SOW_SPECS_LAKEWOOD_MFDS_06122023.pdf

Statement of Work

National Park Service

Multifunctional Device (MFD) Lease, Maintenance, & Relocation Services

June 14, 2023

1) Background

a) The National Park Service (NPS) must lease and secure associated lifecycle maintenance services and consumable supplies in Lakewood, CO for four (4) color, mid-volume, multifunctional devices (MFDs) that can print, copy, scan, and email paper or electronic files in support of NPS needs for a lease term of

60-months. The minimum specifications are listed in Attachment A. The quote must also include delivery, setup, training, networking, and one relocation from the current building to a new location in

Lakewood, CO. A cost per copy plan which includes maintenance and consumable supplies is desired.

Estimated volume for black and white is anticipated to be between 2,500 and 12,000 images per month, depending on the location of the MFD. The overall average for all MFDs is expected to range from 4,000 and 7,000 images per month. Estimated volume for color is anticipated to be between 2,500 and 20,000 images per month, depending on the location of the MFD. The overall average for all MFDs is expected to range from 5,000 to 12,000 images per month.

2) Scope

a) The contractor shall provide MFDs under operating leases with full-service maintenance and all associated consumable items and parts during the agreement. The contractor will also provide training, security measures, and one relocation of the MFDs from the current building to another location in

Lakewood, CO.

3) Performance Period

a) Base year: Effective date of award (EDOA) through 12 months from EDOA

b) Option Year 1: 13 months from EDOA through 24 months from EDOA Option

c) Option Year 2: 25 months from EDOA through 36 months from EDOA

d) Option Year 3: 37 months from EDOA through 48 months from EDOA

e) Option Year 4: 49 months from EDOA through 60 months from EDOA

f) 6-Month Extension

4) Requirements

a) Delivery and Installation

i) The MFDs must be delivered to and installed at the regional office serving the Department of

Interior Regions 6, 7, and 8, located at 12795 W. Alameda Parkway, Lakewood, CO 80228‐0287. The

MFDs must be delivered and installed to three separate floors in the building and an elevator available for transport.

ii) Preferred delivery and installation are 30 days after receipt of order (ARO).

iii) If delivery and installation cannot occur within 30 days ARO, provide anticipated delivery timeframe

(in days ARO).

iv) All quotes shall include free on board (FOB) delivery and installation of the MFDs.

b) Local Network Requirements

i) Required Specifications/Local Network Requirements Copier devices must be compatible with the

Microsoft Active Directory environment.

ii) Copier devices must be able to authenticate with eDirectory (LDAP) directory service.

iii) Copier devices must be networkable with IPV4 and IPV6.

iv) Vendor shall not have remote support capabilities to the product.

v) Bluetooth and wireless capabilities must be removed (preferred) or disabled.

vi) Must include data security plan to delete documents from the hard drive immediately after printing or provide all hard drives in the MFDs to NPS IT Services for proper disposal at the end of the lease and prior to their removal from the building.

vii) The contractor shall immediately provide written notice to the COR and CO all violations or suspected violations of NPS security policies, as well as the loss or suspected loss of equipment or data including Sensitive but Unclassified (SBU) or Personally Identifiable Information (PII) information.

c) Instruction Manual and Training

i) At the time of delivery and installation, the contractor shall provide training to adequately instruct

NPS personnel in the use of equipment.

ii) A manual or electronic file containing operating and service instructions for the equipment shall be delivered.

iii) Necessary warnings and safety precautions shall be included in both the training and the operating and service instructions provided.

d) Equipment Relocation, Removal, and Disposal

i) The contractor shall perform removal and disposal functions of the MFDs, for non-functioning devices or at the end of the term of the lease.

ii) The contractor shall perform a relocation and reinstallation of the MFDs, at a to be determined date and time, from 12795 W. Alameda Parkway, Lakewood, CO 80228‐0287 to the Federal Center at W

6th Ave & Kipling St, Denver, CO 80225.

e) Equipment Requirements and Specifications

i) All equipment shall be new and perform in accordance with the manufacturer's specification sheets.

The definition of new equipment is the latest model of regular stock product and in production at the time of award, and equipment shall not be remanufactured, reconditioned, showroom demonstrators, or otherwise used.

ii) All required elements, pieces, parts, or similar needed for the MFDs and the specified optional components to function must be included in any quote.

iii) Contractor to provide preventive maintenance service in accordance with contractor-provided schedule, on all units, to include cleaning, adjusting and inspection of each unit in accordance with original equipment manufacturer (OEM) standards for preventative maintenance and regularly scheduled service.

iv) Contractor is to repair and/or replace non-operational units.

v) All equipment quoted shall meet or exceed the specifications set forth in Attachment A: Specifications for Color Mid-Volume Multifunction Device.

f) Service Response Time

i) Contractor shall respond to verbal service calls by initiating repairs within twenty-four (24) hours after notification of a malfunction.

g) Invoicing and Payment

i) Invoicing and payment shall be accomplished through the Treasury's IPP.gov website from one consolidated monthly invoice for all equipment lease charges and monthly FSMA charges.

h) Performance Standards and Quality Assurance

i) The Government will perform quality assurance surveillance using any method it chooses as appropriate for the circumstance, including direct observation, electronic monitoring of systems using the contractor’s management solution, review of official receiving reports and building access logs, periodic audit or inspection of deployed devices, NPS verification and validation of contractor invoice data, NPS key operator/customer surveys and interviews, and any other available means to assess the contractor’s performance.

i) Quote

i) Provide the following information in the quote:

(1) Product literature of offered equipment

(2) Footprint size and electrical outlet requirement

(3) Energy Star and EPEAT status and ratings

(4) Lease termination ceiling

(5) Monthly lease amount

(6) Full-service maintenance agreement (FSMA)

(7) Delivery in days after award for delivery and setup of equipment.

(8) Data security plan to delete documents from the hard drive immediately after printing or provide all hard drives in the MFDs to NPS IT Services for proper disposal at the end of the lease and prior to their removal from the building.

(9) A single relocation and reinstallation for all MFDs from 12795 W. Alameda Parkway, Lakewood, CO 80228‐0287 to the Federal Center at W 6th Ave & Kipling St, Denver, CO 80225.

(10) A bid option for