Sussex MFD CSS.docx

36C24426Q0868 This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued.

Solicitation Number 36C24426Q0868 is issued as a Request for Quotation (RFQ) for MFD Copier Lease Services. This acquisition is set aside 100% for Service Disabled Veteran Owned Business (SDVOBs) concerns in accordance with FAR 19.502-2(a). The applicable NAICS is 532420 – Office Machinery and Equipment Rental and Leasing (size standard: $40.0M). The Product/Service Code (PSC) is W074 – Lease or Rental of Equipment – Office Machines, Text Processing Systems, and Visible Record Equipment. Only offerors who qualify as SDVOBs under NAICS 532420 are eligible for award.

This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

Any award resulting from this solicitation will be issued as a Purchase Order on Standard Form (SF) 1449 with a base year and four (4) option years, competed under Simplified Acquisition Threshold (SAT) procedures of FAR Part 12. Anticipated Period of Performance is September 1, 2026 – August 31, 2027 for the base year followed by four 1-Year option periods.

Place of Performance: Department of Veterans Affairs, Sussex Vet Center, 20653 Dupont Blvd, Georgetown, DE 19947 To receive an award, offerors must be registered in the System for Award Management (SAM) database at https://www.sam.gov prior to quote submission and must maintain active registration through final payment.

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

703-26-3-1751-0048 36C24426Q0868 08-1 -2026 Derrick Maruski 412-638-9198 08- -2026

3:00 PM

EDT

36C244 Department of Veterans Affairs Network Contracting Office 4 1010 Delafield Road Pittsburgh, PA 15215

X X 532420 $40 Million N/A X 36C703 Department of Veterans Affairs Sussex Vet Center 20659 Dupont Blvd, Suite 1 Georgetown, DE 19947

36C244 Department of Veterans Affairs Network Contracting Office 4 1010 Delafield Road Pittsburgh, PA 15215

Austin Payment Center Department of Veterans Affairs PO Box 149971 Austin TX 78714-9971

(877) 353-9791

(512) 460-5429 The purpose of this solicitation is to provide copier, maintenance and flat rate per copies service for the Sussex Vet Center. This is a Far part procurement.

Period of Performance will be:

Base Year: 9/1/2026 - 8/31/2027 Option # 1:

9/1/2027 - 8/31/2028 Option # 2:

9/1/2028 - 8/31/2029 Option # 3:

9/1/2029 - 8/31/2030 Option # 4:

9/1/2030 - 8/31/2031 Contracting POC: Derrick Maruski Email: Derrick.Maruski2@va.gov X X X One Shea Matthews

CONTRACTING OFFICER

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TO BE DETERMINED

b. GOVERNMENT: Contracting Officer - Shea Matthews Department of Veterans Affairs Network Contracting Office 4 1010 Delafield Road Pittsburgh, PA 15215

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

https://www.tungsten-network.com/customer-campaigns/veteransaffairs/

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 STATEMENT OF WORK

A. INTRODUCTION

1. General Information:

1.1 The Readjustment Counseling Service, Station 703 has a requirement to lease 1 color multifunctional devices (MFD) to support the Sussex Vet Center.

2. Scope of Work:

2.1 Contractor shall provide multifunctional device services to include provision of all consumable supplies (except paper), periodic preventive maintenance, corrective maintenance (repair) and operator training. Multifunction (printing, faxing, copying, and network scanning) devices will be capable of supporting Secure Personal Identifier Verification (PIV) printing for Microsoft print jobs, as well as secure emailing and faxing.

2.2 The Readjustment Counseling Service, Station 703 requires 1 color multifunctional devices. It is anticipated that the requirement for multifunctional devices will change to include an increase in quantity and/or relocation of devices during the life of the contract. The Government will not accept reconditioned, remanufactured, renovated, or previously used multifunctional devices. Each device proposed must be new models, in current production and within the life cycle of the contract to be consistent with normal commercial practices and standards. The contractor must replace any multifunctional devices that are at the end-of-life cycle at no additional cost to the government.

2.3 The Contractor retains ownership of all equipment, parts, supplies, etc. provided under this Contract and is responsible for their removal at the end of the Contract at no cost to the Government. For security purposes prior to removal of multifunctional devices, hard drives shall be removed by the Contractor and surrendered to the Government at no additional cost.

3. Period of Performance:

3.1 Base Year with (4) option years.

Base Year: September 1, 2026 – August 31, 2027 Option Year 1: September 1, 2027 – August 31, 202 Option Year 2: September 1, 2028 – August 31, 2029 Option Year 3: September 1, 2029 – August 31, 2030 Option Year 4: September 1, 2030 – August 31, 2030

4. Type of Award:

4.1 Contract type shall be a Firm Fixed Price Contract for a base year and (4) option years exercised at the discretion of the government.

4.2 Pricing includes maintenance and all consumable supplies (excluding paper), installation, pick up, and disposal of all existing equipment at the end of the contract. Pricing must include unlimited copies/prints flat rate.

5. Place of Performance:

5.1 Readjustment Counseling Service, Station 703, Zone 4, Maryland. Additional places of performance may be added within the geographical service area of Maryland as directed by the Contracting Officer in response to expansion of services.

Georgetown, DE 19947

B. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick-off meeting or has advised the contractor that a kick-off meeting is waived.

C. TECHNICAL SPECIFICATIONS/REQUIREMENTS

The Contractor shall provide multifunctional (printing, faxing, copying, and network scanning) devices capable of supporting Secure Personal Identifier Verification (PIV) printing for Microsoft print jobs. Only offers including hardware meeting this requirement will be considered.

C.1 GENERAL REQUIREMENTS

0. MFD must be equipped with a PIV card reader with appropriate software and licenses to be compatible with the Homeland Security Presidential Directive 12 (HSPD-12) card readers, Common Access Card/Public Key Infrastructure (CAC/PKI), and user login and password authentication.

0. MFD must support on-board PIV card authentication using government (DOD) PKI certificates. PIV card authentication must also integrate with Windows Active Directory via LDAP. Multifunctional devices must also support authentication via touch-screen keyboard using Windows Active directory.

0. MFD must support secure release for Windows applications. User must be able to authenticate at the Multifunctional device on the network with their PIV card and view, release or delete only their own print jobs. Unclaimed print jobs must be deleted by the system at configurable time intervals.

0. The Secure Print solution must operate from the MFDs touch-screen display. External displays or operator panels and third-party solutions are not desirable as they require additional multi-vendor support. In addition, the MFDs will not show other user’s jobs sitting in the queue. Only the authenticated user’s job will be shown as not to present a security vulnerability target.

0. Equipment must be TAA compliant.

0. MFDs shall be new or newly manufactured – defined as equipment assembled for the first time within the previous 90 days. Government will not accept reconditioned, remanufactured, renovated, or previously used MFDs. Each Multifunctional device proposed must be new models. The contractor must replace any MFDs that are at the end-of-life cycle at no additional cost to the government.

0. MFDs must support scanning to the user’s Home Directory not a shared network folder. User must be able to authenticate with their PIV card at the Multifunctional device to access his/her own unique Home Directory. User registration is not acceptable; user’s Home Directory should be automatically obtained from Active Directory when the user authenticates with their PIV card.

0. When scanning a document at the MFD (following user PIV authentication) and sending via email, the user’s email address will automatically be placed in the “From” field of the email to prevent anonymous emails – the sender’s email address is obtained from the user’s PIV card during authentication. MFDs also allow the user to digitally sign and encrypt the email and attachments using PKI Certificate technology in accordance with government security policies.

0. MFD configurations will be completed by the vendor to include software and firmware updates (latest supported revision), network configuration (using VA provided information), loading proper certificate authority (provided by VA) and necessary embedded solutions to support VISTA and Microsoft secure PIV printing. The MFD configuration will be approved by the government prior to installing any multifunctional devices on the network.

0. MFDs must have the ability to integrate with fax servers OpenText RightFax

k. MFDs Must be equipped to scan documents into file formats including PDF, TIFF and JPEG.

l. All MFD devices shall be floor standing.

m. MFD must support duplex print, scan, analog/digital fax and copy.

n. Maintenance, installation, and repair of leased multifunction printers will be the sole responsibility of the vendor and will be included in leasing costs.

o. All MFD printer maintenance kits, repair parts and consumables (excluding paper) will be covered under the lease agreement and will be Original Equipment Manufacturer (OEM).

p. MFDs must be furnished with Hard Disk Data overwrite and Encryption for the full HDD.

q. MFDs with installed hard drives or removable media become the sole property of the Department of Veteran Affairs and will be disposed of at end of lease period by the Department of Veterans Affairs in compliance with Department of Veterans Affairs Information Security Policies. Vendor is responsible for hard drive removal at no expense to the Agency.

r. Contractor shall comply with the accessibility standards under Section 508 of the Rehabilitation Act of 1973. Existing VPATs must be provided for each proposed model.

s. Contractor will be expected to install MFDs no more than thirty (30) calendar days from the date of contract award. Contractor will coordinate with the Office of Information Technology (OI&T) to configure devices with the latest supported software and firmware updates, network configuration, loading of proper certificate authority, and necessary embedded solutions to support VistA and Microsoft secure Personal Identifier Verification (PIV) printing. When multifunctional devices require replacement, the contractor will remove the hard drive from the machine and provide the hard drive to OI&T for proper disposition.

t. Contractor must provide a list of all proposed hardware and software to be installed/used as solutioned within their proposal. All proposed software (i.e. PIV enabled Print Release, Centralized Management, Data Collection) must be One-VA TRM approved. https://www.va.gov/TRM/SearchPage.aspx

u. Must provide one common user LCD interface for all multifunctional devices to perform all MFD functions, e.g., printing, faxing, copying, and scanning. Multifunctional devices LCD interface must be customizable allowing the touchscreen to be customized.

C.2 MINIMUM REQUIREMENTS APPLICABLE TO ALL MFDs

(1) MFDs shall have the capability to activate secure fax over IP (FoIP) to accommodate future needs.

(2) Each MFD shall have the model number, serial number prominently displayed in plain sight on the machine.

(3) MFD configuration settings shall provide capability for authorized MFD administrators the means of requiring an administrator password for access to the MFD console for both direct physical access and remote console access.

(4) User interface shall be customizable to display custom workflow applications.

(5) The embedded Operating System (OS) must be a hardened kernel with no direct access to the operating system. All configuration and system settings must be exposed through a vendor-controlled interface layered over top of the embedded device OS.

(6) The ability to detect and protect against changes to the embedded device OS files.

(7) 10/100/1000 Base-TX Ethernet with IPv6 support.

(8) Print support for PCL 5c/6 and Adobe PostScript 3.

(9) Shall have print drivers that provide bidirectional device information – indicating device and job status, currently loaded paper sizes and types, and installed options.

(10) All MFDs must be TAA (Trade Agreement Act) compliant.

(11) Energy Star compliant-EPEAT gold rating. (Note: This capability is non-negotiable and MUST be provide with bid offers.)

(12) Devices shall support AirPrint/ePrint features but shall be disabled.

(13) Devices shall support optional, secure wireless printing, but shall be disabled.

(14) All devices should support Network Time Protocol (NTP).

(15) Color MFDs shall have a minimum memory of 2 GB RAM.

(16) Must be equipped with PIV login capability compatible with FIPS 201-1.

(17) Shall have McAfee Embedded with Whitelisting Technology or equivalent capabilities and be McAfee ePolicy (ePO) compatible or equivalent. The ability to protect against the addition of new files, malware, or viruses by blocking execution of any specific non-whitelisted executable file(s). (Note: This capability is non-negotiable and MUST be demonstrated prior to the award of this contract.)

(18) Shall have hard drive minimum of 250 GB.

(19) Ability to enable/disable network protocols and features.

(20) The ability to disable all USB ports.

(21) MFDs must be IP addressable and can restrict device access based on IP address ranges or subnets.

(22) MFDs shall be compatible with Microsoft windows.

(24) Must copy to within 3/16” of the leading edge of paper and to within 3/16” of the remaining three edges.

(25) Must perform satisfactorily at any temperature between 60- and 85-degrees Fahrenheit.

(26) Must perform satisfactorily at any relative humidity between 15 and 80 percent.

(27) Must not contain either asbestos or polychlorinated biphenyls (PCB).

(28) Contractor must identify the presence of the following materials: beryllium or beryllium compounds, and lithium or lithium compounds.

(29) Must have the manufacturer's serial number permanently and legibly stamped or affixed on a major component in a readily accessible location. In addition, each MFD shall be permanently and legibly marked in a conspicuous location with the manufacturer's name or trademark, and model number.

(30) Must be furnished with an operator’s manual (printed or electronic).

(31) Must be furnished with a receiving bin for copies, unless an optional output device is specified.

(32) Must have the capability to copy pages of bound documents.

(33) Must be capable of operating satisfactorily and providing acceptable copies on recycled paper.

(34) Must be equipped with a lighten/darken contrast control.

(35) Must have a self-diagnostic system, which indicates at a minimum, the following conditions:

(a) needs toner,

(b) needs paper, and

(c) paper miss feed or jam.

(36) Must feature a visible indication of when the equipment is energized. This may be with a special “power on” light or an appropriate indicator on the control panel.

(37) Must have a minimum 8.5” x 14” flat-bed platen.

(38) Must be furnished with automatic document feeders (ADF), capable of automatically feeding and scanning two-sided originals up to 8.5” x 14” in size.

(39) Must have a minimum of two preset reduction ratios, one of 64% +/-3% the size of the original, one of 75% +/-4% the size of the original, and one enlargement mode of 120% +/5% the size of the original.

(40) Must have a zoom feature allowing continuously variable reduction in increments no larger than 1%. The reduction feature shall, at a minimum, cover a range from 25% through 100%. Copiers shall have a zoom feature allowing continuously variable enlargement in increments no larger than 1%. The zoom feature shall, at a minimum, cover a range from 100% through 400%.

(41) Must have the ability for color and black and white copying to default to all black and white.

(42) Must have full color and black and white scanning capability and scan up to 8.5” x 14”.

(43) All machines must copy, print, scan, and fax up to and including 8.5” x 14”.

(44) Installed analog/digital fax hardware shall provide 33.6 Kbps capability.

C.3 MFD REQUIREMENTS:

Standalone Color MFD

· Monthly Duty Cycle of up to 100,000 pages

· Average Monthly Page Volume Per MFD 4000

· Must have a minimum total input of 1,000 sheets, including by-pass tray

· Capable of automatic duplex printing

· PIV authentication

· Support PIV enabled Print Release in the Linux Environment

· Black & White and Color Scanning

· Minimum 7-inch color touchscreen

· 1200 x 1200 DPI print resolution

· Minimum 5 seconds time to first page print

· Collating and Stacking

· Multi-position staple finishing (stapler finisher capable of Corner and Double stapling minimum 50 sheets)

· 2/3-hole punch finishing.

· Paper Size: up to 8.5” x 14”

· Must have a fax card and be able to support a fax server

· Minimum 30 ppm

Provide for each piece of equipment the manufacture name, the model number, the rental rate, and supporting documentation indicating how it meets technical requirements, as listed above. Failure to provide this information will result in quote not being considered.

C.4 TRAINING & SUPPORT

The Contractor shall provide comprehensive training at each install site at the time of the initial installation. Training for all installed multifunctional devices and installed software components will be conducted as train-the-trainer sessions. With each multifunctional device placed, the Contractor shall provide at least one (1) copy of the Operator's Instruction Manual for each multifunctional devices. These training sessions will be defined as:

(1) Contractor shall post visual narratives at the devices showing instructions as to the basic functions of that device, i.e. how to print, copy, scan, and fax.

(2) User training – one (1) end user training session per installed MFD for up to twelve (12) trainees.

(a) Overview of MFD

(b) MFD coping

(c) Printing to the MFD

(d) Scan to email from the MFD

(e) MFD faxing

(f) One (1) process specific standard operating procedure (SOP) guide will be provided to each trainee for distribution to users.

(3) When notified, the Contractor shall supply additional training on an as needed-basis due to personnel turn over.

(4) All training cost shall be inclusive within the cost of the Contract.

C.5 SITE ACCESS AND PREPARATION

(1) The Government will provide the awarded Contractor with access to site(s) to evaluate the environment, placement location(s), power, and safety requirements prior to the scheduled installation date if desired by the Contractor.

(2) Contractor shall provide visual illustrations of each MFD model proposed. Illustrations must depict MFDs in their fully configured state – including all proposed paper decks, finishing units, etc. as solutioned and described in the Contractor’s proposal. Illustrations shall be identified with the appropriate CLIN.

(3) Contractor shall provide footprint dimensions indicating the space required for each fully configured MFD model as solutioned by the Contractor – including the main unit, all paper decks, finishing units, etc. The amount of clearance required from obstruction should also be provided.

(4) Contractor shall dispose of old MFDs at sites prior to installation of new MFDs if applicable.

C.7 SECURITY REQUIREMENTS

(1) Contractor must provide a list of all hardware and software with version number(s) to be installed/used.

(2) All software to be installed/used must be Department of Veterans Affairs One-VA Technical Reference Model (One-VA TRM) approved. https://www.va.gov/TRM/SearchPage.aspx.

(3) OI&T must approve all hardware and software prior to installation and before any activities can be performed on the Government’s network.

(4) Contractor will be provided an escort as required when attempting to gain access to MFD work areas.

(5) The MFDs shall have a security overwrite function that prevents image data from remaining on the hard drive after the completion of any copy, print, network scan, or scan to email or fax function.

(6) The hard drives shall be FIPS (Federal Information Processing Standards) 140-2 encrypted upon delivery and installation prior to being allowed on the network.

(7) The MFDs shall have a security method to isolate the fax capabilities from vulnerabilities and attacks of unauthorized parties trying to gain access to security infrastructure. Contractor shall provide a detailed technical description on how their MFDs shall be able to comply with this requirement.

(8) During the life of the Contract, if it is found that a MFD has been compromised or is associated with any security event or incident, reserves the right to isolate any MFD and have forensic-type activities performed. This may require removing any hard drives or system components that have been involved in creating the security event or incident.

(9) MFDs shall support at least TLS (Transport Layer Security) 1.2 or higher secure protocols.

(10) The ability to protect against the addition of new files, malware or executable files.

(11) The device shall support ability to disable all ports and network protocols.

(13) Ability to restrict data from being stored local on MFD hard drive.

(14) Support IPV6 and static IP assignment. All MFDs should receive a static IP. Assigning VA- MFDs a static IP prevents print files containing VA sensitive data from being redirected, which may lead to the compromise of that data if the DNS cache is poisoned.

(15) All managed services must have the ability to change default community strings and passwords.

(16) Ability to restrict unauthorized users from changing the global configuration of the MFD.

(17) Device shall be able to maintain its configurations state (i.e., passwords, service settings, disabled protocols, etc.) during a power down or reboot.

(18) Supports the ability on MFD to prevent downloads from external websites.

C.8 SECURE PRINTING

(1) Must operate from the MFD touch-screen display. External displays or operator panels and third-party secure printing solutions are not desirable.

(2) For authentication, the user must be able to authenticate at the MFD with the option of configuring the device using a domain username/password/PIN (Active Directory/LDAP) or PIV/PIN to release the held print job(s).

(3) The solution shall capture at a centralized queue using a standard print driver all user initiated print jobs from workstations and allow only the specified user to release the print job from the MFD on the network.

(6) The solution shall capture the print job with the necessary user metadata to associate the print job with the authenticated user at the MFD.

(7) The solution shall support the ability for the user to authenticate at the MFD with a PIV card to release the held print job.

(8) The solution shall be able to be configured where any jobs not retrieved by the user within a set period of time shall be automatically deleted from the secure server.

(9) Must have the ability to clear unprinted document cache after a determined period of time.

(10) For auditing, the solution must track at a minimum – username, print job name, and the time stamp for all print jobs.

(11) MFD will not show other user’s jobs sitting in the queue. Only the authenticated user’s jobs will be shown as not to present a security vulnerability target.

C.9 SECURE SCANNING

(1) Single touch scanning with the ability to dedicate at least six (6) user interface scan buttons at the device associated with scanning workflow – customizable by the administrator.

(2) The Contractor must provide the ability to scan to user home directories, or other personalized destinations to limit Patient Health Information (PHI) exposure.

(3) Apart from Active Directory (AD) authentication, routing of documents should not require any additional user identification – such as requiring the user to type in their username or navigating to a folder structure.

(4) Users shall be able to login at networked MFD and after PIV authentication retrieve their email and home folder attributes and securely scan to email and their home folder.

(5) Scan conversion to JPEG (Joint Photographic Experts Group), TIFF (Tag Image File Format), and PDF formats.

(6) Have network OCR (Optical Character Recognition) capabilities to convert scanned documents to searchable PDF without the need for specialized user desktop software such as Adobe Acrobat, etc.

(7) All scanning activity should be tracked in an ODBC compliant database. Tracked data should include user name, date/time, page count, network destination, and all other relevant metadata.

(8) Exchange/Active Directory -

(a) MFDs shall be compatible with Microsoft Exchange 2007 and newer using the MAPI – Messaging Application Programming Interface/IMAP – Internet Message Access Protocol (MAPI/IMAP Exchange Protocol).

(b) MFDs shall be capable of Microsoft Active Directory integration for centralized account management using the Lightweight Directory Access Protocol (LDAP).

(c) Solution shall be capable of communicating in a Microsoft domain environment using the NTLMv2 protocol (NT LAN Manager).

(9) Image Sizes - Scanning should provide the highest level of image compression available while maintaining native compatibility with Microsoft Office 2007 and newer – including Microsoft Office 365.

(10) Network

(a) Traffic will not exit the local area network (LAN).

(b) The device shall support network protocols Server Message Block (SMB) and Secure Sockets Layer (SSL).

(c) The SNMP Protocol (Simple Network Management Protocol), if present, must be capable of being turned off.

(d) Solution shall be fully compatible with TCP/IP v4 (Transmission Control Protocol/Internet Protocol) and DNS (Domain Name System).

(e) Network line speeds shall be capable of either half or full duplex operating at either 10, 100, or 1000 Mbps.

C.15 HARDWARE AND SOFTWARE MAINTENANCE SERVICES

(1) Contractor shall provide hardware and software maintenance services in accordance with the accepted commercial practice and the terms herein with respect to all devices furnished under contract.

(2) Contractor shall be responsible to provide all parts and labor as part of MFD maintenance cost including preventive maintenance. The Contract shall include full-maintenance service (repairs, adjustments, part replacements) by authorized service technicians, at no additional cost to the Government.

(5) Contractor shall provide a history maintenance report on a device upon request of the Government. The report should show all service calls during the life of the device under Contract, the issues of the calls, as well as the cumulative number of hours the device was consider as inoperable.

C.16 SUPPLIES

(1) The Contractor shall supply all required OEM replacement parts, toner, waste toner containers, fuser rollers, drums, coronas, imaging and transfer belts, and any other parts and consumable supplies including staples required for copying, printing, and facsimile functions except paper and other printable media. All parts must be Manufacturer parts and supplies no generic parts or supplies excepted.

(2) The Contractor receives, tracks and fulfills customer requests for consumable supplies.

(3) Contractor will ship consumables and supplies to each site using common carriers with package tracking capability and delivery confirmation.

(4) Contractor shall provide shipping and handling of all included consumables at no cost to the Government.

(5) Contractor shall deliver the supplies within three (3) to five (5) workdays after receiving the request.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Copier, maintenance, and flat rate per copies service for the Sussex Vet Center 243.

Contract Period: Base POP Begin: 09-01-2026 POP End: 08-31-2027

Copier, maintenance, and flat rate per copies service for the Sussex Vet Center 243.

Contract Period: Option 1 POP Begin: 09-01-2027 POP End: 08-31-2028

Copier, maintenance, and flat rate per copies service for the Sussex Vet Center 243.

Contract Period: Option 2 POP Begin: 09-01-2028 POP End: 08-31-2029

Copier, maintenance, and flat rate per copies service for the Sussex Vet Center 243.

Contract Period: Option 3 POP Begin: 09-01-2029 POP End: 08-31-2030

Copier, maintenance, and flat rate per copies service for the Sussex Vet Center 243.

Contract Period: Option 4 POP Begin: 09-01-2030 POP End: 08-31-2031

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SECTION C - CONTRACT CLAUSES

C.1 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 1 day; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause) C.2 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS (DEVIATION APR 2026) (a)Definitions. As used in this clause— Program participation means membership or participation in, or access or admission to: training, mentoring, or leadership development programs; educational opportunities; clubs; associations; or similar opportunities that are sponsored or established by the contractor or subcontractor.

Racially discriminatory diversity, equity, and inclusion (DEI) activities means disparate treatment based on race or ethnicity in the recruitment, employment (e.g., hiring, promotions), contracting (e.g., vendor agreements), program participation, or allocation or deployment of an entity's resources.

(b) In connection with the performance of work under this contract, the Contractor agrees as follows:

(1) The Contractor will not engage in any racially discriminatory DEI activities;

(2) The Contractor will furnish all information and reports, including providing access to books, records, and accounts, as required by the Contracting Officer, for purposes of ascertaining compliance with this clause;

(3) In the event of the Contractor's or a subcontractor's noncompliance with this clause, this contract may be canceled, terminated, or suspended in whole or in part, and the Contractor or subcontractor may be declared ineligible for further Government contracts;

(4) The Contractor will report any subcontractor's known or reasonably knowable conduct that may violate this clause to the Contracting Officer and take any appropriate remedial actions directed by the Contracting Officer; and

(5) The Contractor will inform the Contracting Officer if a subcontractor sues the Contractor and the suit puts at issue, in any way, the validity of this clause.

(6) The Contractor recognizes that compliance with the requirements of this clause are material to the Government's payment decisions for purposes of 31 U.S.C. 3729(b)(4).

(c) The Contractor must include the substance of this clause, including this paragraph (c), in subcontracts at any tier, including those for commercial products and commercial services, except those where the place of delivery or performance is outside the United States.

(End of Clause)

C.3 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025) (DEVIATION)

(a) Definitions. As used in this clause— American Security Drone Act-covered foreign entity means an entity included on a list that the Federal Acquisition Security Council (FASC) develops and maintains and publishes in the System for Award Management (SAM) at https://www.sam.gov (section 1822 of Pub. L. 118-31, 41 U.S.C. 3901 note prec.).

Backhaul means intermediate links between the core network, or backbone network, and the small subnetworks at the edge of the network (e.g., connecting cell phones/towers to the core telephone network). Backhaul can be wireless (e.g., microwave) or wired (e.g., fiber optic, coaxial cable, Ethernet).

Covered application means the social networking service TikTok or any successor application or service developed or provided by ByteDance Limited or an entity owned by ByteDance Limited.

Covered article, as defined in 41 U.S.C. 4713(k), means:

(1) Information technology, as defined in 40 U.S.C. 11101, including cloud computing services of all types;

(2) Telecommunications equipment or telecommunications service, as those terms are defined in section 3 of the Communications Act of 1934 (47 U.S.C. 153);

(3) The processing of information on a Federal or non-Federal information system, subject to the requirements of the Controlled Unclassified Information program (see 32 CFR part 2002); or

(4) Hardware, systems, devices, software, or services that include embedded or incidental information technology.

Covered foreign country means The People’s Republic of China.

Covered telecommunications equipment or services means—

(1) Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities);

(2) For the purpose of public safety, security of Government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities);

(3) Telecommunications or video surveillance services provided by such entities or using such equipment; or

(4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country.

Critical technology means—

(1) Defense articles or defense services included on the United States Munitions List set forth in the International Traffic in Arms Regulations under subchapter M of chapter I of title 22, Code of Federal Regulations;

(2) Items included on the Commerce Control List set forth in Supplement No. 1 to part 774 of the Export Administration Regulations under subchapter C of chapter VII of title 15, Code of Federal Regulations, and controlled—

(i) Pursuant to multilateral regimes, including for reasons relating to national security, chemical and biological weapons proliferation, nuclear nonproliferation, or missile technology; or

(ii) For reasons relating to regional stability or surreptitious listening;

(3) Specially designed and prepared nuclear equipment, parts and components, materials, software, and technology covered by part 810 of title 10, Code of Federal Regulations (relating to assistance to foreign atomic energy activities);

(4) Nuclear facilities, equipment, and material covered by part 110 of title 10, Code of Federal Regulations (relating to export and import of nuclear equipment and material);

(5) Select agents and toxins covered by part 331 of title 7, Code of Federal Regulations, part 121 of title 9 of such Code, or part 73 of title 42 of such Code; or

(6) Emerging and foundational technologies controlled pursuant to section 1758 of the Export Control Reform Act of 2018 (50 U.S.C. 4817).

FASC-prohibited unmanned aircraft system means an unmanned aircraft system manufactured or assembled by an American Security Drone Act—covered foreign entity.

FASCSA order means any of the following orders issued under the Federal Acquisition Supply Chain Security Act (FASCSA) requiring removing covered articles from executive agency information systems or excluding one or more named sources or named covered articles from executive agency procurement actions, as described in 41 CFR 201-1.303(d) and (e):

(1) The Secretary of Homeland Security may issue FASCSA orders that apply to civilian agencies, to the extent not covered by paragraph (2) or (3) of this definition. This type of FASCSA order may be referred to as a Department of Homeland Security (DHS) FASCSA order.

(2) The Secretary of Defense may issue FASCSA orders that apply to the Department of Defense (DoD) and national security systems other than sensitive compartmented information systems. This type of FASCSA order may be referred to as a DoD FASCSA order.

(3) The Director of National Intelligence (DNI) may issue FASCSA orders that apply to the intelligence community and sensitive compartmented information systems, to the extent not covered by paragraph (2) of this definition. This type of FASCSA order may be referred to as a DNI FASCSA order.

Information technology, as defined in 40 U.S.C. 11101(6)—

(1) Means any equipment or interconnected system or subsystem of equipment, used in the automatic acquisition, storage, analysis, evaluation, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information by the executive agency, if the equipment is used by the executive agency directly or is used by a contractor under a contract with the executive agency that requires the use—

(i) Of that equipment; or

(ii) Of that equipment to a significant extent in the performance of a service or the furnishing of a product;

(2) Includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources; but

(3) Does not include any equipment acquired by a Federal contractor incidental to a Federal contract.

Intelligence community, as defined by 50 U.S.C. 3003(4), means the following—

(1) The Office of the Director of National Intelligence;

(2) The Central Intelligence Agency;

(3) The National Security Agency;

(4) The Defense Intelligence Agency;

(5) The National Geospatial-Intelligence Agency;

(6) The National Reconnaissance Office;

(7) Other offices within the Department of Defense for the collection of specialized national intelligence through reconnaissance programs;

(8) The intelligence elements of the Army, the Navy, the Air Force, the Marine Corps, the Coast Guard, the Federal Bureau of Investigation, the Drug Enforcement Administration, and the Department of Energy;

(9) The Bureau of Intelligence and Research of the Department of State;

(10) The Office of Intelligence and Analysis of the Department of the Treasury;

(11) The Office of Intelligence and Analysis of the Department of Homeland Security; or

(12) Such other elements of any department or agency as may be designated by the President, or designated jointly by the Director of National Intelligence and the head of the department or agency concerned, as an element of the intelligence community.

Interconnection arrangement means arrangements governing the physical connection of two or more networks to allow the use of another’s network to hand off traffic where it is ultimately delivered (e.g., connecting a customer of telephone provider A to a customer of telephone company B) or sharing data and other information resources.

Kaspersky Lab-covered article means any hardware, software, or service that—

(1) Is developed or provided by a Kaspersky Lab-covered entity;

(2) Includes any hardware, software, or service developed or provided in whole or in part by a Kaspersky Lab-covered entity; or

(3) Contains components using any hardware or software developed in whole or in part by a Kaspersky Lab-covered entity.

Kaspersky Lab-covered entity means—

(1) Kaspersky Lab;

(2) Any successor entity to Kaspersky Lab, including any change in name, e.g., “Kaspersky”;

(3) Any entity that controls, is controlled by, or is under common control with Kaspersky Lab; or

(4) Any entity of which Kaspersky Lab has a majority ownership.

National security system, as defined in 44 U.S.C. 3552, means any information system (including any telecommunications system) used or operated by an agency or by a contractor of an agency, or other organization on behalf of an agency—

(1) The function, operation, or use of which involves intelligence activities; involves cryptologic activities related to national security; involves command and control of military forces; involves equipment that is an integral part of a weapon or weapons system; or is critical to the direct fulfillment of military or intelligence missions, but does not include a system that is to be used for routine administrative and business applications (including payroll, finance, logistics, and personnel management applications); or

(2) Is protected at all times by procedures established for information that have been specifically authorized under criteria established by an Executive order or an Act of Congress to be kept classified in the interest of national defense or foreign policy.

Roaming means cellular communications services (e.g., voice, video, data) received from a visited network when unable to connect to the facilities of the home network either because signal coverage is too weak or because traffic is too high.

Sensitive compartmented information means classified information concerning or derived from intelligence sources, methods, or analytical processes, which is required to be handled within formal access control systems established by the Director of National Intelligence.

Sensitive compartmented information system means a national security system authorized to process or store sensitive compartmented information.

Source means a non-Federal supplier, or potential supplier, of products or services, at any tier.

Subsidiary means an entity in which more than 50 percent of the entity is owned directly by a parent corporation or through another subsidiary of a parent corporation.

Substantial or essential component means any component necessary for the proper function or performance of a piece of equipment, system, or service.

Unmanned aircraft means an aircraft that is operated without the possibility of direct human intervention from within or on the aircraft (49 U.S.C. 44801(11)).

Unmanned aircraft system means an unmanned aircraft and associated elements (including communication links and the components that control the unmanned aircraft) that are required for the operator to operate safely and efficiently in the national airspace system (49 U.S.C. 44801(12)).

(b) Prohibitions on providing or using specific products or services in performance of contract. Unless a waiver or exception applies, the Contractor is prohibited from providing any products or services to the Government or using in the performance of the contract any of the following:

(1) A covered application on any information technology owned or managed by the Government, or on any information technology used or provided by the Contractor under this contract, including equipment provided by the Contractor’s employees (section 102 of Division R of the Consolidated Appropriations Act, 2023 (Pub. L. 117-328));

(2) A Kaspersky Lab-covered article (Section 1634 of Division A of the National Defense Authorization Act for Fiscal Year 2018 (Pub. L. 115-91));

(3) Covered telecommunications equipment or services used as a substantial or essential component of any system, or as critical technology as part of any system (paragraphs (a)(1)(A) of section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232)). This does not prohibit contractors from providing—

(i) A service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(c) Prohibition on unmanned aircraft systems manufactured or assembled by American Security Drone Act—covered foreign entities.

(1) Prohibition. The Contractor is prohibited from—

(i) Delivering any FASC-prohibited unmanned aircraft system, which includes unmanned aircraft (i.e., drones) and associated elements (sections 1823 and 1826 of American Security Drone Act of 2023, within the National Defense Authorization Act for Fiscal Year 2024, Pub. L. 118-31, Div. A, Title XVIII, Subtitle B, 41 U.S.C. 3901 note prec.);

(ii) On or after December 22, 2025, operating a FASC-prohibited unmanned aircraft system in the performance of the contract (section 1824 of Pub. L. 118-31); and