J--XEROX Services and Supplies

Sources Sought Notice This Sources Sought/Market Survey Notice is being conducted by the Network Contracting Office (NCO) 16, located in Houston, Texas, in support of the Central Arkansas Veterans Healthcare System (CAVHS) in Little Rock, Arkansas to identify sources capable of providing cost-per-copy (CPC) maintenance and supplies for a facility-owned Xerox XC60G: Xerox multi-function device (MFD) serial number E2B024340 services at Central Arkansas Veterans Healthcare System, 4300 West 7th Street, Little Rock, AR, 72205. NOTE 1: Contractor shall be an authorized and possess licenses or certification capable of cost-per-copy (CPC) maintenance and supplies for a facility-owned Xerox XC60G: Xerox multi-function device (MFD) serial number E2B024340 services meeting all government requirements and objectives. Performance Location and Hours: Central Arkansas Veterans Healthcare System (CAVHS) in Little Rock, Arkansas. Normal duty hours are from 0800-1630, Monday through Friday, excluding Federal Holidays. Period of Performance of one base year with four option year exercisable to the Government s discretion. Draft Statement of Work OVERVIEW: The Department of Veterans Affairs (VA), VISN 16, Central Arkansas Veterans Healthcare System located as 4300 West 7th Street, Little Rock, AR, 72205, has a requirement for cost-per-copy (CPC) maintenance and supplies for a facility-owned Xerox XC60G. This Xerox multi-function device (MFD) serial number is E2B024340 and is located in the Medical Media offices on the 7th floor of the facility. The CPC maintenance and supplies contract is requested for the period of performance of base year, with two (2) option years, exercisable at the Government s discretion. The contractor shall provide repair and maintenance services and consumable supplies (including staples; excluding paper) for the cost-per-Copy copier program. SCHEDULE OF ITEMS: Maintenance, repair, and supplies for Xerox device serial number E2B024340. EQUIPMENT LOCATION: The equipment to be covered under this contract is located in room 7D-135, which is on the 7th floor of the John L. McClellan Memorial Veterans Hospital, 4300 West 7th Street, Little Rock, AR 72205. TERM OF THE AGREEMENT (Period of Performance (POP)): The VA anticipates a single award for the period of performance of base year, with two (2) option years, exercisable at the Government s discretion. CONTRACTOR POINT OF CONTACT (POC): The contractor shall designate one point of contact for coordination of supplies, deliveries, and maintenance with agency customer. The POC shall be empowered to make daily decisions to ensure that the order implementation and day-to-day operation meets the terms and conditions of this contract. MINIMUM MONTHLY VOLUME (MMV): VA shall provide monthly meter read quantities to the contractor based on a regular calendar month date, or 30 calendar day cycle, so that data is consistent and accurate MMV billing. If the VA fails to provide monthly meter reads to the contractor, the contractor shall notify the VA within 24 hours of a missed read. In no event shall estimates or averages be billed to the VA. ORDERING/BILLING: The contractor shall make delivery and maintenance in accordance with the Statement of Work. The contractor shall bill in accordance with VAAR Part 852.232-72. The base maintenance agreement fee and Cost-Per-Copy cost shall be billed in arrears on a monthly basis via certified invoice in DC10. CONSUMABLES SUPPLIES VA shall supply the paper and transparency films for the copier equipment. The contractor shall provide all other consumable supplies, including staples. Consumable supplies are those items which are anticipated and designed to be replaced based on usage or age prior to the designed end life of the equipment (e.g., toner, cartridges, developer, dry ink, staples, binder material, etc). The contractor shall provide consumable supplies in accordance with the following process: Upon initiation of this agreement, the contractor shall provide a minimum of one month s worth of consumable supplies (including staples) for the copier. These supplies shall be stored in accordance with the facility s Government POC by the VA. The contractor shall deliver supplies to the VA during the normal business hours of 8:00 a.m. through 4:30 p.m. Monday through Friday, excluding holidays. The contractor shall label all shipped consumable supplies with the name and address of the customer agency's Key Operator/POC. In this case, shipping location shall be: CAVHS 142B/LR Attn: Medical Media 4300 West 7th Street, room 7D-135 Little Rock, AR 72211 The Key Operator/POC may make emergency requests for consumable supplies verbally. The contractor shall process and ship these requests within 24 hours, excluding Saturdays, Sundays and holidays. The contractor shall affix a label to the unit identifying a telephone number to call for service or consumable supplies. MAINTENANCE AND SUPPORT: The contractor shall provide full maintenance and repair services (including both preventive and emergency break/fix repairs during normal working hours) and hardware/software/firmware updates. HOURS OF COVERAGE: Normal hours of coverage are Monday through Friday 8:00AM 4:30 PM excluding national holidays recognized by the Department of Veterans Affairs. SERVICE LABEL: Each machine shall be affixed with a label identifying a telephone number to call for service. The contractor shall have a local or national toll-free number for receiving and tracking service calls. RESPONSE TIME TO SERVICE CALLS: The contractor s response time on a service call starts when a verbal request to the contractor for a service call or a written request is received by the contractor requesting a service call, whichever is earlier. During normal working hours, the contractor shall respond to verbal or written requests for service calls within one (1) working hour of official notification. Service person shall be onsite within four (4) working hours of notification and shall proceed progressively to completion without undue delay. The contractor shall repair or replace the MFD within ten (10) working hours after the verbal or written request for the service call. If the offerors are not able to meet these response time requirements, then they shall have to identify the locations where they cannot meet the requirements and state the acceptable time frame that they can reasonably send a technician to be on site. UNSCHEDULED MAINTENANCE: Contractor shall maintain the equipment in accordance with industry standards. Repair service shall be provided to diagnose and correct equipment malfunctions. Repair shall consist of returning a failed component or system to full operational capacity. Repair service may include calibration, cleaning, adjusting, replacing parts, and intervening service calls necessary before or after regular services. All required parts shall be furnished by the contractor. PREVENTIVE MAINTENANCE: The contractor shall provide, at a minimum, semi-annual service calls as a preventive maintenance service to ensure that the MFD is maintained in full operational condition. MONTHLY EFFECTIVENESS LEVEL (MEL): The copier shall perform at a monthly effectiveness level (MEL) of 95 percent or higher. The effectiveness level for the copier is computed by the following formula: The total number of downtime hours divided by the total number of production hours for the month. Total production time is computed by multiplying eight (8) hours by the number of working days in the month, weekends and holidays excluded. DATA STORAGE HARD DRIVE SECURITY: Throughout the entire duration of the contract, the data storage hard drive within the copier shall not be removed from the VA facility. This requirement also applies to back-up and replacement copiers. If the Contractor chooses to perform off-site maintenance or off-site repairs are required, the Contractor shall remove the data storage hard drive and place it under the control of the VA representative. The Contractor shall be responsible for reinstalling the data storage hard drive upon return of a repaired copier to the VA facility. If the copier is not returned to the VA facility, the VA shall destroy the data storage hard drive in accordance with VA procedures. When VA use of a copier terminates and the copier is to be returned to the Contractor, the Contractor shall remove the data storage hard drive at the VA facility and place it under the control of the VA representative. The VA shall destroy the data storage hard drive in accordance with VA procedures. QUALIFICATION OF PERSONNEL: The contractor shall have qualified management, service technicians and delivery personnel in sufficient numbers to service and support the requirements under the specified response times. Failure to maintain sufficient qualified personnel to meet the required response times may result in termination for default. All contractors are responsible for following all applicable Rules and Behavior for Contractors including but not limited to: Being escorted while on VA property. Wearing clearly visible ID and/or contractor badge provided by the facility. Not connecting their laptops or equipment on the VA Network. Not connecting their laptop to a MFD without first disconnecting the MFD from the VA network. Have a signed Contractor s Rules of Behavior on file with the VA. CANCELLATION: Cancellation of this agreement shall be based upon VA funding appropriations. In addition, either party may terminate this agreement at any time upon at least thirty (30) days written notice to the other party s contracting official; however, all orders placed against this agreement prior to any cancellation shall be honored. SECURITY REQUIREMENTS: The C&A requirements do not apply. A Security Accreditation Package is not required. The contractor shall not have access to VA Desktop computers, nor shall they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units shall remain in VA control and shall not be removed from VA custody. - The contractor shall not have access to protected Patient Health Information (PHI) nor shall they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units shall remain in VA control and shall not be removed from VA custody. - All research data available for Contractor analyses is de-identified. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and shall be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and shall be managed in accordance with Federal law. Electronic records and associated metadata shall be accompanied by sufficient technical documentation to permit understanding and use of the records and data. The Department of VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of The Department of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor shall report to The Department of VA. The agency shall report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to The Department of VA control or the Contractor shall hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer Representative (COR). Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (S.6). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and The Department of VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with The Department of VA policy. The Contractor shall not create or maintain any records containing any non-public The Department of VA information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The Department of VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which The Department of VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables shall be identified as required by FAR 52.227-11 through FAR 52.227-20. TRAINING: - All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take The Department of VA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. (End of Draft Statement of Work) If this is a service your business can provide, please respond to this Sources Sought Notice by 11:00am CT on November 8, 2019. Responses should include: (1) Business Name (2) Business Address (3) Point of Contact: Name, Phone Number, and E-mail Address (4) DUNS Number (5) NAICS code (6) Business Size: SMALL or LARGE (7) Type of Business: SERVICE DISABLED VETERAN OWNED (SDVOSB), VETERAN OWNED (VOSB), 8A, HUBZone, WOMAN-OWNED (WOSB), etc. (8) Graduation from a four-year academic program in acupuncture and Oriental medicine that meets or exceeds ACAOM standards certificate. (9) Capable of services on Xerox multi-function printer. All businesses eligible to provide this service are encouraged to reply as this information may be used to determine potential set-asides for the above-noted service. Send responses to Shasta Britt via e-mail at contact@example.gov. This is NOT A REQUEST FOR QUOTE or an announcement of a solicitation.