Combined_Synopsis_Solicitation.pdf

DEFENSE LOGISTICS AGENCY

DLA CONTRACTING SERVICES OFFICE

5404 J AVENUE, BLDG 404

NEW CUMBERLAND, PA 17070-5059

Combined Synopsis/Solicitation

SP7000-19-Q-0011

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in

Subpart 12.6 – Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ) number SP7000-19-Q-1009.

This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC)

2005-101 effective 26 Oct 2018, and Defense Federal Acquisition Regulation Supplement (DFARS)

DPN 20181204 edition, and Defense Logistics Acquisition Directive (DLAD) Current to Revision 5, and PROCLTR 2018-10.

The solicitation will provide full and open competition, thus no set asides will be utilized. The associated North American Industrial Classification System (NAICS) code is 532420, and the small business size standard is $32,500,000.00. The Federal Supply Class code is 3610.

Period of Performance

Up to 60 month lease for 13 multi-functional devices. The estimated period of performance (POP) is listed below. Please refer to the Performance Work Statement, Attachment 1, for additional information.

The Order will consist of one (1) base year and five (5) option years

Base period: 08/01/2019 – 09/30/2019

Option 1: 10/01/2019 – 09/30/2020

Option 2: 10/01/2020 – 09/30/2021

Option 3: 10/01/2021 – 09/30/2022

Option 4: 10/01/2022 – 09/30/2023

Option 5: 10/01/2023 – 07/31/2024

Any award resulting from this solicitation will be issued on a Standard Form (SF) 1449.

All invoicing under this contract will be accomplished via Wide Area Workflow (WAWF).

OFFER SUBMISSION INSTRUCTIONS – Quotes must include the following items. Submission of a quote that does not contain all items requested below may result in elimination from consideration for award.

1. Quotations may be submitted in contractor format and shall include:

(1) Company name, address, telephone number, e-mail address, and FAX number

DEFENSE LOGISTICS AGENCY

DLA CONTRACTING SERVICES OFFICE

5404 J AVENUE, BLDG 404

NEW CUMBERLAND, PA 17070-5059

(2) Solicitation number

(3) Contractor DUNS Number and Commercial and Government Entity (CAGE) Code

(4) Unit Price and extended price for CLIN

(5) Technical information (as stated below under FAR 13.106-2)

(6) Signed acknowledgements of amendments (applicable only if any amendments are issued against this solicitation)

2. Contractors are required to include a copy of the FAR provision 52.212-3-Offeror Representations and Certifications-Commercial Items and DFAR 252.212-7000-Offeror Representation and

Certification-Commercial Items with its proposal or may indicate completion of the representations and certifications on the internet at http://orca.bpn.gov. Failure to include the certifications along with the price proposal or to complete the certifications on the internet may result in elimination from consideration for award.

FAR 13.106-2 Evaluation of Quotations or Offers – The Government intends to evaluate quotes in response to this quotation and will award one firm-fixed priced contract to the lowest price, technically acceptable contractor whose quote represents the lowest price. Therefore, to be considered for award, contractors are required to submit descriptive product literature/technical information which clearly indicates the product offered meets the Government minimum requirements. This information will be used to determine technical acceptability. Technical information will be evaluated for acceptability (only) on a pass/fail basis and will not be rated. Any contractor who has submitted technically acceptable product information will then have its quote evaluated for price.

All responsible sources may submit a capability statement, proposal, or quotation, which shall be considered by the agency.

All questions and inquiries should be addressed via email to the Contract Specialist POC, scott.arbegast@dla,mil and/or Contracting Officer POC, Timothy.Danowski@dla.mil – Request for Quotation Number SP7000-19-Q-1009.

Offerors responding to this announcement must submit their quotation via email to scott.arbegast@dla.mil. All quotes must be received by 8 April 2019 at 11:00 AM Eastern to be considered for award.

ATTACHMENTS:

ATTACHMENTS TITLE PAGES

1 Performance Work Statement 48

2 Delivery Schedule 1 http://orca.bpn.gov/ mailto:Timothy.Danowski@dla.mil mailto:scott.arbegast@dla.mil.

SUPPLIES/SERVICES: W074-N0D0R0717

ITEM DESCRIPTION:

VOLUME BAND 1D5 - COLOR MFD NETWORKED WITH FULL FAX, SCAN, COPY, PRINT AND CAC CAPABILITIES

QUANTITY: 8 UNITS X 2 MONTHS = 16 EA

MODEL #______________________________________

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT .

0001 W074-N0D0R0717 16.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2019 SEP 30

PREP FOR DELIVERY:

SHALL BE PACKAGED STANDARD IN ACCORDANCE WITH ASTM D 3951.

PARCEL POST ADDRESS:

FOR TRANSPORTATION SEE DLAD DLAD PROC NOTE C19. FOR FIRST DESTINATION TRANSPORTATION SEE DLAD PROC NOTE C20 AND

CONTRACT

FREIGHT SHIPPING ADDRESS:

VOLUME BAND 4D5 - COLOR MFD NETWORKED WITH FULL FAX, SCAN, COPY, PRINT AND CAC CAPABILITIES.

QUANTITY: 5 UNITS X 2 MONTHS = 10 EA

MODEL #___________________________________

0002 W074-N0D0R0717 10.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2019 SEP 30

PARCEL POST ADDRESS:

FOR TRANSPORTATION SEE DLAD DLAD PROC NOTE C19. FOR FIRST DESTINATION TRANSPORTATION SEE DLAD PROC NOTE C20 AND

SUPPLY/SERVICE: W074-N0D0R0717 CONT'D

CONTRACT

FREIGHT SHIPPING ADDRESS:

QUANTITY: 8 UNITS X 12 MONTHS = 96 EA

1001 W074-N0D0R0717 96.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

This line item is an option in accordance with the terms and conditions of the solicitation/award.

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2020 SEP 30

QUANTITY: 5 UNITS X 12 MONTHS = 60 EA

1002 W074-N0D0R0717 60.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

This line item is an option in accordance with the terms and conditions of the solicitation/award.

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2020 SEP 30

2001 W074-N0D0R0717 96.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

This line item is an option in accordance with the terms and conditions of the solicitation/award.

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2021 SEP 30

2002 W074-N0D0R0717 60.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

This line item is an option in accordance with the terms and conditions of the solicitation/award.

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2021 SEP 30

3001 W074-N0D0R0717 96.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

This line item is an option in accordance with the terms and conditions of the solicitation/award.

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2022 SEP 30

3002 W074-N0D0R0717 60.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

This line item is an option in accordance with the terms and conditions of the solicitation/award.

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2022 SEP 30

4001 W074-N0D0R0717 96.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

This line item is an option in accordance with the terms and conditions of the solicitation/award.

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2023 SEP 30

4002 W074-N0D0R0717 60.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

This line item is an option in accordance with the terms and conditions of the solicitation/award.

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2023 SEP 30

QUANTITY: 8 UNITS X 10 MONTHS = 80 EA

5001 W074-N0D0R0717 80.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

This line item is an option in accordance with the terms and conditions of the solicitation/award.

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2024 JUL 31

QUANTITY: 5 UNITS X 10 MONTHS = 50 EA

5002 W074-N0D0R0717 50.000 EA $ ________________ $ ________________

EMS Lease & Service Fixed Rate

(CON&OCON

PRICING TERMS: Firm Fixed Price

This line item is an option in accordance with the terms and conditions of the solicitation/award.

QTY VARIANCE: PLUS 0% MINUS 0%

INSPECTION POINT: DESTINATION

ACCEPTANCE POINT: DESTINATION

FOB: DESTINATION DELIVERY DATE: 2024 JUL 31

GOVT USE

External External External Customer RDD/ ITEM PR PRLI PR PRLI Material Need Ship Date .

0001 0078387120 0001 N/A N/A DAPSR0717 09/30/2019

0002 0078387120 0002 N/A N/A DAPSR0717 09/30/2019

1001 N/A N/A N/A N/A DAPSR0717 N/A

1002 N/A N/A N/A N/A DAPSR0717 N/A

2001 N/A N/A N/A N/A DAPSR0717 N/A

2002 N/A N/A N/A N/A DAPSR0717 N/A

3001 N/A N/A N/A N/A DAPSR0717 N/A

3002 N/A N/A N/A N/A DAPSR0717 N/A

4001 N/A N/A N/A N/A DAPSR0717 N/A

4002 N/A N/A N/A N/A DAPSR0717 N/A

5001 N/A N/A N/A N/A DAPSR0717 N/A

5002 N/A N/A N/A N/A DAPSR0717 N/A

Definitions

Unique item identifier.

Definitions

Data syntax and standards

Advance shipment notice

Definitions.

Electronic invoicing.

WAWF access.

WAWF training.

WAWF methods of document submission.

WAWF payment instructions.

Document type.

(Contracting Officer: Insert applicable document type(s).

Note: If a “Combo” document type is identified but not supportable by the Contractor's business systems, an “Invoice” (stand-alone) and “Receiving Report”

(stand-alone) document type may be used instead.)

Inspection/acceptance location.

(Contracting Officer: Insert inspection and acceptance locations or “Not applicable.”) Document routing.

(*Contracting Officer: Insert applicable DoDAAC information or “See schedule” if multiple ship to/acceptance locations apply, or “Not applicable.”)

Payment request and supporting documentation.

WAWF email notifications.

(Contracting Officer: Insert applicable email addresses or “Not applicable.”) WAWF point of contact.

(Contracting Officer: Insert applicable information or “Not applicable.”)

Representation.

PERFORMANCE WORK STATEMENT (PWS)

DLA INFORMATION OPERATIONS

DLA Information Operations EMS Division seeks to enter into a contract for up to 60 months of services and equipment associated with 13 Multi-Functional Devices (MFDs), accessories 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 OUTSIDE THE CONTIGUOUS UNITED STATES (OCONUS) and limited to a 50 mile radius and within the same country as shown below and on the delivery schedule.

Korea

1.0 GENERAL INFORMATION.

This is a firm fixed price commercial acquisition.

1.1 The contractor shall 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.

1.1.1 The contractor will subject its personnel to the Government's approval of access to all Government installations. The DLA Information Operations Point of Contact (hereby referenced as POC) along with the assigned Customer Relations Specialist (CRS) will coordinate with the commands’ points of contact to sponsor the contractor’s designated personnel on all Goverment installations for each specified base on the delivery schedule. All contractor employees must pass, at a minimum, a suitable local background check when being sponsored for access to the Government installation.

1.1.2 Any and all fees including the application process and or enrollement to access any installation or facility’s will be at the sole financial descretion of the contractor. DLA Information Operations will assist with Government sponsorship for services outlined in this PWS to help the vendor become compliant with security requirements.

1.2 All deliveries or services provided under this contract require a Customer Acceptance Form (Enclosure 1) be signed and dated by the DLA Information Operations’ customer.

1.2.1 Upon completion of any installations, deliveries, relocations, removals, maintenance services, or any support action, the contractor shall 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.

1.2.2 This Customer Acceptance Form will be signed to include the following: (1) Activity Name, (2) Model and Serial numbers; (3) date of installation and/or removal; (4) installation or 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 along with a customer signed packing slip/invoice for each device must be submitted to the POC within 10 calendar days of completing the install/removal.

Date created/revised:

FY18-2 Dec 18, 2018

ATTACHMENT 1

PWS FY18-2

1.3 Invoices will be submitted on a monthly basis via Wide Area Work flow (WAWF) on a spreadsheet with the serial numbers and locations of each device Invoices will be in United States Dollars. The first invoice will not be paid unless the Installation Report spreadsheet referenced in Paragraph 6.2 of the Performance Work Statement has been provided. No Invoice will be approved without a fully completed spreadsheet and the signed Customer Acceptance Form. There will be no interest penalty incurred by the government for delay of payment due to a vendor delay in providing the Installation Report.

1.4 The final invoice must include the Removal Report referenced in Paragraph 2.5 of this Performance Work Statement. Failure to provide the Removal Report will result in an invoice rejection. The government will not pay the final invoice until such time as the Removal Report has been furnished IAW Paragraph 2.5.

There will be no interest penalty incurred by the government for delay of payment due to a vendor delay in providing the Removal Report.

2.0 INSTALLATION & REMOVALS. The contractor shall:

2.1 Initial installations will be IAW the timeframes outlined in the chart below. Installation of additional devices can only be authorized by a Contracting Officer and will occur between months 1-48; with no new installations allowed during months 49-60. Regardless of installation date, all devices will maintain a co-terminus Period of Performance (PoP) and will end at the completion of the 60th month.

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 Information Operations EMS sticker. (DLA Information Operations 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. In the case of termination/cancellation, a Modification signed by the KO shall be issued to remove the device and shall provide the contractor with an effective date, 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. Contractor is required to submit the Customer Acceptance Form after the removal of a device.

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 Information Operations (or its designated assignee) and provide written verification to the designated DLA Information Operations POC. In all cases where the customer or DLA Information Operations 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 Information Operations requires the Contractor to remove all hard drives from the controllers and print engines, turn the hard drives over to DLA Information Operations, and provide documentation to the DLA Information Operations POC signed by the Contractor and the local DLA Information Operations representative attesting to the hard drive removal and receipt by DLA Information Operations. All hard drives will remain the possession of DLA Information Operations. 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.

2.5 Provide a Vendor Removal Report to the DLA Information Operations POC within (10) calendar days after removal. The Removal Report must be provided in an excel spreadsheet format (version 2003 or newer) that provides the Purchase Order Number (PO#) along with the following: (1) date of installation; (2) date of removal

(3) serial numbers/ CLIN; (4) removal locations to include building numbers, room numbers, customer “POC” name, phone numbers, email addresses; and (5) copy of trucking company pick-up order/GBL.

3.0 TRAINING. The contractor shall:

3.1 Provide on-site training in English within three (3) business days after installation to end users. 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 and/or online web-based training.

3.2.1 Quick reference guide shall 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, repairs, troubleshooting, connectivity and maintenance as required, to correct hardware and software malfunctions within 10 business days, and to mitigate high risk findings identified by customers running DOD approved network scanning tool 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 (2) 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 (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.

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

Department of Defense (DOD) security clearance equal to or higher than the classification of the device will be escorted by government personnel with the apporpriate security clearance and will be able to provide verification when requested.

4.5.1 In the case of devices cleared for CLASSIFIED material OCONUS, the contractor’s foreign-national technicians will be escorted by government personnel with the appropriate security clearance and will be able to produce proper identification/credentials when requested.

4.6 Inform the designated DLA Information Operations POC within two (2) business days of the determination that device is non-repairable and provide comparable replacement device within three (3) 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 DLA Information Operations POC a quarterly usage report in electronic (Microsoft compatible) format on the total and average monthly production volumes by serial number for all devices.

Quartery usage reports are due each December, March, June and September within 15 business days after 3 months of usage is completed. In addition, the DLA Information Operations POC may request adhoc usage reports by serial numbers.

6.2 Submit a device installation report to the designated DLA Information Operations POC 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 Information Operations’ 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 DLA Information Operations POC 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 DLA Information Operations POC with the monthly invoice. The contractor shall invoice in and be paid in U.S. Dollars.

6.6 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:

http://www.ecmra.mil/.

Reporting input 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: http://www.ecmra.mil/.

7.0 EMS - MODEL SUBSTITUTIONS. The contractor shall:

After contract award and initial installation, provide model substitution in accordance with the appropriate Volume Bands that (1) meets or exceeds all the requirements set forth in this Performance Work Statement, AND (2) 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 are 36 devices under contract then the contractor shall 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 DLA Information Operations POC 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 (See Enclosure 2) that:

9.1.1 Are new or remanufactured as well as currently manufactured, and actively marketed. The terms “new” and “remanufactured” are 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 (3).

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

9.1.4 Upon delivery, at no additional cost above the bid price, have the following features and configurations included as standard options:

9.1.4.1 The MFDs shall, upon delivery of the device, be able to meet the capabilities and functions specified within this paragraph, to include all scan, all print, all fax, all copy, basic inline finishing functions. Printing is defined as digital printing or reproduction output to hardcopy from a digital-based image or electronic document file, created in various software programs, directly to a variety of media using ink, toner, inkjet, or other dye/pigment based imaging system. Printing functions means the ability to select various print settings such as single sided; double sided; enlargement/reduction; varying paper sizes and orientation; various image control and quality settings such as color, where applicable; gray scale, draft mode etc. For the purposes of this Performance Work Statement, Digital Printing does not include 3D printing. Faxing capability is defined as analogue fax only. Scan functions are defined as standard scanning and network scanning with full integration to standard network infrastructure destinations, which comprises Scan-to-Email, Scan-to-Folder, Scan-to-Network, Scan-to-Server and PC. Full integration does not mean scanning to proprietary back-end content or document management systems supporting customized indexing or metadata requirements. Scanned documents must be made available as a .TIF and as a .PDF file format. Copying is defined as reproduction output from hardcopy to hardcopy to a variety of media using ink, toner, inkjet, or other dye/pigment based imaging system. Copy functions mean the ability to use an onboard automatic document feeder and provide for the selection of various document output settings such as single sided, double sided, image enlargement/reduction, varying paper sizes and orientation, various image control and quality settings such as color, where applicable, gray scale, draft mode etc. Basic inline finishing functions are defined as document collation, document stapling, stapling, offset of finished sets, when requested, choice of more than one output tray.

9.1.4.2 Automatic Duplexing; Reversing Automatic Document Feeder with minimum 30 page document capacity.

9.1.4.3 Operate correctly and efficiently using 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 will be, 2 sided printing, gray scale print and the default language setting shall be English.

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

9.1.4.7 Configure devices Page Description Language (PDL) to support Adobe PS3, as well as

PCL5e or PCL6.

9.1.4.8 Provide up-to-date firmware, software and drivers to include, but not limited to: print drivers and web interface drivers.

9.1.4.9 Equipment must be capable of 230 volt 50 Hz AC electrical current. No transformers will be used as an exception.

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

9.1.4.11 Desktop and server operating systems currently supported by Microsoft.

9.1.4.12 Provide up-to-date software and drivers to include, but not limited to: 32-bit and 64 architecture driver support and web interface drivers.

9.1.4.13 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 or card reader, to prohibit the use of USB flash drives/thumb drives.

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

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

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

9.1.4.17 Preset/default all MFDs to automatically go into sleep mode after 20 minutes of inactivity and automatically go into hibernation after an hour of inactivity.

9.1.4.18 Equipment must be capable of a “secure print” function using identification (ID) and password identification number (PIN) to retrieve documents from the device

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 2 that, in addition to what is set forth at paragraph 9.1, also have these features/capabilities/configurations:

9.3.1 At least 1 Gigabyte 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 two (2) adjustable paper trays 500 sheet minimum and (1) one bypass tray with

100 sheet minimum.

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 3 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) adjustable paper trays 500 sheet minimum and (1) one bypass tray with

100 sheet minimum.

9.5 Provide devices for Volume Band 4 and 5 that, in addition to what is set forth at paragraphs 9.1 and 9.3, also have these features/capabilities/configurations:

9.5.1 Feeds from at least four (2) adjustable paper trays 500 sheet minimum (1) one bypass tray with 100 sheet minimum and a high capacity tray with a 2000 sheet minimum.

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

9.7 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:

9.7.1 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).

9.7.1.1 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.

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.

Devices provided with hard drives shall have a lockable cabinet door to prevent access to the hard drive. In lieu of a locked cabinet, physical security measures must be in place and the drive cannot be easily removable. if drive is encrypted, or there is zeroization or other strong protection mechanism in place the requirement for a lock is not required.

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 Provide devices capable of being configured to comply with the current Defense Information Systems Agency (DISA) Security Technical Implementation Guide (latest version and release), developed by DISA for the DOD.

URL for zip files of this DISA documents found at:

https://iasecontent.disa.mil/stigs/zip/U_Multifunction_Device_and_Network_Printers_V2R11_STIG.zip https://iasecontent.disa.mil/stigs/zip/U_Multifunction_Device_and_Network_Printers_V2R11_STIG.zip

Note: DOD policy prohibits the publishing of network configuration information, and therefore DOD installations are not required to 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 network interface to successfully connect devices to DLA Information Operations’ customer networks.

10.3 Provide, upon installation a minimum of, two (2) hours of technical and analyst support to the agency network administrator onsite for each device installed. Support may be requested for the physical and software interface of the controller/device to the DLA Information Operations’ customer’s network. Support shall be provided for network configurations based on agency hardware/software.

11.0 NETWORK SECURITY. For those devices that shall be connected to a 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 Contractors shall monitor industry standard vulnerability sites (e.g. http://nvd.nist.gov/, https://www.us-cert.gov/ncas/alerts, http://oval.mitre.org/) and take appropriate actions if their equipment is subject to a known vulnerability. In addition, the customer will notify the contractor via DLA Information Operations as security vulnerabilities are identified concerning all equipment installed on the DOD Information Network (DODIN) When vulnerabilities are identified by either the contractor or the customer, the contractor shall provide remediation for distribution to all installed equipment in accordance with USCYBERCOM unless a different time period is directed by USCYBERCOM via DLA Information Operations. The TASKORD is For Official Use Only and is quoted below for reference:

Assured Compliance Assessment Solution (ACAS) assigns severity score of critical, high, medium and low to plug-in findings.

Critical findings reflect discovery of a common vulnerability and exposure (CVE) that poses significant risk to the confidentiality, integrity, and availability of DOD Information Networks. Actions to mitigate or remediate critical vulnerabilities should be initiated upon discovery with the goal of mitigation/remediation within 7 days.

Findings with a severity score of high should be addressed in the same manner as vulnerabilities addressed via Information Assurance Vulnerability Alert (IAVA) directives and mitigated or remediated within 21 days of discovery.

Findings with severity scores of medium and low should be addressed in accordance local Information

System Security Officer (ISSO) guidance until further notice.

ATTACHMENT 1

https://www.us-cert.gov/ncas/alerts https://www.us-cert.gov/ncas/alerts http://oval.mitre.org/

In all instances, DOD components should consider exposure to threat, mission impact, sensitivity of data, and current mitigating security controls when prioritizing implementation of fix actions.

In the event remediation cannot be achieved within the mandated timeline, a Plan of Actions and Milestones will be approved by the Customer's Authorizing Official or designee for risk acceptance.

11.3 Additional Network Security Requirements. The contractor shall provide devices that

11.3.1 The contractor shall supply an unclassified SMARTCARD PKI Solution, which is compliant with DODI

8520.02/8520.03, CNSSP-11 and NIST FIPS 201 (PIV) standards. The contractor shall provide card readers at time of installation that are capable of reading and processing all approved CAC and PIV cards.

11.3.2 The contractor must produce certificates of compliance if requested.

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

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

11.3.5 Equipment shall be capable to scan to file on networked devices.

CAC authentication is required for the following capabilities:

Scanning Copying Printing

11.4 Configured for installation at:

U.S. Army Sites.

The contractor shall 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.

11.5 Testing

11.5.1 DLA Information Operations will perform equipment testing, within available capabilities, in accordance with the guidelines and provision that have been outlined for each DOD agency.

Devices that have not been approved by DLA Information Operations will not be accepted to be placed on any network. All devices that are submitted for bid must be tested for compliance with Network Security as defined in section 11.0, all paragraphs and subparagraphs, prior to installation if applicable. If vendors have provided previous models for testing through DLA Information Operations those models will not have to be resubmitted for testing. These testing procedures only apply to new or refreshed models that have never been submitted for testing. The contractor shall deliver the proposed MFDs for each VB series to DLA Information Operations HQ, located at 5404 J Avenue BLDG 404 New Cumberland Pennsylvania 17070, for testing, at no cost to the government.

Estimated time for testing is 20 business days. Testing and approval shall be performed by the DLA Information Operations Equipment Management Solutions Department in conjunction with the contractor’s assistance. The Contractor shall provide at no additional cost, onsite engineering assistance and other support necessary to configure, setup, and test the equipment as needed.

11.5.2 DLA Information Operations has agreements with the Air Force and the Marine Corps to test devices on their specific networks upon completion of our internal testing process. If all MFDs pass the testing process, DLA Information Operations will submit a compliance memorandum to the Director of Contracting informing them that the devices have passed our preliminary testing process. Some additional procedures and testing will be required for devices to be compliant with other Department of Defense Networks. After completion of testing DLA Information Operations will submit the documentation/device to the appropriate testing facility, this is estimated to take 14-25 business days. Upon the completion of that additional testing, the vendor will proceed with installation. DLA Information Operations will exercise due diligence to mitigate and resolve any questions and/or concerns raised by that agency during the testing review process.

11.5.3 If the devices do not pass any of the proposed testing procedures for any reason and cannot provide a suitable replacement within 15 days, DLA Information Operations will not proceed with installation at customer locations and DLA Information Operations will terminate the contract for cause. In the event that not all proposed MFDs pass the testing, DLA Information Operations reserves the decision to submit or not submit testing results to the proposed agency for testing review.

11.5.4 For all devices tested and placed on the DLA Information Operations contract, the vendor will collaborate with DLA Information Operations to develop the testing results package. The vendor will develop the MFD Implementation Guide. The Implementation Guide will provide step-by-step instruction and screen shots to configure the MFDs in accordance with the testing results.

Government acceptance of the Implementation Guide is at the discretion of the DLA Information Operations Equipment Management Solutions Department.

11.5.5 Note: For current DOD instructions go to: http://www.dtic.mil/whs/directives/corres/ins1.html

12.0 CONTRACTOR PROGRAM MANAGEMENT. The contractor shall assign a single point of contact to coordinate with the POC in all aspects of this contract. Quotes shall state the assigned point of contact’s name, title, business address, phone number and email address.

http://www.dtic.mil/whs/directives/corres/ins1.html

Enclosure 1

PWS 18-2

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

DLA Information Operations POC.

Customer Signature:

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

Customer Acceptance Form

Customer Acceptance Form (continued)

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.

Enclosure 2

VOLUME BANDS

The table below identifies the monthly capacity for each volume band, as well as the minimum speed ratings required for each band. The speed ratings apply to B&W and color output for Volume Bands 1-5 as outlined in each category.

CLIN

Volume

Band Description Quantities

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.

1A Black and White standalone device.

1A1 Black and White standalone device.

With Fax Capabilities.

1A2

Classified device capable of reproducing up to and including

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.

Secret .

1B5

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

1C Color standalone device.

1C1 Color standalone device.

1C2

1D Networked Color, Multi-Functional Device.

1D1

1D2

1D3

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

001 1D5 Networked Color Multi-Functional Device.

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

1E Option for Short-Term Rental Devices: VB (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

2B

2B1

2B2

2B3

2B4 Networked Black and White Multi-Functional SIPRNET only.

2B5

2C Color standalone device.

2C1

2C2

2D

2D1

2D2

2D3

2D4

2D5 Networked Color Multi-Functional Device.

2E Option for Short-Term Rental Devices: VB (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

3B

3B1

3B2

3B3

3B4

3B5 Networked Black and White Multi-Functional Device.

3C Color standalone device.

3C1

3C2

3D

3D1

3D2

3D3

3D4

3D5

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 and a 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

4C Color standalone device.

4C1

4C2

4D

4D1

4D2

4D3

4D4

002 4D5

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

VB-5

High-Volume High-Speed,…