Statement_of_Work.pdf

STATEMENT OF WORK

Wide Format B&W and Color Engineering Technical Drawing Equipment

INTRODUCTION-

DLA Document Services seeks to enter into a single award contract for the purchase of Wide- Format black and white (B&W) and Color Engineering Technical Drawing Equipment. The output will include but is not limited to National Geospatial Agency (NGA) HYDRO maps, Escape and Evacuation Charts 2 sided TYVEK (EVC), and multiple other land navigation and aerospace maps and charts.

The contract requires inclusion of the following associated ongoing services:

- Delivery and Installation of the Equipment;

- Maintenance and Repair of the Equipment;

- Provision of Consumable Supplies for the Operation of the Equipment;

- Networking Functionality of the Equipment;

- Information Technology (IT) Security Accreditation and Technical Support for the

Equipment;

- Training on workflow for the production of 1 sided and 2 sided maps and documents for

Print on Demand

- Meetings, Reports and Administration Regarding the Equipment.

1.0 GENERAL INFORMATION

1.1 DLA Document Services requires the equipment and associated ongoing services at specific CONUS locations to be determined. Initial location will be Norfolk, VA and San Diego, CA.

1.2 Specific equipment capability requirements for this device are set forth at Attachment 1a – Equipment Specification Requirements, minimum features section. 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.

1.3 DLA Document Services requires offers to propose a CET Q5-250H Large Format Color UV Ink Printer or like, with PC/Workstation that includes SAI-Flexi Rip or like software to be used as for processing files for printing. A secondary precision roll cutter with capability of cutting documents to size within +/- 1mm on both x and y axis automatically is part of the configuration. The minimum specifications for the equipment 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 two-hour service response for designated critical equipment and four-hour service response for non-critical equipment. DLA Document Services estimates no more than 10 of the devices will be designated as critical.

1.4 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 5 workdays after issuance of this contract, the contractor will conduct on-site surveys at each delivery location specified on the contract. The contractor will provide a written analysis of the site survey which will 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 written survey will be provided to the point of contact on each delivery order within 3 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 3 devices will require installation within 30 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 maintenance services including travel, parts, labor, software version upgrades (up to the hardware capability) and retrofits for all equipment including all components. A telephone call shall not be deemed as an acceptable service response. The service technician must call the primary operator within four-hours to discuss the service problem and time of arrival. The technician must be able to perform all aspects of maintenance.

3.4 The Contractor shall provide, when included on a task order, additional coverage under extended maintenance service hours to include 5:00 pm to 12:00 am (midnight) and/or 12:00 am

(midnight) to 8:00 am, Monday through Friday; along with a 48 hour weekend service repair coverage on an ‘as needed’ basis, to cover all of Saturday and Sunday. Service will include four-hour service response for maintenance services including travel, parts, labor, software version upgrades (up to the hardware capability) and retrofits for all equipment including all components.

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

3.5 The Contractor must ensure all maintenance technicians are eligible for access to Department of Defense facilities in accordance with the authority in DoD Directive (DoDD)

5143.01 (Reference (a)) Directive Type Memorandum (DTM 09-012) which establishes DoD access control policy and the minimum DoD security standards for controlling entry to DoD installations and stand-alone facilities. Technicians not eligible will not be acceptable for the performance of maintenance or repair functions.

3.6 The contractor must obtain appropriate security clearances, up to “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 5 of the 10 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.

4.0 CONSUMABLE SUPPLIES

4.1 The Contractor shall provide all consumable supplies necessary for device operation using an as ordered replenishment system. These supplies are ordered as necessary and not included but must be available upon order within reasonable timeframes.

4.1.1 The phrase “consumable supplies” means all supplies necessary for device operation including but not limited to ink, printheads, filters, media,, replacement parts, etc.

4.1.2 The phrase “as ordered replenishment system” means a process where the contractor can place orders by phone without generating a separate PO for all consumables needed for operation.

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 consumables.

4.3 The contractor shall reclaim any consumable items considered recyclable or hazardous to the environment. Prepaid mailing labels are one acceptable means 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 XP (Only for those devices dedicated to and directly connected to the SIPRNet) or current DoD required Operating System

• 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 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 is required to add additional software that is standardized within DLA 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 machines 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 Machines 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 must remain in the custody of DLA. 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 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 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. DLA will provide the appropriate instructions and labels.

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

5.13 The use of USB flash drives are strictly prohibited at 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 Where possible, systems shall be configured to utilize DoD Common Access Cards (CAC) for authentication. In some cases, this may not be possible due to the environment being installed such as a stand alone configuration.

6.0 IT CERTIFICATION & ACCREDITATION, INSTALLTION AND TECHNICAL

SUPPORT

6.1 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. DLA Information Assurance personnel will determine the acceptance or rejection of any residue risk as part of the Certification and Accreditation process. Testing will include but is not limited to vulnerability scanning, port scanning and STIG compliancy checks. The contractor shall, at no additional cost, provide onsite engineering assistance and other support necessary to configure, setup, and test the equipment in coordination with DLA. Failure to successfully complete Certification and Accreditation in a timely manner may result in termination for default.

http://iase.disa.mil/stigs

6.2 Upon installation of each approved device, the contractor shall provide a minimum of eight

(8) 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 a vulnerability is identified, the contractor shall work with DLA resources to 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 DLA IT will be responsible for patching any Microsoft Windows systems that can be kept up to date via Microsoft WSUS or SCCM. The contractor will be responsible for updating all other contractor supplied software. In the execution of contractor initiated software updates, coordination shall be made with the COR named in the DO/TO, then with the appropriate DLA IT staff.

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

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

7.0 TRAINING REQUIREMENTS

7.1 The Contractor is required to provide, as part of the bid package, an outline of the training plan which includes the skill set of the intended trainers. As part of the training requirement each operator will be provided with hardcopy User Manuals which are concise, user friendly and provide specific steps and processes in all operational aspects in the use of the device and the accompanying peripherals, and front end/make ready software. A sample of the training manuals must be provided as part of the bid package. Failure to provide this with the bid package will result in a technically unacceptable bid.

7.2 The Contractor shall provide Equipment and Software Training at the specified DLA Document Services delivery location within three (3) days of installation of each device. The training provided must be accomplished by a fully qualified and experienced employee of the contractor or subcontractor. Fully qualified is defined as having expert knowledge in all operational aspects of the device and the accompanying front end/make ready software. The training will consist of a minimum of two consecutive, eight hour days. If employees who have completed the minimum training required are not proficient in the operation of the devices, peripherals and software required to affectively operate the equipment, the Contractor will be required to return, at no additional cost to DLA Document Services, to provide additional training up to an additional two consecutive 8 hour training sessions. Where DLA Document Services has new hires, upon the COR’s request, the Contractor shall provide additional training within five days of request.

http://nvd.nist.gov/

This will not exceed 4 additional training sessions during a twelve month period for each device placed.

7.2.1 On line web based training is not an acceptable alternative for the initial training but can be used as an adjunct to the hands on training.

8.0 MEETINGS, REPORTS AND ADMINISTRATION

8.1 The Contractor shall prepare and submit an Installation Report that includes, at a minimum, the serial number and location to include DLA Document Services Office Group, military installation, and building number as applicable. The report will be sent to the COR named in the contract and to the Contracting Officer.

8.2 The Contractor shall provide a single POC for administration of the contract and a single POC for service issues. The Contractor shall prepare and deliver a monthly Availability Equipment Report via mail or fax to each Office Group Production Manager and COR named in the Delivery/Task order. At a minimum the report shall contain the following for each device placed:

• Location

• Product Name

• Serial Number

• Units Produced

• Number Monthly of Service Calls

• Monthly Total Downtime

• Available Hours

• Percentage of Up-Time/Availability

8.3 The Contractors’ Administrative POC and the Contractors’ Service POC shall attend, as requested by DLA Document Services a teleconference with the COR and others 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 Training Completion Report for all DLA Document Services personnel trained. The report must include trainee’s name, location, date, and equipment make and model trained on. Each report will be sent to the DLA Document Services POC responsible for that equipment location as indicated in the contract.

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

9.0 INVOICES.

9.1 The Vendor shall electronically submit “two in one invoices” in accordance with the Defense Federal Acquisition Regulations Supplement (DFARS) Clause 252.232-7003.

10.0 EQUIPMENT AND ACCESSORIES

10.1 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.

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

10.4 All equipment must be Energy Star Compliant in accordance with Executive Order 13514, October 5, 2009, Section 2, and paragraph h, sub paragraph (i).

11.0 NO GOVERNMENT OWNED OR FURNISHED PROPERTY/EQUIPMENT

11.1 Government owned or furnished property/equipment will not be offered or used as part of this Request for Proposal and resulting contract. In addition the Government will not provide administrative space for use by the contractor.

12.0 REMOVAL AND DISPOSAL OF EXISTING GOVERNMENT OWNED

EQUIPMENT

12.1 It will be the Contractor’s responsibility to remove and dispose of existing equipment.

Removal of existing equipment will be coordinated by the location POC named in the Task Order.

The following device will be removed by the vendor:

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 representatives, and provide documentation to the COR signed by the Contractor and the local DLA representative attesting to the hard drive removal and receipt by DLA Document Services. All hard drives will remain the possession of DLA Document Services.