SP7000-14-Q-0015_Attachment_2_-_Performance_Work_Statement.pdf

PWS FY14‐1

PERFORMANCE WORK STATEMENT (PWS)

DLA DOCUMENT SERVICES

DLA Document Services NORFOLK Office Group seeks to enter into a contract for up to 48 months of services and equipment associated with 538 Multi‐Functional Devices (MFDs) and copier machines (hereafter collectively referred to as devices) including installation and removal, full service maintenance, all consumable supplies (excluding paper), key operator training, reports, relocations, network functionality, and network security.

The geographic scope of this contracting action is:

THE CONTIGUOUS UNTIED STATES (CONUS) does not include Alaska or Hawaii. See delivery schedule for initial installations.

OUTSIDE THE CONTIGUOUS UNITED STATES (OCONUS) and limited to a 50 mile radius and within the same country (ies) of the delivery schedule.

US FORCES UNITED KINGDOM

1.0 GENERAL INFORMATION.

This is a firm fixed price commercial acquisition.

1.1 The contractor is responsible to comply with all rules and regulations to obtain installation access in order to meet all response times stated in the PWS. The contractor shall comply with base access and vehicle registration requirements regarding contractor‐owned and contractor employee privately owned vehicles as set forth in the base/command regulations. All vehicles, including those with passes or decals, are subject to random search at any time.

1.2 All deliveries or services provided under this contract require a Customer Acceptance Form (attached) be signed and dated by the DLA Document Services’ customer.

Upon completion of any installations, deliveries, relocations, removals, maintenance services, or any support action, the contractor will provide the receiving customer with the Customer Acceptance Form, for their signature as a means of consent by the receiving agency/command that the action was completed.

This Customer Acceptance Form will be signed to include the following: (1) Activity Name, (2) Model and Serial numbers; (3) date of removal; (4) removal locations (to include building numbers, room numbers, (5) Information Assurance Managers (IAMs) or their designated assignee’s name, phone numbers, email addresses and their validating signature confirming receipt of the devices status.

This Customer Acceptance Form must be submitted to the DLA Document Services Contracting Officer Representative (COR) within 10 calendar days of completing the install/removal.

1.3 Invoices will be submitted via Wide Area Work Flow (WAWF) and will include a spreadsheet with the serial numbers and locations of each device on a monthly basis. Invoices will be in United States Dollars.

Attachment 2 - Performance Work Statement SP7000-14-Q-0015

No Invoice will be approved without a fully completed spreadsheet and the signed Customer Acceptance Form.

2.0 INSTALLATION & REMOVALS. The contractor shall:

2.1 Initial installations will be IAW the timeframes outlined in the chart below. Installation of optional devices can only be authorized by a Contracting Officer and will occur between months 1‐36; with no new installations required during months 37‐48. Regardless of installation date, all devices will maintain a co‐terminus Period of Performance (PoP) and will end at the completion of the 48th month unless an extension of the PoP is approved by the Contracting Officer.

2.2 The Government requires delivery to be made according to the following schedule:

Amount of Devices Per Contracting Action

Maximum Number of Calendar Days to Complete Installation

Up to 100 30

101 – 200 45

201 – 500 60

More than 500 90

2.3 Provide a toll free telephone number(s) to place service maintenance calls and order consumable supplies.

The contractor shall affix its toll free telephone number(s) on each device placed on this contract, as well as the DLA Document Services EMS sticker. (DLA Document Services will provide the stickers). In addition, the contractor shall ensure each device has the manufacturer’s name, model number, and machine serial number legibly stamped or affixed to the device in a readily accessible location. The contractor shall provide English speaking personnel at the toll‐free number(s) it provides in this paragraph.

2.4 Remove all devices and associated supplies from Government premises within thirty (30) calendar days of contract expiration or receipt of a valid removal order. Contractor is required to submit the Customer Acceptance Form after the removal. In the case of termination, DLA Document Services shall provide the contractor with a final cancellation and removal order depicting each device’s serial number, location, and local contact phone number. Devices not removed by the contractor within thirty (30) calendar days shall be deemed abandoned and subject to such disposal as the Government may deem appropriate at the contractor’s expense.

2.4.1 Upon termination or expiration of the contract, the hard drive and/or any component containing residual data, will be removed by the vendor/contractor and turned over to DLA Document Services (or its designated assignee) and provide written verification to the designated COR. In all cases where the customer or DLA Document Services requests to own the hard drive at the term of the contract and at time of removals, the contractor, as part of their quoted price, shall provide a replacement hard drive to ensure equipment is fully operational.

2.4.2 Government Owned Equipment, as part of the Contractors quoted price, when requested.

It will be the Contractor’s responsibility for removal and disposal of existing Government Owned Equipment which refers to those MFDs purchased and may require the removal and disposal from Government premises. 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 delivery order.

3.0 TRAINING. The contractor shall:

3.1 Provide on‐site training in English within three (3) business days after installation to key operators. A training schedule shall be established prior to device delivery and shall be noted on the installation report.

The training schedule shall show training dates and times. Special and remote areas shall be provided training at the new device’s location(s).

3.2 The contractor shall provide initial training upon installation of devices and any follow up training can be furnished via a quick reference desk guide in addition to a CD‐ ROM or web based self‐guided instructions

3.2.1 Quick reference guide should be single sheet, 2 sided print, no larger than 8.5 X 11 paper size, laminated, full color and easily stowed away with the device.

4.0 MAINTENANCE (Including Operational Standards & Performance). The contractor shall:

4.1 Maintain each device at a minimum 95% monthly available rate based on the 21 standard federal work days in a month. Maintaining the devices includes, but is not limited to, preventive maintenance, service calls, repairs, troubleshooting, and connectivity as well as all associated labor and travel.

4.2 Provide service technician support Monday through Friday from 8:00 a.m. – 4:30 p.m. local time, except varying Federal or local Holidays. The contractor shall provide a service technician who speaks English.

4.3 Respond to work stoppage situations within two (2) or four (4) business hours of a service call. A telephone call (unless it results in solving the problem) shall not be deemed as an acceptable service response. The service technician shall call the key operator within an hour to discuss service problem and time of arrival. It is estimated that 10% of service calls will be classified as “work stoppage” across the total device population on a yearly basis.

4.4 Respond to non‐work stoppage situations within four (4) or eight (8) business hours of a service call. A telephone call (unless it results in solving the problem) shall not be deemed as an acceptable service response. The service technician shall call the key operator within an hour to discuss service problem and time of arrival.

4.5 In the case of devices cleared for CLASSIFIED material, the contractor’s repair technicians shall have a

Department of Defense (DOD) security clearance equal to or higher than the classification of the device and be able to provide verification when requested.

4.6 Inform the designated COR within two (2) business days of the determination that device is non‐repairable and provide comparable replacement device within two (2) or five (5) business days from receipt of an order from the contracting officer.

5.0 CONSUMABLE SUPPLIES. The contractor shall:

5.1 Provide all consumable supplies (including staples) necessary for the operation of the devices. Paper is excluded as a consumable supply.

5.2 Deliver all required consumable supplies to the designated locations listed on the delivery schedule within two (2) business days after receipt of an order.

6.0 REPORTS. The contractor shall:

6.1 Provide to the designated COR a quarterly usage report in electronic (Microsoft compatible) format on the total and average monthly production volumes by serial number for all devices. Reports are due 15 business days in the months of December, March, June and September after the 3 month usage period is completed.

In addition, the COR may request adhoc usage report by serial numbers.

6.2 Submit a device installation report to the designated COR within ten (10) calendar days after installation.

Each installation report shall include an excel spreadsheet format (version 2003 or newer) that provides the Purchase Order Number (PO#) along with the following: (1) date of installation; (2) serial numbers/ CLIN;

(3) delivery locations (to include building numbers, room numbers, DLA Document Services’ customer names, phone numbers, email addresses); and (4) delivery report (packing slip or a separate spreadsheet) which clearly identifies the Contract Line Item Number(s) (CLINs) of the order.

6.3 Provide service history reports containing frequency of service calls, production volume between repairs, type of repairs, parts required, and device down time to the designated COR within 5 business days upon request for information.

6.4 Provide a summary of training report within 5 business days of training completion by serial number and listing personnel trained.

6.5 Maintain an accurate listing of all devices under contract (model, serial number, location) and provide to the designated COR with the monthly invoice. The contractor shall invoice in and be paid in U.S. Dollars.

7.0 EMS ‐ MODEL SUBSTITUTIONS. The contractor shall:

After contract award and initial installation, determine if an alternative solution (1) meets or exceeds all the requirements set forth in this Statement of Work, (2) meets or exceeds all the performance qualities set forth in the contractor’s quote, AND (3) can be offered at unit prices that are equal to or less than those of the contractor’s quote or the current contract price, whichever is less.

7.1 Provide confirmation of model discontinuance due to equipment life cycles.

7.2 Verify the substitution.

7.3 Validate no‐cost impact.

7.4 No model substitutions will be made without first receiving written approval by the contracting officer.

8.0 DEVICE RELOCATION. The contractor shall:

8.1 Provide relocations aggregating to an amount equal to the total number of devices under contract for each year of the contract. (For example, if there 36 devices under contract then the contractor will provide up to 36 relocations per year. This may mean relocating the same device 36 times, relocating 36 different devices once each, or any other combination thereof each year.) Relocations shall be limited to a 50 mile radius from where the devices to be moved are located and shall not require rigging or special handling. Devices shall not be relocated without written approval from the designated COR and shall be completed within 30 calendar days after receipt of the approved request. Contractor is also required to submit the Customer Acceptance Form after the relocation.

Note: Device relocation shall include the following depending on the needs of the Government: breakdown and packing of equipment, shipping, uncrating, re‐installation and key operator training.

9.0 DEVICES & CONFIGURATIONS. The contractor shall:

9.1 Provide devices for all Volume Bands that:

9.1.1 With the exception of short term rental devices, are new or remanufactured as defined at FAR

52.211‐5.

9.1.2 Comply with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. § 794d), and the Architectural and Transportation Barriers Compliance Board Electronic and Information Technology (EIT) Accessibility Standards (36 CFR part 1194) as amended. See Enclosure (1).

9.1.3 Comply with the Health Insurance Portability and Accountability Act (HIPAA) when installed at government medical sites.

9.1.4 Have these features/capabilities/configurations:

9.1.4.1 Reversing Automatic Document Feeder with minimum 30 page document capacity;

9.1.4.2 Automatic Duplexing;

9.1.4.3 Must be capable of accepting at least 50% or greater recycled 20 lb paper;

9.1.4.4 Devices with hard drives must have an encryption or overwrite capable Security Kit;

9.1.4.5 The default setting for device operation language shall be English;

9.1.4.6 Configure devices so the fax function is physically isolated from the network controller;

if function is requested;

9.1.4.7 Configure devices so that they are able to scan a document and save it as a .TIF (group class 4 compression) and a .PDF (group class 3 compression) file for those devices that this function is requested;

9.1.4.8 Configure devices Page Description Language (PDL) to support Adobe PS3, as well as PCL5e or PCL6;

9.1.4.9 Provide up‐to‐date software and drivers to include, but not limited to: print drivers and web interface drivers.

9.1.4.10 Equipment must be capable of operating using standard U.S. office 120 volt 15 amp 60 Hz AC electrical current or U.S. office 120 volt 20 amp 60 Hz AC electrical current. In the event the later (20 amp) is offered, the Contractor will clearly identify these models in proposals and in all price lists.

9.1.4.11 Preset/default to “draft” quality printing rather than “high” quality.

9.1.4.12 Desktop and server operating systems currently supported by Microsoft.

9.1.4.13 Provide up‐to‐date software and drivers to include, but not limited to: 32‐bit and 64 architecture driver support and web interface drivers;

9.1.4.14 In the case of MFDs, will be delivered with all USB ports disabled, except the port used to connect the device to a single computer, to prohibit the use of USB flash drives/thumb drives;

9.1.4.15 If File Transfer Protocol (FTP) services capability exists, the device must have secure FTP (SFTP) functionality available;

9.1.4.16 Have changing device settings so that the device moves to “sleep mode” at the end of the working day and on weekends.

9.1.4.17 Preset/default to toner efficient fonts. Fonts such as Century Gothic, Garamond or Times New Roman reduce toner costs over Arial.

9.2 Provide devices for Volume Band 0 that, in addition to what is set forth at paragraph 9.1; also have these features/capabilities/configurations.

9.2.1 Maximum Measurements: Width 25” x Depth 25” x Height 23” Desktop/tabletop device shall be small enough to fit on a desk or table comfortably without dominating the desktop/tabletop surface. Floor standing models are not acceptable;

9.2.2 Copy from/to multi‐sized materials up to and including 8.5 x 14 paper;

9.2.3 Feeds from at least two (2) paper sources, one of which must be a bypass tray.

9.3 Provide devices for Volume Band 1 and above that, in addition to what is set forth at paragraph 9.1, also have these features/capabilities/configurations:

9.3.1 At least 256 Megabytes of document management memory;

9.3.2 Multi‐Position Stapler Finisher;

9.3.3 Floor standing with wheels (or cabinets provided as needed);

9.3.4 Copy from/to multi‐sized materials up to and including 11 x 17 paper;

9.3.5 Feeds from at least three (3) paper sources one of which must be a bypass tray.

9.3.6 Preset/default output duplexing.

9.3.7 Preset/default output black and white printing on color devices.

9.4 Provide devices for Volume Band 2 and above that, in addition to what is set forth at paragraphs 9.1 and

9.3, also have these features/capabilities/configurations:

9.4.1 Feeds from at least four (4) paper sources one of which must be a bypass tray.

9.5 Provide an operator’s manual written in English with each device.

9.6 Only classified devices can be placed on the SIPRNET. Devices with hard drive shall be protected at the highest level of classified material produced.

Any one of the following conditions is acceptable for devices on Classified Networks:

9.6.1 Devices without hard drives ensure the MFD does not have an internal hard drive.

Provide devices that have No Hard Drive (See delivery instruction).

9.6.2 Removable Hard Drive (a removable hard drive is a hard drive the operator may easily remove, and reinsert into the device on a reoccurring basis).

9.6.2.1 Any Volume Band that is used for classified processing in a physical environment NOT approved for Open Secret Storage will require a removable hard drive so they can be removed and locked in an approved container/room.

Provide devices that have a Removable Hard Drive (See delivery instruction).

9.6.2.2 Any Volume Band that has a hard drive readily accessible and easily removable requires that the MFD must have a mechanism to lock and prevent access to the hard drive.

Provide devices that have a lockable cabinet door to prevent access to the Hard Drive

(See delivery instruction).

9.6.3 Devices with hard drives using an encryption or overwrite capable Security Kit are cleared for use with CLASSIFIED material; the contractor, working with the DLA Document Services COR and designated government Information Assurance (IA) and security personnel, will remove any/all non‐ volatile memory chips or cards, hard drives and surrender them to DLA Document Services (or its assignee).

Note: If the contracting officer has designated an assignee, the contractor’s written verification must include a validating signature from the designated assignee confirming receipt of the components.

10.0 NETWORK FUNCTIONALITY. For those devices that shall be connected to a DOD local area network, the contractor shall:

10.1 Devices shall be capable of being configured to comply with the current Defense Information Systems Agency (DISA) Security Technical Implementation Guide titled SPAN Multi‐Function Device (MFD) and Printer STIG (latest version and release), developed by DISA for the DOD.

URL for zip files of this DISA documents found at: http://iase.disa.mil/stigs/index.html.

Note: DOD policy prohibits the publishing of network configuration information, and therefore DOD installations will not fill out pre‐installation site surveys. The required information will be provided at time of installation by the local IT support.

Contractor shall supply onsite support during installation. At time of installation, the end user IT department shall be present for collaboration.

10.2 Provide technical and system analysis support and appropriate digital cards/products to successfully connect devices to DLA Document Services’ customer networks.

10.3 Provide, upon installation, two (2) hours of technical and analyst support to the agency network administrator onsite for each digital/multifunctional unit installed. Support may be requested for the physical and software interface of the controller/device to the DLA Document Services’ customer’s network.

Support shall be provided for network configurations based on agency hardware/software and initial Digital Site Survey provided prior to date of installation.

11.0 NETWORK SECURITY. For those devices that shall be connected to a DOD local area network, the contractor shall:

11.1 Warrant that the devices 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), A hybrid of IPv4 and IPv6.

11.2 Additional Network Security Requirements. If the box is checked, the contractor shall provide devices that:

11.2.1 NIAP: are successfully evaluated and validated based on the ISO/IEC 15408 Security Standard using a National Information Assurance Partnership (NIAP) approved Protection Profile.

11.2.2 DIACAP: Are capable of obtaining accreditation through the Department of Defense Information Assurance Certification and Accreditation Process (DIACAP). As part of this, the contractor agrees to provide all requested information and work in good faith with DLA Document Services so the DLA Document Services’ customer(s) can expeditiously obtain DIACAP accreditation. The contractor further agrees that should the DLA Document Services’ customer(s), after good faith efforts, not obtain DIACAP accreditation, the contractor shall remove the device(s) at no additional expense to the government to include, but not be limited to, waiving any and all early or premature discontinuance/termination/cancellation/etc. fees.

[Information regarding DIACAP is found in DOD Department of Defense Information Assurance

Certification and Accreditation Process (DIACAP) Instruction 8510.1 dated 10 November 2007.

http://www.dtic.mil/whs/directives/corres/pdf/851001p.pdf].

11.2.3 SMARTCARD: The contractor shall supply a SMARTCARD PKI Solution, which is compliant with DOD CAC and NIST FIPS 201 (PIV) standards. The contractor shall provide card readers that are capable of reading and processing all approved CAC and PIV cards. The contractor shall maintain compliance with DOD SMARTCARD and DOD PKI standards, and support all approved physical cards during the full lease period.

The contractor must produce certificates of compliance if requested.

CAC authentication is required for the following capabilities:

Scanning Copying Printing

11.2.3.1 Equipment shall be capable of digitally signing emails using the senders DOD PKI Certificate(s)

11.2.3.2 Equipment shall be capable of encrypting emails using the receivers DOD PKI Certificate(s)

11.2.3.3 Equipment shall be capable to scan to file on networked devices

NOTE: SIPRNET Devices are not compatible with the current CAC capabilities

11.2.4 Configured for installation at selected DOD or Federal Sites in accordance with the following:

The contractor shall (only applicable if checked):

NMCI

Provide networked equipment that is certified to operate on the Navy & Marine Corps Intranet (NMCI) for the "Printer, Scanner and Fax" functions. Certification is determined by being listed on the NMCI Certified Device List (CDL) at time of award.

ONENET

Provide networked equipment that is approved to operate on Outside the Continental United States (OCONUS) Navy Enterprise Network (ONE‐NET) for the "Printer, Scanner and Fax" functions. This equipment must be listed on the Naval Network Warfare Command (NETWARCOM) Approved Product List (APL) at time of award. See Enclosure 2

U.S. Army Sites: Provide devices that are configured for installation at U.S. Army Sites in accordance with the following:

Office of the Secretary of the Army Memorandum, NETC‐EST‐IA, 1 Nov 05, Subject: Army Implementation of Two‐Factor Network Authentication for User Accounts and Compliance with Homeland Security Presidential Directive‐12 (HSPD‐12) Army Regulation 25‐2, Information Assurance, 23 March 2009, Chapter 4‐5c(6) and Chapter 4‐12a (http://armypubs.army.mil/epubs/pdf/r25_2.pdf) Army CIO/G6 Message, SAIS‐ZA CIO/G, DTG 041939Z Feb 06, Subject: Army Accelerated Implementation of Common Access Card Cryptographic Network Logon, paragraph 2.

U.S. Air Force Sites:

Provide devices that are configured for installation at U.S. Air Force sites in accordance with the Multi‐User Information Systems guidance reference AFI 33‐202, Network and Computer Security and in conjunction with AFSSI 8580 Remanence Security. See Enclosure 3

11.3 Enterprise Management Tool (if checked contractor shall provide):

11.3.1 Enterprise Management Capability tool that manages devices. A commercially available management/monitoring software tool that will reside within the customers’ network in order to monitor, manage and generate usage to facilitate continued fleet optimization reports.

Configuration settings should be accomplished utilizing the .dlm format.

Enterprise Management Tool must use SNMP V3 The management tool must monitor meter reads, volume, usage, supplies consumed with notification to order more and provide device uptime performance on networked output devices.

See paragraph 13.0 for associated requirements beyond the commercially available management/ monitoring software tool.

Note: If a regulation cited in Paragraphs 10 or 11 is updated or revised, the contractor must comply with the most current version of the regulation.

12.0 CONTRACTOR PROGRAM MANAGEMENT. The contractor shall:

12.1 Assign a single point of contact to coordinate with the contracting officer and/or designated COR in all aspects of this contract. Quotes shall state the assigned point of contact’s name, title, business address, phone number and email address.

13.0 ADDITIONAL EXCEPTIONAL REQUIREMENTS.

If the box is checked, as part of its quoted price, the contractor shall:

13.1 Replace paragraph 4.2 to read:

4.2 Provide service technician support Monday through Friday from 8:00 a.m. – 4:30 p.m. Local time, except Friday, Saturday, and British Holidays. The contractor shall provide English speaking Service Technicians.

13.2 Seven (7) devices require an additional hard drive designated for classified work.

One (1) VB‐0B, three (3) VB‐1A2, one (1) VB‐1C2, one (1) VB‐3C2, and one (1) VB‐3D4 devices require these removable hard drives for classified work (one for unclassified and another for classified).

13.2A CLIN 020, VOLUME BAND 3D4 must have the following configuration: 4K paper finisher, large capacity tray and 3 x 500 sheet trays.

13.3 All service Technician must be escorted to the device requiring service. Foreign Nationals will not have access to classified device while classified hard drive is in the device.

13.4 CAC Readers are required for Ninety‐Eight (98) CLIN 001 VB‐0B and for Six (6) CLIN 002 VB‐0D MFDs

13.5 Assets in VB‐1A, 1C, 2C, and 3C standalone devices are required due to secure locations or network restrictions/lack of network infrastructure.

13.6 Add to paragraph 9.1

9.1.4.10 All equipment will be 220V 50/60 Hz

VOLUME BAND/CLIN STRUCTURE:

CLIN

Volume Band

Description Quantities

VB‐0

Low Volume Black and White or Color Desktop/Tabletop Devices:

Minimum 15 to maximum 24 pages per minute. 600 DPI or greater. (Applies to all volume band 0 requirements). Estimated maximum of 2,000 copies per month.

0B Networked Black and White Multi‐Functional Device.

With full Fax, Scan, Copy and Print Capabilities.

0002 0D Networked Color Multi‐Functional Device.

With full Fax, and Scan, Capabilities.

Volume Band0 Devices Desktop/Tabletop Devices cannot be combined with VBs 1‐5 below.

VB‐1

Low Volume Black and White or Color Devices:

Minimum 25 pages per minute B/W and a minimum 25 pages per minute Color. 600 DPI or greater with collating and staple finishing capabilities. (Applies to all volume band 1 requirements). Estimated maximum of 5,000 copies per month for B/W and 2,000 copies per month for color.

0003 1A Black and White standalone device. 29

1A1 Black and White standalone device.

With Fax Capabilities.

0004 1A2

Classified device capable of reproducing up to and including

TOP SECRET .

0005 1B Networked Black and White, Multi‐Functional Device.

With full Fax, Scan, Copy and Print Capabilities.

1B1 Networked Black and White Multi‐Functional Device.

(Print Only)

1B2

With (Fax) Capabilities.

1B3

With (Scan) Capabilities.

1B4 Networked Black and White Multi‐Functional SIPRNET only.

Classified device capable of reproducing up to and including

0006 1B5

With full Fax, Scan, Copy, Print and Common Access Card (CAC) Capabilities.

0007 1C Color standalone device. 4

1C1 Color standalone device.

0008 1C2

Classified device capable of reproducing up to and including

TOP SECRET .

0009 1D Networked Color, Multi‐Functional Device.

With full Fax, Scan, Copy and Print Capabilities.

1D1 Networked Color, Multi‐Functional Device.

1D2

1D3

1D4 Networked Color, Multi‐Functional Device SIPRNET Only.

0010 1D5 Networked Color Multi‐Functional Device.

With full Fax, Scan, Copy, Print and Common Access Card (CAC) Capabilities.

0023 1E Option for Short‐Term Rental Devices: VB 1B (target single VB) Not to exceed twelve (12) months per device.

VB‐2

Mid Volume Black and White or Color Devices: Minimum 30 pages per minute or greater B/W and a minimum 30 pages per minute Color. 600 DPI or greater with collating and staple finishing capabilities. (Applies to all volume band 2 requirements).

Estimated maximum of 10,000 copies per month for B/W and 5,000 copies per month for color.

2A Black and White standalone device.

2A1

2A2

0011 2B Networked Black and White, Multi‐Functional Device.

With full Fax, Scan, Copy and Print Capabilities.

2B1

2B2

2B3

2B4

0012 2B5

With full Fax, Scan, Copy, Print and Common Access Card (CAC) Capabilities.

0013 2C Color standalone device. 1

2C1

2C2

0014 2D

With full Fax, Scan, Copy and Print Capabilities.

2D1

2D2

2D3

2D4

0015 2D5

With full Fax, Scan, Copy, Print and Common Access Card (CAC) Capabilities.

0024 2E Option for Short‐Term Rental Devices: VB 2D (target single

VB)

Not to exceed twelve (12) months per device.

VB‐3

High Volume Black and White or Color Devices:

Minimum 40 pages per minute or greater B/W and a minimum 35 pages per minute Color. 600 DPI or greater. (Applies to all volume band 3 requirements). Estimated maximum of 20,000 copies per month for B/W and 10,000 copies per month for color.

3A Black and White standalone device.

3A1

3A2

0016 3B

With full Fax, Scan, Copy and Print Capabilities.

3B1

3B2

3B3

3B4

0017 3B5

With full Fax, Scan, Copy, Print and Common Access Card (CAC) Capabilities.

0018 3C Color standalone device. 3

3C1

0019 3C2

Classified device capable of reproducing up to and including

TOP SECRET .

3D

With full Fax, Scan, Copy and Print Capabilities.

3D1

3D2

3D3

0020 3D4

Classified device capable of reproducing up to and including

TOP SECRET .

0021 3D5 Networked Color Multi‐Functional Device.

With full Fax, Scan, Copy, Print and Common Access Card (CAC) Capabilities.

VB‐4

High‐Volume High‐Speed, Black and White or Color Devices: Minimum 50 pages per minute B/W, minimum 40 pages per minute Color. 600 DPI or greater. (Applies to all volume band 4 B/W and all volume band 4 color requirements). Estimated maximum of 35,000 copies per month for B/W and estimated maximum of 20,000 copies per month for color.

4A Black and White standalone device.

4A1

4A2

4B

4B1

4B2

4B3

4B4

4B5

With full Fax, Scan, Copy, Print and Common Access Card (CAC)

4C Color standalone device.

4C1

4C2

4D

4D1

4D2

4D3

4D4

4D5

With full Fax, Scan, Copy, Print and Common Access Card (CAC)

VB‐5

High‐Volume High‐Speed, Black and White Devices: Minimum 55 pages per minute with a maximum 70 pages per minute. 600 DPI or greater. (Applies to all volume band 5 requirements). Estimated maximum of 70,000 copies per month for B/W.

5A Black and White standalone device.

5A1

5A2

5B

5B1

5B2

5B3

5B4

0022 5B5

With full Fax, Scan, Copy, Print and Common Access Card (CAC) Capabilities.

TOTAL 538

Estimated total for Short Term Rental Devices. 30

CUSTOMER ACCEPTANCE FORM

Activity Name: Customer Address:

Customer POC Phone Number: Customer POC Email Address:

Contract Number:

NOTE: This document is required for all installations, relocations, maintenance services, deliveries and removals.

Use back for multiple installations or removals.

Device Manufacturer: Model #:

Serial Number: Training Date: (MM/DD/YYYY)

Service Date: (MM/DD/YYYY): Service Location (Room):

Installation Relocation Maintenance

Delivery of Supplies/Parts * Removal (IAM Signatures required)

Other (Describe here or on Back):

* IAM of Receipt of Hard Drive (Print Name): * IAM of Receipt of Hard Drive (Signature):

Contractor Technician Name (Print): Technician Signature:

Customer Accepting Receipt of device (Print): Must be the EMS

COR Manager, or designated representative.

Customer Signature:

CLIN#: Model #: Serial Number: Service Location (Room):

Customer Acceptance Form

CLIN#: Model #: Serial Number: Service Location (Room):

NOTE: This space below is for any action other than an installation, relocation, maintenance, delivery and/or removal.

Customer Acceptance Form (continued)

Enclosure 1 508 Compliance Document

PWS FY14

Government Product Accessibility Template for Multifunction Machines

Summary Column one includes all the Sections of the Standard that may apply to any deliverable. The total number of provisions within each Section of the Standard is shown in parentheses.

Column two identifies the total number of provisions that typically apply to a deliverable of this type. Some of these may not be features of the vendor’s deliverable. Conversely, others not noted may be features of the vendor’s deliverable. If the deliverable includes additional features, the accessibility of these features must also be considered.

Column three is for general notes about the Sections of the Standard. Some apply to all deliverables and some are specific to the deliverable.

Column four is a summary of the vendor’s response to applicable provisions and additional deliverable features from the Sections of the Standard.

Column five is where the vendor can note explanations for any of the preceding columns, e.g. there are differences between expected applicable provisions and actual product features.

CFR 1194 Standard Sections

Total Number of Applicable Provisions

Notes

Total Number of Supported Provisions Please explain

Fully Partial Not Section 1194.21 Software Applications and Operating Systems (12 provisions)

This Section applies if the multifunction machine is connected to a computer and has application software.

Section 1194.22 Web-based Internet and Intranet Information and Applications (16 provisions)

Section 1194.23 Telecommunications Products (14 provisions)

These four provisions apply to input devices such as integral parts of printers (keypads, touchscreens and contact sensitive controls) as referenced in 1194.25(c), Multifunction machines generally do not include telephones that can be used for voice communication.

Additional provisions from this Section would apply if the multifunction machine does include a telephone that can be used for voice communication.

Section 1194.24 Video and Multi-media Products (5 provisions)

Section 1194.25 Self- Contained, Closed Products (13 provisions)

Section 1194.26 Desktop and Portable Computers (4 provisions) 1

Multifunction machines do not typically have computer functions, but they often link to computers.

Section 1194.31 Functional Performance Criteria (6 provisions)

Functional performance criteria always apply.

Section 1194.41 Information, Documentation and Support (3 provisions)

If information, documentation, and support are to be provided by the vendor, then this Section applies.

Subpart B -- Technical Standards Note: If there is a possibility that the provision applies, the default value is “Yes”.

Column one is the full text of the provision from the Standard.

Column two documents the agency’s accessibility requirement based on common characteristics of the EIT deliverable. Place a Yes or No in this column based on program need and actual characteristics of your expected deliverable (i.e., Is this provision seen as applicable to the expected deliverable?)

Column three provides explanatory information about the provision to help both the agency in determining applicability and the vendor in providing accessibility information.

Column four is for the vendor to check off whether the deliverable meets, partially meets or does not meet the specific provision.

Column five is for the vendor to provide an explanation of how the deliverable meets or does not meet the specific provision. It is also an opportunity to explain why a deliverable does not have an applicable feature or why it has a feature that was not identified as applicable.

Section 1194.21 Software applications and operating systems

Provision Text Applicable Notes How does the EIT meet this requirement?

Please explain

(a) When software is designed to run on a system that has a keyboard, product functions shall be executable from a keyboard where the function itself or the result of performing a function can be discerned textually.

Yes

This applies if the multifunction machine uses a QWERTY keyboard.

Fully

Partially

No

(b) Applications shall not disrupt or disable activated features of other products that are identified as accessibility features, where those features are developed and documented according to industry standards. Applications also shall not disrupt or disable activated features of any operating system that are identified as accessibility features where the application programming interface for those accessibility features has been documented by the manufacturer of the operating system and is available to the product developer.

Yes

(c) A well-defined on-screen indication of the current focus shall be provided that moves among interactive interface elements as the input focus changes. The focus shall be programmatically exposed so that Assistive Technology can track focus and focus changes.

(d) Sufficient information about a user interface element including the identity, operation and state of the element shall be available to Assistive Technology. When an image represents a program element, the information conveyed by the image must also be available in text.

(e) When bitmap images are used to identify controls, status indicators, or other programmatic elements, the meaning assigned to those images shall be consistent throughout an application's performance.

Yes

In this requirement, the term “bitmap” refers to a broad number of image formats, such as .bmp, .gif, .jpeg, .tif and .svg.

(f) Textual information shall be provided through operating system functions for displaying text. The minimum information that shall be made available is text content, text input caret location, and text attributes.

(g) Applications shall not override user selected contrast and color selections and other individual display attributes. Yes

(h) When animation is displayed, the information shall be displayable in at least one non-animated presentation mode at the option of the user.

Yes

Self-scrolling and moving texts are considered animation.

(i) Color coding shall not be used as the only means of conveying information, indicating an action, prompting a response, or distinguishing a visual element.

Yes

This requirement is also addressed in provision 1194.25(g).

(j) When a product permits a user to adjust color and contrast settings, a variety of color selections capable of producing a range of contrast levels shall be provided.

Yes

See www.lighthouse.org/color _contrast.htm

This requirement is also

1194.25(h).

(k) Software shall not use flashing or blinking text, objects, or other elements having a flash or blink frequency greater than 2 Hz and lower than 55 Hz.

Yes

Other elements include turning graphics on and off or changing between images.

This requirement is also addressed in provisions 1194.22(j) and 1194.25(i).

(l) When electronic forms are used, the form shall allow people using Assistive Technology to access the information, field elements, and functionality required for completion and submission of the form, including all directions and cues.

Yes

This requirement is also

1194.22(n).

Section 1194.22 Web-based intranet and internet information and applications

Provision Text Applicable Notes How does the EIT meet this requirement?

Please explain

(a) A text equivalent for every non-text element shall be provided (e.g., via “alt”, “longdesc”, or in element content). No

(b) Equivalent alternatives for any multimedia presentation shall be synchronized with the presentation.

(c) Web pages shall be designed so that all information conveyed with color is also available without color, for example from context or markup.

(d) Documents shall be organized so they are readable without requiring an associated style sheet.

(e) Redundant text links shall be provided for each active region of a server-side image map.

(f) Client-side image maps shall be provided instead of server-side image maps except where the regions cannot be defined with an available geometric shape.

(g) Row and column headers shall be identified for data tables.

(h) Markup shall be used to associate data cells and header cells for data tables that have two or more logical levels of row or column headers.

(i) Frames shall be titled with text that facilitates frame identification and navigation

(j) Pages shall be designed to avoid causing the screen to flicker with a frequency greater than 2 Hz and lower than 55 Hz. No

(k) A text-only page, with equivalent information or functionality, shall be provided to make a web site comply with the provisions of this part, when compliance cannot be accomplished in any other way. The content of the text-only page shall be updated whenever the primary page changes.

(l) When pages utilize scripting languages to display content, or to create interface elements, the information provided by the script shall be identified with functional text that can be read by Assistive Technology.

(m) When a web page requires that an applet, plug-in or other application be present on the client system to interpret page content, the page must provide a link to a plug-in or applet that complies with Section1194.21(a) through (l).

(n) When electronic forms are designed to be completed on-line, the form shall allow people using Assistive Technology to access the information, field elements, and functionality required for completion and submission of the form, including all directions and cues.

(o) A method shall be provided that permits users to skip repetitive navigation links.

(p) When a timed response is required, the user shall be alerted and given sufficient time to indicate more time is required. No

Section 1194.23 Telecommunications products

How does the EIT meet this requirement?

Please explain

(a) Telecommunications products or systems which provide a function allowing voice communication and which do not themselves provide a TTY functionality shall provide a standard non-acoustic connection point for TTYs. Microphones shall be capable of being turned on and off to allow the user to intermix speech with TTY use.

(b) Telecommunications products which include voice communication functionality shall support all commonly used cross-manufacturer non-proprietary standard TTY signal protocols.

(c) Voice mail, auto-attendant, and interactive voice response telecommunications systems shall be usable by TTY users with their TTYs.

(d) Voice mail, messaging, auto-attendant, and interactive voice response telecommunications systems that require a response from a user within a time interval, shall give an alert when the time interval is about to run out, and shall provide sufficient time for the user to indicate more time is required.

(e) Where provided, caller identification and similar telecommunications functions shall also be available for users of TTYs, and for users who cannot see displays.

(f) For transmitted voice signals, telecommunications products shall provide a gain adjustable up to a minimum of 20 dB. For incremental volume control, at least one intermediate step of 12 dB of gain shall be provided.

(g) If the telecommunications product allows a user to adjust the receive volume, a function shall be provided to automatically reset the volume to the default level after every use.

(h) Where a telecommunications product delivers output by an audio transducer which is normally held up to the ear, a means for effective magnetic wireless coupling to hearing technologies shall be provided.

(i) Interference to hearing technologies (including hearing aids, cochlear implants, and assistive listening devices) shall be reduced to the lowest possible level that allows a user of hearing technologies to utilize the telecommunications product.

(j) Products that transmit or conduct information or communication, shall pass through cross-manufacturer, non-proprietary, industry-standard codes, translation protocols, formats or other information necessary to provide the information or communication in a usable format. Technologies which use encoding, signal compression, format transformation, or similar techniques shall not remove information needed for access or shall restore it upon delivery.

(k)(1) Products which have mechanically operated controls or keys shall comply with the following:

Controls and Keys shall be tactilely discernible without activating the controls or keys.

(k)(2) Products which have mechanically operated controls or keys shall comply with the following:

Controls and Keys shall be operable with one hand and shall not require tight grasping, pinching, twisting of the wrist. The force required to activate controls and keys shall be 5 lbs. (22.2N) maximum.

(k)(3) Products which have keys shall comply with the following:

If key repeat is supported, the delay before repeat shall be adjustable to at least 2 seconds. Key repeat rate shall be adjustable to 2 seconds per character.

(k)(4) Products which have keys shall comply with the following:

The status of all locking or toggle controls or keys shall be visually discernible, and discernible either through touch or sound.

Section 1194.24 Video and multimedia products

Provision Text Applicable Notes How does the EIT meet this requirement?

Please explain

(a) All analog television displays 13 inches and larger, and computer equipment that includes analog television receiver or display circuitry, shall be equipped with caption decoder circuitry which appropriately receives, decodes, and displays closed captions from broadcast, cable, video-tape, and DVD signals. As soon as practicable, but not later than July 1, 2002, widescreen digital television (DTV) displays measuring at least 7.8 inches vertically, DTV sets with conventional displays measuring at least 13 inches vertically, and stand-alone DTV tuners, whether or not they are marketed with display screens, and computer equipment that includes DTV receiver or display circuitry, shall be equipped with caption decoder circuitry which appropriately receives, decodes, and displays closed captions from broadcast, cable, videotape, and DVD signals.

(b) Television tuners, including tuner cards for use in computers, shall be equipped with secondary audio program playback circuitry. No

(c) All training and informational video and multimedia productions which support the agency's mission, regardless of format, that contain speech or other audio information necessary for the comprehension of the content, shall be open or closed captioned.

(d) All training and informational video and multimedia productions which support the agency's mission, regardless of format, that contain visual information necessary for the comprehension of the content, shall be audio described.

(e) Display or presentation of alternate text presentation or audio descriptions shall be user-selectable unless permanent. No

Section 1194.25 Self-contained, closed products

Provision Text Applicable Notes How does the EIT meet this requirement?

Please explain

(a) Self-contained products shall be usable by people with disabilities without requiring an end-user to attach Assistive Technology to the product. Personal headsets for private listening are not Assistive Technology.

(b) When a timed response is required, the user shall be alerted and given sufficient time to indicate more time is required. Yes

This requirement is also

1194.22(p).

(c) Where a product utilizes touchscreens or contact-sensitive controls, an input method shall be provided that complies with Section1194.23 (k) (1) through (4).

Yes

Many multifunction machines have either mechanically operated controls and/or touchscreens.

This requirement includes touchscreens and contact-sensitive controls that can be touched in any way; by the human body, a mouth stick, stylus, pencil, etc.

This requirement is addressed in provisions 1194.25(c), 1194.26(a), and 1194.26(b).

(d) When biometric forms of user identification or control are used, an alternative form of identification or activation, which does not require the user to possess particular biological characteristics, shall also be provided.

Yes

This requirement is also

1194.26(c).

(e) When products provide auditory output, the audio signal shall be provided at a standard signal level through an industry standard connector that will allow for private listening. The product must provide the ability to interrupt, pause, and restart the audio at any time.

Yes

This requirement applies, if auditory instructions are provided to the operator.

Auditory output includes audio voice output, not audible tones such as beeps.

(f) When products deliver voice output in a public area, incremental volume control shall be provided with output amplification up to a level of at least 65 dB. Where the ambient noise level of the environment is above 45 dB, a volume gain of at least 20 dB above the ambient level shall be user selectable. A function shall be provided to automatically reset the volume to the default level after every use.

Yes

This provision applies, if auditory output is provided through a speaker rather than a personal headset.

(g) Color coding shall not be used as the only means of conveying information, indicating an action, prompting a response, or distinguishing a visual element.

Yes

This requirement applies,…