36C10E19Q0169-001.docx

36C10E19Q0169

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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

VA

36C10E19Q0169 05-15-2019

GREGORY STEVENS

313-471-3936 05-29-2019

3 PM

00101 Department of Veterans Affairs Veterans Benefits Administration Office of Acquisition 1800 G. Street N.W.

Washington DC 20006 X X Y 532420 $32.5 Million X N/A X Department of Veterans Affairs Veterans Benefits Administration Boston Regional Office 15 New Sudbury Street Boston MA 02203 00101 Department of Veterans Affairs Veterans Benefits Administration Office of Acquisition 1800 G. Street N.W.

Washington DC 20006

All invoices must be emailed to:

gregory.stevens@va.gov

See CONTINUATION Page The contractor shall lease multifunction copiers to the Boston Regional Office of the Veterans Benefits Administration pursuant to the terms and conditions contained herein.

See CONTINUATION Page X X Gregory Stevens Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(Continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR: Name: ___________________________________________

Address: _________________________________________

City, State, Zip: ___________________________________

Telephone Number: ________________________________

Fax Number: _____________________________________

DUNS: __________________________________________

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

[X] 52.232-34, Payment by Electronic Funds Transfer - Other than System for Award Management, or

[NA] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [NA]

b. Semi-Annually [NA]

c. Other [X] monthly

4. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be submitted via email to the following address:

gregory.stevens@va.gov

5. SUBMISSION OF OFFER:

a. Offerors shall complete Blocks 17, and 30 of SF 1449, the Contract Administration Data on Page 3, and the Price/Cost Schedule listed on Pages 6 – 11.

b. Offerors shall also complete and return all information designated in:

· 52.212-1, INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS, incorporated by reference;

· Instructions for Submission of Bid, pages 61 – 62;

· 52.212-3 Representations and Certifications on pages 64 – 80. (Representations and Certifications need not be completed if offeror completed them at the online site www.SAM.gov)

The information/documentation listed above in sections 5 a-b must be returned prior to the date and time specified in Block 8 of SF 1449 to be considered for award. Offers will only be received via email sent to gregory.stevens@va.gov The Simplified Acquisition Procedures of FAR Subpart 12.6 and 13.5 are being used to conduct this procurement.

c. By submission of an offer, the offeror acknowledges the requirement that they shall be registered in the System for Award Management (SAM). Offerors who are not registered in SAM should consider applying for registration immediately. Registration in SAM is a requirement to conduct business with the Federal Government. If the offeror is not registered in SAM at the due date and time for the submission of bids, the offeror will be removed from further consideration for award.

d. This procurement is set-aside 100% for Service Disabled, Veteran-Owned Small Businesses. In order to be considered for award, Offerors shall have a valid, current registration at the VA’s Vendor Information Pages (VIP) (https://www.vip.vetbiz.gov/) at the due date and time for the submission of bids. Offerors who are not VIP verified will be rejected as non-responsive.

e. Any resultant contract, if awarded to an SDVOSB, will be subject to the Limitations on Subcontracting clause set forth in this solicitation. For the Government to determine the extent and viability of a contractor being able to comply with this clause, the Government will evaluate the degree to which a prospective offeror will utilize other than service-disabled veteran owned or veteran owned small business concerns in the performance of the contract. (see Instructions for Submission of Bid for further details)

6. BASIS FOR AWARD: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE & STATEMENT OF WORK

ITEM INFORMATION

Quantity one (1): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre 5955APTG Multifunction Printer/Copier, w/ High Capacity Tandem Tray, w/Office Finisher, B&W only, secure print, stapling - Please see statement of work for full details Contract Period: Base POP Begin: 07-01-2019 POP End: 06-30-2020

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC7855PTG Multifuction Printer/Copier w/Integrated Office Finisher, color and B&W, secure print, stapling - Please see statement of work for full details

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC3655XG Multifunction Printer/Copier, B&W only, secure print, stapling - Please see statement of work for full details

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC3615DNG Multifunction Printer/Copier, B&W only, secure print, scan, fax - Please see statement of work for full details

Black & White per copy overage rate (not to be charged until all machines collectively exceed 9000 black & white copies per month) estimated 3000 black & white copy overages per month X $__________ per copy = $__________ per month X 12 months = $______________annual estimated amount quantity is estimate only NOT a guarantee Contract Period: Base

Color per copy overage rate (not to be charged until all machines collectively exceed 3000 color copies per month) estimated 1000 color copy overages per month X $__________ per copy = $__________ per month X 12 months = $______________annual estimated amount quantity is estimate only NOT a guarantee Contract Period: Base

Quantity one (1): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre 5955APTG Multifunction Printer/Copier, w/ High Capacity Tandem Tray, w/Office Finisher, B&W only, secure print, stapling - Please see statement of work for full details Contract Period: Option 1 POP Begin: 07-01-2020 POP End: 06-30-2021

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC7855PTG Multifuction Printer/Copier w/Integrated Office Finisher, color and B&W, secure print, stapling - Please see statement of work for full details

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC3655XG Multifunction Printer/Copier, B&W only, secure print, stapling - Please see statement of work for full details

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC3615DNG Multifunction Printer/Copier, B&W only, secure print, scan, fax - Please see statement of work for full details

Black & White per copy overage rate (not to be charged until all machines collectively exceed 9000 black & white copies per month) estimated 3000 black & white copy overages per month X $__________ per copy = $__________ per month X 12 months = $______________annual estimated amount quantity is estimate only NOT a guarantee Contract Period: Option 1

Color per copy overage rate (not to be charged until all machines collectively exceed 3000 color copies per month) estimated 1000 color copy overages per month X $__________ per copy = $__________ per month X 12 months = $______________annual estimated amount quantity is estimate only NOT a guarantee Contract Period: Option 1

Quantity one (1): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre 5955APTG Multifunction Printer/Copier, w/ High Capacity Tandem Tray, w/Office Finisher, B&W only, secure print, stapling - Please see statement of work for full details Contract Period: Option 2 POP Begin: 07-01-2021 POP End: 06-30-2022

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC7855PTG Multifuction Printer/Copier w/Integrated Office Finisher, color and B&W, secure print, stapling - Please see statement of work for full details

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC3655XG Multifunction Printer/Copier, B&W only, secure print, stapling - Please see statement of work for full details

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC3615DNG Multifunction Printer/Copier, B&W only, secure print, scan, fax - Please see statement of work for full details

Black & White per copy overage rate (not to be charged until all machines collectively exceed 9000 black & white copies per month) estimated 3000 black & white copy overages per month X $__________ per copy = $__________ per month X 12 months = $______________annual estimated amount quantity is estimate only NOT a guarantee Contract Period: Option 2

Color per copy overage rate (not to be charged until all machines collectively exceed 3000 color copies per month) estimated 1000 color copy overages per month X $__________ per copy = $__________ per month X 12 months = $______________annual estimated amount quantity is estimate only NOT a guarantee Contract Period: Option 2

Quantity one (1): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre 5955APTG Multifunction Printer/Copier, w/ High Capacity Tandem Tray, w/Office Finisher, B&W only, secure print, stapling - Please see statement of work for full details Contract Period: Option 3 POP Begin: 07-01-2022 POP End: 06-30-2023

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC7855PTG Multifuction Printer/Copier w/Integrated Office Finisher, color and B&W, secure print, stapling - Please see statement of work for full details

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC3655XG Multifunction Printer/Copier, B&W only, secure print, stapling - Please see statement of work for full details

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC3615DNG Multifunction Printer/Copier, B&W only, secure print, scan, fax - Please see statement of work for full details

Black & White per copy overage rate (not to be charged until all machines collectively exceed 9000 black & white copies per month) estimated 3000 black & white copy overages per month X $__________ per copy = $__________ per month X 12 months = $______________annual estimated amount quantity is estimate only NOT a guarantee Contract Period: Option 3

Color per copy overage rate (not to be charged until all machines collectively exceed 3000 color copies per month) estimated 1000 color copy overages per month X $__________ per copy = $__________ per month X 12 months = $______________annual estimated amount quantity is estimate only NOT a guarantee Contract Period: Option 3

Quantity one (1): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre 5955APTG Multifunction Printer/Copier, w/ High Capacity Tandem Tray, w/Office Finisher, B&W only, secure print, stapling - Please see statement of work for full details Contract Period: Option 4 POP Begin: 07-01-2023 POP End: 06-30-2024

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC7855PTG Multifuction Printer/Copier w/Integrated Office Finisher, color and B&W, secure print, stapling - Please see statement of work for full details

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC3655XG Multifunction Printer/Copier, B&W only, secure print, stapling - Please see statement of work for full details

Quantity two (2): Yearly Copier Rental with Service - Product to be brand name or equal to Xerox Work Centre WC3615DNG Multifunction Printer/Copier, B&W only, secure print, scan, fax - Please see statement of work for full details

Black & White per copy overage rate (not to be charged until all machines collectively exceed 9000 black & white copies per month) estimated 3000 black & white copy overages per month X $__________ per copy = $__________ per month X 12 months = $______________annual estimated amount quantity is estimate only NOT a guarantee Contract Period: Option 4

Color per copy overage rate (not to be charged until all machines collectively exceed 3000 color copies per month) estimated 1000 color copy overages per month X $__________ per copy = $__________ per month X 12 months = $______________annual estimated amount quantity is estimate only NOT a guarantee Contract Period: Option 4

Statement of Work Copier/Maintenance Operating Lease Plan

1. Introduction The Department of Veterans Affairs, Veterans Benefits Administration, Boston Regional Office (VARO), 15 New Sudbury Street, Boston, MA 02203 has a requirement for seven (7) new multifunctional color and black and white capable printer/copier/scanner machines including a maintenance, service and operating agreement with supplies (excluding paper).

1.1. Overview

The contractor shall ensure maintenance, operating supplies, and services are provided to meet the requirements of the VARO in a timely and adequate manner. The contractor shall provide all required deliveries, installation, operating supplies/replacements, scheduled maintenance and incidental services during the lease period described herein, as well as be prepared with emergency response capabilities to respond to unserviceable equipment and operating supplies included in the maintenance/service/operating supplies agreement periods.

2. Scope The contractor shall provide the requirements stated herein to the Boston VARO located at the JFK Federal Building, Rm. 1625, 15 New Sudbury Street, Boston, MA 02203.

This requirement is for a base year with four (4), 12-month option periods exercisable at the sole discretion of the government. The contractor shall provide non-network installation of equipment, incidental relocations, services, and delivery of all required equipment and supplies.

The contractor shall ensure the operating lease agreement includes all new equipment, full service maintenance, preventative maintenance, all operational/consumable supplies such as toner, dry ink, fuser oil and other copier supplies for the copier, except paper, and staples. Additionally, the contractor shall ensure the lease includes key operator training, networking functionality, security accreditation along with technical and network installation capability for all machines the contractor provides.

The contractor shall ensure all machines provided have connectivity for LAN capability that supports the industry's most current software applications and network operating systems (e.g., Windows 7 NT, XP, and Netware). The contractor shall also ensure the copiers are Energy Star qualified.

3. General Requirements At delivery by the contractor the Government will only accept machines and materials that are fully functional, undamaged, and meet all requirements stated herein.

The contractor shall deliver and install all machines and supplies only on a date approved in advance by the Contracting Officer or their designated representative at the Boston VARO.

The contractor shall ensure each copier lease includes the lease of the physical machines based on the requirements of each individual room location (see below), the provision of operating supplies, appropriate service, and maintenance (both preventive and reparative) to ensure the copiers are in working order. For all seven (7) machines, the combined monthly total of copies the contractor shall include in the monthly lease rate is 12,000 copies per month (9000 black and white; 3,000 for color). Only once the combined totals are exceed shall the contractor charge per copy overage rates stated in the contract’s price schedule.

The contractor shall demonstrate each 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 the specific Key Office Operator.

The contractor shall ensure the complete delivery/installation/functionality of all components/optional features/equipment and supplies including regularly scheduled maintenance pursuant to the manufacturer’s recommendations.

A single toll free "800" Help Desk telephone number shall be provided by the contractor for technical support assistance. The contractor shall respond within two (2) hours to written/oral requests from the Boston VARO for service calls and shall ensure repairs are started within four (4) hours after any request for service received during the hours of 8:00 a.m. to 4:30 p.m. (eastern time), Monday through Friday (excluding Federal holidays).

4. Specific Requirements/Tasks

4.1. Specifications

The Boston VARO has a requirement for different types of copiers. The contractor shall provide copiers that are brand name or equal to the specifications stated herein.

The contractor shall ensure all copiers comply with the following regulations:

· Section 508 of the Rehabilitation Act of 1973

· Architectural and Transportation Barriers Compliance Board’s Electronic and Information Technology Accessibility Standards

· Executive Order 13123, Greening the Government through Efficient Energy Management

· Executive Order 13221, Energy-Efficient Standby Power Devices The specification/features listed herein represent the Boston VARO’s best effort to capture the functions/size capability/features of Name Brand copier models, and may not be inclusive to make a comparison of other name brand copiers. It is the sole responsibility of offerors to provide the Boston VARO with all questions required for offerors to submit complete quotes for a named brand or equal model that replaces the models identified herein, including features that may not be specified in this solicitation. The Boston VARO intends to make an award of this procurement without discussions, and offerors must submit their best initial quotation.

The comparative specification for each name brand copier is contained herein.

Other operating features shall include;

· Copy to within 3/16" of the leading edge of the paper and 1/8" of the remaining pages;

· Contain no asbestos or polychlorinated biphenyls (PCBs), nor beryllium or lithium or their compounds;

· Conform to the requirements of the American National Standards Institute (ANSI) And Underwriters Laboratories (UL);

· Include an Operator's Manual with each unit;

· Accept recycled paper of up to 50% postconsumer materials;

· Contain an internal self-diagnostic system indicating, as a minimum, the Following conditions: "needs toner", "needs paper", "paper misfeed or jam", or "call for service";

· Provide an "on/off' signal light or panel indicator;

· Contain minimum platen of 11" x 17" of the "flat bed" type;

· Power off automatically after a period of non-usage;

· Run paper up to and including 24 lb. bond;

· Be "Energy Star" or "Environmental Choice" compliant;

· And copiers shall be digital and shall have the latest commercially available automated features, including the following capabilities: quick (less than 30 seconds) warm-up time, use of transparencies and gummed labels, photocopy paper sizes from 8-1/2" x 11" to 11" x 17".

At no time during the lease shall the contractor pass ownership of the machines to the Government without the express written agreement of the Government. Within seven (7) days of the completion of the lease the contractor shall remove all machines from the VARO at no additional cost to the Government.

4.1 Copier Supplies

Contractor shall provide copier supplies shown in the scope of work to maintain continuous operation of the copier for the comparable name brand copier quoted. Contractor shall stock an adequate quantity of supplies for each office’s copier. Each Key Office Operator will collaborate with the contractor to maintain continuous operation.

4.1.1 Consumable Supplies

The Contractor shall provide consumable supplies in accordance with lease agreement/contract terms and conditions in accordance with the following process:

Upon initial delivery, the contractor shall provide a minimum of one month and a maximum of two months’ worth of consumable supplies for each copier. These supplies will be stored by the VARO.

Toner shall be checked during Technician service calls and replenished by the contractor, if required. An adequate supply of toner and staples shall be stored by the contractor at VARO in each office and available for the Office Key Operator to use to replace those items to keep the machines operational. All used toner cartons will be placed in an area designated by the Key Office Operator in which the contractor should maintain adequate inventory levels (staples and copier paper are not the responsibility of the contractor).

The contractor shall deliver supplies to the VARO during the hours of 8:00 a.m. through 4:00 p.m. (eastern) Monday through Friday, excluding Federal holidays.

The contractor shall label all shipped consumable supplies with the name and address (including building and room number) of the RO's Key Office Operator(s).

The contractor shall accommodate Key Office Operator emergency requests for consumable supplies and ship these requests within 24 hours, excluding Saturdays, Sundays and Federal holidays.

4.2 Copier Maintenance and Government Options

The contractor shall perform all copier maintenance (both preventive and reparative). The contractor shall ensure this maintenance includes all parts and labor. The contractor shall respond to all maintenance requests within four (4) hours of notification. Copiers that cannot be repaired shall be replaced within two (2) days. Qualified personnel, materials, spare parts, tools, hardware/software and network components necessary to perform any service shall be provided by the contractor. The contractor shall include the cost of preventative, regularly scheduled maintenance pursuant to manufacturer recommendations in the monthly lease price. The contractor shall have qualified repair maintenance personnel and parts available at all times however repair maintenance costs are not included in the monthly lease price.

4.2.1 Preventative Maintenance

The contractor shall, pursuant to manufacturer recommendations, regularly and systematically examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract. The contractor shall ensure that each copier operates as originally designed and installed.

The contractor shall provide a central management software tool that monitors all copiers in various VARO office locations. The software would provide an overall view of the copier (example: toner level, paper jams, staples, etc.).

4.2.2 Copier Replacement

For purposes of this contract, the minimum acceptable level of performance for each copier is 90% uptime. The Government's definition of uptime is the full functioning of all the features available on the unit simultaneously. Malfunctioning (downtime), even if a copier still copies after an original is placed on the platen, includes the nonfunctioning of the feeder, sorter, paper drawer and anything else that is necessary for the full functioning of the features available on the unit simultaneously. The failure of any copier to meet the uptime standard of 90% in one 60-day period will result in a determination by the identified Key Office Operator/Contracting Officer whether to replace the copier. As an alternative, the contractor may certify on the repair record that sufficient repairs have been made to preclude additional abnormal breakdowns. If in the 30 days after such certification, the copier continues to function below the 90% uptime threshold, the contractor shall replace the copier with the concurrence of the Contracting Officer and at no additional cost to the Government. The contractor shall deliver and install replacement copiers within two (2) working days after any replacement determination.

4.3.3 Copier Backup

The contractor shall have an adequate working inventory of copiers to provide backup support for all volume bands. When a malfunctioning copier cannot be repaired within the on-site repair time, the contractor shall ensure the VA will have the option of requesting a backup copier. The contractor shall supply such a backup copier within eight (8) working hours after notification by the Key Office Operator. The contractor shall ensure backup copiers meet or exceed the capabilities of the copiers to be replaced. The contractor's charge for use of the backup copier shall be the same as and in lieu of the charges for the copier being replaced. For this purpose, only, remanufactured equipment may be used until a replacement copier is delivered.

Backup copiers are generally expected to remain in place for five (5) working days or less, but in unusual cases, a backup copier may remain in place for as long as 30 days. If the original copier has not been repaired and reinstalled at the end of 30 days, the contractor shall provide a replacement copier equal to or superior to the original copier model. The contractor shall supply the model number, serial number and location of the replacement copier to the Contracting Officer or their designated VARO representative. In such circumstances, the backup copier may become the replacement copier, and another unit shall be designated for future backup requirements.

4.4. Contractor Reports

The contractor shall provide to the Key Office Operator monthly usage reports. The contractor shall ensure the reports shall contain number of copies produced for each machine, total over or under usage and total expenditures. The contractor can recommend any changes according to volume, and due to over or under usage.

The contractor shall maintain the entire history of VARO’s copiers as indicated. The report must include make, model, serial number, location, install date and volume. The Inventory Report shall be provided by the contractor to the Key Office Operator on an annual basis with a final report to be provided within 10 days of the conclusion of contract performance.

A Service History Report shall be issued by the contractor to the appropriate Key Office Operator for all leased copiers on a yearly basis and shall include make, model, serial number, location, and description of each problem and the response time to repair requests.

4.5. Employee Identification

Contractor personnel shall wear an identification badge that, at minimum, displays the company’s name, the employee’s photo, and employee’s name. Contractor personnel shall comply with all Government rules and regulations while at the Boston VARO.

4.6 Period of Performance

One (1) year from date of award, with four (4) one- year option periods exercisable at the sole discretion of the government.

4.7 Hours of Operation

All work shall be completed during the site’s normal operating hours of 8:00 AM to 4:30 PM Monday through Friday excluding federal holidays. Federal holidays are New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

4.8. Payments

Invoicing will be on a monthly calendar basis. The Key office operator will turn in meter readings no later than the 10th of each month to contractor for payment invoice processing. Payments will be made via electronic funds transfer (EFT). An ACH form will be provided upon award to initiate this process.

4.9. Definitions

For purposes of this acquisition, the following definitions apply:

Contracting Officer (CO): The Government representative who possesses the overall responsibility for the successful performance/completion of the contact/lease agreement Backup Copiers: Those copiers installed in place of malfunctioning copiers to provide temporary relief until the original copier is repaired or until a replacement copier is installed Contracting Officer's Representative (COR): The individual who may be designated by the CO to have responsibility for performance of all technical aspects of the contract Key Office Operator: The VARO employee who is specifically designated and trained to deal with day-to-day issues such as paper jams, paper replenishment and other minor events for an individual copier or group of machines. The Key Office Operator handles problems which can be corrected and full performance can be restored without the need for a service call.

Operating Lease Plan (OLP): An equipment lease applicable for a stated period of time, at the end of which equipment will physically and contractually revert to the lessor, with no intent by the lessee to take ownership of the equipment at any time. The plan includes applicable commercial warranties and preventive maintenance services.

Replacement Copiers: Those copiers intended to remain in place for the remainder of the delivery order lease term. Replacement copiers shall be at least the functional equivalent of the copiers they replace.

4.10 Security

The Key Office Operator must provide the contractor with security access to gain entrance and access to copier facilities within a building. The contractor will have access to those facilities to provide the following: preventive maintenance, repairs, replenishing and installing supplies and conducting meter reads.

4.10.1 Information Technology (IT) Information Security Requirements Information security is critically important to the Department of Veterans Affairs, and all measures of protection are strictly enforced. The contractor shall remove the hard drive whenever the copier is removed from the VARO, for any reason, however, if the contractor can demonstrate their copier models possesses the capability of automatically removing all footprints from the hard drive, or any other device that captures information, the requirement to leave the hard drive with the VARO may be waived at the Government’s discretion. The contractor shall ensure the multifunction machines they provide are able to support SMTPS (port 425).

SPECIFICATIONS REQUIRED FOR EACH COPIER PER OFFICE LOCATION

Multifunction Printers/Copiers (also known as MFP, All in One), Copier/Printer/Scanning

The contractor shall provide Name brand or equal; meet or exceed model/features for the following models:

CLIN 0001. Mailroom (Rm 1625) Black and White Copier/Printer/Scanning/Fax

One (1) Xerox Model WC 5955APTG Performance Standards:

Print speeds, 55 ppm Black/White; with a first-page-out-time of 27.5 seconds black-and-white per minute.

System Memory (std/max), Minimum 250 GB HDD / 1 GHz Dual-core / 2 GB system Duty Cycle, Up to 175,000 pages per month Office Finisher LX, (Optional): 2,000-sheet tray; 2 – 3-hole punch Convenience Stapler, (Optional): 50-sheets Paper Handling, Paper input, Standard, Duplex Automatic Document Feeder: 110 sheets; Size: 5.5 x 8.5 in. to 11 x 17 in. / A5 to A3 Bypass Tray, 100 sheets; Custom sizes: 3.5 x 3.9 in. to 12.6 x 19 in. / 89 x 98 mm to 320 x 483 mm Tray 1: 520 sheets, Custom sizes: 5.5 x 7.2 in. SEF to 11.7 x 17 in. SEF / 140 x 182 mm to 297 x 432 mm.

3 Tray Option (Total 2,180 sheets), Adds three 520-sheet paper trays; Size: 5.5 x 7.2 in. to 12 x 18 in. / 139.7 x 182 mm to SRA3 Paper output/ finishing, Standard, Dual Offset Catch Tray: 250-sheets each Face up Tray, 100 sheets Copy Features; PC-based alternative to the user interface touch screen. Used in conjunction with a customer-supplied PC attached via the USB port, text-to-speech, screen magnification and easy PC keyboard access to basic and advanced copy features. Section 508 compliant. Annotation and Bates™ stamping (with color capability and font size adjustment); Authentication for Services (i.e. Color Copy); Auto Paper Select; Auto Reduction & Enlargement to fit selected paper size; Auto Tray Switching; Automatic 2-sided/Duplex Booklet Creation; Build Job: (Enables page-level programming and also lets you proof each section or delete last section as the job is built); Collation; Covers (Front only, front and back, back only, printed inside and out: Blank or Printed); Dividers (blank); Edge Erase Features Help (Intuitive text and graphic descriptions) ID Card Copy Image Quality Adjustments Image Shift (with Auto Center option) Invert Image (negative or mirror image) Large Job Interrupt Multi-up (up to 15 columns by 15 rows) Sample Set Save Job Settings Single Color Stapling Transparencies Copy output resolution, 1200 x 2400 dpi Photo quality color images Processor, 2.9 GHz, Intel® Pentium® G850 Dual-Core Connectivity, 10Base-T/100Base-TX/1000Base-T Ethernet/ SMTPS (port 425) Page description languages, Adobe® PostScript® 3™, PDF, PCL® 5c / PCL 6, XML Paper Specification (XPS®) Hard drive, 250GB HDD / 1.2 GHz Dual-core Print Features, Print from USB, Earth Smart Driver Settings, Job Identification, Booklet Creation, Store and Recall Driver Settings, Bi-directional Status, Scaling, Job Monitoring, Color by Words.

Managing print costs, Standard Accounting tools to control print quantities and charge-back options. Plus, color authorization via MS Active Directory™ makes it easy to integrate the WorkCentre 7500 series with existing IT systems.

Print driver’s default application settings, capability to choose default settings per application, such as always printing MS Outlook emails in black and white.

Scanning, Scan to Mailbox; Scan to USB, Scan to Email, Scan to Network; File Formats: PDF, PDF/A, XPS, JPEG, TIFF; Convenience Features: Scan to Home, Single Touch Scan, Searchable PDF, Single/Multi-Page PDF / XPS / TIFF, Encrypted / Password Protected PDF, Linearized PDF / PDF/A Security, Standard, McAfee® Embedded, McAfee ePolicy (ePO) Compatible, HDD Overwrite, 256-bit Encryption (FIPS 140-2 compliant), Common Criteria Certification (ISO 15408), Secure Print, Secure Fax, Secure Scan, Secure Email, Cisco® TrustSec Identity Services Engine (ISE) Integration, Network Authentication, SSL, SNMPv3, Audit Log, Access Controls, User Permissions Hard Drive must be removed when equipment is removed from building, and shall become the property of the Department of Veterans Affairs.

Operating Systems, Windows XP/Server 2003/Server 2008/Vista/7/Windows 10 Accounting Standard Accounting (Copy, Print, Scan, Fax, Email), Network Accounting Enablement Name Brand or equal to capabilities, and features like the model above.

CLIN 0002. VRE (1675), Director Suite (Rm 1600) and VSC Front Office (1400) Color copier/Printer/Scanning/Fax

Two (2) Xerox Model WC 7855PTG

Performance Standards:

Print speeds, 50 ppm color, 55 ppm Black/White; with a first-page-out-time of 7.1/5.9 seconds.

System Memory (std/max), Minimum 250 GB HDD / 1.2 GHz Dual-core / 2 GB system plus 1 GB page memory Duty Cycle, Up to 300,000 pages per month Office Finisher LX, (Optional): 2,000-sheet tray Convenience Stapler, (Optional): 50-sheets Paper Handling, Paper input, Standard, Duplex Automatic Document Feeder: 110 sheets; Size: 5.5 x 8.5 in. to 11 x 17 in. / A5 to A3 Bypass Tray, 100 sheets; Custom sizes: 3.5 x 3.9 in. to 12.6 x 19 in. / 89 x 98 mm to 320 x 483 mm Tray 1: 520 sheets, Custom sizes: 5.5 x 7.2 in. SEF to 11.7 x 17 in. SEF / 140 x 182 mm to 297 x 432 mm.

3 Tray Option (Total 2,180 sheets), Adds three 520-sheet paper trays; Size: 5.5 x 7.2 in. to 12 x 18 in. / 139.7 x 182 mm to SRA3 Paper output/ finishing, Standard, Dual Offset Catch Tray: 250-sheets each Face up Tray, 100 sheets Copy Features; PC-based alternative to the user interface touch screen. Used in conjunction with a customer-supplied PC attached via the USB port, text-to-speech, screen magnification and easy PC keyboard access to basic and advanced copy features. Section 508 compliant. Annotation and Bates™ stamping (with color capability and font size adjustment); Authentication for Services (i.e. Color Copy); Auto Paper Select; Auto Reduction & Enlargement to fit selected paper size; Auto Tray Switching; Automatic 2-sided/Duplex Booklet Creation; Build Job: (Enables page-level programming and also lets you proof each section or delete last section as the job is built); Collation; Covers (Front only, front and back, back only, printed inside and out: Blank or Printed); Dividers (blank); Edge Erase Features Help (Intuitive text and graphic descriptions) ID Card Copy Image Quality Adjustments Image Shift (with Auto Center option) Invert Image (negative or mirror image) Large Job Interrupt Multi-up (up to 15 columns by 15 rows) Sample Set Save Job Settings Single Color Stapling Transparencies

Copy output resolution, 1200 x 2400 dpi Photo quality color images Processor, 2.9 GHz, Intel® Pentium® G850 Dual-Core Connectivity, 10Base-T/100Base-TX/1000Base-T Ethernet/ SMTPS (port 425) Page description languages, Adobe® PostScript® 3™, PDF, PCL® 5c / PCL 6, XML Paper Specification (XPS®) Hard drive, 250GB HDD / 1.2 GHz Dual-core Print Features, Print from USB, Earth Smart Driver Settings, Job Identification, Booklet Creation, Store and Recall Driver Settings, Bi-directional Status, Scaling, Job Monitoring, Color by Words.

Managing print costs, Standard Accounting tools to control print quantities and charge-back options. Plus, color authorization via MS Active Directory™ makes it easy to integrate the WorkCentre 7500 series with existing IT systems.

Print driver’s default application settings, capability to choose default settings per application, such as always printing MS Outlook emails in black and white.

Scanning, Scan to Mailbox; Scan to USB, Scan to Email, Scan to Network; File Formats: PDF, PDF/A, XPS, JPEG, TIFF; Convenience Features: Scan to Home, Single Touch Scan, Searchable PDF, Single/Multi-Page PDF / XPS / TIFF, Encrypted / Password Protected PDF, Linearized PDF / PDF/A Security, Standard, McAfee® Embedded, McAfee ePolicy (ePO) Compatible, HDD Overwrite, 256-bit Encryption (FIPS 140-2 compliant), Common Criteria Certification (ISO 15408), Secure Print, Secure Fax, Secure Scan, Secure Email, Cisco® TrustSec Identity Services Engine (ISE) Integration, Network Authentication, SSL, SNMPv3, Audit Log, Access Controls, User Permissions Hard Drive must be removed when equipment is removed from building, and shall become the property of the Department of Veterans Affairs.

Operating Systems, Windows XP/Server 2003/Server 2008/Vista/7/Windows 10 Accounting Standard Accounting (Copy, Print, Scan, Fax, Email), Network Accounting Enablement Name Brand or equal to capabilities, and features like the model above.

CLIN 0003. Public Contact (Room 1650) Black and White Copier/Printer/Scanning/Fax

Two (2) Xerox Model WC 3655XG: Multifunction Printer Performance Standards:

Print speeds, 47 ppm Black/White; with a first-page-out-time of 8 seconds black-and-white.

System Memory (std/max), Minimum 250 GB HDD / 1 GHz Dual-core / 2 GB system Duty Cycle, Up to 150,000 pages per month Paper Handling, Paper input, Standard, Duplex Automatic Document Feeder: 110 sheets; Size: 5.5 x 8.5 in. to 11 x 17 in. / A5 to A3 Bypass Tray, 150 sheets; Custom sizes: 3.5 x 3.9 in. to 12.6 x 19 in. / 89 x 98 mm to 320 x 483 mm Tray 1: 550 sheets, Custom sizes: 5.5 x 7.2 in. SEF to 11.7 x 17 in. SEF / 140 x 182 mm to 297 x 432 mm.

3 Tray Option (Total 1,650 sheets), Adds three 550-sheet paper trays; Size: 5.5 x 7.2 in. to 12 x 18 in. / 139.7 x 182 mm to SRA3 Paper output/ finishing, Standard, Dual Offset Catch Tray: 250-sheets each Face up Tray, 100 sheets Copy Features; PC-based alternative to the user interface touch screen. Used in conjunction with a customer-supplied PC attached via the USB port, text-to-speech, screen magnification and easy PC keyboard access to basic and advanced copy features. Section 508 compliant. Annotation and Bates™ stamping (with color capability and font size adjustment); Authentication for Services (i.e. Color Copy); Auto Paper Select; Auto Reduction & Enlargement to fit selected paper size; Auto Tray Switching; Automatic 2-sided/Duplex Booklet Creation; Build Job: (Enables page-level programming and also lets you proof each section or delete last section as the job is built); Collation; Covers (Front only, front and back, back only, printed inside and out: Blank or Printed); Dividers (blank); Edge Erase Features Help (Intuitive text and graphic descriptions) ID Card Copy Image Quality Adjustments Image Shift (with Auto Center option) Invert Image (negative or mirror image) Large Job Interrupt Multi-up (up to 15 columns by 15 rows) Sample Set Save Job Settings Single Color Stapling Transparencies Copy output resolution, 1200 x 2400 dpi Photo quality color images Processor, 2.9 GHz, Intel® Pentium® G850 Dual-Core Connectivity, 10Base-T/100Base-TX/1000Base-T Ethernet/ SMTPS (port 425)

Page description languages, Adobe® PostScript® 3™, PDF, PCL® 5c / PCL 6, XML Paper Specification (XPS®) Hard drive, 250GB HDD / 1.2 GHz Dual-core Print Features, Print from USB, Earth Smart Driver Settings, Job Identification, Booklet Creation, Store and Recall Driver Settings, Bi-directional Status, Scaling, Job Monitoring, Color by Words.

Managing print costs, Standard Accounting tools to control print quantities and charge-back options. Plus, color authorization via MS Active Directory™ makes it easy to integrate the WorkCentre 7500 series with existing IT systems.

Print driver’s default application settings, capability to choose default settings per application, such as always printing MS Outlook emails in black and white.

Scanning, Scan to Mailbox; Scan to USB, Scan to Email, Scan to Network; File Formats: PDF, PDF/A, XPS, JPEG, TIFF; Convenience Features: Scan to Home, Single Touch Scan, Searchable PDF, Single/Multi-Page PDF / XPS / TIFF, Encrypted / Password Protected PDF, Linearized PDF / PDF/A Security, Standard, McAfee® Embedded, McAfee ePolicy (ePO) Compatible, HDD Overwrite, 256-bit Encryption (FIPS 140-2 compliant), Common Criteria Certification (ISO 15408), Secure Print, Secure Fax, Secure Scan, Secure Email, Cisco® TrustSec Identity Services Engine (ISE) Integration, Network Authentication, SSL, SNMPv3, Audit Log, Access Controls, User Permissions Hard Drive must be removed when equipment is removed from building, and shall become the property of the Department of Veterans Affairs.

Operating Systems, Windows XP/Server 2003/Server 2008/Vista/7/Windows 10

Name Brand or equal to capabilities, and features like the model above.

CLIN 0004. VSC 14th Floor (Rm 1400 and 1425) Black and White Copier/Printer/Scanning/Fax

Two (2) Xerox Model WC 3615DNG: Multifunction Printer Performance Standards:

Print speeds, 47 ppm Black/White; with a first-page-out-time of 8.5 seconds black-and-white.

System Memory (std/max), Minimum 1 GB HDD / 525 MHz Dual-core / 1 GB system Duty Cycle, Up to 110,000 pages per month Paper Handling, Paper input, Standard, Duplex Automatic Document Feeder: 110 sheets; Size: 5.5 x 8.5 in. to 11 x 17 in. / A5 to A3 Bypass Tray, 150 sheets; Custom sizes: 3.5 x 3.9 in. to 12.6 x 19 in. / 89 x 98 mm to 320 x 483 mm Tray 1: 550 sheets, Custom sizes: 5.5 x 7.2 in. SEF to 11.7 x 17 in. SEF / 140 x 182 mm to 297 x 432 mm.

3 Tray Option (Total 1,650 sheets), Adds three 550-sheet paper trays; Size: 5.5 x 7.2 in. to 12 x 18 in. / 139.7 x 182 mm to SRA3 Paper output/ finishing, Standard, Dual Offset Catch Tray: 250-sheets each Face up Tray, 100 sheets Copy Features; PC-based alternative to the user interface touch screen. Used in conjunction with a customer-supplied PC attached via the USB port, text-to-speech, screen magnification and easy PC keyboard access to basic and advanced copy features. Section 508 compliant. Annotation and Bates™ stamping (with color capability and font size adjustment); Authentication for Services (i.e.