Full service maintenance for copiers and digital print machines located in IA,IL,MT,MO,SD,TX

The purpose of this sources sought is to locate firms that can provide full service maintenance for Xerox Copier equipment as stated in the SOW Vendors must possess the capabiity of providing services nationwide. To respond to this sources sought, please provide your corporate capability statement that specifically addresses this requirement, and provide information that reflects your experience in supporting nationwide maintenance requirements. BACKGROUND USDA/FSA, utilizing state-of-the-art Electronic Distribution System (EDS) technology, delivers quality printed products to nationwide customers. The EDS network is a recognized leader in meeting customer needs by providing high quality, timely, and dependable service. FSA operates EDS production centers in 29 locations within the United States and Washington, DC to generate and distribute Federal Farm Program information via the Internet, email and hard copy throughout the United States. All 29 EDS sites download, store, assemble, and print documents daily, keeping County and State Office information current with Federal regulations and laws. EDS sites also archive information for reference and easy retrieval. State and County Offices submit work requests to the EDS locations for a wide variety of information available through the FSA. Jobs range from PDF documents to most any MS Windows XP or newer version based software format or print file. This work accounts for a large majority of the information processed at the EDS locations. EDS is expanding the relationship among other Federal Offices, not only to draw in more work but also to alleviate County and State Office workloads resulting from staff reduction and budget cuts. These job streams vary greatly as there are no set job-submission standards for State or County Offices. This Statement of Work (SOW) defines requirements for USDA-FSA's EDS organization to establish a maintenance contract including supplies on Xerox copier equipment. Overview of Services to Be Provided by the Contractor: 1. Contractor will be responsible for providing all equipment maintenance services. 2. Contractor will be responsible for providing all supplies related to the operation of copiers and digital print engines. The overall scope of tasks to be provided by the Contractor includes: - Coordination of maintenance and service on all existing equipment; - Management and delivery of supplies (Toner, Development and Parts) for all copiers and multifunctional devices; - Technical support to the USDA FSA in the identification, evaluation and/or installation/implementation of equipment; - Tracking system for daily services; - Monthly service logs with up/down time, and other monthly reports: - Managing supply levels of on-site inventories of consumables for all equipment covered under contract. Procedures, including ordering parts for the machine, receiving and inventory level management should be documented by the contractor. NOTE: All paper is purchased by the USDA FSA through separate contracts. Contractor is responsible for ordering process and delivery to machine and client locations. The USDA FSA will provide secure storage for contractor supplies and materials as required; - Providing billing information in detail and summary format in accordance with USDA FSA's business line requirements. Format of billing must provide information and breakouts of detail for meter readings by location and unit per month; - Staff and technicians who are properly trained and/or certified in accordance with industry standards; - 4 hours response time is required. Government hours are 8:00 am - 5:00 pm Monday thru Friday; - The Contractor will automatically deduct 2% from any monthly invoice where the average response time exceeds four hours per equipment location. Maintenance/Service/Supply Requirements: The Contractor will be responsible for providing on-site service, maintenance and supplies for the current installed base of equipment as well as for new equipment added to any of these programs during the course of the contract. The Contractor will provide either by using their own staff, or by subcontract from other vendors, maintenance for all brands and models of copiers/digital print engines. The copier inventory is in good to excellent condition, and has been under a continuous maintenance program. The copiers are located in 8 states across the United States. FSA reserves the right to change or move machines during the length of this contract. The total base of installed machines may increase or decrease by 10% in any fiscal year without a price increase or decrease. The USDA FSA's installed base of equipment needs to be retired as individual machines are: - Fully depreciated; and - No longer possible to maintain in good working order as evidenced by poor MTBF (Mean Time Between Failures) report and an equipment repair history showing that the equipment has a worse than USDA FSA average record of repair; and/or Technologically obsolete or sufficiently superseded that it makes financial and operational sense to replace. The Contractor will have the opportunity to inspect all equipment prior to beginning to provide maintenance services in order to assess and document condition of, and any maintenance concerns that may require repairs to bring the equipment up to industry standard specifications within the period specified as transition (60 days from the date of contract award). Service Support Tasks: Service support personnel shall maintain all equipment at the current locations to factory specification levels in a professional manner. The contractor must provide on-site service and support to all locations. Support tasks may include, but are not limited to the following: 1. Contractor will provide an 800 number for placing the service notification call. All calls must be answered in real time. 2. Contractor will provide a single point of contact for all contract related issues, including but not limited to service, supplies, billing, etc. 3. All service representatives must be factory trained and carry 100% of all necessary tools including equipment to diagnose and upgrade any software or firmware resident on the machines. 4. All service representatives will maintain all equipment to all latest modification, software and firmware levels. 5. All service representatives must carry 85% of needed replacement parts 6. The Contractor, or their sub-contractors, shall provide all parts, supplies and consumables (staples) for copiers/digital print engines.(Does not include paper) Original Equipment Manufacturer (OEM) parts, supplies and consumables are generally preferred. However, Contractor may provide non-OEM parts and supplies, which can be used only after testing and approval by the USDA FSA. The USDA FSA will furnish all paper, binding materials, tabs, and other non-copier/digital print engine consumables. Reporting: The contractor will produce a monthly report by location for the USDA-FSA contract manager with the following information as shown below. a. Meter reads by location and unit b. Service calls by location and unit c. Response time by location and unit d. Average up-time by location and unit e. Monthly volume by location and unit This report will be delivered by Mail to: USDA/FSA/MSD/IMB/Publishing STOP 0563 1400 Independence Ave, SW Washington, DC 20250 Contract Duration and Pricing: Contract will be firm fixed price for this period of performance of one (1) base year and (4) option years Xerox Equipment City/State Make/Model Date Purchased DES MOINES IA 4110 October 1, 2007 DES MOINES IA DT 6135 September 2003 SPRINGFIELD IL DT 6135 September 2003 BOZEMAN MT DT 6135 September 2003 COLUMBIA MO DT 6135 September 2003 KANSAS CITY MO DT 6135 January 2004 KANSAS CITY MO DT 6135 January 2004 HURON SD DT 6135 January 2004 COLLEGE STATIONTX DT 6135 September 2003 KANSAS CITY MO 7655 April 2008 KANSAS CITY MO 7665 April 2008