W074--Copier Maintenance for Washington DC

Department of Veterans Affairs Multi-Function Device Lease & Maintenance Service Statement of Work 1. General Information 1.1 Background: The Department of Veterans Affairs, Veterans Benefits Administration, Compensation Office has a requirement for an operating lease via a flat-rate plan for 10 Multi-Functional Devices (MFD) and with a designation of five (5) color and five (5) Black/White. The contractor shall provide the required copier equipment, including accessories, attachments, copy-control devices and systems, all consumable supplies (except copying paper and transparency films), and full-service maintenance to include repair parts. The VA intends to make a single (all or none), firm-fixed-price award. 1.2 Scope of work: The contractor shall furnish all repair parts, labor, transportation, and supplies (including any applicable personal protective equipment) required to accomplish inspecting, cleaning, lubricating, adjusting, calibrating, and vacuuming (if required), and repairing of the copiers. Contractor shall maintain the leased copiers at levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications. Ownership of the asset/copiers remains with the prospective contractor. The copiers will be connected to a Network (i.e. Network Scanner, Network Printer, etc.). The copiers will also be used as a Scanner/Fax Machine, in addition to duplicating/copying. No additional leased copiers will be added to this contract unless agreed upon by both the Government and the Contractor and will only take effect via a contract modification. 1.3 Period of Performance: Base Period is a base year with four option years. 1.4 Safety Requirements: While in performance of the resultant contract, the contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA) and adhere to VAAR 852.237-70 Contractor responsibilities. 1.5 Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivering supplies. Current rules and regulations applicable to the premises, where the work shall be performed, shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by VBA officials, presenting valid identification, smoking restrictions and any safety procedures/personal protective equipment as outlined in the site regulations. Services will require connection to the VA network. The Certification and Accreditation of network/application (C&A) requirements do apply, and a Security Accreditation Package is required. 1.5.1 All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards, and VA policies as VA, including the Privacy Act, 5 U.S.C. §552a, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program; and VA Handbook 6500.6, Contract Security. See attached VA 6500.6 Appendix C which is incorporated in the resulting contract to ensure appropriate security controls are in place. 1.5.2 The contractor shall not disclose or cause to disseminate any information concerning operations of Department of Veterans Affairs. Such action(s) could result in violation of the contract and possible legal actions. 1.5.3 All inquiries, comments, or complaints arising from any matter observed, experienced, or learned of because of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government s designated representative. 1.5.4 See attached VA Handbook 6500.6, Contract Security Appendix C. 1.5.5 No background investigation is required. 1.6 No Overage charges: No overage fees shall be charged. The government pays a flat-rate monthly, regardless of the number of copies made each month. The copy volume allowance per month is unlimited per copier. 1.7 Termination Amortization Schedule: A termination amortization schedule shall be included as an attachment of the awarded contract. If the Government does not exercise any of the options listed in the Price/ Cost Schedule, the Government s not exercising the options will have the same effect as if the Government terminated for convenience. 1.8 Invoices: Contractor shall email invoices monthly in arrears to the email address listed on page one (1) block 18a of the contract that includes the following information: Contract and obligation numbers; Company name, address and phone number; Monthly contracted lease rate (which includes the maintenance service fee); Invoice number and date (note that each invoice must have a different invoice number). 2. Definition and Acronyms: N/A 3. Government-Furnished Items and Services: The Government shall supply the paper for the copiers. 4. Contractor-Furnished Items and Services Required personnel, materials, supplies, and equipment: The contractor shall provide the required copier equipment, including accessories, attachments, copy-control devices and systems, all consumable supplies (except copying paper and transparency films), and full-service maintenance including repair parts. The following table includes the install locations, quantity which the contractor shall deliver/setup and install. All copiers shall be Energy star compliant compatible with Power source: 120 volts. Estimated pooled monthly output for the 10 copiers is broken down in the table below. Total monthly pooled output amount for black and white copiers is 50,000. Total monthly pooled output amount for color copiers is 30,000 color and 7,500 B/W. 4.1 Quantity Description The 10 copiers shall have the following features: Internal Finisher, Fax Option, HD Surrender, Power Filters, Smart Card Reader, CAC/PIV V4 1-Pack, Install CAC v3Current contracted vendor does not provide, but it is not required. and Flat Rate Maintenance. 4.2 Delivery: The contractor shall coordinate delivery with the government designated employee. 4.3 Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract. 4.4 Contractor s Phone Number: The contractor shall 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 through Friday. 4.5 Parts/Supplies Availability: The contractor shall have an inventory of parts and consumable supplies in quantities sufficient to effectively service the resulting contract. The contractor shall have an internal inventory system and delivery system for the parts and consumable supplies. The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance response times specified in paragraph 5.1 and the supply delivery times specified in paragraphs 5.4. 4.6 Personnel Qualifications: The contractor shall be required to provide fully qualified and manufacturer certified service, delivery, and management personnel. In sufficient numbers to actively and efficiently service and support the copiers in place during the contract period. 5. Specific Tasks 5.1 Service Calls: The contractor shall respond to service calls during normal working hours, Monday through Friday, excluding holidays observed by the Federal Government. The contractor shall respond to verbal service calls and is expected to initiate the repairs within 4 working hours after notification of malfunction. The response time on a service call starts when the service call is placed to the contractor. The service technician shall report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician shall contact the government s designated representative and provide a detailed explanation as to why the copier was not repaired and provide an estimated time for completion of the required repairs. The contractor shall complete the repairs and satisfactorily resolve the problem by effectively restoring the copier to normal operating capability within eight (8) working hours of responding. 5.2 The Contractor shall have an adequate working inventory of copiers to provide backup support for the leased 10 copiers. When a malfunctioning copier cannot be repaired within the on-site repair time, the VA will have the option of requesting a backup copier at no additional cost to the government. The Contractor shall supply such a backup copier within seven (7) working hours after notification by the government. Backup copiers shall meet or exceed the capabilities of the copiers to be replaced. For this purpose, only, remanufactured equipment may be used as a temporary device until a new replacement copier is delivered or the original copier is reinstalled. Backup copiers are generally expected to remain in place for five working days or less, but in unusual cases, a backup copier may remain in place for as long as 60 days. If the original copier has not been repaired and reinstalled at the end of 60 days, the Contractor shall provide a replacement copier equal to or superior to the original copier model at no additional cost to the government. The Contractor shall coordinate the removal, delivery and install of the back-up copier with the designated government employee. 5.3 Preventive Maintenance: The contractor shall provide, at a minimum, one preventive maintenance service call during the performance period to ensure that the copiers are maintained in fully operational condition. Contractor shall maintain the copiers in at levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications. 5.4 Replenishment of Supplies Procedures: On or about the same day of each month, the contractor shall ensure that each copier is furnished with sufficient consumable supplies, (excluding paper) to produce a volume of copies equal to the levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications. Upon initial delivery of the copy machines/devices, the Contractor shall provide two months' worth of consumable supplies for each copier. 5.4.1 The contractor shall respond to verbal requests for additional consumable supplies under the following conditions: The government s designated representative may make emergency requests for consumable supplies verbally. Orders will state the quantity and type of consumable supplies required and the location and serial number of the copier for which the additional consumable supplies are being ordered. The contractor shall deliver additional consumable supplies within a period of twenty-four hours after receipt of verbal order. 5.4.2 Supplies from the contractor shall be delivered between 8:00 a.m. and 4:30 p.m., Monday through Friday (excluding Federal holidays) to an off-site scanning facility. Department of Veterans Affairs 216B Compensation Service 21C 810 Vermont Avenue NW Washington, DC 20420 5.5 Hard-drives: The contractor shall remove the hard-drives from the 10 leased copiers at the end of the term of the contract and hand them to a designated government representative for destruction. 5.6 Training: Contractor shall provide training on the operation of the 10 leased copiers to designated government representatives within two days of installation date. The Contractor shall demonstrate that the copier is properly functioning upon completion of installation. This demonstration shall be accomplished pursuant to the operating instructions furnished with each copier and in the presence of designated government representative. 5.7 Relocate Equipment: Should the government elect to; the government shall have the responsibility of transporting all copier machines to the new office location and shall ensure that all copy machines are transported with care. Any expense of moving/relocating the copier machines will be paid by government. 5.8 Return of Equipment: The contractor shall remove the 10 copiers at the end of the lease. The contractor is responsible for all associated removal costs of the 10 copiers. 6. Government Point of Contact: To be announced. 7. Changes to the Statement of Work (SOW): Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.