Attachment___1_SOW__11-19-2014.doc

Attachment 1

STATEMENT OF WORK

SMALL-FORMAT COLOR 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 color 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.

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 associated maintenance and overages. Delivery orders will be issued for the initial equipment purchases and associated ongoing services from date of installation, for a period not to exceed the end of the current fiscal year in which the DO was issued. Subsequent task orders for associated services will then be issued annually upon expiration of the previous task order, and the period of performance will match that of the Government’s fiscal year.

Equipment is to be delivered to and associated ongoing services provided at approximately 147 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 25 Band 35 Band 45 Band 55 Band 65 Band 75 Total 150 1.0

GENERAL INFORMATION

1.1 DLA Document Services requires the equipment and associated ongoing services at approximately 147 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 150 devices over a five (5) year timeframe and that approximately 13% of the devices will be ordered from date of award through the initial five (5) months, spread throughout the enterprise geographic detailed above.

1.2 Specific equipment capability requirements for usage bands 25, 35, 45, 55, 65, and 75 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 the instructions tab). Additionally, offerors are so instructed of the possible equipment configurations that DLA Document Services may require, and assemble through delivery orders, including 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 requires offerors to propose equipment for the following additional requirements: Document Scanner, PC/Workstation, Document Software, and Controller/Print Engine. 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.

1.4 DLA Document Services requires offerors to propose a flatbed scanner to be used for processing paper documents. The minimum specifications for the scanners can be found on Attachment 1a. The contractor 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. DLA Document Services estimates 20 of the devices will be designated as critical.

1.5 DLA Document Services requires offerors to propose a Dell brand name or equal PC/workstation to be used for document manipulation. The minimum specifications/salient characteristics for the PC/workstation can be found on Attachment 1a. In order to support the processing of classified documents, the government also requires 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 contractor will jointly develop an approved Operating System Image that will be installed on each workstation, utilizing DLA Document Services standard Windows 7 image as a base. The offeror will be responsible for installation and any necessary configuration to ensure a complete printing solution.

1.6 DLA Document Services requires offerors to propose document management software on Attachment 1a. The offeror will provide a price for the initial cost per license and a yearly maintenance cost in section B of the solicitation. The contractor will be responsible for installation and any necessary configuration to ensure a completely functioning printing solution.

1.7 Because DLA Document Services uses a web ordering system based on EFI Digital Store Front for job submission, offerors shall provide a narrative description, in attachment 1a Line 9, of how each of the proposed print controllers integrates with EFI’s DSF MJM, PDF and JDF output files. Adobe PDF print ready files shall be generated directly from Digital Store Front and /or from Adobe Acrobat X. JDF files shall be generated directly from Digital Store Front and/or from Adobe Acrobat X. Each print controller is also required to accept and process native Adobe PDF and JDF.

1.8 The cost for IT Configuration, Certification & Accreditation, Installation and 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.

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. Specific delivery times will be indicated within each delivery order. The delivery dates will vary depending on such factors as geographic location, the number of devices placed, and complexity of the delivery order. Absent of any specifically dictated delivery terms listed in the delivery order, the following defaults time frames will apply: Delivery orders up to 20 devices will require installation within 30 calendar days from placement of the order. Delivery orders for 21 to 40 devices will require installation within 60 calendar days from placement of the order. Delivery orders in excess of 40 devices will require installation within 90 calendar days from placement of the order.

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 eight-hour service response for non-critical devices and four-hour service response for designated critical devices, 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 is not an acceptable service response. A service technician must call the primary operator within 90 minutes for critical devices and four-hours for standard devices to discuss the service problem and time of arrival. DLA Document Services estimates 20 of the 150 devices will be designated as critical. 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 hour options 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. This includes eight-hour service response for non-critical devices and four-hour service response for designated critical devices, 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. A 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 requirements for extended maintenance and repair coverage after normal business hours will be indicated on each order as needed, and will be requested, and are to be priced, in weekly or weekend increments. DLA Document Services estimates this type of extended maintenance may be required for approximately 20 out of the 150 devices, spread throughout the geographic covered in section 1.1.

3.5 The contractor must ensure all service technicians are eligible for access to Department of Defense facilities in accordance with the authority in DoD Directive 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 must be eligible at time of the award. Technicians not eligible will not be acceptable for the performance of maintenance or repair functions.

3.6 The contractor must obtain appropriate security clearances 90 days after contract award, up to “top secret,” for its technicians who service equipment located in restricted-access facilities. DLA-Document Services will assist the contractor with this task. DLA-Document Services estimates that this requirement will apply to no more than 35 of the 147 locations. The process to obtain a clearance will include filing a DLA form 1728, to be submitted to DLA HQ, for each contractor technician, in order to perform background verifications.

3.7 An overage is a monthly print volume for each band level that is allowed for the month. For example, if the monthly print volume is 500,000 prints per month and they go over that amount then we have to pay for every print after that.

3.8 The document software must process JDF job tickets through hot folders to better plan, schedule, and execute our job deliveries.

3.9 See attachment 1a for Equipment Specifications and attachment 1b for Configurations.

4.0

CONSUMABLE SUPPLIES

4.1 The contractor shall provide all consumable supplies necessary for device operation using an automatic replenishment system. A minimum of an estimated three (3) month supply of all consumable supplies will be provided for each device at the time of equipment delivery and set-up. The contractor shall have the automatic replenishment system fully functioning within 90 days of the device installation.

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, orders or intervention of any sort from DLA Document Services personnel– continuously delivers consumable supplies for each device at each location so that the equipment it delivers under this contracting action runs properly while maintaining or exceeding the MUA set forth at paragraph 3.1.

4.2 The contractor shall provide access to its vendor ordering system and/or a toll-free telephone number so that DLA Document Services personnel can order consumable supplies should the automatic replenishment system fail. (Providing this information or consumable supplies thereby does not excuse failure to meet the requirements in paragraph 4.1.)

4.3 The contractor shall reclaim expended toner cartridges, fuser modules, overflow containers and any other consumable items considered recyclable or hazardous to the environment. Prepaid mailing labels will be supplied for reclamation.

4.4 The contractor will provide current and updated Material Safety Data Sheets on all consumable supplies it provides.

5.0

IT CONFIGURATION

5.1 All devices/components shall be maintained and kept current with DOD/DLA required and approved operating systems, with the exception of those devices operating as a true Multi-function device (scanner, controller and printer combined into one unit). The following is the list of the current operating system requirements:

· Microsoft Windows 7 or current DoD required Operating System

· Microsoft Windows Server 2008 and 2008 R2 or current DoD required Operating System

· Sun Solaris 10 or current DoD required Operating System This list is not inclusive of any future requirements and or changes by the DoD or DLA. The contractor will be required to perform operating system updates and patches IAW future DoD or DLA directives.

5.2 All contractor-provided software (including Operating System) must be supported by the contractor and the software’s original manufacturer at all times it is in use. If it becomes apparent that either the contractor or original manufacturer will no longer support any contractor-provided software, the contractor must provide and install other software in coordination with DLA Document Services that is still supported by the contractor and the software’s original manufacturer.

5.3 Contractor solution must be capable of functioning in a common security environment, given that 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.

5.4 All devices must be capable of functioning with hard drives that are easily removable by the equipment operator for use in a classified environment. Each delivery order issued to the contractor will specify requirements for a removable hard drive(s) or standard hard drive(s).

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

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

5.7 All devices/components shall meet 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 include the use of removable hard drives and receive DLA Document Services approval, which will occur during the certification and accreditation process.

5.8 All devices shall be configured in compliance with all applicable DoD Security Technical Implementation Guides (STIG) (Ref: http://iase.disa.mil/stigs). Any known deficiencies shall be identified to DLA Document Services prior to the Certification and Accreditation testing phase for evaluation of acceptance.

5.9 The equipment shall operate and coexist on a network that can support each of the following:

· Internet Protocol Version 4 (IPv4)

· Internet Protocol Version 6 (IPv6)

· Internet Protocol Version 4/6 Hybrid (IPv4/6)

5.10 All devices/components shall have the capability of turning on and off any nonessential ports and protocols.

5.11 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 instructions and labels.

5.12 A standard baseline configuration shall be approved by DLA Document Services and used by the contractor for each installed site. All variances to the standard baseline shall be approved by DLA Document Services.

5.13 The use of USB flash drives are strictly prohibited at DLA Document Services locations. In addition, vendor technician devices (e.g. phones, laptops) are prohibited from being used on DLA Document Services equipment and network.

5.14 Section 508 Accessibility Standards - The user interface shall comply with Section 508 of the Rehabilitation Act of 1973, per the 1998 Amendments, and the Architectural and Transportation Barriers Compliance Board’s Electronic and Information Technology Accessibility Standards at 36 Code of Federal Regulations (CFR) 1194. The standard 1194.21 (Software applications and operating systems) has been determined to be applicable to this contract.

6.0 IT CERTIFICATION & ACCREDITATION, INSTALLTION AND TECHNICAL SUPPORT

6.1 Upon award DLA Document Services shall identify the specific pieces of equipment and software that require network testing, security accreditation, and approval. Within 21 calendar days of notification, the contractor shall deliver the identified equipment and software, at no cost to the Government, to the DLA Document Services production facility at Mechanicsburg, PA for testing of its compliance to the requirements set forth in the Statement of Work. The equipment must be free of vulnerabilities and be configured in a compliant manner with any known STIG deficiencies identified prior to the testing commencement for evaluation of acceptance. The DLA Document Services Information Assurance Manager will determine the acceptance or rejection of any residue risk as part of the Certification and Accreditation process. Testing will be performed for a maximum period of 75 calendar days. This testing will determine if the equipment meets all of the requirements of the Statement of Work, can function as delivered, and will develop a standard configuration that the contractor will use for all installations. All testing will be conducted by DLA Document Services with the contractor’s assistance and the acceptance of the award does not occur until testing has been completed. Testing will include but is not limited to vulnerability scanning, port scanning and STIG compliancy checks. Upon notification of a discrepancy, the contractor will have 14 calendar days to provide corrective action. The contractor shall, at no additional cost, provide onsite engineering assistance and other support necessary to configure, setup, and test the equipment. Delivery orders will be processed; however, until successful completion of the IT Certification and Accreditation phase as determined by DLA Document Services, no actual equipment delivery shall be made until the contracting officer provides a notice to proceed. Failure to successfully complete all required testing may result in termination for default.

6.2 Upon installation of each approved device, the contractor shall provide a minimum of two (2) hours of technical support to the on-site Information Technology personnel for each device installed.

6.3 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 vulnerability is identified, the contractor shall patch all installed equipment within 30 calendar 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.

6.4 The contractor shall be update all contractor supplied software except that DLA Document Services will be responsible for patching any Microsoft Windows systems that can be kept up to date via Microsoft WSUS or SCCM. In the execution of contractor initiated software updates, coordination shall be made with the COR named in the DO/TO, then with regional DLA Document Services IT staff.

6.5 All purchased hardware shall be registered under the “DLA” name for 3rd party technical support.

6.6 The contractor shall not have remote access to equipment unless authorized in coordination with the DLA Document Services IT staff in advance.

7.0

TRAINING REQUIREMENTS

7.1 The contractor is required to provide, as part of the proposal 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 software. A sample of the training manuals must be provided as part of the proposal package. Failure to provide this training manual sample with the proposal package will result in a technically unacceptable proposal.

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, English speaking, and experienced employee of the contractor or subcontractor. Fully qualified is defined as having expert knowledge in all operational aspects of the device and software. The training will consist of a minimum of two consecutive, eight hour days.

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. Webinars will serve only as additional training as required.

7.3 The contractor shall provide, under a separately priced CLIN, additional training sessions, as needed by the Government. Each training session will be comprised of two consecutive, 8-hour days sessions, teaching from approximately 2, up to 10 attendees. Situations where additional training may be ordered are 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, or where DLA Document Services has new hires requiring such training. Sessions will be scheduled through a task order. The contractor shall provide the training within ten (10) business days of the date of the receipt of the task order. This requirement will be spread throughout the enterprise geographic detailed in section 1.1 above. Estimated quantities are established in the price matrix of Section B- Schedule of Supplies – Services.

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 the trainees’ names, 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. If a substitution is needed the contractor must notify the Contracting Officer and a formal review process will be conducted. Substitutions will be provided at no cost to the government.

9.2 The contractor shall provide devices that are new or remanufactured as well as currently manufactured, and actively marketed. The terms “new” and “remanufactured” are defined at FAR 52.211-5.

10.0

GOVERNMENT OWNED OR FURNISHED PROPERTY/EQUIPMENT

10.1 Except as set forth in paragraph 11, government owned or furnished property/equipment will not be offered as part of this Request for Proposal (RFP) and resulting contract. Reliance, in whole or part, on any currently owned government equipment in fulfilling the requirements of this RFP (except as set forth in paragraph 11), will result in a technically unacceptable proposal.

10.2 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 the solicitation on Attachment 3- Existing Device Locations. As part of the contractor’s 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 shall 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.

The contractor shall be required to replace all of the designated equipment without re-using any current government owned equipment.

11.0

ECMRA

DLAD 37.103-90(a) (Revised February 14, 2013 through PROCLTR 2013-32)

The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics Agency via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: www.ecmra.mil/.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2014. Contractors may direct questions to the help desk at help desk at: www.ecmra.mil/.