J-- SHARP MFD SERVICE CONTRACT MCD SUITE

THE PURPOSE OF THIS AMENDMENT IS TO MAKE A FINAL CHANGE TO THE STATEMENT OF WORK. THE INFORMATION CHANGED IS BOLD. STATEMENT OF WORK 1. INTRODUCTION AND SCOPE OF WORK: Contractor shall provide service including all types of toner cartridges, staples, parts and various cleaning and software adjustments and updates to keep the MFPs functioning and maintenance/warranty for three Sharp MX-5141 MFPs including repair/replacement parts, coordination with James H. Quillen VAMC Information Resource Management Service (IRMS) to ensure network connectivity and PIV functionality, FAX, and multi/group FAX, scan and e-mail to self or the VA global address book. These three MFPs are located as follows: two in the Director's Suite at JHQVAMC and one in the Prosthetic Service at James H. Quillen VAMC. The contract includes supporting 162,000 color and 120,500 black & white prints per year for three MFPs. The key to this contract is keeping these three MFPs completely functional 98% of duty time. Paper is not supplied by the contractor. 2. REQUIREMENTS: a. The following further describes service, maintenance and warranty required: (1) Routine service includes cleaning all parts of the MFP, supply of various different colored toner cartridges, staples, software updates, software interface in collaboration with IRMS to ensure multifunction capability network connectivity, and PIV encryption of three Sharp MX 5141 Printers. This includes labor affiliated with these services for about 4,500 color and 3,347 black and white prints per month per MFP or about 162,000 color and 120,500 black and white prints per year. (2) Maintenance and Warranty includes consumable or durable hardware, software, labor, drums, maintenance kits, parts, spare parts, updates for hardware and software maintenance for fair wear and tear. Should a device be deemed to be non-serviceable the facility will be informed with options and costs. Non-serviceable is determined as parts not available or if the total cost of the repair is more than 55% of the cost of an exact replacement device. (3) Paper is not included in this service contract. Repairs as a result of alteration, adjustment, or repair by anyone other than contractor (or its representatives) are not included. The contractor is not obligated to repair any MFP or MFP component which has been damaged as a result of: (a) Misuse or abuse of the MFP or component (such as, but not limited to, use of incorrect line voltages, use of incorrect fuses , use of incompatible devices or accessories, improper or insufficient ventilation, or failure to follow operating instructions) by anyone other than contractor (or its representatives). (b) An unforeseen, but not limited to lightning, rodents, flooding, tornado, earthquakes, and hurricanes. Moving of the MFPs from one geographic location to another must be coordinated with contractor and the contractor will move the MFP as part of this contract and place in full operation as directed by James H. Quillen VAMC staff. b. Hours of coverage: (1) Service work on MFPs will be performed during regular business hours of Monday through Friday 7:45 am to 5:00 pm. Work outside these hours is not billable to the Government. The contractor cannot respond to service or maintenance/warranty calls unless the respective James H. Quillen VAMC staff member is present for duty and provide access to the printers. (2) Federal Holidays observed by the JHQVAMC are: New Years' Day, Labor Day, Martin Luther King Day, Columbus Day, Presidents' Day, Veterans' Day, Memorial Day, Thanksgiving Day, Independence Day, and Christmas Day. The contractor is not required to respond on these days. c. General Points: (1) Payment for service is made under established government processes and systems. (2) Call for service is requested by calling the contractor's telephone. The contractor will provide the James H. Quillen VAMC the service telephone number by means of a sticker on the MFP. The contractor will monitor this number during duty hours. (3) Facility will provide access to MFPs during regular duty hours (Monday through Friday, 7:45 am - 5pm). (4) James H. Quillen VAMC will provide access to monitor MFPs connected to the network. Access to the network is guided, authorized and instructed by IRMS. No connection to the network will occur unless IRMS authorizes and approves it. Third party connections are not authorized. (5) The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the contracting officer (CO) and contracting officer representative (COR) in writing of the existence or the development of any defects in, repairs required or recalls issued to the equipment by the manufacture, Sharp. The contractor shall furnish the CO and COR with a written estimate of the extent of these requirements. d. Condition of Equipment: (1) The contractor accepts responsibility for the equipment described in paragraph 1, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract. Failure to respond to a service call appropriately can generate a reduction is revenue to the contractor. Generally appropriate response time is about one business day or as coordinated with the James H. Quillen VAMC staff and the CO and COR. (2) Hardware replacement parts will be furnished and installed by authorized service personnel at no extra charge. The parts replaced become the property of the James H. Quillen VAMC. No old parts will be taken off station. (3) Component parts, assemblies, or subassemblies may be replaced with new or refurbished items at no cost to James H. Quillen VAMC. (4) Recommendations may be made and replacement initiated of suspect component parts at no expense to the JHQVAMC, but with their planned cooperation regarding replacement work. This will always be done with every intention of minimizing disruption to daily work activities. Loaner hardware will be offered to the customer if available but is not guaranteed as a condition of this contract. (5) James H. Quillen VAMC is responsible to maintain the environmental conditions in accordance with manufacturer's specifications. The Sharp MFPs will be located indoors in conditioned space maintained within parameters specified by the manufacturer. James H. Quillen VAMC will have a MFP administrator and a backup. 3. PERFORMANCE PERIOD: One (1) year base period, with four (4) one year option years. Base Year: 5 June 2015 - 4 June 2016 Option Year 1: 5 June 2016 - 4 June 2017 Option Year 2: 5 June 2017 - 4 June 2018 Option Year 3: 5 June 2018 - 4 June 2019 Option Year 4: 5 June 2019 - 4 June 2020 4. PROGRESS AND COMPLIANCE: a. These three MFPs their associated equipment, hardware and software shall be maintained in accordance with the Sharp, manufacturer's standards and specifications. b. Contractor is required to provide James H. Quillen VAMC COR a monthly written report of the number of prints used or completed color and black and white. This report can be a verified e-mail. 5. NOTES AND OTHER INFORMATION: a. Additional charges: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional experts or delivery of parts. Note: Any additional charges proposed must be approved by the CO and COR before the service is initiated. b. Security Issues: The Contractor will not take an MFP hard drive or component capable of storing data or its parts off the station. c. Contractors are responsible for finding their own parking. d. Contractor staff members are required to obtain Temporary ID Badge from Police Svc, Building 69, James H. Quillen VAMC and are required to wear the badge while on VA property if not escorted during entire visit by Director's Suite Staff. e. The contractor will not assume anything pertaining to this contract rather the contractor will communicate with the COR or CO reference any matter of discussion.