36C10E19Q0105-001.docx

Department of Veterans Affairs

STATEMENT OF WORK (SOW)

Copier Lease & Maintenance Service

1. General Information

1.1 Background: The Department of Veterans Affairs, Veterans Benefits Administration, Regional Office has a requirement for a 60-month operating lease via a flat-rate plan for 8 copy machines. 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 services 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 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. 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 from June 13, 2019 to June 13, 2020 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 restriction and any safety procedures as outlined in the site regulations. The Certification and Accreditation of network/application (C&A) requirements do not apply and a Security Accreditation Package is not required.

1.5.1 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.

1.5.2 All inquiries, comments, or complaints arising from any matter observed, experienced, or learned of as a result 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.

1.5.3 See attached VA Handbook 6500.6, Contract Security Appendix C.

1.5.4 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

4.1 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 and estimated monthly volume which the contractor shall deliver/setup and install. All copiers shall be Energy star compliant compatible with Power source: 110 volts. The location address is 9700 Page Avenue St Louis, MO 63132.

10,000/3,000 Room 2-033, VSC Front Office

10,000/3,000 Room 3-026, EDU Front Office

4.2 Five Black & White Multifunctional, System Print / Scan / Copy with the following specifications: 50 Prints Per Minute, 75-Sheet Reversing, Document Feeder, two (2) - 500 Sheet Drawers Total (1,100 Sheets), Trayless Duplexing, 1,000 Sheet Stapler – Finisher with attachment kit, Copier Console, Estimated Monthly copy volume is 10,000 for four copiers and 15,000 for one copier.

4.3 Three Color Multifunctional System Print/Scan/Copy with the following specifications: 35 Prints per Minute Color & Monochrome, two (2) 500 Sheet Drawers, Reversing Document Feeder, 100-Sheet Multi-Purpose Tray, Trayless Duplexing, 1,000 Sheet Stapler, Finisher with attachment kit with 2 and 3-Hole Punch, Sheet Paper Decks (total of 3,000 Sheets), With fax, Network Connectivity, Estimated Monthly copy volume is B&W/Color: 10,000/3,000

4.4 Delivery: The contractor shall coordinate delivery/set up and installation with the government designated employee.

4.5 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.

4.6 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.

4.7 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.

4.8 Personnel Qualifications: The contractor shall be required to provide fully qualified and manufacturer trained or 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 two (2) 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 in order to provide backup support for the leased 8 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) directly to the copier location.

5.5 Hard-drives: The contractor shall remove the hard-drives from the 8 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 leased (8) 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 relocate its office to another facility/building or location within the greater Saint Louis area, all copier machines shall then be moved to the new location by the government. The government will have the responsibility of transporting all copier machines to the new office location and shall ensure that all copy machines are transported with care. The expense of moving/relocating the copier machines will be paid by government.

5.8 Connection to the Network:

The contractor shall assist, if needed, VA OI&T personnel with the initial network set up of a copier at the time of installation.

5.9 Return of Equipment: The contractor shall remove the 8 copiers at the end of the 60-month lease. THE CONTRACTOR IS RESPONSIBLE FOR ALL ASSOCIATED REMOVAL COSTS OF THE 8 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.