PWS_Maintenance_8-28-18.pdf

PERFORMANCE WORK STATEMENT (PWS)

LARGE FORMAT PRODUCTION EQUIPMENT MAINTENANCE CONTRACT

INTRODUCTION-

DLA Data Management seeks to enter into a single award contract for the maintenance of large format production equipment (“equipment”) and the following associated ongoing services:

- Maintenance and Repair of the Equipment;

- Provision of Consumable Supplies (Excluding Toner and Paper) for the Operation of the Equipment;

- Networking Functionality of the Equipment;

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

- Meetings, Reports and Administration Regarding the Equipment.

Equipment List: See Attachment 1

1.0 MAINTENANCE AND REPAIRS

1.1 The Contractor shall supply all personnel and equipment necessary to provide maintenance and repairs on all devices (to include accessories) listed on Attachment 1 Equipment List

1.2 The contractor shall assess all devices within the first sixty (60) days of the contract start date.

This assessment shall be conducted on the device and any accessory listed in the CLIN configuration and shall include calibration, ensure devices are properly configured and set up, thorough cleaning, and an inspection that identifies any parts that are not functioning properly or need to be replaced. This shall be identified as a “tune-up” and is to be conducted annually if an option year exists for the device.

1.3 The contract shall conduct monthly preventative maintenance to include an inspection of the device and identify any work or wearing internal parts to prevent work stoppage due to broken parts.

Clean and inspect all paper sources/pick-up/feeds. Clean and inspect all installed accessories identified by each CLIN configuration. Check and install any software system releases (for CLINS identified as being online to a network), see Section 3.1 for further guidance.

1.4 If a device breaks and it is determined that the cost of the parts/hardware to fix the device is more than 50% of a new and/or refurbish model, then the device shall be removed from the contract (price for the new/refurbished device is determined by current commercial marketplace model of that device). The contractor must supply a detailed summary of the parts and price for the parts to the COR and Contracting Officer. Both parties must agree that the information is correct and that device shall be deemed inoperable and removed from the contract. The Government is responsible for physical removal of the device. A second opinion may be requested by the Government for the contractor to provide another technician for an estimate or for the Government to seek out a second opinion for a third party.

1.4.1 Prior to removal of any equipment from the contract, DLA requires the contractor to remove all hard drives from the controllers and print engines, turn the hard drives over to the DLA representative, 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.

1.5 The contractor shall maintain at least 90% Monthly Uptime Availability (MUA) per machine that shall be calculated based upon the 21 standard federal workdays in a month. MUA uses the following equation: (Uptime + Scheduled Maintenance)/ (Unscheduled Downtime + Uptime + Scheduled Maintenance).

1.6 The contractor shall provide 8:00 am-5:00 pm, local time, maintenance and repair coverage. A service technician must call the primary operator within four (4) hours to discuss the service problem and time of arrival. There is a twenty-four business hour service response resolution for all 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 resolution.

1.7 The contract shall provide technicians that are equipment manufacturer certified.

1.8 The contractor must ensure all service 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.

2.0 CONSUMABLE SUPPLIES

2.1 The contractor shall provide all consumable supplies necessary for device operation using an automatic replenishment system. The contractor shall have an automatic replenishment system fully functional within 60 days of the contract start date. The contractor shall also provide access to its vendor ordering system and/or a toll-free telephone number so that DLA Data Management personnel can order consumable supplies should the automatic replenishment system fail.

2.1.1 The phrase “consumable supplies” means all supplies necessary for device operation:

developer, fuser oil, replacement parts, etc. Paper, staples and toner are excluded from the definition of consumable supplies.

2.1.2 Replacement parts covered under this contract are: magnetizers, web fusers, waste containers, drum kits and bearings.

2.1.3 The phrase “automatic replenishment system” means a process where the contractor without prompting, orders or intervention of any sort from DLA Data Management 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 1.5.

2.2 The contractor shall reclaim expended fuser modules, overflow containers and any other consumable items considered recyclable or hazardous to the environment. Prepaid mailing labels are one acceptable means for reclamation.

2.3 The contractor will provide current and updated Hazardous Material Identification and Safety Data Sheets on all consumable supplies it provides. This is outlined under Federal Standard No. 313 and FAR Clause 52.223-3 and Defense Federal Acquisition Regulations Supplement (DFARS) Clause 252.223-7001.

2.4 This contract shall allow a firm fixed price for overages. Overages shall be determined based on usage for the unit of measurement “square feet” for printing and are defined as the amount of copies that exceeded the yearly allowable amount. On Attachment 1 lists the yearly amount of copies that are allowed for each CLIN. Since producing a particular quantity of printed pieces is not an exact science and relies on changing demand/needs, DLA Data Management has complied statistical information from Fiscal Year (FY) 2017 on how many copies were produced for each device. Overages shall not be authorized until the yearly amount for each CLIN is reached.

3.0 IT CONFIGURATION AND SOFTWARE

3.1 It is the contractor’s responsibility to install and updated KIP specific software on the devices that are identified as connected to the network. All software (except KIP specific software) shall be provided as needed by the Government. The Government shall provide and install Operating System (OS) and other non-proprietary software updates as required. If OS and standard software patches produces a work stoppage the contractor has twenty-four business hours to respond with corrective action, unless other timelines are approved by the COR and the contractor.

3.2 The contractor shall install any new KIP Specific software and assist, as needed, for software provided by the Government. If the device is functioning in a security environment, DLA is required to add additional software and maintain all software at current patch level that is standardized within DLA including but not limited to McAfee Epolicy Orchestrator (multiple modules including Antivirus).

3.3 All storage devices (whether internal, external, removable) to include but not limited to hard drives (HD), Solid State Drive (SSD), and all types of flash media (here into after referred to as storage devices) that are put into service at DLA must remain in the custody of DLA.

3.4 The equipment shall operate with the below network and systems:

• Internet Protocol Version 4 (IPv4)

• Internet Protocol Version 6 (IPv6)

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

• Microsoft Windows 10 or current DoD required Operating System

• Microsoft Windows Server 2008 R2, and 2012 R2 or current DoD required

Operating System

• Sun Solaris 10 or current DoD required Operating System

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

3.6 The contractor shall monitor industry standard vulnerability sites (e.g. http://nvd.nist.gov/ ) and take appropriate actions if equipment is subject to a known vulnerability. In addition, DLA Data Management will notify the contractor as security vulnerabilities are identified concerning the equipment as needed if not covered in standard patching. 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 is requested and agreed upon by both parties.

3.7 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.

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

3.9 The contractor shall not have remote access to equipment unless authorized in coordination with the Data Management IT staff in advance.

4.0 MEETINGS, REPORTS AND ADMINISTRATION

4.1 The contractors’ Administrative POC and the contractors’ Service POC shall attend, via teleconference when requested by either parties, an Equipment Meeting with the COR and any other necessary Government representatives to discuss any concerns either party may have. When the request is made, there shall be an overview of the topics to be discussed (i.e. which machines, problems occurring, etc.) so that all necessary parties can attend. The requested meeting shall occur within three (3) business days of the request unless both parties agree upon another date.

4.2 Monthly preventative maintenance report and initial/yearly tune-up report. The report(s) shall contain the information contained in Section 1.2 and 1.3 for each device and identify any vulnerabilities in Section 4.3. The reports shall also include the usage for B&W and/or Color for the sq ft used. The contractor is required to submit their own form at time of award and prior to being used, must be approved by the COR. After each monthly/yearly maintenance is accomplished, a Government POC shall sign this form as acceptance that work has been accomplished and the technician accomplishing the maintenance shall also sign the form. This form is used for the tracking and acceptance for the devices and may be submitted in conjunction with the invoice.

4.3 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 Data Management 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 Data Management. The contractor shall provide the monthly Security Vulnerability Report.

5.0 INVOICES

5.1 The Vendor shall electronically submit invoices in accordance with the Defense Federal Acquisition Regulations Supplement (DFARS) Clause 252.232-7006. A separate invoice shall be submitted each month for each of the 3 Service Acceptors specified on the equipment spreadsheet.

5.1.1 Three (3) Service Acceptors Codes and Locations for WAWF instructions -SA7023-Norfolk, Newport, Philadelphia -SA7081-Port Hueneme, Hill AFB and North Island -SA7042-Pensacola, Tinker, Ft Bragg

6.0 Contract Administration and Management

6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for DLA Data Management via a http://nvd.nist.gov/ secure data collection site. The contractor is required to completely fill in all required data fields using the following we address: http://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 2018. Contractors may direct questions to the help desk at: http://www.ecmra.mil/.

6.2 The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at the assigned regional levels and the contractor’s corporate offices.

6.3 The contractor shall establish processes and assign appropriate resources to effectively complete the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

6.4 The contractor shall provide management and support as required. The contractor shall provide for employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

http://www.ecmra.mil/ http://www.ecmra.mil/

Attachment 1 Performance Requirement Summary (PRS)

Required

Services & PWS Para

Performance Standard Remedy

Maintenance & Repairs 1.2

Contractor completes initial/annual Tune-Up with calibration

Remedy- provide summary and information is Section 1.4. If the unit does not reach a 90% uptime in the subsequent quarter, the Government and Contractor will meet to discuss next steps, which may include a removal of the unit.

Maintenance & Repairs 1.3

Contractor completes monthly preventive maintenance

Remedy- provide summary and information is Section 1.4. If the unit does not reach a 90% uptime in the subsequent quarter, the Government and Contractor will meet to discuss next steps, which may include a removal of the unit.

MUA

1.5 maintain at least 90% Monthly Uptime Availability (MUA) per machine

Remedy- provide summary and information is Section 1.4. If the unit does not reach a 90% uptime in the subsequent quarter, the Government and Contractor will meet to discuss next steps, which may include a removal of the unit.

Consumable Supplies 2.1-2.2

Provide all consumable supplies necessary for device operation

Remedy- provide a corrective action plan within 10 business days which covers automated supply renewal procedures.

Software 3.1-3.2 & 3.6

Software required Remedy- provide a corrective action plan within 10 business days. If the unit does not reach a 90% uptime in the subsequent quarter, the Government and Contractor will meet to discuss next steps which may include a removal of the unit.

Software 3.1-3.2 & 3.6

Software required Remedy- provide a corrective action plan within 10 business days. If the unit does not reach a 90% uptime in the subsequent quarter, the Government and Contractor will meet to discuss next steps, which may include a removal of the unit.

Reports 4.2

Provide monthly and annual report on each device which includes copies SQ FT counting.

Remedy-Submit Report with signatures or payments cannot be processed