Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MAY 07, 2014 FBO #4547
DOCUMENT

36 -- 534-14-3-4045-0047: Multi-Functional Device Lease - Attachment

Notice Date

5/5/2014
 

Notice Type

Attachment
 

NAICS

532420 — Office Machinery and Equipment Rental and Leasing
 

Contracting Office

Department of Veterans Affairs;Ralph H. Johnson VA Medical Center;109 Bee Street;Charleston SC 29403-5799
 

ZIP Code

29403-5799
 

Solicitation Number

VA24714I0642
 

Response Due

5/9/2014
 

Archive Date

6/8/2014
 

Point of Contact

Contract Specialist
 

E-Mail Address

decker3@va.gov<br
 

Small Business Set-Aside

N/A
 

Description

Sources Sought Notice: LEASE of DIGITAL MULTIFUNCTION DEVICES (MFDS) AND ASSOCIATED PROFESSIONAL SERVICES FOR RALPH H. JOHNSON VA MEDICAL CENTER AND ASSOCIATED COMMUNITY BASED OUTPATIENT CLINICS (CBOCs) DESCRIPTION: This is a sources sought to determine the availability of potential sources having the skills and capabilities necessary to provide the SPECIFIED REQUIREMENT. All interested vendors are invited to provide information to contribute to this market survey/sources sought including commercial market information. THIS IS NOT A SOLICITATION ANNOUNCEMENT. This is a sources sought synopsis only. Questions should be submitted by email to david.decker3@va.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, FSS/GSA contract schedule holders or large business)) relative to NAICS 532420, OFFICE MACHINERY AND EQUIPMENT RENTAL AND LEASING. Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on the FBO website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this sources sought announcement. SPECIFIED REQUIREMENT: Network Contracting Office 7, Charleston, SC is seeking sources for a potential contractor to perform the following type of service: 1. The Contractor shall provide MULTIFUNCTIONAL DEVICE OPERATIONAL LEASE PLAN under SIN 51-58A at a flat monthly rate in accordance with the attached Statement of Work. REQUESTED INFORMATION: (1) STATEMENT OF CAPABILITY: Submit a brief description, five (5) pages or less, that demonstrates how your company has the supervision, capabilities, software, labor and experience to perform the services described above. Include past experience in performing these services to the VA, other Government (Federal or State) agency, or for a private facility. If a FSS/GSA contract schedule holder, please provide contract schedule number. Please specify your availability to start date and your address. (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub-zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM/ and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please (i) NOTE that any future solicitation could only be awarded to a contractor who is registered in SAM and to receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. Responses must be emailed to david.decker3@va.gov no later than 11:00AM EST, Friday, May 09, 2014. Your response should include both the STATEMENT OF CAPABILITY and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained above. Please place "Attention: MFD" in the subject line of your email. This notice is to assist the VA in determining sources only. A SOLICITATION IS NOT CURRENTLY AVAILABLE. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. ? STATEMENT OF WORK (SOW) RALPH H. JOHNSON VA MEDICAL CENTER LEASE OF DIGITAL MULTIFUNCTION DEVICES AND ASSOCIATED PROFESSIONAL SERVICES AS REQUIRED Date: May 5, 2014 1. GENERAL CONTRACT REQUIREMENTS Ralph H. Johnson VA Medical Center (RHJVAMC) and associated Community Based Outpatient Clinics (CBOCs) shall enter into a lease of Digital Multifunction Devices and associated Professional Services as required during contract period. 2. PERIOD OF PERFORMANCE Contract shall be for a 12 month base period plus four (4), 12 month option periods. 3. DELIVERY Delivery shall be in accordance with terms and conditions listed in the Statement of Work (SOW). 4. DELIVERY, INSTALLATION, REMOVALS, AND RELOCATIONS a. First time installation of MFDs is included in the Contract price. b. Any MFD may be relocated by the contractor after initial installation one (1) time per Contract Base or Option Period at no charge to the facility. Thereafter, if that same copier is relocated, there will be no charge to the facility provided facility personnel perform the relocation under supervision of the contractor's technical representative. If contractor personnel perform the relocation, it will be at the contractor's current published rate at the time of the relocation. c. Relocations of copiers by the contractor shall be accomplished in ten business days or less, after relocation request 5. ENERGY STAR 1.1 COMPLIANT All proposed models shall meet or exceed Energy Star Version 1.1 which became effective July 1, 2009. 6. STATEMENT OF WORK. SOW describing the general scope, nature, complexity and purpose of the services follows. 6.1 PURPOSE The Ralph H. Johnson VA Medical Center (RHJVAMC) and all associated Community Based Outpatient Clinics (CBOCs) and supported facilities has a requirement for photocopier services that will require the contractor to supply plain paper digital Multi-function Devices (MFD) with varying capabilities. This will be an all-inclusive lease to include unlimited copies and supplies as identified in this SOW. 6.2. SCOPE NONPERSONAL SERVICES: The contractor shall provide leased copier service. This effort is envisioned to provide the RHJVAMC and all associated CBOCs with defined, accurate, timely and well managed services that are affordable, sustainable and meets all VA network security requirements. 6.3 CONTRACTOR REQUIREMENTS Awarded contractor shall have the ability to provide Digital Multifunction Devices, onsite installation, onsite maintenance, Professional IT services, Document Imaging conversion services, Managed Print assessment and associated services that may be required by RHJVAMC and all associated CBOCs under this Contract. 6.4 CONTRACTOR PERSONNEL All contractor personnel who are MFD repair personnel shall possess the skills, knowledge and ability to perform the services required by this contract must be OEM Factory trained and employed by the awarded contractor and shall be able to understand speak, read and write the English language fluently. All personnel employed by the contractor in the performance of this contract or any representative of the contractor entering RHJVAMC or associated CBOCs, shall abide by all the regulations of the installation which may be in effect during the contract period. The facility has the right to restrict access to facilities under the contract of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.. Contractor's employees shall remain fully clothed at all times while on the installation. This includes shirts with sleeves, shoes and long pants. Tank tops, tee shirts, worn outerwear are prohibited. The contractor shall perform work requirements in a manner to protect building occupants from any harm or injury. Work shall be scheduled to afford this protection. 7. TECHNICAL/MAINTENANCE SUPPORT 7.1 RESPONSE TO SERVICE CALLS The contractors will respond to service calls during normal working hours. Monday through Friday, excluding holidays observed by the Federal Government. The vendor must respond to 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. The response time on a service call starts when the authorized personnel of a facility places a service call to the vendor. The service technician will report to the facility 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 service technician will contact the service requester, key operator, or any facility representative with the office, to determine if service is completed satisfactory. The contractor must provide a toll-free telephone number for service calls which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday thru Friday, 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. The vendor must have sufficient management and qualified dedicated technicians to service the MFDs. The vendor must have a crew of qualified and trained service and delivery personnel in sufficient numbers to service and support the requirements under contract within the specified response times. The contractor shall provide training for key operators at the time of installation. When notified, the contractor shall supply additional key operator training on an 'as needed- basis due to personnel turn over or one (1) time per year for refresher. The contractor shall furnish an operator's manual with each MFD supplied and will make such manuals available in electronic media or web-based access. 7.2 CONSUMABLE SUPPLIES All consumable supplies are to be furnished by the contractor, including toner, and staples (for MFDs equipped with automatic stapling capability) for Black & White and Full Color MFDs. Excludes; paper, transparencies. Contractor shall ensure adequate inventory of supplies are available to prevent work stoppage situations. 7.3 CONTRACTOR REPORTS. 7.3.1 QUARTERLY REPORTS. The contractor shall maintain an inventory spreadsheet record that identifies all equipment delivered under this contract. The spreadsheets shall be in Microsoft Excel format, with read and write capability, and shall be electronically mailed to the Contracting Officer and the COR by the 20th calendar day following the completion of each quarter and shall include: Make and model, unit/agency name, location and serial number/control numbers; Quarterly volume of copies produced by machine; new installations and de-installations by serial/control number, and total billing for all copying/duplicating services provided under this contract during this period. These reports should also provide quarterly/monthly meters; total calls; average volume between calls; average response time; call type; technician name; symptom and description of repair. 7.3.2 MAINTENANCE REPORTS. The contractor shall complete a maintenance report upon the completion of each maintenance service/repair call. Report shall include time service call was received, person initiating service call, machine ID number and location, time of arrival on-site, date and time of service completed; and a description of service(s) rendered. A copy of the reports shall be forwarded if requested to the COR within 5 working days. 8. SAFETY/SECURITY 8.1 RHJVAMC PROPERTY The contractor shall be responsible for safeguarding all RHJVAMC and associated CBOCs property provided for contractor use. At the close of each work period, facilities, equipment and materials shall be secured. 8.2 CONTRACTOR PROPERTY The RHJVAMC and CBOCs will not provide security for the MFDs other than the security inherent to the area where they are installed. 8.3 ACCESS TO CLASSIFIED INFORMATION Access is not a requirement of the contract. However, due to the sensitive nature of equipment and data present in particular areas the contractor may be obligated to obtain and maintain special badges from RHJVAMC for all personnel associated with the contract. As a minimum, such conformance may require all onsite personnel to be subject to the following; 1) verification of U.S. citizenship, 2) completion of Personnel Information Sheet, 3) interview, 4) local record checks, 5) local public agency inquiry, and 6) National Agency Check (NAC) to determine trustworthiness. Escort will be provided as required in sensitive work areas. 9. VEHICLE REQUIREMENTS Vehicle Registration. The Contractor shall fully comply with the vehicle registration requirements regarding Contractor-owned and Contractor employee privately owned vehicles (POV). Contractor vehicles and Contractor employee POV's will be searched if the appropriate passes/decals are not displayed when entering RHJVAMC Access Control Points (ACPs). All vehicles, including those with passes/decals, are subject to random search at any time. 10. ENVIRONMENTAL AND OSHA REQUIREMENTS Environmental and OSHA. The contractor shall comply with all local, State, and Federal environmental and occupational safety laws, rules, and regulations. The contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local State, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by the contractor personnel may be grounds for RHJVAMC to halt any and all contractor performance with a commensurate deduction of monies due the contractor until such unsafe conditions are corrected. The contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of a serious hazard such as, but not limited to, fire, or large fuel spill, the contractor shall notify the department immediately or dial "7911" from a RHJVAMC phone. 10.1 ENVIRONMENTALLY SUSTAINABLE DEVICE PLUS The VA seeks to reduce the environmental and energy impact of electronics, their use, and disposal, through continuous improvements in design, material choices, reuse, and recycling. Therefore, all equipment procured through this contract, to the greatest extent possible, shall meet or exceed the mandatory environmental performance criteria under the Electronic Products Environmental Assessment Tool (EPEAT) or its successor. Contractors also may offer environmentally sustainable consumable and maintenance packages to include bio-based toner where available. Contractors are also encouraged to provide devices with increased recycled content paper handling ability, as well as devices that are manufactured according environmentally sound practices. 11. TECHNICAL REQUIREMENTS 11.1 CONTRACTOR RESPONSIBILITIES The contractor is responsible for having MFDs tested and approved for installation on the RHJVAMC network. In addition the contractor shall provide security measures to protect RHJVAMC and associated CBOC's from MFDs, to include, but not limited to; Common Access Cards (CAC), disk overwrite security to protect HDD image, make available removable HDD for MFDs placed in areas sensitive in nature, make available data workflow solutions capable of secure document capture, conversion to MS Word, Excel and searchable PDF, audit trails and scalability. Make available electronic fax solution as required by RHJVAMC. 11.2 PERSONAL IDENTIFICATION VERIFICATION (PIV) Each MFD furnished under this Contract shall be equipped with a PIV card reader with the following capabilities; All MFDs connected to the RHJVAMC network will natively support PIV requirements providing two-factor authentication for logical access to classified and unclassified networks. Each PIV enabled MFD will be equipped with the necessary hardware to support an approved smart card reader and will be LDAP aware to function in a Microsoft Active Directory (AD) environment. MFDs proposed shall have PIV that is FIPS140-2 Certified. Additionally, MFDs shall have software that associates the email profile with the PIV Card user at device which authenticates the user and embeds the senders name and email address in the "From" field. This provides the user a message in the users Sent Items file folder for tracking sent messages. Additionally, the user can send mail through any SMTP mail server, with safeguards to prevent the delivery of anonymous or untraceable messages. Digital signing for e-mail and 256K bit encryption, using certificate-based authentication to access private VA web-servers shall also be required. All PIV enabled MFDs will support automatic session termination with PIV card removal and non-repudiation of the e-mail sender via digital signatures when scan-to-email functionality is utilized. All MFDs connected to the RHJVAMC networks shall be able to utilize the government owned and furnished Online Certificate Status Protocol (OCSP) responder(s) for validation of the user's presentation of his/her PIV as currently authentic and valid. 11.3 PIV PRINTING REQUIREMENTS The proposed solution must capture user-initiated print jobs from PC workstations, and allow only the specified user to release the print job from any multi-function printer on the network. The print job must be held in a queue on the network and not on a specific MFD. The solution must capture the print job with necessary user metadata to associate the print with the authenticated user at the output device. (Example: User sends print job from workstation on the 4th floor and then can release at any MFD, including those on the 3rd and 2nd floor, etc.) Similarly, the proposed solution must support telecommuting employees by allowing print jobs to be queued from a home office (on the network) and released at a networked MFD when the employee is in the office. For authentication, the user must be able to authenticate at the multi-function device with PIV to release the held print job(s). For auditing, the solution must tract username, print job name, and date/time stamp for all print jobs. In support of HIPAA compliance, the proposed solution must also enable PIV-print release directly from the VistA mainframe and from CPRS to prevent exposure of Protected Health Information (PHI). Dual authentication options at the MFD - Windows account authentication or PIV authentication - violates HSPD12. The selected vendor must provide MFDs that support two-factor authentication. 11.4 DOCUMENT SCANNING REQUIREMENTS In order to uphold VA IT Directive 6500 and mitigate information security risk, the proposed solution must transfer the scanned images to the network over an SSL encrypted communication protocol. FTP and SMB are not SSL-encrypted and are not authorized transmission protocols. The proposed solution must provide an integrated PIV solution using a smart card reader and embedded MFD authentication. User Identification must be automatic based on attributed on the PIV. Based on PIV authentication, the proposed solution must be able to customize scan options based on user profiles or user group profile (i.e. users in the Prosthetics user group can scan to only Prosthetics document destinations) as a measure of operational security. Access to - and the ability to see - scan, print and fax buttons on the MFD panel should be restricted per the employee's category access rights within their service. In order to ensure patient record consistency and meet the industry format standard for electronic medical and health records, the proposed solution must provide capability to automatically generate HL7 files based on patient documents scanned at the MFD. The proposed solution must provide users to scan records directly from MFDs to Care Line or Service Line server(s) and associated departments, with access to specific locations on the Care Line server(s) based on the authenticated PIV user. For MFDs deployed to CBOCs, users must be able to scan CBOC records directly back to specific network locations at the Medical Center. The proposed solution must have the ability to scan to user home directories (i.e. home folders, H drives, or U drives) and other secure network destinations to limit Personally Identifiable Information (PII) exposure. The proposed solution must have network OCR capabilities to convert documents to searchable PDF, MS Word, and MS Excel without the need for specialized user desktop software (such as Adobe, etc.). Scans delivered via email, network folders, and home directories should have the ability to be converted on a network server before arriving to the routing destination, therefore eliminating the need for desktop software or additional post processing steps by the user. Upon delivery of the file to the intended network destination, the proposed solution must have the ability to provide an email notification to the user that the scan has been successful. The proposed solution must be able to provide an integrated scan capability into Microsoft SharePoint. The SharePoint capture integration must enable the user to scan a document directly into a selected SharePoint site and/or library and enter associated indexing values and metadata at the time of scan. The solution must also be able to check in/check out document and set SharePoint permissions at the time of upload. In accordance with VA IT Directive 6500, the proposed solution must provide full audit trail data on all documents scanned from the MFD, including username, date/time stamp, page count, workflow metadata, and IP address of the MFD. The proposed solution must provide an interface for summarized reporting metrics (e.g. page counts by user, page counts by IP address, pages counts by workflow, etc.) 11.5 HARD DISK DATA OVERWRITE Each MFD furnished under this purchase Agreement shall be equipped with Hard Disk Data overwrite; capable of automatically overwriting HDD with null information a minimum of three times after each transaction (after each copy, print or scan) must be capable of adjusting overwrite up to nine times, also provide a visual confirmation that overwrite process has been engaged after each transaction. The overwrite process must meet EAL Level 3 certifications. 11.6 SURRENDER OF HDD Upon de-installation of MFD, contractor will be required to remove HDD for disposal by approved RHJVAMC methods. Please include pricing for this function under each of the five line items. 11.7 TECHNICAL REFRESH/INSERTION During the term of the Contract, including the base period and any exercised option periods, the contractor, with approval of RHJVAMC will be allowed to substitute MFDs that have been replaced by MFDs with updated technology. Digital MFDs include built in technology that may be activated in the future at the request of the RHJVAMC. Pricing for these advanced features will be negotiated on a case by case basis. 11.8 COST ACCOUNTING REQUIREMENTS The proposed solution must be centrally track copies, prints, scans, and faxes for all users and all MFD's for cost accounting purposes. The cost accounting tracking must be fully integrated with VA PIV authentication at the MFD. All usage must be tracked by PIV two-factor authentication only. User must not be required to enter additional information for identification purposes. Tracking data must include the following data elements: (1) page counts, (2) color/b/w, (3) PIV user, (4) PIV user group/department, (5) MFD IP address/hostname, (6) date/time stamp of print/copy/scan/fax. Tracking data must be exportable to existing VA database. 11.9 REFERENCES REQUIREMENT The selected vendor must be able to provide a list of VA references where the vendor has successfully deployed the proposed solution for network printing, scanning, and faxing. 11.10 MFD MINIMUM REQUIREMENTS - SEE APPENDIX A BELOW FOR PROPOSED CONTRACT LINE ITEMS 11.10.1 APPLICABLE TO ALL FIVE (5) LINE ITEMS (BLACK & WHITE AND FULL COLOR) All MFDs will be currently manufactured, actively marketed and on a government Contract. RHJVAMC will not accept reconditioned, remanufactured, renovated or previously used MFDs. Each MFD proposed must be new models that are in current production consistent with normal commercial practices and standards. "All MFDs must be TAA-compliant. "Must be equipped with PIV (Paragraph 11.2). "Data overwrite capability (Paragraph 11.5) "HDD surrender (Paragraph 11.6) "Must be capable of copying carbonless blues. "Must copy to within 3/16 of the leading edge of paper and to within 1/8" of the remaining three edges. "Must perform satisfactorily at any temperature between 50 and 90 degrees Fahrenheit. "Must perform satisfactorily at any relative humidity between 15 and 85 percent. "Must not contain either asbestos or polychlorinated biphenyls (PCB's). "Contractor must identify the presence of the following materials; beryllium or beryllium compounds and lithium or lithium compounds. "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 copier shall be permanently and legibly marked in a conspicuous location with the manufacturer's name or trademark and model number of machine. Must conform to the requirements of: 1) Underwriters Laboratories (UL) Standard 60950, 2) The Americans with Disabilities Act and be 508 compliant. "Must be furnished with an operators' manual. "Must be furnished with a receiving bin for copies, unless an optional output device is specified. "Must have the capability to copy pages of bound documents. "Must be capable of operating satisfactorily and providing acceptable copies on recycled paper conforming to the requirements of Commercial Item Description (CID) A-A-1912 and Joint Committee on Printing (JCP) Standard JCP 0-460. "Must be capable of producing copies on transparencies and gummed labels. Limitation of use of particular brands/stocks must be noted with offered model. "Must be equipped with a lighten/darken contrast control. "Must have a self-diagnostic system, which indicates as a minimum, the following conditions: (a) needs toner, (b) needs paper, and (c) paper misfeed or jam. "Must feature a definite indicator of when the equipment energized. This may be with a special "power on" light or an appropriate indicator on the control panel. "Must be able to Print, Copy and Scan 11" x 17" "Must have platens with a minimum of 11"x 17" and be of the "flat-bed' type. "Must have a minimum of two preset reduction ratios, one of 64 +/-3% the size of the original and one of 75+/-4% the size of the original, and one enlargement mode of 120% (+10m -5) the size of the original. "Must have 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 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%. "Must be furnished with a minimum of two 500 sheet paper trays. "Must be furnished with a 100 sheet bypass tray. "Must be furnished with a pedestal or cabinet. "Must be furnished with automatic document feeders (ADFs), which are capable of automatically feeding and inverting two-sided originals up through 11" X 17" in size. "Must have full color and Black & White scanning capability. The contractor at the option of the RHJVAMC must provide the ability to scan to user home directories, or other personalized destinations to limit Patient Health Information (PHI) exposure. 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). The home directory destination should not be limited to an LDAP lookup for the home directory attribute. In addition, a home directory should be able to be identified by the solution sending to a networkshare based on the User Group that the AD user is assigned to (i.e. User A's documents will go to \\NetworkShareA\Group1,based on User A's assignment to the User Group 1). Files scanned to network shares should be assigned Windows based ownership policies based on the AD user. User identification should be automatic based on features from the AD profile. Upon delivery of the file to the folder, the system should have the ability to provide an email notification to the user that the scan has been successful. Based on AD authentication, customize the scan options based on the user profiles or user group profile (i.e. HR users in the HR user group can scan to only HR workflows and folders, Operations can only scan to Operation workflows). Have network OCR capabilities to convert documents to searchable PDF, MS Word, and MS Excel without the need for specialized user desktop software (such as Adobe, etc.). Scans delivered via email, network folders, and home directories should have the ability to be OCR'd on network servers before arriving to the routing destination, therefore eliminating the need for desktop software. Provide the ability to split scanned documents into separate smaller files. Scans should be able to be broken down into 500KB, 1MB, 3MB, or 5MB file sizes. The automation of breaking the file size automatically, without any additional user activity before the file is received by the user, will significantly enhance operational performance. Provide integration capabilities with fax servers, so that outbound faxes from the MFD, in conjunction with AD authentication, will have full audit trails of (a) who faxed a document, (b) where they faxed the document, and (c) a copy of the faxed document placed in a network share or ECM system such as SharePoint. The audit trails must be stored in an ODBC compliant data source. When a user authenticates at the MFD, a list of their 10 last used fax numbers will be displayed based on the individual user. This will assist in preventing mistyped fax numbers. Administrators will also have the ability to limit what fax numbers or area codes users can fax to on an ongoing basis. 11.11 ADDITIONAL SPECIFICATIONS 11.11.1 LINE ITEM 0001 Black & White MFD In addition to what is set forth at paragraph 11.10 also has these features/capabilities/configurations. Minimum 35 pages per minute printing/copying. Minimum scanning speeds at 600dpi; 50 ipm B & W, 45 ipm Full Color Contractor must offer optional accessories for output stapling/collating and additional paper sources. 11.11.2 LINE ITEM 0002 Black & White MFD In addition to what is set forth at paragraph 11.10 also has these features/capabilities/configurations. Minimum 85 pages per minute printing/copying. Minimum scanning speeds at 600dpi; 50 ipm B & W, 45 ipm Full Color Contractor must offer optional accessories for output stapling/collating and additional paper sources. 11.11.3 LINE ITEM 0003 FULL COLOR MFD In addition to what is set forth at paragraph 11.10 also has these features/capabilities/configurations. Minimum 35 pages per minute printing/copying - Full color and B & W. Minimum scanning speeds at 200dpi; 51 ipm B & W, 51 ipm Full Color Contractor must offer optional accessories for output stapling/collating and additional paper sources. 11.11.4 LINE ITEM 0004 FULL DIGITAL COLOR PRESS/PRODUCTION UNIT In addition to what is set forth at paragraph 11.10 also has these features/capabilities/configurations. Minimum 90 pages per minute printing/copying - Full color and B & W. Minimum scanning speeds at 200dpi; 67 ipm B & W, 67 ipm Full Color Contractor must offer optional accessories for output stapling/collating and additional paper sources.\ 11.11.5 LINE ITEM 0005 FULL COLOR MFD In addition to what is set forth at paragraph 11.10 also has these features/capabilities/configurations. Minimum. 60 pages per minute printing/copying - Full color and B & W. Minimum scanning speeds at 200dpi; 67 ipm B & W, 67 ipm Full Color Contractor must offer optional accessories for output stapling/collating and additional paper sources. 11.12. DIGITAL FAX SERVER The RHJVAMC and associated CBOCs has a requirement for a fax server solution that will eliminate the need for analog fax lines to all fax enabled copiers. The fax server solution should allow for scan to fax from any MFD. Scan-to-fax will be accomplished by authenticating users at the device with the user's PIV card and scanning through the copier document feeder. The fax server software must have Microsoft Exchange integration and the ability to send faxes from user's desktops and receive faxes at the copier or a specified in-basket. The implementation of this system will enable RHJVAMC to eventually eliminate analog fax machines and migrate to a more electronic fax process with an audit trail and greater document security. 11.12.1 The scope of this project is to include the following services for the specified setup: "Install and set-up solution on server provided by RHJVAMC "RHJVAMC will provide an existing Windows 2003 server for the software solution install "Install solution utility on server "Install solution on up to five (5) workstations (as requested) "Install solution "print" driver on server and up to five (5) workstations "Create one (2) user accounts in the fax solution "Establish method for importing users via Active Directory or LDAP "One destination printer will be created with RHJVAMC information "RHJVAMC will be responsible for configuring group mailboxes on the Exchange server for routing faxes to specific work groups "Install and set up solution to deliver faxes to the desktop via Microsoft Outlook "Demonstration of operation of the outgoing system by faxing up to four (4) documents from a computer workstation "Demonstration of operation of the incoming system by receiving up to four (4) documents and routing them through Outlook 11.12.2. Training: Training for all installed MFPs and installed software components will be conducted as a train-the-trainer session. These training sessions will be defined as: "User training - one (1) end user training session per machine for up to two (2) hours for up to six (6) people oMFP overview for copying oUsing the MFP print driver for printing to the MFP oScan to email from the panel of the MFP oSolution from the MFP panel for scan to VISTA and scan to fax solution oOne (1) process specific users' guide will be provided in MS Word and PDF formats for distribution to users. "Administrator training - one (1) administrator training session for up to four (4) hours for up to (4) people oMFD product administration oUsing the scan solution system to set customer scan configurations oCreating and managing scan solution configurations oUsing the scan solution oFax solution administration and managing changes oAdministrative documentation will be provided in the form of screenshots to establish the system configuration at time of roll out. 11.12.3. User Acceptance Testing: The primary purpose of User Acceptance Testing (UAT) is for RHJVAMC to test the entire solution from a functional standpoint in order to verify that all the features documented are working as specified in the Design documents. User Acceptance Testing is the primary responsibility of the RHJVAMC. RHJVAMC is responsible for establishing a focus group and creating the UAT plan. The contractor will provide support to RHJVAMC during the UAT period. Testing shall include but is not limited to: 1.Testing of print drivers by sending print jobs to each of the networked MFDs 2.Testing of the scan to email functionality from each MFP de3. Send and receive fax transactions from solution and MFD 3.Send and Receive fax transactions from solution using the Microsoft Outlook integration 4.The functionality of the solution on the multifunction devices for scanning documents to VISTA 5.The service information collected in the System Monitor. All issues will first be reported to RHJVAMC internal contact for analysis or escalation to the contractor System Analyst, which will be provided prior to the start of the UAT period. The Contractor will respond to all requests either onsite or offsite, as appropriate, to resolve any issues. After the period of 10 days, the contractor will request sign-off of the project. The Contractor shall assist UAT as follows: a.Support the administrator though the UAT process. b.Participate in test review meetings. c.Respond to the issues as reported on the UAT Issue Log. d.Evaluate incidents and assist in resolving any issues. e.Reconfigure and test any required system changes. f.Coordinate release of configuration changes into the test environment with the UAT team leader. g.Communicate any special user requests, system change requests, and scope h.Change requests to the Contractor's System Analyst. 11.12.4. Completion Criteria: When the services detailed in this SOW have been completed and demonstrated, the project will be considered complete and the contractor will request RHJVAMC signoff.. The contractor will have fulfilled its obligations under this Contract when any one of the following first occurs: "Contractor completes the services described in this SOW. "RHJVAMC terminates this project for reasons beyond the control of the contractor. APPENDIX A: PROPOSED CONTRACT LINE ITEMS 12 Month Base Period, plus four (4), 12 Month Option Periods BASE PERIOD Line ItemDescriptionQuantityUnitUnit CostTotal Cost 0001Seventy-three (73) Konica Minolta BIZHUB 363's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Black and White with 35-45 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 0002Two (2) Konica Minolta BIZHUB PRO 950's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Black and White with 85-95 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 0003Eleven (11) Konica Minolta BIZHUB C360's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color with 35-40 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 0004One (1) Konica Minolta BIZHUB C8000 or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color Full Production Unit with Print Controller, Extra Large Paper Tray, Heavy Duty Booklet Finisher, Stapler, Punch Unit with 90-110 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 0005Three (3) Konica Minolta BIZHUB C652's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color with 60-70 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month BASE YEAR TOTAL: OPTION YEAR 1 Line ItemDescriptionQuantityUnitUnit CostTotal Cost 10001Seventy-three (73) Konica Minolta BIZHUB 363's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Black and White with 35-45 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 10002Two (2) Konica Minolta BIZHUB PRO 950's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Black and White with 85-95 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 10003Eleven (11) Konica Minolta BIZHUB C360's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color with 35-40 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 10004One (1) Konica Minolta BIZHUB C8000 or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color Full Production Unit with Print Controller, Extra Large Paper Tray, Heavy Duty Booklet Finisher, Stapler, Punch Unit with 90-110 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 10005Three (3) Konica Minolta BIZHUB C652's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color with 60-70 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month OPTION YEAR 1 TOTAL: OPTION YEAR 2 Line ItemDescriptionQuantityUnitUnit CostTotal Cost 20001Seventy-three (73) Konica Minolta BIZHUB 363's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Black and White with 35-45 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 20002Two (2) Konica Minolta BIZHUB PRO 950's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Black and White with 85-95 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 20003Eleven (11) Konica Minolta BIZHUB C360's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color with 35-40 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 20004One (1) Konica Minolta BIZHUB C8000 or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color Full Production Unit with Print Controller, Extra Large Paper Tray, Heavy Duty Booklet Finisher, Stapler, Punch Unit with 90-110 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 20005Three (3) Konica Minolta BIZHUB C652's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color with 60-70 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month OPTION YEAR 2 TOTAL: OPTION YEAR 3 Line ItemDescriptionQuantityUnitUnit CostTotal Cost 30001Seventy-three (73) Konica Minolta BIZHUB 363's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Black and White with 35-45 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 30002Two (2) Konica Minolta BIZHUB PRO 950's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Black and White with 85-95 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 30003Eleven (11) Konica Minolta BIZHUB C360's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color with 35-40 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 30004One (1) Konica Minolta BIZHUB C8000 or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color Full Production Unit with Print Controller, Extra Large Paper Tray, Heavy Duty Booklet Finisher, Stapler, Punch Unit with 90-110 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 30005Three (3) Konica Minolta BIZHUB C652's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color with 60-70 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month OPTION YEAR 3 TOTAL: OPTION YEAR 4 Line ItemDescriptionQuantityUnitUnit CostTotal Cost 40001Seventy-three (73) Konica Minolta BIZHUB 363's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Black and White with 35-45 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 40002Two (2) Konica Minolta BIZHUB PRO 950's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Black and White with 85-95 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 40003Eleven (11) Konica Minolta BIZHUB C360's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color with 35-40 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 40004One (1) Konica Minolta BIZHUB C8000 or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color Full Production Unit with Print Controller, Extra Large Paper Tray, Heavy Duty Booklet Finisher, Stapler, Punch Unit with 90-110 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month 40005Three (3) Konica Minolta BIZHUB C652's or Equal IAW SOW Multi-Function Devices: (Copier/Scanner/Secure Fax/Printer) Color with 60-70 Pages Per Minute Print Range Flat Monthly Rate includes: "Operating Lease Plan with unlimited copies/Scan/Secure Fax "Supplies - Toner and Staples "PIV Card Security "Maintenance "Initial User and IT training SIN #: 51-58a12Month OPTION YEAR 4 TOTAL: TOTAL COST, INCLUDING OPTIONS:
 

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File Name: VA247-14-I-0642 VA247-14-I-0642.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1346875&FileName=VA247-14-I-0642-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1346875&FileName=VA247-14-I-0642-000.docx

 

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Place of Performance

Address: Department of Veterans Affairs;Ralph H. Johnson VA Medical Center;109 Bee Street;Charleston, SC

Zip Code: 29403-5799
 

Record

SN03357094-W 20140507/140505234429-4e8ee0c3a2b691ce21635c336cc3dba9 (fbodaily.com)
 

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