:

Four 550 sheet drawers Saddle Stitch Finisher/ 65 sheet staple 2-3 hole punch Max paper size 12x18 500 GB hard drive Analog Faxing capability Right side exit tray unit to separate fax and print/copy jobs Copy, scan, and print speed up to 50 pages per minute Fax from desktop Scan and Fax to network directory

Units to be placed in the Administration and Community Health Departments.

Five (5) Large Capacity B&W Units will meet the minimal capabilities as stated below, Four 550 sheet drawers 3,000 stacking finisher 2-3 hole punch Analog Faxing capability Dual Fax Boards Right side exit tray unit to separate fax and print/copy jobs

Oklahoma City Area

Copy, scan, and print speed up to 50 pages per minute

Units to be placed in the Business Office, Medical Clinic Front Office, Purchase Referred Care, Human Resources and Health Information Management Departments.

Fourteen (14) Medium Capacity B&W Units will meet the minimal capabilities as stated below, Two 550 sheet drawers Cabinet/Stand Analog Faxing capability Right side exit tray unit to separate fax and print/copy jobs Copy, scan, and print speed up to 35 pages per minute

Units to be placed in Dental, Audiology, Facilities Management, Property, Specialty Clinic, Medical/Nursing, Pharmacy, Optometry, Lab/Radiology, Physical Therapy, Purchased Referred Care (x3), and Behavioral Health Departments.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month option years.

Base Year: 12/28/2025 – 12/27/2026

Option Year 1: 12/28/2026 – 12/27/2027

Option Year 2: 12/28/2027 – 12/27/2028

Option Year 3: 12/28/2028 – 12/27/2029

Option Year 4: 12/28/2029 – 12/27/2030

4. LEVEL OF EFFORT

4.1. The contractor shall provide a 4-hour response time for service calls and tickets.

4.2. The contractor shall promptly provide service loaners when needed in the event of a machine failure to include training upon request after delivery of loaner. The loaner equipment must meet or exceed specifications of the copier it is replacing.

4.3. Training: The contractor shall provide training on usage and functions, new and old.

5. SPECIAL REQUIREMENTS

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5.1. In accordance with HHSAR 304.1303, To ensure compliance with Homeland Security Presidential Directive-12:

Policy for a Common Identification Standard for Federal Employees and Contractors (HSPD-12) It is the IHS policy that all staff and contractors who require physical access to federally controlled facilities and logical access to the IHS Information Technology (IT) networks and systems must obtain an HSPD-12-compliant access card. Individuals will be issued an access card upon meeting the HSPD-12 requirements and a favorable background investigation.

5.2. The USPHS Pawnee Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Pawnee Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Pawnee Indian

Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

5.5. Section 508 and Accessibility

· This product must conform to the Revised Section 508 (https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines) and WCAG 2.0 Level AA standards as outlined below.

· Solicitations for supplies and services shall require the submission of a Section 508 Product Assessment Template. The template can be found at https://www.itic.org/policy/accessibility/vpat

352.239-73 Electronic Information and Technology Accessibility Notice.

(a) As prescribed in HHSAR 339.203-70(a), the Contracting Officer shall insert the following provision:

Electronic and Information Technology Accessibility Notice (December 18, 2015)

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment

Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

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(b) Accordingly, any offeror responding to this solicitation must comply with established HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards.

(c) The Section 508 accessibility standards applicable to this solicitation are stated in the clause at 352.239-74, Electronic and Information Technology Accessibility.

In order to facilitate the Government’s determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508 Product Assessment Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and document—in detail—whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available under Section 508 policy on the HHS website http://www.hhs.gov/web/508.

In order to facilitate the Government’s determination whether proposed EIT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements. If a offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

Standards

The included standards that must be met for this contract are taken from the following two resources. Compliance with these standards is mandatory for Federal agencies subject to Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d).

Section 508 Standards and Guidelines: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines Web Content Accessibility Guidelines (WCAG) 2.0: https://www.w3.org/TR/WCAG20/

Hardware Accessibility

404 Preservation of Information Provided for Accessibility 405 Privacy 406 Standard Connections 407 Operable Parts 409 Status Indicators 410 Color Coding

Oklahoma City Area

411 Audible Signals 602 Support Documentation 603 Support Services 302 All Functional Performance Criteria - Note: Applies only when Chapter 4 does not address one or more functions of ICT (E204), or when an agency invokes "equivalent facilitation" (E101.2))

For Hardware that has closed functionality include

402 Closed Functionality

For Hardware with display screens include

408 Display Screens

Support Documentation Accessibility

E602.1 General - Documentation that supports the use of ICT shall conform to 602.

E602.2 Accessibility and Compatibility Features - Documentation shall list and explain how to use the accessibility and compatibility features required by Chapters 4 and 5. Documentation shall include accessibility features that are built-in and accessibility features that provide compatibility with assistive technology.

E602.3 Electronic Support Documentation - Documentation in electronic format, including Web-based self-service support, shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG

2.0 (incorporated by reference, see 702.10.1).

E602.4 Alternate Formats for Non-Electronic Support Documentation - Where support documentation is only provided in non-electronic formats, alternate formats usable by individuals with disabilities shall be provided upon request.

E602.3 Electronic Support Documentation - Documentation in electronic format, including Web-based self-service support, shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG

2.0 (incorporated by reference, see 702.10.1).

E602.4 Alternate Formats for Non-Electronic Support Documentation - Where support documentation is only provided in non-electronic formats, alternate formats usable by individuals with disabilities shall be provided upon request.

E603.1 General - ICT support services including, but not limited to, help desks, call centers, training services, and automated self-service technical support, shall conform to 603.

E603.2 Information on Accessibility and Compatibility Features - ICT support services shall include information on the accessibility and compatibility features required by 602.2.

E603.3 Accommodation of Communication Needs - Support services shall be provided directly to the user or through a referral to a point of contact. Such ICT support services shall accommodate the communication needs of individuals with disabilities.

WCAG – All WCAG 2.0 A & AA Success Criteria

EXCEPTION:

o Non-Web documents shall not be required to conform to the following four WCAG 2.0 Success Criteria:

2.4.1 Bypass Blocks, 2.4.5 Multiple Ways, 3.2.3 Consistent Navigation, and 3.2.4 Consistent Identification.

o E205.4.1 Word Substitution when Applying WCAG to Non-Web Documents. For non-Web documents, wherever the term "Web page" or "page" appears in WCAG 2.0 Level A and AA Success Criteria and Conformance Requirements, the term "document" shall be substituted for the terms "Web page" and

Oklahoma City Area

"page". In addition, in Success Criterion in 1.4.2, the phrase "in a document" shall be substituted for the phrase "on a Web page".

Appendix A – Section 508 of the Rehabilitation Act: Application and Scoping Requirements o E208 Support Documentation and Services

Appendix C – Functional Performance Criteria and Technical Requirements o 302 - Functional Performance Criteria o 602 – Support Documentation o 603 – Support Services

Functional Performance Criteria

301.1 Scope - The requirements of Chapter 3 shall apply to ICT where required by 508 Chapter 2 (Scoping Requirements), 255 Chapter 2 (Scoping Requirements), and where otherwise referenced in any other chapter of the Revised 508 Standards or Revised 255 Guidelines.

302.1 Without Vision - Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that does not require user vision.

302.2 With Limited Vision - Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited vision.

302.3 Without Perception of Color - Where a visual mode of operation is provided, ICT shall provide at least one visual mode of operation that does not require user perception of color.

302.4 Without Hearing - Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that does not require user hearing.

302.5 With Limited Hearing - Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited hearing.

302.6 Without Speech - Where speech is used for input, control, or operation, ICT shall provide at least one mode of operation that does not require user speech.

302.7 With Limited Manipulation - Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that does not require fine motor control or simultaneous manual operations.

302.8 With Limited Reach and Strength - Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that is operable with limited reach and limited strength.

302.9 With Limited Language, Cognitive, and Learning Abilities - ICT shall provide features making its use by individuals with limited cognitive, language, and learning abilities simpler and easier.

END of Provision 352.239-73

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

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6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply LAN connections, analog lines, and power requirements.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to:

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

Contract performance will be monitired using perfromance matrix as outlined below:

9.1. Service conducted in accordance with SOW: Yes No

9.2. Provided quality customer service according to PIHC mission: Yes No

9.3. Contractor abided by all applicable safety standards: Yes No

9.4. Issues addressed in a timely manner: Yes No

9.5. Invoices received timely and accurate: Yes No

Department Supervisor Signature:_________________________

Chief Operating Officer Signature:_________________________

Ron A.

Speakthunder -S

Digitally signed by Ron A.

Speakthunder -S Date: 2025.04.25 13:53:19 -05'00'

Joyce G. Oberly - S

Digitally signed by Joyce G. Oberly -S Date: 2025.04.25 14:02:27 -05'00'