W--Multifunctions Device

Statement of Work Lee County Healthcare Center 2489 Diplomat Parkway East, Cape Coral, FL 33909 Multifunction Device Lease A. GENERAL INFORMATION 1. Lee County Healthcare Center Multifunction Device (MFD) Lease Project 2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in the statement of work (SOW), except as may otherwise be specified. The Contractor shall provide leased multifunction (printing, faxing, copying, scanning and scan to network) devices capable of supporting Secure Personal Identifier Verification (PIV) printing for both Veterans Health Information Systems & Technology Architecture (VistA) and Microsoft print jobs, hardware maintenance support, and onsite user training required to support the printer consolidation initiative. 3. As part of a Veterans Administration national green environmental initiative, Lee County Healthcare Center is tasked to reduce overall printing expenditures. This will decrease energy consumption and printer consumables (paper, toner, associated supplies, etc…) while at the same time reducing overall printer maintenance support cost. Additionally, secure printing functionality will significantly reduce privacy incidents. This consolidation project will assist the Medical Center in maintaining compliance with the Congressional Extender Bill, SEC. __05. REDUCING UNNECESSARY PRINTING AND PUBLISHING COSTS OF GOVERNMENT DOCUMENTS. Failure to implement the national initiative will have a negative impact on mandated environmental goals and increase fiscal obligations to support underutilized printing devices. 4. Performance Period: The period of performance is October 1, 2012 through September 30, 2017 (base + 4 option years). 5. Type of Contract: Contract Type shall be a Federal Supply Schedule GSA delivery order for a base year and four option years exercised at the discretion of the government. 6. Place of Performance: The Lee County Healthcare Center, 2489 Diplomat Parkway East, Cape Coral, FL 33909. Additional places of performance may be added within the geographical service area as directed by the contracting officer in response to expansion of Veterans Administration services. 7. Performance Based Contract Management: This contract does not require the application of an Earned Value Management System that is compliant with the American National Standards Institute /Electronics Industries Alliance (ANSI/EIA) Standard-748, Earned Value Management Systems. [See paragraph Q.] a. The Contractor shall assign an Account Manager who will serve as the point of contact throughout the duration of contract performance. The contractor shall also designate an alternate Account Manager (local) who will serve as the POC when the Account Manager is not available (illness, vacation, training, etc.). b. The VA will assign a Contracting Officer who will be the only individual authorized to effect changes in the contract. c. The Contracting Officer (CO) shall delegate the authority to manage all technical aspects of the multifunction printer lease project to a Contracting Officer's Representative (COR). d. Invoices - All invoicing by the Contractor for multifunction printer devices will be submitted monthly and in arrears to: VA Financial Service Center, 149971, Austin, TX 78714-9971. 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. GENERAL REQUIREMENTS 1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, and together with associated sub milestone dates. The contractor's subtask structure shall be reflected in the proposal. 2. All written deliverables will be phrased in layperson language. Statistical and other technical terminology will not be used without providing a glossary of terms. 3. Only offers including hardware demonstrated through the RFI to meet Department of Veterans Affairs (VA) VistA (PIV) secure printing and Microsoft Windows (PIV) secure printing will be considered. Definition of standard: a. From VistA, all vendors must support using the network name field from File 200 (New Person file) to tag and identify print jobs coming from a VistA queue. b. Vendors must support the tagged VistA print job and queue it on a defined Windows Print server (2003 and newer). c. At the MFD, the vendor must support "follow me" print and use of the VA supported PIV card at the MFD. In other words user inserts PIV; MFD provides the application that displays user defined print jobs and releases the VistA or Microsoft print jobs that are tagged and stored on the (Windows 2003 or newer) print server. d. The MFD should only display the logged in user print jobs. 4. Multifunction devices must support the use of smart card technology to allow for the implementation of the Department of Veterans Affairs Personal Identifier Verification (PIV) program. MFD must utilize VA Active Directory authentication using PIV to access the various resources the MFD offers, e.g., faxing, copying, printing, color printing, scanning and scan to network. 5. Vendor must provide centralized management software that automatically polls data from end devices and provides one report that can be used for page counts, email alerting, replacement trends, audit trails, error reporting, etc. A web interface that requires us to log into every device to gather this information will NOT meet the requirement. 6. The MFD must provide one user interface to perform all MFD functions, e.g., printing, faxing, copying, scanning and scan to network. The end user should be working off of one standardized menu. 7. The MFD must have Microsoft Certified Print Drivers. 8. MFD must be able to be authenticated from both VA PIV / CAC card as well as a full keyboard using Windows Active directory. 9. Multifunction printer devices must support a sheet feeder with a capacity of not less than 550 sheets. 10. Multifunction printer devices must have a maximum monthly duty cycle of at least 270,000 pages per month (PPM). 11. Multifunction printer devices must have the ability to duplex print. 12. Multifunction printer devices have LCD screens for configuration purposes. 13. Maintenance, installation, and repair of leased multifunction printers will be the sole responsibility of the vendor and will be included in leasing costs. 14. All multifunction printer maintenance kits, repair parts and consumables, excluding paper types will be covered under the lease agreement. 15. 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. Department of Veterans Affairs retains the right to hold at no charge all drive media on all equipment at no added expense. Vendor is responsible for hard drive removal at no expense to the Agency. Specifically, vendor and Logistics will coordinate the removal of the hard drive prior to the device being removed from the VA site(s). 16. MFD configuration will be completed by vendor prior to lease including 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. Third party solutions will not be allowed. 17. The lease will start when MFD setup, configuration and installation is complete. As new devices are added, the lease price will be adjusted to terminate at the same time as the contract. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The Contractor shall provide leased multifunction (printing, copying, fax, scan and scan to network) devices capable of supporting Secure Personal Identifier Verification (PIV) printing for both Veterans Health Information Systems & Technology Architecture (VistA) and Microsoft print jobs Without a third party interface device, hardware maintenance support, and onsite user training required to support the printer consolidation initiative. Task One: Vendor shall lease to the Lee County Healthcare Center, multifunction (print, copy, fax, scan and scan to network) devices capable of supporting Secure PIV VistA and Microsoft print jobs without a third party interface device. A. Vendor leasing agreement will be coterminous. As new devices are added during the contract, payments will be adjusted to reflect the addition and will terminate the same time as the original contract. B. Lease type shall be a "Charge per Copy" lease. Initial pool of pages will be 300,000 pages per month for all monochrome devices and 150,000 per month for all color devices. Rates for additional pages (overages) will be at rates not to exceed the GSA pricing guidelines. C. The Lee County Healthcare Center reserves the right to expand the MFD printer page pool count on an annual basis and adjust as necessary. D. The COR reserves the right to relocate or reassign vendor installed printing devices within the place of performance at no cost to the Lee County Healthcare Center. These moves will be performed by the Lee County Healthcare Center Information Resource Management Service (IRM) staff and require no vendor notification. E. The COR reserves the option to lease additional multifunction printers as needed. Lease rates will be adjusted to end at the same time as the contract. F. During delivery, equipment will be unboxed by vendor and trash taken away. Deliverable One: Vendor Multifunction "Charge per Copy" lease agreement in electronic format. Task Two: Vendor shall provide manufacturer warranty and repair service on multifunction (printing, copying, faxing, scanning and scan to network) devices capable of supporting PIV printing for both VistA and Microsoft print jobs leased to the Lee County Healthcare Center under the vendor "Charge per Copy" leasing agreement. A. Vendor shall respond to all repair requests by the COR within 4 hours of service request notification or have replacement Printer MFD on station for replacement. B. Vendor shall repair or replace broken or malfunctioning equipment as identified by COR within 24 hours of notification, Monday through Friday during normal business hours (0800-1630). C. Vendor shall maintain a surplus inventory of toner, staples and spare devices in the Logistics Warehouse at Lee County Healthcare Center. Deliverable Two: Vendor Multifunction Charge per Copy maintenance lease agreement in electronic format. Task Three: Contractor shall provide onsite training to end users of the MFD's. A. Vendor training shall consist of onsite demonstration(s) to include the following functions: 1. Printing, Finishing, Faxing, Scanning, Scan to Network, Copying, Secure print functionality using VA PIV card as well as clearing routine device errors, adding paper, staples, etc. 2. Vendor shall providing one user manual per MFD. B. Vendor shall provide technical manuals and diagrams concerning maintenance and repairs for each MFD repair to IRM and COR. Deliverable Three: Vendor Multifunction Device documentation. E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES [If applicable] Optional Task One: Optional Deliverable One: Optional Task Two: Optional Deliverable Two: F. SCHEDULE FOR DELIVERABLES 1. The contractor shall complete the Delivery Date column in Attachment A for each deliverable specified. 2. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same. 3. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the COR, including a firm commitment of when the work shall be completed. This notice to the COR shall cite the reasons for the delay, and the impact on the overall project. The COR will then review the facts and issue a response in accordance with applicable regulations. A. Contractor has seven (7) working days from notification by the COR requesting new equipment and activation and/or spare units. A deduction of 1/30th of the monthly rate will be taken for that day, and for each twenty-four (24) hour period thereafter that the equipment is inoperable due to no responsiveness. G. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. H. REPORTING REQUIREMENTS No special reporting requirements exist. I. TRAVEL [If applicable] Does not apply to this project. J. GOVERNMENT RESPONSIBILITIES [If applicable] VA shall provide escorted access into high security areas as needed to perform work during normal duty hours. K. CONTRACTOR EXPERIENCE REQUIREMENTS - KEY PERSONNEL Mobile Communications Account Manager L. CAPABILITY MATURITY MODEL FOR SOFTWARE INTEGRATION [If applicable] Does not apply to this project. M. ARCHITECTURAL GUIDELINES [If applicable] Does not apply to this project. N. SECURITY The C&A requirements do not apply and a Security Accreditation Package is not required for this acquisition. Information System Security The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The contractor's firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA project manager and the VHA Headquarters Information Security Officer as soon as possible. The contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation. The Veterans Affair Acquisition Regulation (VAAR) security clause (cited below) must be included in all contracts: VAAR- 852.273-75 "SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES" (a) The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov (b) To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov." Security Training Contractor shall not have access to Department of Veterans Affairs' computer systems Contractor Personnel Security Contractor shall not be required to obtain a background investigation as contractor staff will not have access to VA computer system or high value areas without a VA security escort with the appropriate clearance 1. Background Investigation Not applicable for this project 2. Contractor Responsibilities A. The contractor will be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident." 3. Government Responsibilities VA shall provide escorted security access into high security areas as needed to perform work during normal duty hours. O. ELECTRONIC AND INFORMATION TECHNOLOGY STANDARDS SECTION 508 The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998. In December 2000, the Architectural and Transportation Barriers Compliance Board (Access Board), pursuant to Section 508(2) (A) of the Rehabilitation Act Amendments of 1998, established Information Technology accessibility standards for the Federal Government. Section 508(a)(1) requires that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), they shall ensure that the EIT allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. The Section 508 requirement also applies to members of the public seeking information or services from a Federal department or agency. Section 508 text is available at: http://www.opm.gov/HTML/508-textOfLaw.htm http://www.section508.gov/index.cfm?FuseAction=Content&ID=14 P. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the COR at the conclusion of the task order. 2. The COR will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the COR for response. 3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the COR. Q. SAFETY It is agreed that: Vendor shall meet all local, state and federal safety requirements during the installation and lease period. R. PHASE-IN - The contractor shall be required to provide sufficient personnel during the transition period to work with the ordering activity and the incumbent contractor in scheduling for the removal/replacement of MFDs. This requirement includes, at a minimum, a central contact point as well as the technicians necessary to properly install all equipment in accordance with the contractor requirements in a timely manner. The phase-in/transition period shall also require sufficient personnel to accomplish such tasks as receiving orders, installing equipment and training personnel. S. SERVICE CALLS - The contractor shall respond to service calls during normal duty hours (between 0800 - 1600 hrs), Monday through Friday, excluding holidays observed by the Lee County Healthcare Center. The contractor shall respond to email or verbal service calls within four (4) working hours after notification of malfunction. Service calls for machines identified as critical shall be responded to within two (2) working hours after notification of malfunction. Contractor shall furnish COR with a copy of maintenance call record sheets on a weekly basis. T. CONSUMABLE SUPPLIES - All consumable supplies such as toner, staples and replacement parts are included in the cost per copy agreement. This does not include paper, tape binding supplies, and transparencies. Consumable supplies shall be provided by the contractor at the time of the service call. Logistics may dedicate some space for surplus toner, staples and spare devices. Attachment A Schedule of Deliverables Deliverable No. One Item Vendor Multifunction Charge per Copy lease agreement in electronic format. Quantity 1 Delivery Date 10 Days from contract signing Two Vendor Multifunction Charge per Copy maintenance lease agreement in electronic format. 1 10 Days from contract signing Three Vendor Multifunction Device documentation. 1 10 Days from contract signing