Statement of Work (SOW) - BidNet



Statement of Work (SOW)

Introduction

The Office of Victim Services and Justice Grants has a requirement to purchase/replace an existing copier and initiate a new Copier Maintenance/Service/Operating Supplies Agreement.

1.1 Background

OVSJG is responsible for coordinating and supporting victim services within the District by working with DC government agencies and community-based organizations to develop, expand, and improve services that are provided to victims of violent crime. Having a multifunctional copier and operational service through an operating lease agreement is mission critical to administrative operations. A responsive and professional copier service company will be required to ensure maintenance, operating supplies, and services are provided to meet the requirements of the organization in a timely and adequate manner. The selected contractor must be able to respond to deliveries, installation, operating supplies/replacements, scheduled maintenance and incidental services during the lease period described herein, as well as be prepared with emergency response capabilities to respond to unserviceable equipment and operating supplies included in the maintenance/service/operating supplies agreement periods.

Scope

The contractor shall provide the below requirements to the OJS Building located at 441 4th Street, NW Suite 727N, Washington, DC 20001.

Further, the maintenance agreement must include the new equipment, full service maintenance, preventative maintenance, all operational/consumable supplies such as toner, dry ink, fuser oil, staples and other copier supplies for the copier, except paper.

Connectivity for LAN capability must be able to support industry's most current software applications, network operating systems

The copier shall be Energy Star qualified.

Additional fees will apply based on an aggregated bulk copy and print count determined by commercial practices depending on the model quote, compared to the name brand copier identified below. The Installation to the office identified under the lease agreement is also required.

3. Tasks

3.1 General Requirements

Initial acceptance will be at the discretion of the acceptor during the delivery. All items required must be fully functional, present, and compatible as required.

Delivery must be made on the Delivery/Installation date shown on the order. The quoters (Offerors) must provide within its quote a statement of understanding regarding delivery/installation date, which must be part of the lease agreement, and each order under the contract.

The Contractor shall flow down all pertinent terms and conditions of this contract to its subcontractors, including all requirements involving deliveries, installation, and maintenance.

The Contractor shall demonstrate that the copier is properly functioning upon completion of installation. This demonstration shall be accomplished pursuant to the operating instructions furnished with each copier and in the presence of the specific Key Office Operator.

The Contractor shall take necessary steps to ensure that complete action (installation, exchange, removal, etc.) is made within the delivery schedule specified in the order issued under the lease agreement (contract). Complete delivery/installation is defined that all components/optional features/equipment simultaneously fully functioning and supplies provided according to regular schedule maintenance schedule provided with the quotation.

A single toll free "800" Help Desk telephone number must be provided for Key Office Operators can call for field technical support assistance. The contractor shall respond to written/oral requests from the Key Office Operator for service calls.

4. Specific Requirements/Tasks

4.1. Specifications

The OVSJG has a requirement for a specific type of copier. The copier must be XEROX COLOR C70 or equal compared to the specifications attached (Attachment ONE) for OVSJG.

The copiers shall comply with the following specifications:

• Copier shall be digital and shall have the latest commercially available automated features, including but not limited to the following capabilities: quick (less than 30 seconds) warm-up time, photocopy paper sizes from 8-1/2" x 11" to 11" x 17".

• Finishing with BR Finisher

4.1 Copier Supplies

Contractor shall provide copier supplies shown in the scope of work to maintain continues operation of the copier for the comparable name brand copier quoted. Contractor shall stock an adequate quantity of supplies for the office’s copier. The Key Office Operator will collaborate with the contractor to maintain continued operation, as agreed in the maintenance agreement.

4.1.1 Consumable Supplies

The Contractor shall provide consumable supplies in accordance with lease agreement/contract terms and conditions in accordance with the following process:

• Upon initial delivery, the Contractor shall provide a minimum of one month and a maximum of two month's worth of consumable supplies for the copier. These supplies will be stored by the customer agencies.

• Toner shall be checked during Technician service calls and replenished by the contractor, if required.

• The Contractor shall deliver supplies to customer agencies within 24 hours, excluding weekends and Federal holidays.

• The Contractor shall label all shipped consumable supplies with the name and address (including building and room number) of OVSJG’s key office operator(s).

• The key office operator may make emergency requests for consumable supplies verbally. The Contractor shall process and ship these requests within 24 hours, excluding Saturdays, Sundays and Federal holidays.

4.2 Copier Maintenance and Government Options

The contractor shall perform all copier maintenance (both preventive and reparative). This maintenance includes all parts and labor. The contractor shall respond to all maintenance requests within 24 hours or less of notification. Copiers that can not be repaired shall be replaced within 2 days. Only qualified personnel, materials, spare parts, tool, hardware/software and network components necessary to perform the service shall be provided by the contractor.

4.2.1 Preventative Maintenance

The contractor shall regularly and systematically examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract. The contractor shall ensure that the copier operates as originally designed and installed.

• The vendor shall provide a central management software tool that monitors the copier in at the OVSJG office location. The software would provide an overall view of the copier (example: toner level, paper jams, staples, etc.).

4.2.2 Copier Replacement

For purposes of this contract, the minimum acceptable level of performance for each copier is 90% uptime. The Government's definition of uptime is the full functioning of all the features available on the unit simultaneously. Malfunctioning (downtime), even if a copier still copies after an original is placed on the platen, includes the nonfunctioning of the feeder, sorter, paper drawer and anything else that is necessary for the full functioning of the features available on the unit simultaneously. The failure of any copier to meet the uptime standard of 90% in one 60-day period will result in a determination by the identified Key Office Operator/Contracting Officer and Contractor's authorized representative whether to replace the copier. As an alternative, the Contractor's representative may certify on the repair record that sufficient repairs have been made to preclude additional abnormal breakdowns. If in the 30 days after such certification, the copier continues to function below the 90% uptime threshold, the Contractor shall replace the copier with the concurrence of the CO and at no additional cost to the Government. The Contractor shall deliver and install replacement copiers within two (2) working days after the replacement determination.

4.3.3 Copier Backup

The Contractor shall have an adequate working inventory of copiers in order to provide backup support for all volume bands. When a malfunctioning copier cannot be repaired within the on-site repair time, OVSJG will have the option of requesting a backup copier. The Contractor shall supply such a backup copier within forty-eight (48) working hours after notification by the Key Office Operator. Backup copiers shall meet or exceed the capabilities of the copiers to be replaced. The Contractor's charge for use of the backup copier shall be the same as and in lieu of the charges for the copier being replaced. For this purpose only, remanufactured equipment may be used until a replacement copier is delivered.

• Backup copiers are generally expected to remain in place for five working days or less, but in unusual cases, a backup copier may remain in place for as long as 30 days. If the original copier has not been repaired and reinstalled at the end of 30 days, the Contractor shall provide a replacement copier equal to or superior to the original copier model. The Contractor shall supply the model number, serial number and location of the replacement copier to OVSJG Key Office Operator. In such circumstances, the backup copier may become the replacement copier, and another unit shall be designated for future backup requirements.

4.4. Contractor Reports

The contractor shall provide to the Key Office Operator a monthly usage reports. The reports shall contain number of copies produced for each machine, total over or under usage and total expenditures. The contractor can recommend any changes according to volume, and due to over or under usage.

• The contractor shall maintain the entire history of OVSJG’s copiers as indicated. The report must include make, model, serial number, location, install date and volume. The Inventory Report shall be provided to the Key Office Operator on an annual basis with a final report to be provided within 10 days of the conclusion of contract performance.

• A Service History Report shall be issued to the appropriate Key Office Operator for the copier on a yearly basis. The report shall include make, model, serial number, location, and description of each problem and the response time to repair requests.

4.5. Employee Identification

Contractor personnel shall wear an identification badge that, at minimum, displays the company’s name, the employee’s photo, and employee’s name. Contractor personnel shall comply with all

Government rules and regulations while at the facility.

4.6 Period of Performance

One (1) year from date of award, with four (4) year option periods.

4.7 Hours of Operation

All work shall be completed during the site’s normal operating hours of 9:00 AM to 5:00 PM Monday through Friday excluding federal holidays. Federal holidays are New Years Day, Martin Luther King Jr. Day, President’s Day, Emancipation Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

4.8. Payments

Invoicing will be on a monthly calendar basis. The Key office operator will turn in meter readings no later than the 10th of each month to contractor for payment invoice processing, or as agreed in the purchase agreement. Payments will be made via electronic funds transfer (EFT). An ACH form will be provided upon award to initiate this process.

4.9. Definitions

For purposes of this acquisition, the following definitions apply:

Contracting Officer (CO): The Government representative who possesses the overall responsibility of the successful performance/completion of the contact/lease agreement

Backup Copiers: Those copiers installed in place of malfunctioning copiers to provide temporary relief until the original copier is repaired or until a replacement copier is installed

Contracting Officer's Technical Representative (COTR): The individual who may be designated by the CO to have responsibility for performance of all technical aspects of the contract

Key Office Operator: The OVSJG employee who is specifically designated and trained to deal with day-to-day issues such as paper jams, paper replenishment and other minor events for an individual copier or group of machines. The Key office Operator handles problems which can be corrected and full performance can be restored without the need for a service call.

Replacement Copiers: Those copiers intended to remain in place for the remainder of the delivery order lease term. Replacement copiers shall be at least the functional equivalent of the copiers they replace.

4.10 Security

The Key Office Operator must provide the contractor with security access to gain entrance and access to copier facilities within a building. The contractor will have access to those facilities to provide the following: preventive maintenance, repairs, replenishing and installing supplies and conducting meter reads.

4.10.1 Information Technology (IT) Information Security Requirements

Information security is critically important to the Office of Victim Services and Justice Grants, and all measures of protection are strictly enforced. Although the requirements elsewhere in this solicitation require the removal of the hard drive whenever the copier is removed from the OVSJG, for any reason, if Offerors can demonstrate that their quoted copier models possesses the capability of automatically removing any and all footprints from the hard drive, or any other device that captures information, is encouraged to demonstrate this feature.

ATTACHMENT ONE

SPECIFICATIONS FOR THE COPIER AND OFFICE LOCATION IDENTIFIED UNDER THE AGREEEMENT

Multifunction Printers/Copiers, Copier/Printer/Scanning

DISTRICT OF COLUMBIA GOVERNMENT

OFFICE OF VICTIM SERVICES AND JUSTICE GRANTS

441 4TH STREET, NW, SUITE 727N

WASHINGTON, DC 20001

Name brand or equal; meet or exceed model/features for the following model:

Xerox Model C70

Performance Standards:

• Print / Copy: 2400 x 2400 dpi; Scan: 200 x 300 x 300, 400 x 400, 600 x 600

• Line Screens: 600, 300, 200 and 150 Clustered Dot, 200 Rotated Line Screen1

Technology

• Print, Fax (Optional), Copy, Scan, Preview, Email

• Load-while-run toner and paper capability

• Advanced Registration Technology for tighter control

• Simple Image Quality Adjustment (SIQA)

• Front to Back Registration +/- 1.2 mm

• Custom paper set-up / alignment profi es

• Xerox® EA Low Melt Toner

• Xerox® Smart Kit® replaceable units for toners, drums, fuser, charge corotron, waste bottle, staples

Graphic Arts Credentials

• Fogra Offset, IDEAlliance Digital Press System certified, PANTONE Matching System®, PANTONE GOE, PANTONE Plus, Adobe PDF Print Engine1

Integrated Scanner

• Single-pass Duplex Automatic Document Feeder

• Color scanner

• Scan to a variety of output options

• 250-sheet capacity

• Up to 200 ipm (Color and Black and White)

• Originals up to 11 x 17 in. (A3) in weights from 38 gsm (16 lb. bond) to 200 gsm (53 lb. bond)

Productivity / Print Speeds

• Duty Cycle2: 300,000

Xerox® Color C60/C70 Color Print Speeds

• 8.5 x 11 in. / A4

– 60/70 ppm (64-105 gsm) uncoated

– 43/50 ppm (106-176 gsm) uncoated, (106-150 gsm) coated

– 30/35 ppm (177-300 gsm) uncoated, (151-300 gsm) coated

• 11 x 17 in. / A3

– 30/35 ppm (64-105 gsm) uncoated

– 21/25 ppm (106-176 gsm) uncoated, (106-150 gsm) coated

– 14/17 ppm (177-300 gsm) uncoated, (151-300 gsm) coated

Xerox® Color C60/C70 Black-and-white Print Speeds

• 8.5 x 11 in. / A4

– 65/75 ppm (64-176 gsm) uncoated

– 43/50 ppm (177-300 gsm) uncoated, face-up (106-176 gsm) coated

– 30/35 ppm (177-300 gsm) coated

• 11 x 17 in. / A3

– 33/37 ppm (64-176 gsm) uncoated, face-up

– 21/25 ppm (177-300 gsm) uncoated, (106-176 gsm) coated

– 14/17 ppm (177-300 gsm) coated

Paper

Flexibility / Weights

• Internal Trays 64-220 gsm uncoated and coated; 256 gsm uncoated, simplex

– Tray 1: 500 sheets 12 x 18 in. / SRA3

– Tray 2: 500 sheets 11 x 17 in. / A3

– Tray 3: 870 sheets 8.5 x 11 in. / A4

– Tray 4: 1140 sheets 8.5 x 11 in. / A4

• Bypass 250-sheet up to 110 lb. cover (300 gsm) uncoated and coated, up to 13 x 19 in. / 330 x 482 mm

• Optional 2,000-sheet HCF and OHCF (One Tray or Two Tray)

Capacity and Handling (8.5 x 11 in. / A4)

• 3,260 sheets standard via four internal trays and bypass tray

• Maximum paper capacity: 7,260 sheets via standard trays and two Oversized High Capacity Feeders (optional)

• Two-sided printing:

– 65 lb. cover / 176 gsm auto duplex for all stocks

– 80 lb. / 220 gsm auto duplex for most stocks

– 110 lb. cover / 300 gsm manual duplex for all stocks from bypass trays and optional Oversized High Capacity Feeder

Feeding and Finishing Options

High-Capacity Feeder (HCF)

• 8.5 x 11 in. / A4 (2,000 sheets up to 80 lb. cover (220 gsm))

Offset Catch Tray

• 500-sheet stacking

BR Finisher

• 3,000-sheet stacker, 500-sheet top tray

• Offsetting

• 2/3 hole

• Staple 50 sheets (Front, Rear, Dual, Four position)

• C Fold /Z Fold Unit (Optional module)

Convenience Stapler

• Staple up to 50 sheets of 24 lb. / 90 gsm media

Xerox® Integrated Color Server (DMP)

Hardware Specifications (equal or better)

• 320 GB Hard Disk Drive, 4 GB RAM

• 10.4 in. color, touch screen flat-panel display

• Ethernet interface (10 MBTX / sec, 100 MBTX / sec, 1000 MBTX / sec option)

Client Environments Supported

• Windows® XP SP1 & above (32 & 64 bit), Server 2003/2008 (32 & 64 bit), Vista (32 & 64 bit),

Windows 7 (32 & 64 bit), Mac OS® Citrix, Custom driver for Unix: AIX® 10.8 and above, 5 v5.3, HP-UX® 11.0/11i v2, Solaris® 8/9/10, Linux Fedora Core® 1/5, Red Hat ES4, SUSE 10/11

• Citrix, WHQL certification1

PDLs and Data Formats

• PDF, XPS®, PCL® 6 emulation, HP-GL2 (direct submission), TIFF, JPEG, Adobe® PostScript® 3™ (optional)

Scan

• Scan to Email, Scan to Folder, to PC, to Mailbox (private and public), Scan to USB, FTP, SMB, Desk, Text searchable PDF, PDF/A, XPS, Thumbnail Preview

Security

• Standard Secure Print, Authentication with LDAP/ Kerberos/SMB/CAC, Password Protected PDF, FIPS 140-2 encryption, S/MIME Encrypted Email, IPsec, 802.1X, SNMP v3.0, Email over SSL, Image Overwrite (Immediate, Scheduled, On Demand) Hard Disk Data Encryption, Audit Log Optional CAC, Xerox Secure Access Unified ID System®, IPv6 Ready, 256 Bit Encryption, Common Criteria Certified (pending)

Electrical Requirements

• Printer: 110-127 VAC, 50/60 Hz

• Options: 100-240 VAC, 50/60 Hz

• Optional Feeding / Finishing:

– Each module requires 100-240 VAC, 50/60 Hz power

Printer Dimensions

• Height: 54.8 in. / 1,391.5 mm

• Width: 62 in. / 1,574 mm

• Depth: 31 in. / 787 mm

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