36C10D24Q0219_1.docx

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

VA

F365429-24-0000356 36C10D24Q0219 07-10-2024

GREGORY STEVENS

313-354-2194 07-22-2024

3PM

EDT

00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington DC 20006 X X 811210 $34 Million N/A X 00101 Department of Veterans Affairs Veterans Benefits Administration Strategic Program Management Office 1800 G Street NW Washington DC 20006 00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington DC 20006

See section A.3 for invoicing instructions.

See CONTINUATION Page The contractor shall provide Multi-Function Device maintenance and on-call repairs to the Department of Veterans Affairs pursuant to the terms, conditions and pricing contained herein.

See CONTINUATION Page X X X Gregory Stevens

VA-VBA-2020-C7F3A1FC

Table of Contents

A.2 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C10D Department of Veterans Affairs Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington DC 20006

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

A.3 INVOICING INSTRUCTIONS

General invoicing instructions are included here.

Payment provided under the terms of this contract will be made upon delivery and acceptance in arrears for all services rendered and/or deliverables submitted and approved by the VA.

GOVERNMENT INVOICE ADDRESS:

TUNGSTEN (OB10) ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THROUGH AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Please include in all invoices the Task Order Number.

All invoices need to also be submitted using the same line item format in the contract or order.

Please ensure that when invoice is submitted in Tungsten by a contractor employee that the contract number is used and please include the respective Contract Line Item Number (CLIN) which is being invoiced, such as 0001. Please also ensure that the uploaded invoice document’s description matches the CLIN, such as: Item number 0001, quantity, unit of issue, unit price, extended price, and period of performance. Failure to follow these instructions will result in a rejection of the invoice by the VA Financial Service Center personnel.

Vendor Electronic Invoice Submission Methods:

Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.

1. VA’s Electronic Invoice Presentment and Payment System – The Financial Services Center (FSC) in Austin, TX uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site is http://www.x12.org.

Vendor e-Invoice Set-up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below.

· Tungsten e-Invoice setup information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@tungsten-network.com

· VA TUNGSTEN Number: AAA544240062

· FSC e-Invoice contact information: 1-877-353-9791

· FSC e-Invoice email: vafsccshd@va.gov

· FSC Internet: http://www.fsc.va.gov/einvoice.asp

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SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

Multi-Function Device Maintenance & On-Call Repair: Kyocera/TASK ALFA 6550CI Number 3695 Serial Number: ninl900002, annual 10,000 (2,500 per quarter) black and white (B&W) copy allowance with up to 1,250 in overages for B&W copies.

Contract Period: Base POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J074 - Maintenance, Repair, and Rebuilding of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Function Device Maintenance & On-Call Repair: Kyocera/TASK ALFA 6551CI Number 3809 Serial Number: V3M4200002, annual 10,000 (2,500 per quarter) color copy allowance with 1,250 in overages for color copies.

Contract Period: Base POP Begin: 08-01-2024 POP End: 07-31-2025

PRODUCT/SERVICE CODE: J074 - Maintenance, Repair, and Rebuilding of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Function Device Maintenance & On-Call Repair: Kyocera/TASK ALFA 6550CI Number 3695 Serial Number: ninl900002, annual 10,000 (2,500 per quarter) black and white (B&W) copy allowance with 1,250 in overages for B&W copies.

Contract Period: Option 1 POP Begin: 08-01-2025 POP End: 07-31-2026

PRODUCT/SERVICE CODE: J074 - Maintenance, Repair, and Rebuilding of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Function Device Maintenance & On-Call Repair: Kyocera/TASK ALFA 6551CI Number 3809 Serial Number: V3M4200002, annual 10,000 (2,500 per quarter) color copy allowance with 1,250 in overages for color copies.

Contract Period: Option 1 POP Begin: 08-01-2025 POP End: 07-31-2026

PRODUCT/SERVICE CODE: J074 - Maintenance, Repair, and Rebuilding of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Function Device Maintenance & On-Call Repair: Kyocera/TASK ALFA 6550CI Number 3695 Serial Number: ninl900002, annual 10,000 (2,500 per quarter) black and white (B&W) copy allowance with up to 1,250 in overages for B&W copies.

Contract Period: Option 2 POP Begin: 08-01-2026 POP End: 07-31-2027

PRODUCT/SERVICE CODE: J074 - Maintenance, Repair, and Rebuilding of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Function Device Maintenance & On-Call Repair: Kyocera/TASK ALFA 6551CI Number 3809 Serial Number: V3M4200002, annual 10,000 (2,500 per quarter) color copy allowance with 1,250 in overages for color copies.

Contract Period: Option 2 POP Begin: 08-01-2026 POP End: 07-31-2027

PRODUCT/SERVICE CODE: J074 - Maintenance, Repair, and Rebuilding of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Function Device Maintenance & On-Call Repair: Kyocera/TASK ALFA 6550CI Number 3695 Serial Number: ninl900002, annual 10,000 (2,500 per quarter) black and white (B&W) copy allowance with up to 1,250 in overages for B&W copies.

Contract Period: Option 3 POP Begin: 08-01-2027 POP End: 07-31-2028

PRODUCT/SERVICE CODE: J074 - Maintenance, Repair, and Rebuilding of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Function Device Maintenance & On-Call Repair: Kyocera/TASK ALFA 6551CI Number 3809 Serial Number: V3M4200002, annual 10,000 (2,500 per quarter) color copy allowance with 1,250 in overages for color copies.

Contract Period: Option 3 POP Begin: 08-01-2027 POP End: 07-31-2028

PRODUCT/SERVICE CODE: J074 - Maintenance, Repair, and Rebuilding of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Function Device Maintenance & On-Call Repair: Kyocera/TASK ALFA 6550CI Number 3695 Serial Number: ninl900002, annual 10,000 (2,500 per quarter) black and white (B&W) copy allowance with up to 1,250 in overages for B&W copies.

Contract Period: Option 4 POP Begin: 08-01-2028 POP End: 07-31-2029

PRODUCT/SERVICE CODE: J074 - Maintenance, Repair, and Rebuilding of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

Multi-Function Device Maintenance & On-Call Repair: Kyocera/TASK ALFA 6551CI Number 3809 Serial Number: V3M4200002, annual 10,000 (2,500 per quarter) color copy allowance with 1,250 in overages for color copies.

Contract Period: Option 4 POP Begin: 08-01-2028 POP End: 07-31-2029

PRODUCT/SERVICE CODE: J074 - Maintenance, Repair, and Rebuilding of Equipment - Office Machines, Text Processing Systems, and Visible Record Equipment

36C10D24Q0219

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B.2 PERFORMANCE WORK STATEMENT (PWS)

Strategic Program Management Office (SPMO) Copier Maintenance Contract

I. GENERAL INFORMATION

A. Description of Services – The Contractor shall perform all preventative, operational, and corrective maintenance of the copier/printer/facsimile (fax), machine/multifunction devices (MFDs) listed in this contract, in accordance with the copier/MFD manufacturer’s recommendations, standards, and practices. Additionally, the Contractor shall provide equipment, tools, parts, operational and consumable supplies (except for paper), and trained labor necessary to maintain, repair, and ensure continuous operation of the copiers/MFDs.

The SPMO has two multi-purpose copiers/printers/scanners - Kyocera, TASKalfa Color Multi-Function System, 6550ci Color/B&W, as outlined below:

1. Kyocera/TASK ALFA 6550CI Number 3695 Serial Number: ninl900002

2. Kyocera/TASK ALFA 6551CI Number 3809 Serial Number: V3M4200002

B. Location of Services – All services shall be performed and completed at the Veterans Benefits Administration (VBA), Strategic Program Management Office (SPMO), which is currently located at 1800 G Street, NW, Rooms 506 and 533, Washington, DC 20006.

C. Hours of Operation – Services shall be provided Monday through Friday, during the SPMO core business hours, which are between 8:00 a.m. and 4:00 p.m. Eastern Standard Time.

D. Federal Holidays – The Contractor shall not perform maintenance services during Federal government holidays (opm.gov), which are as follows:

II. PERIOD OF PERFORMANCE

The period of performance shall be a base period of 12 months and four (4) twelve-month option periods. The option periods of this contract may be exercised in accordance with Federal Acquisition Regulation (FAR) clause 52.217.9, Option to Extend the Term of the Contract (MAR 2000). The period of performance under this contract shall commence with the effective date of this contract.

III. TASKS

Task 1 – Fulfill Contract Administration Requirements

1.1 Attend Kick-off Meeting – The Contractor shall meet with the Contracting Officer Representative (COR) and other Government staff to review the contract requirements, Quality Assurance Surveillance Plan (QASP) (section IV), deliverable schedule, and payment schedule for the contract. The Contractor shall meet with SPMO either in person, at the location listed under section I.B above, or via video conference/teleconference. The meeting shall occur within seven (7) calendar days after the effective date of the contract. The COR will provide the meeting agenda and meeting access information.

1.2 Attend Quarterly Meetings with COR – The Contractor shall attend quarterly meetings, via remote conference, with the COR to discuss any progress or challenges related to this contract and provide recommendations on improvements to increase the efficiency and effectiveness of copier/MFD maintenance services to the copiers/MFDs noted within this contract. The COR will provide the meeting agenda and meeting access information.

1.3 Provide Annual Copying Allowing – The Contractor shall include an annual 10,000 (2,500 per quarter) black and white (B&W) copy allowance and an annual 10,000 (2,500 per quarter) color copy allowance. The Contractor shall include 1,250 in overages for B&W copies and 1,250 in overage for color copies.

1.4 Submit Invoices after Delivery of Goods or Services – The Contractor shall electronically submit invoices, within the invoice processing system designated for use by the VBA, no more than 28 days after services have been rendered to SPMO. Invoices are to be submitted according to the guidelines outlined in the contract and as indicated by the Contracting Officer. Invoices should clearly delineate goods and/or services provided, the cost per good or service, the timeframe in which the goods or services were provided, the contract name and number, and the overall cost of the goods or services provided.

Task 2 – Provide Preventative, Operational, and Corrective Maintenance

2.1 Respond to Repair Service Requests – The Contractor shall respond either telephonically or via email to routine repair calls within three (3) business hours and emergency repair calls within two (2) business hours of the COR’s request for any copier/MFD repairs or replacements. The COR will inform the Contractor whether the call is for a routine repair or an emergency repair. The Contractor’s response to calls shall occur during the core business hours noted within this PWS. If all or part of the response timeframe is outside of core business hours, the Contractor shall call the next business day’s core business hours.

2.2 Provide Preventative and Operational Maintenance – The Contractor shall perform all preventative and operational maintenance required to ensure that the copiers/MFDs remain fully operational, in accordance with the manufacturer’s recommendations and all commercial standards and practices. Preventative and operational maintenance shall include, but is not limited to, running diagnostics and providing written recommendations for the displacement, upgrade, or replacement of the copiers/MFDs, as well as equipment, parts, and consumable supplies excluding supplying paper.

2.3 Provide Repair and Corrective Maintenance – The Contractor shall perform all repair and corrective maintenance required to ensure that the copiers/MFDs remain fully operational, in accordance with the manufacturer’s recommendations and all commercial standards and practices. Repair and corrective maintenance include, but is not limited to, conducting diagnostics, providing and installing replacement parts, clearing persistent or severe paper jams, correcting any error messages that indicate a defect in the machine’s operation, and reporting any issues or recommendations to the COR.

The Contractor shall report to the onsite location, survey the repair, and provide the COR an estimated time to repair the copiers/MFDs. The repair time measurement starts after notification from the COR. All repair work shall be performed in accordance with normal commercial practices using parts specified by the manufacturer or items of equal or better quality. The Contractor shall complete the onsite repair for routine (within eight (8) core business hours) repairs and emergency (within four (4) core business hours) repairs, either within the same day or during the next business day.

The Contractor shall provide, in writing to the COR, estimates of turnaround repair of all equipment that exceed the routine or emergency repair time. The Contractor shall allow for the inclusion of newly acquired equipment and removal of de-commissioned equipment from the schedule. The Contractor shall perform all work onsite at SPMO, unless specifically authorized in writing.

The Contractor shall provide evidence of repair (e.g., test print of document, not test page) in hand. The Contractor shall also sign off on the successful completion of repair, as well as arrival and departure.

2.4 Minimize Copier/MFD Downtime – Downtime of the networked copiers/MFDs will be kept to an absolute minimum. The contractor must notify the customer of all projected downtime and estimated time for repair. The Contractor shall provide recommendations to the COR for displacement, upgrade, or replacement of equipment.

Task 3 – Provide Equipment, Parts, and Consumable Supplies

3.1 Deliver Maintenance Kits – The Contractor shall provide the equipment and parts necessary to maintain, repair, and ensure continuous and safe operation of the networked copiers/MFDs. The Contractor shall also provide all equipment and parts needed for repair at no additional cost to the Government. The Contractor shall deliver maintenance kits for equipment for periodic maintenance, as specified by the manufacturer. The COR will provide approval and acceptance, in writing, of the supplies or consumables.

3.2 Deliver Consumable Supplies – The Contractor shall deliver all consumable (i.e., user-installable supplies) supplies required for copying, printing, and scanning for copiers/MFDs. Consumable supplies shall include, but are not limited to, ink/toner, ribbons, developer, replaceable printheads, black and color cartridges consumed in copier/MFD output, etc. The toner cartridges shall be four (4) of each color: magenta, yellow, cyan, and black. Supplies shall also include waste toner containers, staples, and drum. Proper disposal and recycling of toxic and non-toxic waste products is also required. The Contractor shall provide an electronic list/inventory, record the delivery of all supplies provided, and replenish consumable supply inventories based on monthly production levels and established need.

Task 4 – Provide Delivery of Replacement Copiers/MFDs

4.1 Deliver and Install Replacement Copier/MFD – The Contractor shall supply, within eight (8) business hours, replacement equipment equal to specifications of the existing equipment, if (1) the copiers/MFDs need to be removed from service for longer than 24 hours, or (2) the copiers/MFDs continue to malfunction after receiving service. The Contractor shall deliver the copier during core business hours to the designated work location identified in this contract. Delivery shall include unloading, assembly, installation, and configuration of the copiers/MFDs in the designated space.

The Contractor’s service shall also include technical and network installation capability required for the copiers/MFDs. The Contractor shall only work in the facility when Federal government personnel or a designee is present and shall always be escorted. The Contractor shall ensure that the copiers/MFDs are fully operational, according to the copier requirements, before leaving the copier at the designated location. This verification shall include, at a minimum, testing the functionality of the copier, print, fax, email, etc. features. The Contractor shall remove all of the copier’s/MFD’s packing material from the facility.

Task 5 – Provide Labor and Support

5.1 Provide and Train Maintenance Employees – The Contractor shall submit to the COR a current list of all employees needing access to the work location. The Contractor shall notify the COR of changes in Contractor staff providing onsite services. The Contractor personnel shall always be escorted by Federal government personnel or a designee while inside the work location.

The Contractor shall ensure and verify that the Contractor personnel—those responsible for providing preventative, operational, and corrective copier/MFD maintenance—are trained on how to maintain and repair the copiers/MFDs in accordance with the copiers/MFDs manufacturer’s recommendations, standards, and practices. The Contractor shall submit to the COR the names of the trained Contractor personnel and the date each Contractor personnel completed training.

5.2 Provide Training to COR and Government Staff – The Contractor shall provide training to the COR and Government staff on how to use the copiers/MFDs. This includes, but is not limited to, providing an overview of the copier’s/MFD’s features and functions, how to load paper, toner cartridges, and other consumable supplies, and how to connect the copier/MFD to the network.

Task 6 – Submit Plans and Reports

6.1 Submit Quality Control Plan – The Contractor shall conduct quality control for all work performed during this contract. The Contractor shall submit to the COR and maintain a Quality Control Plan (QCP), which ensures the requirements in this PWS are met. The QCP shall outline the frequency and procedures for routine quality assurance (QA) inspections, to ensure compliance with all portions of this PWS. At a minimum, the QCP shall include outlined approaches to conducting meter readings for all networked equipment and for tracking the number of pages used per unit. The Contractor shall submit the QCP to the COR, for review and approval, prior to implementation.

6.2 Submit Quarterly Maintenance Report – The Contractor shall submit to the COR a quarterly maintenance report that includes, but is not limited to, a call log of all requests and repairs of each copier/MFD covered in this contract, a summary of QA inspections, and any recommendations for displacement, upgrade, or replacement of equipment, including the replacement model. This maintenance report shall also include a schedule for each copier’s/MFD’s billable replacement parts associated with regularly scheduled periodic service, maintenance, and repair visits.

The call log within this report shall include, at a minimum, the date and time of the service call, the date and time of the work performed, the location of the copier/MFD, the copier’s/MFD’s identification number, the repairs performed, including part numbers, if parts are required for repair, and the name of the Contractor’s technician performing the repair. This maintenance report shall also document whether the work had to be performed beyond the routine and emergency timeframes, whether a return visit was needed, and if a replacement copier/MFD was required and provided. The report shall also document any consumables used and remaining per copier/MFD model.

The maintenance report should also include, at a minimum, a summary of QA inspections, areas inspected, inspection discrepancies/findings, any customer complaints, and what the Contractor did to remedy or mitigate these various issues.

The Contractor shall submit the maintenance report to the COR, for review and approval, prior to implementation.

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IV. QUALITY ASSURANCE SURVEILLANCE PLAN

A. Quality Assurance – Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract or order. This acceptance is to be executed by the Contract Office (CO) or a duly authorized representative.

The goal of the QASP is to ensure that the Contractor's performance is effectively monitored and documented. The COR's contribution is their professional, non- adversarial relationships with the Contract Specialist and the Contractor, which enables positive, open, and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of Contractor’s performance against contract requirements. The COR uses the methods contained in this QASP to ensure the Contractor is compliant with contract requirements. The QASP contains a wide range of surveillance requirements that effectively measure and evaluate the Contractor's performance. The COR shall inform the Contractor when the task performance does not meet the performance standard. Additionally, this QASP is based on the premise that the Contractor, not the Government, is responsible for management and quality control (QC)/quality assurance (QA) actions to successfully meet the terms of the contract.

B. Surveillance Matrix

Task 1 – Fulfill Contract Administration Requirements

b) Discuss any progress or challenges related to this contract.

c) Provide recommendations on improvements to increase the efficiency and effectiveness of copier/MFD maintenance services.

Zero (0) Discrepancies

b) Include 1,250 in overages for B&W copies and 1,250 in overage for color copies.

Zero (0) Discrepancies

1. electronically submitting invoices, into the invoice processing system designated for use by the VBA, no more than 28 days after services have been rendered to SPMO;

2. submitting invoices according to the guidelines outlined in the contract and as indicated by the Contracting Officer; and

3. submitting invoices that clearly delineate the following: services rendered, the cost per good or service, the timeframe in which the services were rendered, the contract name and number, and the overall cost of the goods or services rendered.

b) The invoices shall require no more than one revision by the Government (e.g., COR, CO).

No more than one (1) discrepancy per period of performance

Task 2 – Provide Preventative, Operational, and Corrective Maintenance

b) Respond either telephonically or via email to emergency repair calls within two (2) core business hours.

Zero (0) Discrepancies

1. reporting to the work location,

2. running diagnostics,

3. providing written recommendations for consumable supplies and the displacement, upgrade, or replacement of the copiers/MFDs,

4. providing an estimated time to repair,

5. providing the cost of repairs not covered in the basic service contract, and

6. performing all preventative and operational maintenance required to ensure that the copiers/MFDs remain fully operational, in accordance with the manufacturer’s recommendations and all commercial standards and practices.

Zero (0) Discrepancies

1. reporting to the work location,

2. performing maintenance,

3. surveying copier/MFD malfunction or error,

4. providing an estimated time to repair, and

5. providing the cost of repairs not covered in the basic service contract.

b) Complete onsite routine repairs within eight (8) core business hours, either within the same day or during the next business day.

c) Complete onsite emergency repairs within four (4) core business hours, either within the same day or during the next business day.

Zero (0) Discrepancies

b) Provide recommendations to the COR for displacement, upgrade, or replacement of equipment.

Zero (0) Discrepancies

Task 3 – Provide Equipment, Parts, and Consumable Supplies

1. those necessary to maintain, repair and to ensure continuous and safe operation of the networked copiers/MFDs, as specified by the manufacturer.

2. no additional cost to the Government, and

3. requirement of COR approval and acceptance.

b) Maintenance kits include, at a minimum:

1. delivery for equipment for periodic maintenance, and to work location,

2. no additional cost to the Government, and

3. requirement of COR approval and acceptance.

Zero (0) Discrepancies

1. delivery of supplies to the work location,

2. allowance for copying, printing, and scanning for copiers/MFDs,

3. inclusion of ink/toner, ribbons, developer, replaceable printheads, black and color cartridges consumed in copier/MFD output, etc.,

4. inclusion of the following toner cartridges: (4) each magenta, (4) each yellow, (4) each cyan, and (4) each black, and

5. replenishment of supplies based on monthly production levels and established need.

Zero (0) Discrepancies

Task 4 – Provide Delivery of Replacement Copiers/MFDs

1. the copiers/MFDs need to be removed from service for longer than 24 hours, and

2. the copiers/MFDs continue to malfunction after receiving service.

b) Copier/MFD delivery and installation includes, at a minimum:

1. delivery of copiers/MFDs during core business hours to the designated work location identified in this contract,

2. unloading, assembly, installation, and configuration of the copiers/MFDs in the designated space,

3. technical and network installation capability required for the copiers/MFDs,

4. escort by Federal government personnel or a designee at the onsite location,

5. ensuring the copiers/MFDs are fully operational, according to the copier requirements, before leaving the copier at the designated location, and

6. removal of copier’s/MFD’s packing material from the work location.

Zero (0) Discrepancies

Task 5 – Provide Labor and Support

1. submitting a list of all employees needing access to the work location,

2. notifying the COR of changes in Contractor staff that provides onsite services,

3. receiving escort by Federal government personnel or a designee while inside the onsite location,

4. ensuring and verifying that the Contractor personnel—those responsible for providing preventative, operational, and corrective copier/MFD maintenance—are trained on how to maintain and repair the copiers/MFDs in accordance with the copiers/MFDs manufacturer’s recommendations, standards, and practices, and

5. submitting to the COR the names of the trained Contractor personnel and the date each Contractor personnel completed training.

Zero (0) Discrepancies

1. providing instruction on the copier’s/MFD’s features and functions,

2. providing guidance on how to load paper, toner cartridges, and other consumable supplies, and

3. providing guidance on how to connect the copier/MFD to the network.

Zero (0) Discrepancies

Task 6 – Submit Plans and Reports

1. the frequency and procedures for routine quality assurance (QA) inspections, to ensure compliance with all portions of this PWS are met

2. the approach to conduct meter readings for all networked equipment, and

3. the approach for tracking the number of pages used per unit.

b) The Contractor shall submit the QCP to the COR, for review and approval, prior to implementation.

c) The QCP shall require no more than one revision by the Government (e.g., COR, CO) No more than one (1) discrepancy per period of performance

1. a call log of all requests and repairs of each copier/MFD covered in this contract. This call log includes, at a minimum:

i. the date and time of the service call, the date and time of the work performed, the location of the copier/MFD, the copier’s/MFD’s identification number, the repairs performed, including part numbers, if parts are required for repair, and the name of the Contractor’s technician performing the repair.

2. a summary of QA inspections, which include, at a minimum:

i. areas inspected, inspection discrepancies/findings, any customer complaints, and what the Contractor did to remedy or mitigate these various issues;

3. any recommendations for displacement, upgrade, or replacement of equipment, including the replacement model;

4. a schedule for each copier’s/MFD’s billable replacement parts associated with regularly scheduled periodic service, maintenance, and repair visits;

5. whether the work had to be performed beyond the routine and emergency timeframes;

6. whether a return visit was needed, and if a replacement copier/MFD was required and provided; and

7. a summary of consumables used and remaining per copier/MFD model.

b) The Contractor shall submit the maintenance report to the COR, for review and approval, prior to implementation.

c) The maintenance report shall require no more than one revision by the Government (e.g., COR, CO) No more than one (1) discrepancy per period of performance

V. PAYMENT SCHEDULE

The Contractor shall bill the Government on a quarterly basis. A copy of the required invoicing documentation shall be sent electronically to the Government point of contact no later than the 28th of each month in which service is provided.

VI. EVALUATED OPTION TASKS OR ASSOCIATED DELIVERABLES

The optional tasks shall only be exercised by the Contracting Officer, when requested by the COR, and with the necessary funding. Optional tasks are exercised within the current contract period of performance.

VII. CHANGES TO THE STATEMENT OF WORK

The process for making changes to the SOW is presented in this section. Making changes by any other means may require a ratification of an unauthorized action requiring the approval of the Head of Contracting Authority.

VIII. SECURITY

Standard mandatory language for task orders. The mandatory language is already provided in the standard SOW template and must be included in all contracts. C&A requirements do not apply and a Security Accreditation Package is not required.

IX. CONFIDENTIALITY AND NONDISCLOSURE

Standard mandatory language for all task orders.

X. SECURITY

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. See attached VA 6500.6 Appendix C, which is incorporated in the resulting purchase order to ensure appropriate security controls are in place.

Contractor Personnel Security

a. Any individual who requires access to the VA site(s), personally identifiable information (PII) and/or access to VA local area network (LAN) systems shall be the subject of a favorable fingerprint check (SAC) adjudicated by VBA Personnel Security Office (PERSEC). Individuals are required a background investigation and must receive a favorable adjudication from the VA Personnel Security and Adjudication Center (PSAC). These requirements are applicable to all sub-contractor personnel requiring any Background Investigation (BI) conducted by Defense Counterintelligence Security Agency (DCSA).

b. The level of BI will be in accordance with VA Directive 0710 dated June 4, 2010 and is available at http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=487&FTyp.

Background Investigation: The Contractor employee level of BI required for this effort is:

Low Risk (T1) Security – Employees Moderate Risk (T2) – Managers and Directors Note: The position sensitivity should reflect the results from the completion of the PDAT versus the title of the individual.

Investigation Documents: Immediately after contract award, the COR will provide the Contractor with the following background investigation documents to be completed by the Contractor and returned thru the COR to VBA PERSEC to begin the background investigations process for all contract employees working on the contract who will have access to VA/VBA facilities, VA systems, or privacy data:

1. Background Investigation Request Worksheet

1. Optional Form 306 – Declaration of Federal Employment

1. VBA Contractor Fingerprint Request Form

1. VA Form 0710 – Authorization for Release of Information Fair Credit Report (if T2 or higher)

1. (SC) Self-Certification Form (if applicable)

1. VA Form 0711 – Request for Personal Identity Verification Card

1. SIC Contractor Background Request Form (unsigned)

Submitting Completed Package: Upon receipt of documents listed above from the COR, the COR will submit the background investigation package to VBA’s Personnel Security Specialist. Upon notification of favorable fingerprint results, the COR should request the official VA email account and will be notified of all background investigation requirements preventing the Contractor from an immediate onboard. Thereafter, the Contractor shall receive an email notification from DCSA including detailed instructions regarding completion of the background clearance application process in the Electronic Questionnaires for Investigations Processing (e-QIP) system. e-QIP is an online, internet accessible system, where the Contractor employee shall complete the security questionnaire required for OPM to process background investigation. Once the e-QIP is released by VBA PERSEC, scheduled by OPM, the Contractor may begin work while the background investigation is ongoing.

Reciprocation: Contractors who have current favorable background investigation previously conducted by OPM or DCSA may be accepted through reciprocation. When a previous personnel security clearance is currently held, it does not preclude the Contractor form submitting a complete Background Investigation Package as stated above to the COR immediately after contract award for all Contractor employees who will be working on the contract.

Pre-Screen: The Contractor shall prescreen all personnel who require access to VA site(s) and/or access to VA LAN systems to ensure they maintain a U.S. citizenship or Alien Registration that authorizes them to work in the U.S., and are able to read, write, speak, and understand the English language.

Contractor Performance: Contract performance shall not commence before

1. The VBA has confirmed favorable fingerprint results, or

1. PSAC confirms that it has received the Contractor’s investigative documents, The documents are complete, and that the background investigation information has been released to OPM for scheduling of the background investigation, or

1. VBA or the PSAC has confirmed that the verified investigation will be reciprocated.

Copy of Certificate of Investigation (COI): The COR will notify and forward the Contractor a copy of the Certificate of Investigation when the background investigation has been favorably completed or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The Contractor, if notified, of an unfavorable adjudication by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply, the Contractor personnel security requirements may result in termination of the contract for default.

Responsibility: The Contractor shall be responsible for the actions of those contract and subcontract employees it provides to perform work for the VBA. In the event damage arises from work performed by Contractor employees the Contractor will be responsible for resources necessary to remedy the incident.

Vendor Selection: Should the Contractor use a vendor other than OPM or DCSA to conduct background investigations, the investigative company must be certified by OPM/DCSA to conduct Contractor background investigations. The Vendor Cage Code number must be provided to the VA PSAC, which will verify the information and conclude whether access to the Government’s site(s) and/or VA LAN systems can be granted.

Investigative History: The investigative history for Contractor personnel working under this contract must be maintained in the databases of either OPM or DCSA.

Government Responsibilities:

· After the VBA PERSEC has quality controlled the BI package from the Contractor, the VBA PERSEC will send a courtesy e-mail notification to the Contractor and the COR identifying the e-QIP email from DCSA including detailed instructions regarding completion of the BI application process and the level of background that was requested.

· Upon receipt of required background investigative documents, VBA PERSEC will review the background investigative documents for completion and initiate the background investigation by forwarding the background investigative documents to OPM to conduct the BI. If the background documents are not complete, VBA PERSEC will notify the Contractor and COR of deficiencies and include corrective instructions.

· VBA PERSEC will pay for background investigations and reciprocals processed through the VA PSAC and conducted by OPM in advance.

· The COR will notify and forward the Contractor a copy of the Certificate of Investigation when the BI has been favorably adjudicated or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The COR will also notify the Contractor of an unfavorable adjudication by the Government.

Training

a. All Contractor and sub-contractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and networks:

1) Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior related to access to VA information and information systems.

2) Successfully complete any cyber security or privacy training as required for VA personnel with equivalent information and/or system access.

b. The Contractor shall provide to the Contracting Officer a copy of the training certificates and signed Rules of Behavior for each applicable employee within 30 days from the date TMS access is granted and annually thereafter, as required. These online courses are located at https://www.tms.va.gov/learning/user/login.jsp

SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

(End of Clause)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days of contract expiration date.

(End of Clause)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days of contract expiration date; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this…