Up to 60-month lease of 32 MFDs for Japan

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for leasing Multifunctional Devices (MFDs) and associated office document devices to the Defense Logistics Agency (DLA) for use within CONUS and OCONUS-Japan, supporting U.S. Forces Japan (USFJ).

• Lease of thirty-two (32) MFDs and related devices for up to 60 months.

• Services include delivery, end-user training, full-service maintenance (excluding paper), relocation, technical refresh, removal, reporting, network functionality, and network security.

• All proposed CLIN prices must be all-inclusive.

• Equipment must be Trade Agreement Act (TAA) compliant.

• All equipment must be new (not refurbished or remanufactured) at contract award or modification.

• Devices must support simplex and duplex copying, printing, and scanning.

• Minimum 30-page Automatic Document Feeder with duplexing.

• Must operate using at least 30% recycled 20 lb. paper.

• Free-standing units with casters/wheels; no table-top configurations.

• Minimum copy resolution of 600x600 DPI; print resolution of 1200x1200 DPI.

• Support for Windows 11 or higher, macOS 13 or higher, and Microsoft Server 2016 or higher.

• Minimum 1 Gigabyte of document management memory.

• Print drivers must support Adobe PS3, PCL5E, and PCL6.

• Devices must be delivered with up-to-date software/firmware and drivers (32-bit and 64-bit).

• Operate using 100-volt 15 or 20-amp 50/60 Hz AC electrical current; external transformers are not permitted.

• Devices must include internal or external surge protection.

• Operator's manuals (printed or digital) must be provided.

• Default settings include: sleep mode after 20 minutes, hibernation after one hour, duplex printing, grayscale printing, "draft" quality printing, and English language display.

• Devices must include one full set of starter toner cartridges and one additional full set.

• Basic inline finishing functions (stacking, collating, multi-position stapling) are required.

• Security requirements include: clear, purge, and verification capabilities for hard drives (NIST SP 800-88 Rev. 1 compliant) and encryption (FIPS 140-2 or 140-3 compliant).

• CLASSIFIED designated devices require an external, removable hard drive with a locking mechanism.

• Universal Serial Bus (USB) ports/memory card slots disabled at delivery, except for printer port and servicing ports.

• Non-Classified Internet Protocol Router (NIPR) devices require analog fax only; SIPR devices shall not have fax capability.

• Devices must have CAC/PIV enablement and "Secure Print" feature.

• Seamless integration with print-on-demand solutions.

• Secure scanning functionality compliant with FIPS 140-2 or 140-3 encryption, supporting Scan-to-Email, Scan-to-Folder, Scan-to-Network, Scan-to-Server, and Scan-to-PC.

• Scanned documents must be TIFF, JPEG, and PDF format with default 300 DPI resolution.

• Optical Character Recognition (OCR) is required for text-searchable documents.

• OEM specification sheets and Voluntary Product Accessibility Template (VPAT®) must be submitted with proposals.

• Multiple volume bands (VB-1NC, VB-1SC, VB-2SC, RHD) are specified with varying monthly impression limits, speeds (PPM), and paper capacities.

• RHD (Removable Hard Drive) is a specific configuration.

• Contractor bears all costs associated with delivery, rigging, and special handling.

• Delivery timeframe: up to 100 devices within 60 days after receipt of order (ARO).

• Monochrome devices cannot be substituted for color devices.

• Contractor must provide a proposed delivery plan 30 days prior to PoP start date.

• Delivery includes: placement in the proper location, full assembly, and provision of toner cartridges.

• Shipping/packing materials must be removed from premises.

• Deliveries scheduled Monday-Friday, 8:00 AM - 4:30 PM local time, excluding Federal holidays.

• Failed delivery attempts must be reported within 48 hours.

• Proof of delivery required within 10 business days.

• Devices must maintain a co-terminus Period of Performance (PoP).

• Devices must have a sticker with manufacturer, model, serial number, and contact information.

• Options to order additional quantities (up to 20%) are available.

• Onsite technical and system analyst support provided upon completion of delivery.

• Contractor must notify COR if devices are not networked within 10 business days.

• On-site training in English for end-users.

• Training covers basic functions, special features, malfunction diagnosis, and consumable installation.

• Summary of On-Site Training Report required within 5 business days of completion.

• Quick Reference Desk Guide (laminated, 8.5"x11") and/or CD-ROM/DVD/web-based training provided.

• Minimum 90% weekly available rate for devices.

• Service calls for troubleshooting, repairs, and preventive maintenance.

• Resolution of issues within 10 calendar days of the initial service call.

• Primary service request method: toll-free number (Monday-Friday, 8:00 AM - 4:30 PM local time).

• Response to work stoppage situations within 4 business hours.

• Response to non-work stoppage situations within 8 business hours.

• CLASSIFIED devices require escorted foreign-national technicians.

• Contractor responsible for damages due to normal wear and tear or caused by Contractor/agents.

• Non-repairable devices require replacement within 15 calendar days.

• Contractor provides OEM consumable supplies (excluding paper).

• Supplies delivered within 3 business days of request.

• Relocations require written COR approval and must be completed within 30 calendar days.

• Services include packing, shipping, uncrating, and removal of materials.

• Contractor responsible for repairs following relocation.

• Devices may be reassigned ("re-homed") via contract modification.

• Contractor may propose replacement products meeting or exceeding volume band requirements.

• Replacement devices must be newer technology and "in production."

• CLASSIFIED devices require testing with all accessories, software, firmware, and removable hard drive.

• Proposed removal plan required 60 days prior to contract expiration.

• Removal of devices and supplies within 45 calendar days of contract expiration.

• Failed retrieval attempts must be reported within 48 hours.

• Hard drives must be removed and surrendered to DLA prior to unclassified device removal.

• Government retains all hard drives.

• Final payment withheld if devices are not removed within 45 days.

• Required reports include: Delivery Report, Summary of On-Site Training Report, Device Listing Report, Removal/Relocation Report, Usage Report, Response Time Report, Device Downtime Report, and Device Uptime Report.

• Invoices submitted via Wide Area Work Flow (WAWF) with the Device Listing Report.

• Invoices for relocated/removed devices must include Removal/Relocation Report and Hard Drive Removal Record.

• Devices must operate on and coexist with IPv4, IPv6, and hybrid IPv4/IPv6 networks.

• Support for agency hardware/software network configurations.

• Devices must comply with current DISA Security Technical Implementation Guide (STIG).

• SNMP version 3 required; versions 1 and 2 disabled.

• Hard drives remain in Government custody; not removed with the device.

• Contractors must monitor industry standard vulnerability sites and take appropriate actions.

• Devices in FA1 and FA2 must be ISO/IEC 15408 certified (Common Criteria).

• Devices must be capable of obtaining accreditation through the Risk Management Framework (RMF).

• Unclassified devices require SMARTCARD PKI Solution (NIST FIPS 201 compliant).

• Classified devices require SMARTCARD PKI Solution with SIPRNet token capability.

• CAC/SIPR token authentication must be available for scanning, printing, and copying.

• All devices tested for compliance with Network Security after award.

• Estimated testing time: 20 business days.

• DLA tests devices for DOD RMF and STIG Compliance.

• Failure to pass testing may result in contract termination.

• Devices delivered to the test lab with all required accessories, software, and firmware.

• Devices delivered to DLA Document Services, New Cumberland, PA for testing.

• Proposers must provide written documentation on how they mitigate supply chain risks, including preventing counterfeit/altered equipment and tracking chain of custody.

• Contractor shall provide an Enterprise Management Tool for device management and monitoring.

• Tool must use SNMP V3 and monitor meter reads, usage, and supply levels.

• Contractor assigns a single point of contact (POC).

• Compliance with Health Insurance Portability and Accountability Act (HIPAA) if applicable.

• Compliance with Section 508 accessibility requirements.

• Includes Delivery Report, Removal/Relocation Report, Hard Drive Removal Record, and Usage Report templates.

Form / Attachment / Pricing Sheet

This document provides the detailed CLIN (Contract Line Item Number) structure and pricing breakdown for the "Up-to 60-Month Lease" opportunity (SP7000-26-Q-1016). Bidders should use this to understand the specific items being procured and to structure their pricing proposals.

• CLINs 1-3: Detail monthly leasing requirements for NIPR and SIPR devices, specifying volume bands, estimated monthly impressions (Mono/Color), minimum speed (Pages Per Minute - PPM), paper capacity, and pricing type (Monthly).
• CLIN 4: Covers a one-time charge for a Removable Hard Drive for SIPR MFDs.
• CLINs 5-9: Detail one-time charges for device relocation services based on distance (in excess of allocation, 51-150 miles, 151-250 miles, 251-350 miles, 351 miles and greater).
• Pricing: Bidders are instructed to provide pricing for a single month for CLINs 1-3. Extended CLIN totals and 60-month evaluation totals are also indicated, with a 20% option increase noted.
• Period of Performance: 08/01/2026 - 07/31/2031 (Up to 60 Months).

This attachment is critical for bidders to understand the specific equipment and services required, the quantities, and the pricing structure. It directly informs how proposals should be costed and submitted, particularly regarding monthly lease costs and one-time service charges. The "Pricing Provided Shall be for Only a Single Month" instruction is a key directive for proposal preparation.

Form / Attachment / Pricing Sheet

This document is the Performance Work Statement (PWS) Compliance Form, which is Attachment 4 to the solicitation referenced as SP7000-26-Q-1016. Vendors are required to complete and submit this form as part of their solicitation response.

• The form requires the vendor to provide their name and address.
• It includes a statement where the vendor agrees to comply with all sections of the Performance Work Statement (PWS), with the explicit exception of PWS section XV, Supply Chain Risk Management.
• It confirms that documentation required in PWS section XV, Supply Chain Risk Management, has been submitted as part of the solicitation response.
• It requires a vendor signature, printed name, and title.

This form is a mandatory submission for all bidders. It serves as a formal declaration of compliance with the PWS, with a specific noted exception. Bidders must ensure they understand the PWS and accurately complete this form to acknowledge their compliance and confirm the submission of required documentation for Supply Chain Risk Management.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quotation (RFQ) number SP7000-26-Q-1016. The DLA Information Operations (EMS) Division seeks to lease 32 Multi-functional Devices (MFDs) and 27 Removable Hard Drives for up to 60 months. Services include installation, removal, full-service maintenance, consumables (excluding paper), key operator training, reports, relocations, network functionality, and network security for various locations in Japan. The acquisition is set aside for small business.

• Lease of 32 MFDs and 27 Removable Hard Drives.

• Comprehensive maintenance and support services.

• Network functionality and security.

• Performance Work Statement (PWS) is detailed in Attachment 1.

• Contract Type: Firm Fixed Price.

• Period of Performance: 1 base period (08/01/2026 - 03/31/2027) and 5 option periods (through 07/31/2031).

• The government reserves the right to increase quantities by up to 20% per CLIN within the first 24 months.

• Submission Method: Electronic only to the points of contact listed.

• Proposal Structure: Must be submitted in five parts: Cover Page, Technical, Past Performance, Pricing, and Offeror Representations and Certifications.

• Evaluation Method: Lowest Priced Technically Acceptable (LPTA).

• Key Deadlines:

  • Solicitation Questions Due Date: 05/13/2026, 2:00 PM Eastern.
  • Solicitation Close Date: 05/31/2026, 2:00 PM Eastern.

• Network Testing: Will be conducted with the lowest priced technically acceptable awardee after award. Failure to pass may result in termination for cause and award to the next acceptable offeror.

• Set Aside: Small Business.

• NAICS Code: 532420.

• Small Business Size Standard: $40,000,000.00.

• Attachments include: Performance Work Statement, CLIN Structure, Delivery Schedule, PWS Compliance Form, and Quality Assurance Surveillance Plan.

• All invoicing will be via Wide Area Workflow (WAWF).

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Delivery Schedule," details the specific configurations and delivery locations for equipment being procured. It serves as a schedule to guide the delivery and installation of these items.

• CLIN (Contract Line Item Number): Identifies distinct items or services within the contract.
• Item Description: Specifies the model and type of equipment (e.g., VB-1NC, VB-1SC, VB-2SC) and any specific features like "Removable Hard Drive" or "Removable Hard Drive for SIPR MFD."
• Network Capability: Indicates if the device is for "USFJ NIPR" or "USFJ CLASS" networks.
• Scan Functionality: Details the supported scanning methods (e.g., Scan-to-Network, Scan-to-Email).
• Power Source: Specifies voltage and frequency requirements (100V, 50/60 Hz, 15 or 20 amps (AC)).
• Removable Hard Drive: Indicates whether the device includes a removable hard drive (Yes/No).
• Organization/Unit/Service: Identifies the recipient command (e.g., USFJ J6, Navy).
• Complete Address: Provides the full delivery address, including building, floor, room number, city, state, and zip code (e.g., BLDG 714 FLOOR 1 RM 141, YOKOTA JAPAN).
• Notes/Message: Includes additional delivery instructions, such as "FINAL DESTINATION WITHIN BLDG TBD."

This document is crucial for bidders as it outlines the exact technical specifications, network requirements, and precise delivery locations for the equipment. Bidders must ensure their proposed equipment meets these specifications and that they can fulfill delivery to the specified addresses in Yokota, Japan. It directly impacts logistics planning, technical compliance, and final delivery execution.

Form / Attachment / Pricing Sheet

This document is the Quality Assurance Surveillance Plan (QASP) for the "DLA Multifunctional Device Lease" contract. It outlines the government's procedures for monitoring and evaluating the contractor's performance to ensure it meets the contract's standards. The QASP details what will be monitored, how monitoring will occur, who will conduct it, and how results will be documented.

• Purpose: To determine if contractor performance meets contract standards and to establish procedures for a continuous oversight process.
• Authority: Issued under FAR Part 12, Inspection of Services clauses.
• Roles and Responsibilities: Defines roles for the Contracting Officer (KO), Contracting Officer Representative (COR), and Contractor Representatives (Program Manager, Task Manager).
• Surveillance Matrix: Lists performance objectives and standards, the surveillance method (e.g., Government inspection, customer/CRS feedback, EMS feedback), and performance ratings.
• Performance Ratings: Defines ratings from Exceptional to Unsatisfactory, based on FAR 42.1503 Table 42-1.
• Specific Performance Objectives & Standards: Includes requirements for device delivery, installation, proof of delivery, training reports, device availability (95% monthly), malfunction correction times, response times for service calls (differentiated by remote/non-remote and work stoppage/non-work stoppage), notification for non-repairable devices, consumable supply delivery, device relocation, device removal, usage reports, response time reports, downtime reports, uptime reports, and coordination for device testing.
• Combatting Trafficking in Persons (CTIP): Includes monitoring for compliance with CTIP requirements.

This QASP provides potential bidders with insight into how their performance will be evaluated if awarded the contract. It clearly defines the performance standards, metrics, and surveillance methods the government will use, allowing bidders to understand the expected level of service and quality required. Bidders can use this information to tailor their proposals and quality control plans to meet or exceed these government expectations.