36C10E19Q0206-001.docx

36C10E19Q0206

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

36C10E19Q0206 07-03-2019

GREG STEVENS

313-471-3936 07-17-2019 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 Louisville Regional Office 321 West Main Street, Suite 390 Louisville KY 40202 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 copier devices to the Louisville 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: ________________________________

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 – 17.

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 71 – 73;

· 52.212-3 Representations and Certifications on pages 74 – 90. (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 in order 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 AND STATEMENT OF WORK

ITEM INFORMATION

Pursuant to the Statement of Work, lease and maintenance of five (5) color multifunction printers for the Louisville Regional Office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Base POP Begin: 08-15-2019 POP End: 08-14-2020

Pursuant to the Statement of Work, lease and maintenance of three (3) black and white multifunction printers for the Louisville Regional Office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Base

Pursuant to the Statement of Work, lease and maintenance of one (1) black & white multifunction printer for the Lexington out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes exceed next lowest Volume Band limit.

Contract Period: Base

Pursuant to the Statement of Work, lease and maintenance of two (2) black & white multifunction printers for the Ft. Knox out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Base

Pursuant to the Statement of Work, lease and maintenance of one (1) black & white multifunction printer for the Bowling Green out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes exceed next lowest Volume Band limit.

Contract Period: Base

Pursuant to the Statement of Work, lease and maintenance of five (5) color multifunction printers for the Louisville Regional Office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 1 POP Begin: 08-15-2020 POP End: 08-14-2021

Pursuant to the Statement of Work, lease and maintenance of three (3) black and white multifunction printers for the Louisville Regional Office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 1

Pursuant to the Statement of Work, lease and maintenance of one (1) black & white multifunction printer for the Lexington out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes exceed next lowest Volume Band limit.

Contract Period: Option 1

Pursuant to the Statement of Work, lease and maintenance of two (2) black & white multifunction printers for the Ft. Knox out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 1

Pursuant to the Statement of Work, lease and maintenance of one (1) black & white multifunction printer for the Bowling Green out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes exceed next lowest Volume Band limit.

Contract Period: Option 1

Pursuant to the Statement of Work, lease and maintenance of five (5) color multifunction printers for the Louisville Regional Office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 2 POP Begin: 08-15-2021 POP End: 08-14-2022

Pursuant to the Statement of Work, lease and maintenance of three (3) black and white multifunction printers for the Louisville Regional Office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 2

Pursuant to the Statement of Work, lease and maintenance of one (1) black & white multifunction printer for the Lexington out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes exceed next lowest Volume Band limit.

Contract Period: Option 2

Pursuant to the Statement of Work, lease and maintenance of two (2) black & white multifunction printers for the Ft. Knox out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 2

Pursuant to the Statement of Work, lease and maintenance of one (1) black & white multifunction printer for the Bowling Green out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes exceed next lowest Volume Band limit.

Contract Period: Option 1

Pursuant to the Statement of Work, lease and maintenance of five (5) color multifunction printers for the Louisville Regional Office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 3 POP Begin: 08-15-2022 POP End: 08-14-2023

Pursuant to the Statement of Work, lease and maintenance of three (3) black and white multifunction printers for the Louisville Regional Office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 3

Pursuant to the Statement of Work, lease and maintenance of one (1) black & white multifunction printer for the Lexington out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes exceed next lowest Volume Band limit.

Contract Period: Option 3

Pursuant to the Statement of Work, lease and maintenance of two (2) black & white multifunction printers for the Ft. Knox out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 3

Pursuant to the Statement of Work, lease and maintenance of one (1) black & white multifunction printer for the Bowling Green out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes exceed next lowest Volume Band limit.

Contract Period: Option 3

Pursuant to the Statement of Work, lease and maintenance of five (5) color multifunction printers for the Louisville Regional Office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 4 POP Begin: 08-15-2023 POP End: 08-14-2024

Pursuant to the Statement of Work, lease and maintenance of three (3) black and white multifunction printers for the Louisville Regional Office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 4

Pursuant to the Statement of Work, lease and maintenance of one (1) black & white multifunction printer for the Lexington out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes exceed next lowest Volume Band limit.

Contract Period: Option 4

Pursuant to the Statement of Work, lease and maintenance of two (2) black & white multifunction printers for the Ft. Knox out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes COLLECTIVELY exceed next lowest Volume Band limit.

Contract Period: Option 4

Pursuant to the Statement of Work, lease and maintenance of one (1) black & white multifunction printer for the Bowling Green out-based office.

Bidders shall fill in all Volume Band pricing below but shall only quote Volume Band 1 pricing in the spaces above.

VOLUME BAND AND GUARANTEED MONTHLY MINIMUM COPY VOLUME

Volume Band 1 - up to 2000 copies per month: $________________________ Volume Band 2 - up to 4000 copies per month: $________________________ Volume Band 3 - up to 6000 copies per month: $________________________ Volume Band 4 - up to 8000 copies per month: $________________________

Higher Volume Band pricing applicable to any month where copy volumes exceed next lowest Volume Band limit.

Contract Period: Option 4

36C10E19Q0206

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STATEMENT OF WORK

Louisville Veterans Affairs Regional Office (VARO)

LEASE OF DIGITAL MULTIFUNCTION DEVICES (MFD), WITH PERSONAL IDENTIFICATION VERIFICATION (PIV) CARD AUTHENTICATATION CAPABILITY, AND ASSOCIATED PROFESSIONAL SERVICES AS REQUIRED

1. OVERVIEW

The VARO has a requirement for flat rate photocopier services that will require the contractor to supply plain-paper digital multi-function devices (MFD), with varying capabilities, to multiple out-based locations in Kentucky where personnel are located, as well as the VARO at 321 West Main Street, Suite 390, Louisville, KY 40202.

The copier contractor shall provide copier service under flat rate volume bands.

The contractor shall provide repair and provide maintenance services and consumable supplies (including staples but excluding paper) inclusive in the flat-rate. Key Operator Training shall be provided for all copier programs.

2. PERIOD OF PERFORMANCE

The VA anticipates a single award contract with a base year and four one-year option periods. A review of the contract by VA Support Services shall be conducted at least once a year to determine whether the customer still has a valid requirement and the contract still represents the best value.

3. SCHEDULE OF ITEMS

See Section B.2 “Price/Cost Schedule and Statement of Work” for the Price Schedule to be completed by bidders. Contractors shall submit bids for units at all volume bands listed in the Price Schedule. All pricing shall be submitted on the Price Schedule in Section B.2 so pricing for each Volume Band copier is easily identifiable to the Government.

4. DELIVERY, INSTALLATION, REMOVALS, AND RELOCATIONS

4.1 DELIVERY/INSTALLATION

Delivery and installation of MFDs will be to the VARO in Louisville, KY and to the out-based Kentucky locations. These include VA Fort Knox, Bowling Green and Lexington Offices. The contractor is required to store devices for up to sixty days. On delivery, the contractor shall have sufficient resources available to install the MFDs at each location. The installation schedule shall be finalized in coordination with the Government. A listing of current locations can be found in Appendix A. The outbound offices will receive black and white MFDs and the remaining units will be located at the VARO.

4.2 RELOCATION

The contractor shall relocate any MFD one (1) time per year (12-month lease period). Thereafter, if that same copier is relocated, VARO personnel may perform the relocation under supervision of the contractor's technical representative. Relocations of copiers by the contractor shall be accomplished in ten business days or less, after relocation request.

4.3 REMOVAL

Throughout the entire duration of the contract, the data storage hard drive within the copiers shall not be removed from the VA facility. This requirement also applies to back-up and replacement copiers. If the contractor chooses to perform off-site maintenance or off-site repairs are required, the contractor shall remove the data storage hard drive, identify the device by model and serial number it was removed from and place it under the control of the VA representative. The contractor shall be responsible for reinstalling the data storage hard drive upon return of a repaired copier to the VA facility. If the copier is not returned to the VA facility, the VA will destroy the data storage hard drive in accordance with VA procedures. When VA use of a copier terminates and the copier is to be returned to the contractor, the contractor shall remove the data storage hard drive at the VA facility and place it under the control of the VA representative. The VA will destroy the data storage hard drive in accordance with VA procedures.

5. REQUIREMENTS

5.1 CONTRACTOR REQUIRMENTS

Contractor shall have the ability to provide Digital Multifunction Devices, onsite installation, onsite maintenance, Professional IT services, Document Imaging conversion services, Managed Print assessment and associated services required by the VARO under this statement of work.

5.2 CONTRACTOR POINT OF CONTACT (POC)

The contractor shall designate one point of contact for each service area for coordination of supplies, deliveries, and maintenance with agency customers. The POC shall be empowered to make daily decisions to ensure that the order implementation and day-to-day operation meets the terms and conditions of this contract. The contractor shall provide a listing of the POC's with relevant contact information to the Contracting Officer’s Representative (COR) within 15 days of award and update the listing on a quarterly basis.

5.3 CONTRACTOR PERSONNEL

The contractor shall have qualified management, service technicians and delivery personnel in sufficient numbers to service and support the requirements under this contract within the specified response times. Failure to maintain sufficient qualified personnel to meet the required response times may result in termination for default. The contractor shall designate and identify a program/project manager who is authorized to make decisions to ensure that the contract implementation and day-to-day operation is efficient and effective.

All contractor personnel who are MFD repair personnel shall possess the skills, knowledge and ability to perform the services required by this contract and shall be OEM Factory trained, employed by the contractor and shall be able to understand speak, read and write the English language fluently.

All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering facility installations, shall abide by all the regulations of the installation which may be in effect during the contract period. The Government has the right to restrict access to installations under the contract of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contractor's employees shall remain fully clothed always while on the installation with sleeves, shoes and long pants. Tank tops, tee shirts, and worn outerwear are prohibited.

All contractors are responsible for following all applicable Rules and Behavior for Contractors including:

· Being escorted while on VA property.

· Wearing clearly visible ID and/or contractor badge provided by the facility.

· Not connecting their laptops or equipment on the VA Network.

· Not connecting their laptop to a MFD without first disconnecting the MFD from the VA network.

· Have a signed Contractor’s Rules of Behavior on file with the VA.

The contractor shall perform work requirements in a manner to protect building occupants from any harm or injury. Work shall be scheduled to afford this protection.

5.4 TECHNICAL/MAINTENANCE SUPPORT

The contractor shall provide full maintenance and repair services (including both preventive and emergency break/fix repairs during normal working hours) and hardware/software/firmware updates

5.4.1 HOURS OF COVERAGE

Normal hours of coverage are Monday through Friday 8:00AM – 4:00 PM excluding national holidays recognized by the Department of Veterans Affairs.

5.4.2 SERVICE LABELS

Each machine shall be affixed with a label at the time of installation identifying a telephone number to call for service. The contractor shall have a national toll-free number for receiving and tracking service calls.

5.4.3 RESPONSE TO SERVICE CALLS

The contractor’s response time on a service call starts when a verbal request to the contractor for a service call or a written request is received by the contractor requesting a service call, whichever is earlier. During normal working hours, the contractor shall respond to verbal or written requests for service calls within one (1) working hour of official notification. Contractor service personnel shall be onsite within four (4) working hours of notification and will proceed progressively to completion without undue delay. The contractor shall repair or replace the MFD within ten (10) working hours after the verbal or written request for the service call. However, for MFD identified as critical, the contractor shall respond to verbal requests for service calls and shall repair the MFD within four (4) working hours. MFD designated critical will be identified at time of award. For the most part, only MFD at sites with one or a very limited number of MFD will have MFD identified as critical. If the offerors are not able to meet these response time requirements, then they will have to identify the locations where they cannot meet the requirements and state the acceptable time frame that they can reasonably send a technician to be on site. A comprehensive list of the 3 locations currently included with the VARO is in Appendix A of this document.

5.4.4 MAINTENANCE

The contractor shall have a crew of qualified and trained service and delivery personnel in sufficient numbers to service and support the requirements under contract within the specified response times. Technical Personnel shall have three (3) years of applicable experience, within the last six (6) years.

If the MFD is not repaired within a 48-hour timeframe (excluding weekends and Federal Holidays) from which the service call was initiated, the contractor shall provide, at no cost to the government, a MFD similar to the malfunctioning unit until the original MFD is repaired or replaced.

5.4.5 UNSCHDEULED MAINTENANCE

Contractor shall maintain the equipment in accordance with industry standards. Repair service shall be provided to diagnose and correct equipment malfunctions. Repair shall consist of returning a failed component or system to full operational capacity. Repair service may include calibration, cleaning, adjusting, replacing parts, and intervening service calls necessary before or after regular services. All required parts will be furnished by the contractor.

5.4.6 PREVENTATIVE MAINTEANCE

The contractor shall provide, at a minimum, semi-annual service calls as a preventive maintenance service to ensure each MFD furnished under the contract is maintained in fully operational condition. Such preventative maintenance will be at no additional cost to the government and shall be in accordance with the manufacturer’s recommendations and will be equal to maintenance, which is provided to commercial customers for the same models of MFD’s.

5.4.7 EQUIPMENT INVENTORY

Contractors shall work with the facility to maintain a current inventory listing, which will include the model, serial number, location, etc.

5.4.8 MONTHLY EFFECTIVENESS LEVEL

Each copier shall perform at a monthly effectiveness level (MEL) of 95 percent or higher. The effectiveness level for the copier is computed by the following formula: The total number of downtime hours divided by the total number of production hours for the month. Total production time is computed by multiplying eight (8) hours by the number of working days in the month, weekends and holidays excluded. The failure of any copier to meet the MEL level of 95% shall result in the contractor, in coordination with the Government, evaluating the copier to determine whether or not to replace the copier (See Section 5.95 and 5.96 Replacement and Back-up Copiers).

Example: A copier was down 20 hours in a month that had 168 hours of total production time. The percentage downtime computes to 11.9 percent (20 divided by 168), and an effectiveness level of 88.1 percent.

5.4.9 TECHNICAL SUPPORT

The contractor shall provide full technical support both online and via phone. The phone support shall be available during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday (Eastern Time) (excluding Federal Holidays.) The contractor shall provide for installation and training of all network functions associated with this contract. Those include network printing, troubleshooting, network scanning, integration into VARO system and post-sale support. These functions are to be performed by a qualified analyst, not a service technician.

5.4.10 CONSUMABLE SUPPLIES

VA will supply the paper and transparency films for the copier equipment for all copier programs. The contractor shall provide all other consumable supplies, including staples, for the Flat Rate copier programs. Consumable supplies are those items which are anticipated and designed to be replaced based on usage or age prior to the designed end life of the equipment (e.g., toner, cartridges, developer, dry ink, staples, binder material, etc.).

The contractor shall provide consumable supplies in accordance with the following process:

1. Upon initial delivery, the contractor shall provide a minimum of one month’s worth of consumable supplies (including staples) for each copier. These supplies will be stored by the VA.

1. The contractor shall deliver supplies to the VA during the normal business hours of 8:00 a.m. through 4:30 p.m. Monday through Friday, excluding holidays.

1. The contractor shall label all shipped consumable supplies with the name and address of the VA's Key Operator.

1. The Key Operator may make emergency requests for consumable supplies verbally. The contractor shall process and ship these requests within 24 hours, excluding Saturdays, Sundays and holidays.

1. The contractor shall affix a label identifying a telephone number to call for consumable supplies to each copy machine at time of installation.

5.5 CONTRACTOR REPORTS

5.5.1 MAINTENANCE REPORTS.

The contractor shall complete a maintenance report upon the completion of each maintenance service/repair call. Report shall include time of arrival on-site, date and time of service completed; and a description of service(s) rendered. A copy of the reports shall be forwarded if requested to the COR within 5 working days or on as needed basis.

5.6 SAFETY/SECURITY

5.6.1 OWNERSHIP

Title to equipment provided under this contract shall remain with the contractor. All accessories furnished by the contractor shall accompany this equipment when returned to the contractor except for hard drives which remain the property of the government. While the copiers are installed on the government premises, the contractor shall assume all responsibility for loss or damages to copiers except for loss or damages caused by the negligence or willful act of the Government.

5.6.2 VARO PROPERTY

The contractor shall be responsible for safeguarding all VARO property provided for contractor use. At the close of each work period, VARO and out-based facilities, equipment and materials shall be secured.

5.6.3 SECURITY REQUIREMENTS

5.6.3.1.1 PRIVACY

Access is not a requirement of the contract. Though there is no anticipation of information protected by the provisions of the Privacy Act of 1974 to be disclosed during the performance of this task, all personnel assigned to this contract are required to take proper precautions to protect privacy information from disclosure in the case that such disclosures are made.

Any contractor and/or subcontractor retained to do work for VA under this agreement that requires access, use, storage, modification, or transmission of VA Sensitive Personal Information (SPI) must follow and adhere to the security controls, enhancements, compensating controls, protocols, regulations, and VA directions as the Contracting Officer (CO) shall direct, including, but not limited to those derived from the Federal Information Security Management Act (FISMA), OMB Circular No. A-130, and VA Handbook (HB) 6500/6500.6. The contractor must report any data breach according to the protocols and timeframes in HB 6500.

If any contractor/sub-contractor retained to do work for VA under this agreement requires access, use, etc., of VA SPI as aforesaid, and if an actionable data breach occurs because of the contractor/subcontractor’s acts, omissions, or negligence in following the VA-directed security controls, enhancements, compensating controls, protocols, and/or measures, including, but not limited to the sources above, the contractor/subcontractor shall be further subject to the statutory requirement to assess liquidated damages against contractors and/or subcontractors under 38 U.S.C. §5725 in the event of a breach of Sensitive Personal Information (SPI) or Personally Identifiable Information (PII). Said liquidated damages shall be assessed at $37.50 per affected Veteran or beneficiary. A breach in this context includes the unauthorized acquisition, access, use, or disclosure of VA SPI which compromises not only the information’s security or privacy but that of the Veteran or beneficiary as well as the potential exposure or wrongful disclosure of such information as a result of a failure to follow proper data security controls and protocols.

The preceding shall not apply unless any contractor/subcontractor retained must access, use, store, modify, or transmit VA-owned SPI in the course of providing services, etc. to VA

5.6.3.1.2 DATA STORAGE HARD DRIVE SECURITY

Throughout the duration of the contract the data storage hard drive within the copier shall not be removed from the VA facility. This requirement also applies to back-up and replacement copiers. If the contractor chooses to perform off-site maintenance or off-site repairs are required, the contractor shall remove the data storage hard drive and place it under the control of the VA representative. The contractor shall be responsible for reinstalling the data storage hard drive upon return of a repaired copier to the VA facility. If the copier is not returned to the VA facility, the VA will destroy the data storage hard drive in accordance with VA procedures. When VA use of a copier terminates and the copier is to be returned to the contractor, the contractor shall remove the data storage hard drive at the VA facility and place it under the control of the VA representative. The VA will destroy the data storage hard drive in accordance with VA procedures.

5.6.3.1.3 VA ENTERPRISE SECURITY

Bluetooth equipped devices are prohibited in VA. Where possible, equipment will be delivered without Bluetooth capability. If equipment is only available with Bluetooth, it must be removed or otherwise permanently disabled before the equipment can be used. Authorization from the VA Information Security Officer (ISO) and Chief Information Officer (CIO) must be documented, confirming Bluetooth has been removed or permanently disabled, if applicable, prior to deploying devices(s) on site.

Contractor shall deliver multifunction devices that have SMTP, SNMP capabilities disabled to prevent transmission of sensitive data.

Traffic (information/data/images) will not exit the local area network, for those devices placed into service on the LAN and approved by the facility ISO and CIO. Scan jobs will be transferred or transmitted only within the LAN. It is the joint responsibility of VA and the contractor to ensure any wide area network services or features are documented and configured to be disabled so as to not transmit sensitive data. Retrievable file permissions will be set to least privilege mode.

If the device ordered contains a hard drive, or other drive/drum capable of storing images/ information, the following VA requirements must be met:

· Media (hard drives, optical discs, image drives/drums) used in or by the devices with capability of maintaining VA information must be removed and provided to the VA for sanitization and destruction at the end of the lease, or upon turn-in, trade-in, or other purpose, prior to the device leaving the VA facility.

· Contractor shall accept return of the equipment without the hard drive.

The Certification and Authorization (C&A) requirements do not apply; no Security Accreditation Package is required.

5.6.4 ENVIROMENTAL AND OSHA AND SAFTEY REQUIREMENTS

5.6.4.1.1 Environmental and OSHA. The contractor shall comply with all local, State, and Federal environmental and occupational safety laws, rules, and regulations. The contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local State, or Federal laws, rules, and regulations

5.6.4.1.2 All unsafe acts or conditions fostered by contractor personnel may be grounds for the VARO to halt any and all contractor performance with a commensurate deduction of monies due the contractor until such unsafe conditions are corrected. The contractor shall take due caution not to endanger personnel during performance of this contract.

5.6.4.1.3 The contractor expressly undertakes both directly and through its subcontractor(s), to take every precaution, at all times for the protection of persons and property, including VARO employees and property and its own.

5.6.4.1.4 The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs connected with the work.

5.6.4.1.5 The contractor shall continuously maintain adequate protection of all work from damage and shall protect the VARO property from injury of loss arising from connection with this contract. The contractor shall make good any such damage, injury or loss, except as may be by agents or employees of the VARO.

5.6.4.1.6 In an emergency affecting the safety or life of individuals, or of the work, or of adjoining property, the contractor, without special instruction or authorization from the VARO, is hereby permitted to act, at the contractor's discretion, to prevent such threatened loss or injury. Also, should the contractor, be able to prevent threatened loss or injury, be instructed or authorized to act by the VARO, they shall so act, without appeal. Any additional compensation or extension of time claimed by the contractor due to any emergency work shall be determined by mutual-agreement.

5.6.4.1.7 The contractor shall not be liable for any loss, damage or delay caused by acts of fire, explosion, floods, riot, civil…