W911SA-21-Q-3046 Amendment 2.pdf

0011619867

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The Purpose to this amendment is to answ ers from a vendor. This solicitation is extended to 10:00 AM (CST) 18 June 2021.

Non-Conformance language updated from CDR to NCR in the PWS.

POC: Laurie Ehlinger, Contract Specialist, laurie.a.ehinger.civ@mail.mil; (608) 388-5535

1. CONTRACT ID CODE PAGE OF PAGES

J 1 22

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 11-Jun-2021

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W911SA21Q3046

X 9B. DATED (SEE ITEM 11)

12-May-2021

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

11-Jun-2021

CODE

MICC - FT MCCOY

BLDG 1108 SOUTH R ST

FORT MCCOY WI 54656-5153

W911SA 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W911SA21Q3046

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 14-Jun-2021 10:00 AM to 18-Jun-2021 10:00 AM.

The following have been added by reference:

252.225-7012 Preference For Certain Domestic Commodities DEC 2017 252.225-7021 Trade Agreements--Basic SEP 2019

The following have been modified:

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

Garrison (Short Term) Copier Operating Leases

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide (Short Term) Copier Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform (Short Term) Copier Services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Fort McCoy is situated on approximately 60,000 acres in the Coulee Region of West Central Wisconsin. It is located on Hwy 21 between the cities of Sparta and Tomah. Fort McCoy’s primary mission is to strengthen total force readiness by serving as a training center, mobilization force generation installation, and strategic support area.

1.3 Objectives: The objective is to provide various types of short term copier service to units training on Fort McCoy from 15 days to 11 months.

1.4 Scope: Contractor shall provide all equipment, materials, supplies, maintenance and labor to provide (Short Term) photocopier service at US Army Garrison, Fort McCoy, Wisconsin, per the specifications listed herein.

Materials and labor includes all maintenance, services, toner and supplies (excluding paper) required to keep an “Controlled Unclassified Information” copier functioning on a short term basis.

1.5 Period of Performance: The period of performance shall be for a Base Year beginning 1 October 2021 through 30 September 2022, four (4) 12-month option years, and a six (6) month extension option; if needed.

1.6 General Information

1.6.1 Quality Control:

Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.212-4, Contractor Terms and Conditions – Commercial Items). A formal Quality Control Plan (QCP) is not required for this commercial service. However, the contractor shall maintain an inspection system commensurate with commercial practices to ensure the Contractor only tenders for acceptance those items or services that conform to the requirements of this contract.

1.6.2 Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. Non-conforming services shall be re-performed at no increase in contract price.

If non-conforming services are recurring, cannot be re-performed, or the services fail to achieve the Performance Requirements Summary (PRS), the Government may reject the nonconforming service(s) and document the contractor’s performance record accordingly. The Government may also issue a Non Conformance Report (NCR) in which the contractor shall be required to respond with the development of a corrective action plan (CAP) which identifies the root cause, corrective action (CA) for the root cause, CA for the specific nonconformance, and the date the CAs will be complete. The Government may also reduce the payment to the contractor IAW the PRS, or reduce payment to reflect the value of the services performed, or may perform the services and charge the Contractor for any related cost incurred and/or may terminate this contract for cause.

1.6.2.1 Non-conforming Supplies or Services: When a contractor’s performance does not meet contract requirements and/or approved work schedules and/or timeframes it is considered non-conformance. The contractor shall reply within the specified timeframe upon receipt of a non-conformance report (NCR) from the COR or Contracting Officer (KO). Non-conformance shall be classified in one of three categories: level I (Minor), level II (Major) or level III (Critical). The Government may re-inspect work designated for re-performance or late performance.

1.6.2.1.1 Level I (Minor) non-conformance: is defined as a non-conformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. Minor non-conformance usually can be corrected on the spot, where no further corrective action (CA) response is necessary, and can be issued by the COR to the contractor either through a verbal or written non-conformance report. Minor non-conforming services shall be re-performed within a specified time frame at no increase in contract price. If minor non-conformances are recurring or re-performance is not completed in full and within the specified time a Level II non-conformance may be issued to the contractor by the Contracting Officer (KO).

1.6.2.1.2 Level II (Major) non-conformance: is defined as a non-conformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose. Recurring Minor non-conformances, or a non-responsive contractor, indicating a trend or failure of the contractor’s quality control, can also be classified as a Major non-conformance. Major non-conformance’s shall result in the issuance of a written NCR from the KO to the contractor requiring the development of a CAP by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.3 Level III (Critical) non-conformance: is defined as a non-conformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II NCRs; or is for a non-responsive contractor to a level II NCR. Critical non-conformances shall result in the issuance of a written NCR to the contractor requiring the development of a CAP by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.4 Inspection Results: The contractor shall be notified of Government inspection results. The contractor shall acknowledge receipt of the inspection results. The contractor may be notified of inspection results verbally. Verbal notifications of defective work will be confirmed in writing. When Government inspectors are unable to contact the contractor to notify the contractor of inspection results, acceptance or rejection of work will be made on the basis of the initial inspection.

1.6.3 Federal Government Holidays:

New Years Day 1st day of January Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 7:30 am and 4:00pm Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor shall not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at US Army Garrison, Fort McCoy, Wisconsin.

1.6.6 Type of Contract: The government will award a Firm Fixed Indefinite Delivery/Indefinite Quantity

(ID/IQ).

1.6.7 Antiterrorism (AT) and Operations Security (OPSEC)

1.6.7.1 Access and General Protection/Security Policy and Procedures: Access and General Protection/Security Policy and Procedures. The contractor and all associated subcontractors’ employees shall provide all information required for background checks to meet installation access requirements to be accomplished by Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. The contractor and all associated subcontractors’ employees shall also comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. The Government may require monthly participation in the Installation Random Antiterrorism Program.

1.6.7.1.1Identification of Contractor Employees: Contractors Requiring Common Access Card (CAC). Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a

DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more.

At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI.

1.6.7.1.2 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.1.3 RAPIDGate Program: RESERVED.

1.6.7.1.4 Security Requirements: Access to classified information is not a requirement of the contract. However, due to the sensitive nature of equipment and data present in particular areas. At a minimum, such conformance may require all on-site personnel to be subjected to the following:

Verification of U.S. citizenship Completion of Personal Information Sheet Interview Local record checks of available personnel, base or military police, medical and security records may be conducted.

Local public agency inquiry National Agency Check (NAC) to determine trustworthiness An escort may be provided as required in sensitive work areas

1.6.7.1.5 Key Personnel: The contractor will provide a Contract Manager who will be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the Contract Manager is absent shall be designated in writing to the COR 14 days prior to the task order start date and updated as needed for change in personnel. Contractors are not authorized to accompany US Armed Forces deployed outside the US in contingency operations, humanitarian or peacekeeping operations, or other military operations or exercises, when designated by the combatant commander. The clause discusses the following AT/OPSEC related topics: required compliance with laws and regulations, pre-deployment requirements, required training (per combatant command guidance), and personal data required. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operations of this contract. The Contract Manager or alternate will be available between 7:30am to 4:30 pm, CST, Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

1.6.7 Special Qualifications: RESERVED

1.6.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor shall apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.9 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10. Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.6.11 Contractor Travel: RESERVED.

1.6.12 Other Direct Costs: RESERVED

1.6.13 Data Rights: RESERVED

1.6.14 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.15 Phase in/Phase out Period: RESERVED

1.7. Invoicing: The Contractor shall produce an invoice on a monthly basis for submission to the COR for concurrence prior to submission into Procurement Integrated Enterprise Environment (PIEE), Work Area Work Flow (WAWF) module. The Contractor shall provide a monthly statement for delivered MFDs only, providing the COR/ACOR with meter readings when delivered. Monthly charges for the MFDs will be at a fixed price throughout the term of the contract regardless of when MFDs are installed or removed. Once the invoice is submitted to the COR, it will be reviewed. Approval by the COR shall be obtained prior to submission into WAWF.

1.8. Ownership. Title to Copiers and MFDs provided under this contract shall remain with the contractor. All accessories furnished by the contractor shall accompany the Copiers/MFDs when returned to the contractor. While the Copiers/MFDs are installed on the government premises, the contractor shall assume all responsibility for loss or damage to Copiers/MFDs except for loss or damage caused by the negligence or willful act of the Government. The hard drive/storage drive of any Copiers/MFD or Copiers/MFD will be retained by the Government when the Copiers/MFD or Copiers/MFD is replaced or removed from service and given to the COR.

1.9. Services outside the scope of the contract. The contractor shall perform only services covered in the scope of the contract. Any requests for services outside of the terms and conditions of the contract are not authorized for action by the contractor. However, the Contracting Officer may determine that a contract modification is acceptable to meet the mission requirements at any time. Any modification will require formal request, proposal from the Service Provider, and review of proposal by Government parties prior to Contracting Officer approval.

1.10. Accessibility of Electronic and Information Technology. Each Electronic and Information Technology (EIT) product or service furnished under this contract shall comply with the Electronic and Information Technology Accessibility Standards (36 CFR 1194), as specified in the contract, as a minimum. If the Contracting Officer determines any furnished product or service is not in compliance with the contract, the Contracting Officer will promptly inform the Contractor in writing. The Contractor shall, without charge to the Government, repair or replace the non-compliant products or services within the period of time to be specified by the Government in writing. If such repair or replacement is not completed within the time specified, the Government shall have the following recourses:

Cancellation of the contract, delivery or task order, purchase or line item without termination liabilities; or

In the case of custom Electronic and Information Technology (EIT) being developed for the Government, the Government shall have the right to have any necessary changes made or repairs performed by itself or by another firm and the contractor shall reimburse the Government for any expenses incurred thereby.

For every EIT product or service accepted under this contract by the Government that does not comply with 36 CFR 1194, the contractor shall, at the discretion of the Government, make every effort to replace or upgrade it with a compliant equivalent product or service, if commercially available and cost neutral, on either the planned refresh cycle of the product or service, or on the contract renewal date, whichever shall occur first.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

Short-term Copiers: Leased copiers (to include desktop-portable copiers) that are required for between 15 days - 11 consecutive months.

2.1.1. “CAPABLE OF PRODUCING” defines a machine that will regularly produce copies without excessive malfunctions, breakdowns, or repeat service calls.

2.1.2. CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.3. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.4. CONTRACTING OFFICER. A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.5. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.6. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.7. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.8. GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.9. CONTRACT MANAGER. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Contract Manager listed in the PWS. When Contract Manger are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.10. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.11. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.12. QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.13. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.14. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.15. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privet of contract with the subcontractor.

2.1.16. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.17. WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation GPC Government Purchase Card HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer NLT No later than

OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide any assistance needed for setting up (Short Term) copiers that require Local Area Network (LAN) functionality.

3.2 Facilities: The Government will provide the necessary workspace in each building for the contractors (Short Term) Photocopier equipment placement.

3.3 Utilities: The Government will provide all utilities necessary in the workspace to power the contractors photocopier equipment. The Contractor (to include subcontractors) shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: RESERVED

3.5 Materials: RESERVED

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are listed within this PWS.

4.2 Secret Facility Clearance: RESERVED

4.3. Materials: The Contractor shall furnish equipment and supplies necessary to meet the requirements under this PWS.

4.4. Equipment: The Contractor shall furnish (Short Term) photocopiers to meet the requirements under this

PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Basic Services. The contractor shall provide Short Term copier services for each copier model and shall comply with the general requirements stated below. During the contract period, the contractor shall have the leeway to utilize “used” photocopier equipment. Short-term copiers (between 15 days to 11 consecutive months) will not be required to be new machines but are required to meet the same required minimum features listed below and must be in pleasing visual and excellent working condition.

5.1.1. NAIP Compliant Equipment. The contractor shall provide equipment that is a current product on the National Information Assurance Partnership (NIAP) multi-function device product compliant list and comply with the DISA Security Technical Implementation Guide (STIG).

5.1.1.1. The contractor shall provide Networked Digital Equipment under the NAIP program that meets any/all DOD security accreditations or obtain appropriate certification from the Installation Information Assurance Manager located at the local Network Enterprise Center (NEC).

5.1.2. The contractor shall deliver copiers within 7 days of request. The minimum lease period is 15 days.

Requests for copiers required for less than 15 days will be considered the minimum time period of 15 days for invoicing purposes

5.1.2.1. Contractor shall provide a listing of charges in fixed monthly increments based on the maximum estimated (Short Term) copiers projected. The Contractor shall provide a monthly statement for delivered (Short Term) copiers only, providing the COR/ACOR with all install paperwork.

5.1.3. Contractor shall base monthly fixed pricing per (Short Term) copier based on the Contract’s beginning yearly estimated total copy production as follows:

Example for Total Estimated Copies per (Short Term) Request

5,000 copies for 15 days or 10,000 copies a month

5.1.4 HISTORICAL DATA FOR GARRISON SHORT TERM COPIERS: We do not have a breakdown of historical data per device

# per Unit # Days Quantity Fiscal Year

2-3 14-60 86 FY17

3-4 14-60 117 FY18

2-3 14-60 95 FY19

1 7-21 18 FY20

# Unit refers to number of copiers used by each military unit # Days refers to the range of days copiers were needed.

Quantity refers the number of copiers used from during the fiscal year

5.2 Multi-Function Device (MFD) (All in one). Contractor shall provide all parts and accessories necessary, e.g. print controllers, memories, cabling, receiving trays, network or facsimile cards, etc., to make these features operational and included as a complete packaged item and priced as a packaged item. Devices with networking activated capabilities (no change in price with or without networking activated. No additional charges if activated at a later date).

5.2.1. The hard drive/storage drive of any MFD will be retained by the Government when the MFD is replaced or removed from service.

5.2.2. Technical requirements. As cyber vulnerabilities of MFD’s are identified, technical requirements evolve to address such vulnerabilities. As such, when additional technical requirements are identified:

5.2.2.1 Devices shall be capable of producing 35 Pages per minute (PPM) letter-size (8.5” X 11”) copies per minute.

5.2.2.2. The government must be able to reset all default passwords. Contractor will not have access to passwords after configuration.

5.2.2.3. The MFD must maintain configuration state after power down and restart and must be a demonstrated capability. Data which must be retained include protocol settings, service settings, and passwords.

5.2.2.4. SNMPv3, TCP/IP, and HTTPs must be available protocols. All other protocols shall be disabled by the contractor during implementation.

5.2.2.5. The MFD must be flash upgradable.

5.2.2.6. The MFD must have the latest firmware installed by the contractor prior to deployment.

5.2.2.7. “Call home” features, if available, must be disabled by the contractor.

5.2.2.8. The device must offer a feature enabling management of the MFD to a limited scope of IP addresses.

5.2.2.9. The contractor will configure the MFD to restrict print services to port 9100 and LPD prior to implementation.

5.2.2.10. The MFD must be able to accept print jobs only from print spoolers that authenticate the user and log the job. The contractor will configure such capability prior to deployment.

5.2.2.11. The MFD must provide the capability for print spoolers to restrict access to authorized users and restrict users to managing their own individual jobs. Such capability will be configured by the contractor prior to deployment.

5.2.2.12. The MFD must support auditing capability up to 90 days of the device or longer, spooler, and fax logs by specific personnel. The contractor will configure the MFD to meet such requirement prior to deployment.

5.2.2.13. The MFD must be interoperable with the Department of Defense (DoD) Public Key Infrastructure (PKI) and DoD Common Access Card (CAC). Configurations will be performed by the contractor prior to implementation.

5.2.2.14. The MFD must support scan to hard disk functionality. The contractor, prior to deployment, will configure MFD to clear the hard disk between jobs.

5.2.2.14. Scan to SMTP must be disabled by the contractor prior to deployment.

5.2.2.15. FAX from network must be disabled by the contractor prior to deployment.

5.2.2.16. The contractor will configure the MFD to prevent non-printer administrators from altering the global configuration of the device.

5.2.2.17. FAX line and Network Interface Card (NIC) must have organic logical/physical separation preventing access to networks through voice lines.

5.2.2.18. If the MFD hard drive contains a locking mechanism, the key(s) for this device will be retained exclusively by the government.

5.2.2.19. The hard drive must support encryption in accordance with U.S. Government Approved Protection Profile - Protection Profile for Hardcopy Devices Version 1.0.

5.2.2.20. The MFD must be IPv6 ready.

5.2.2.21. Digital Networkable MFDs: MFDs will have the capability to network to the DODIN. The contractor must supply all cables, connectors, receptacles and any such necessary type of accessories to provide service from available network ports to the location of the MFDs. All offered models must support the most current Microsoft Windows operating system and Microsoft Print Services. If a print server is not utilized, Contractor must provide the drivers for the MFDs that work with the Installation’s software for each model that is providing network capability at no additional charge. Any proposed software, inclusive of the CAC authentication tool shall comply with RMF Assess Only and approved by Authorizing Official. Also, MFD’s must be print server compliant.

NOTE: The hard drive/storage drive of any copier or MFD device will be retained by the Government when the copier or MFD is replaced or removed from service at the end of the contract.

5.2.2.22. Reversing Automatic Document Feeders (RADF) capable of automatically feeding and inverting two-sided originals 8.5” x 11” up through 11” x 17” in size.

5.2.2.23. Stapling Finisher capable of stapling 50 sheets of 20-pound paper or better if available

5.3 Standard Copier-technical requirements

5.3.1. Process copies at a minimum of 35 ppm

5.3.2. Reversing Automatic Document Feeders (RADF) capable of automatically feeding and inverting two-sided originals 8.5” x 11” up through 11” x 17” in size.

5.3.3. Fully automatic duplexing (two-sided copying) onto paper 8.5” x 11” through 11” X 17” in size. “Fully automatic duplexing” means that no operator handling of throughput or originals is required to obtain two-sided copies from one or two sided originals once the originals are inserted in the feeder and the start button is pressed.

This feature necessitates that automatic document feeders be capable of automatically feeding and inverting two-sided originals up through 11” x 17” in size.

5.3.4. Standard 500 count universal trays to accommodate 8.5” x 11”, 8.5” x 14 and 11 x 17

5.3.5. Bypass tray to accommodate up to 11 x 17

5.3.6. Electronic Sorting

5.3.7. Stapling Finisher capable of stapling 50 sheets of 20-pound paper or better if available

5.3.8. Network Printing Capability will be considered standard on machine whether customer ops to activate it or not. Having network printing activated will not insure additional cost for the customer. If a machine does not have the network printing activated and the customer decides at a later date that it needs to be activated, Contractor shall activate the network printing capability without any additional charges to the customer or increase to the monthly charge.

5.3.9. Standard Post Script

5.3.10. Standard PCL

5.3.11. Furnished with the contractor’s standard commercial cabinet base

5.3.12. Copy to within 3/16 of the leading edge of paper and to within 1/8” of the remaining three edges.

5.3.13. Perform satisfactorily at any temperature between 50 and 90 degrees Fahrenheit.

5.3.14. Perform satisfactorily at any relative humidity between 15 and 85 percent.

5.3.15. Must not contain either asbestos or polychlorinated biphenyls (PCB’s).

5.3.16. Contractor must identify the presence of the following materials: beryllium or beryllium compounds and lithium or lithium compounds.

5.3.17. Contractor must post a Tag number on all MFDs in plain view for MFD identification by customers. The machines manufacturer’s serial number will be 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 readily accessible location with the manufacturer’s name or trademark and model number of machine.

5.3.18. Conform to the requirements of Underwriters laboratories (UL) Standard 114 or 1950.

5.3.19. Furnished with an operators’ manual.

5.3.20. Furnished with a receiving bin for copies, unless an offset stacker is specified.

5.3.21. Capable of copying pages of bound documents.

5.3.22. Capable of operating satisfactorily and providing acceptable copies on recycled paper conforming to the requirements of Commercial Item Description (CID) A-A-l912 and Joint Committee on Printing (JCP) Standard JCP 0-460.

5.3.23. Capable of producing copies on transparencies and gummed labels. Limitation of use of particular brands/stocks must be noted with offered model.

5.3.24. Equipped with a lighten/darken contrast control.

5.3.25. Contain a self-diagnostic system to indicate as a minimum, the following conditions: (a) needs toner, (b) needs paper, and (c) paper miss feed or jam.

5.3.26. Feature a definite indicator of when the equipment is energized. This may be with a special “power on’ light or an appropriate indicator on the control panel.

5.3.27. Include platens with a minimum of 11” x 17” of the ‘flat-bed’ type.

5.3.28. Include two preset reduction ratios, one 64÷1-3% the size of the original and one 75+1-4% the size of the original; one enlargement mode of 120% (+lOm -5) the size of the original. MFDs with one or more of the following features are acceptable:

- preset ratios: the ratios are input into the MFD by the manufacturer and are quickly accessible by pressing the appropriate button (e.g. button labeled 64%, 75%, or 120%) -Memory storage capability: MFDs have several reduction/enlargement memories available to be programmed by the customer, which the customer can easily program them into memory such that they are readily accessible at any time; Automatic magnification; MFDs can automatically sense the size of the original, and when the size of the copy paper is specified, can automatically set the necessary reduction/enlargement ratio.

5.3.29. Include a zoom feature allowing continuously variable reduction in increments no larger than 1%. The zoom feature shall, at a minimum, cover a range from 25% through 400%. MFDs shall have a zoom feature allowing continuously variable enlargement in increments no larger than 1%.

5.3.30. Must meet energy-efficiency standards IAW AR 420-1, (ENERGY STAR qualified and Electronic Product Environmental Assessment Tool – registered).

5.3.31. Capable of operating on standard 115 Volt electrical current. If the contractor plans to provide machines that are other than the standard 115 Volt machines, the Contractor will then be responsible for covering all costs and labor as follows:

5.3.31.1. Rewiring of MFD installation sites necessary to accommodate 220 volts models

5.3.31.2. Rewiring of models installation sites necessary to accommodate models that require a dedicated 115 volt circuit or that require receptacles other than National Electrical Manufacturers Association (NEMA)

5.3.31.3. Installation of receptacle types if required for equipment if not presently available at MFD site.

5.4. PORTABLE (SHORT TERM) COPIERS-DESKTOP MODELS: Contractor shall provide, upon request, portable desktop copiers for customers that do require a full size copier and do not need additional options provided with larger models. Portable copiers will not generate any addition to the overall total of available allowable relocations. Relocation of portable copiers will be at the Contractor’s expense if the Contractor deems they are the only ones who may relocate a portable (Short Term) copier. Otherwise, Government personnel will move the portable copiers. If Government personnel damage a (Short Term) portable copier during relocation, the activity associated with the move will compensate the Contractor for repair of the (Short Term) portable copier accordingly.

5.4.1. Minimum specifications for a portable (Short Term) copier:

5.4.2. Minimum of 20 copies PPM

5.4.3. Standard 50-sheet ARDF (document feeder)

5.4.4. Standard (1) 250 sheet tray paper size 5.5x8.5” to 8.5x11”

5.4.5. 100 sheet multi-bypass tray paper size 8.5x11” to 8.5x14”

5.4.6. Duplex copying

5.4.7. Electronic sort

5.4.8. Optional Paper tray (1) 500 sheet tray 8.5x11”

5.5. SHORT-TERM COPIERS

Short term copiers are defined as copiers required for a period of 15 days to 11 months. Any copier required for less than 15 days will be considered outside the scope of this contract. Contractor shall provide short-term copiers with all the features included in this PWS. There will be no reduction or elimination of capabilities, features or type of copiers provided to meet short requirements. The Contractor may provide a “used” (short term) copier provided it meets the requirements listed and is in excellent operating condition able to maintain a minimum 90% effectiveness rate, and is in pleasing visual condition (i.e. is not stained, dusty or dirty and no missing parts/pieces, scratches and or dents.

5.6. CONSUMABLE SUPPLIES

All consumable supplies (including staples for automatic stapling requirements) will be provided by the Contractor, excluding paper.

In order to ensure availability of consumable supplies, the contractor is required to establish and maintain a full stock of all such supplies required for the machines. Supplies shall be delivered between 7:30 a.m. and 4:00 p.m., Monday through Friday (excluding Federal holidays). The Resource Management Office (RMO) will provide Government space designated for the Contractors supply stock. RMO personnel will provide requested supplies to customers as requested. It is the Contractor’s responsibility to ensure supplies are adequate to meet the needs of the customers and the Government shall not be held responsible for inventorying. Should the RMO find they are unable to accommodate this process by providing space to the Contractor; the Contractor shall be required to provide supplies directly to customers as requested. Written notice will be provided to the Contractor if Government space is no longer available for such services.

On or about the same day of each month, the contractor shall ensure that supplies are sufficiently stocked to meet customer requirements. The contractor shall respond to verbal requests for additional consumable supplies from key operators or a designated RMO representative identifying the location and serial number of the machine requiring supplies. The contractor shall deliver additional consumable supplies within a period of forty eight (48) hours after receipt of verbal or written request.

The contractor shall furnish RMO Supply personnel one (1) designated point of contact for coordination of request and delivery of supplies.

5.7. PARTS/SUPPLIES AVAILABILITY

The contractor shall have an inventory of parts and consumable supplies in quantities sufficient to service the resulting contract. The contractor shall have an inventory system and delivery system for the parts and consumable supplies. The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance and supply delivery response times.

5.8. MAINTENANCE

5.8.1. Response to Service Calls: The contractor shall respond to service calls during normal working hours, Monday through Friday 0730 – 1600 hours, excluding holidays observed by the Federal Government. The contractor shall respond to e-mail and/or verbal service calls within 90 minutes to inform customer of receipt and plan of service execution. The Contractor technician will arrive at the copier location within four (4) working hours or mutually agreed upon time frame of the notification of malfunction. For Critical copiers, the Contractor technician will arrive at the copier location within two (2) working hours or mutually agreed upon time frame of the notification of malfunction. Contractor shall provide an email contact along with business phone number where customers can submit work orders. Customers will provide the TAG identification number, problem, building number, and POC information directly to the Contractor, copy furnishing COR/ACOR. The response time on a service call starts when the authorized personnel of a participating agency/activity places a service call to the contractor. The factory-trained service technician will report to the agency/activity requesting service and notify them of his/her arrival and verify the problem for which the service call was made. After the call is completed, the factory-trained service technician will notify the service requester, key operator, or any government employee within the office, whether or not service is satisfactorily completed. The Contractor technician will provide the COR/ACOR with electronic copies of completed work orders.

5.8.2. The contractor shall provide a toll-free telephone number for service calls which must be answered between 7:30 am and 4:00 pm, Monday through Friday, excluding Federal Holidays, and manned in such a way that the caller will not be “on hold” for more than three minutes in the process of reporting a service requirement.

5.8.3. The Contractor shall provide an email contact which must be monitored between 7:30 am and 4:00 pm Monday through Friday, excluding Federal Holidays, and manned in such a way that the customer will get a confirmation email acknowledging the request and planned execution for service within 90 minutes.

5.8.4. Each copier furnished must perform at an effectiveness level of 90%. The effectiveness level for the machine is computed by: One (1) minus the total number of hour’s downtime, divided by the total production time in the month. Total production time shall be computed by multiplying 8 hours per day by the number of working days in the month (excluding Federal Holidays).