36C25926Q0729.docx

VASLCHCS Office of Public Affairs and Communication

STATEMENT OF WORK (SOW)

CANON V800 PURCHASE AND FULL-SERVICE DIGITAL PRESS PREVENTIVE MAINTENANCE

Salt Lake City VA Canon V800 Digital Press

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contracting officer Kenneth Finchum kenneth.finchum@va.gov 303-712-5746

PLACE OF PERFORMANCE

Salt Lake City VA Medical Center

500 Foothill Drive

UT

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Sources Sought Notice - Salt Lake City VA Canon V800 Digital Press Salt Lake City VA Medical Center Disclaimer:

This Request for Information (RFI) is issued solely for market research information and planning purposes and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are NOT offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

Information Requested from Industry:

1) In response to the Sources Sought, interested Contractors shall submit the following information and any Capabilities/Qualifications Statement to include but not limited to an overview of proposed solution(s) and a description of the product your company possesses in accordance with the Statement of Work draft / Salient Characteristics List.

2) Responses to market research table questionnaire shall be submitted. If this information is not provided, then it will be assumed the entire requirement cannot be met.

Description of Requirement:

The Department of Veterans Affairs, Veterans Health Administration (VHA), Network Contracting Office 19 (NCO 19) is conducting a market survey and is seeking potential sources for Salt Lake City VA Canon V800 Digital Press for the Salt Lake City VA Medical Center 500 Foothill Dr (120) Salt Lake City, UT 84148 This Sources Sought Notice is issued for information and planning purposes only. This is not a solicitation or a request for proposal and shall not be construed as an obligation or commitment by the Government. An award will not be made on any offers submitted in response to this notice, and it shall not be implied the Government is committed to providing any solicitation or award following this notice. The Government will not pay for any information received in response to this request, nor will the Government compensate a respondent for any costs incurred in developing the information provided.

1. Statement of Work Background:

VA Salt Lake City currently prints a wide variety of materials in-house. Regularly ordered products include posters, signage, bound books, pamphlets, patient care educational materials, and internally used staff training materials. The capability to produce cost effective small batch and medium-sized orders with quick turnaround, greatly improves Veteran experience while maintaining a simple order/pick-up process for staff.

The Print Shop currently has one machine in operation and one that is inoperable and can no longer be repaired due to costs and availability of parts. This is the printer we are replacing. The Canon V800 will easily handle the workload of the obsolete printer and allow us to extend the life of the Xerox Versant 180 without excessive maintenance costs. In addition to increasing the output capacity of the print shop, this new machine will greatly improve quality and cost effectiveness. Improved quality and output will allow us to reduce our dependence on lengthy third-party orders, while cost effectiveness will save a considerable amount of money for the life of the machine.

The contractor shall also provide all personnel, material, equipment, supplies, tools, and non-personal services necessary to perform full-service preventive maintenance and repair services for the Government owned copier as defined in this Statement of Work (SOW). The contractor shall furnish all repair parts, labor, transportation, and supplies required to accomplish inspecting, cleaning, lubricating, adjusting, calibrating, vacuuming (if required), and repairing of equipment. Contractor shall maintain Government-owned equipment in the resultant contract at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

2. Requirements for Digital Press

2.1. Print Speed ( Simplex/Duplex):

2.1.1. Letter Up to 81 ipm

2.1.2. 11'' x 17'' Up to 40 ipm

2.1.3. 12'' x 18'' Up to 40 ipm

2.1.4. 13'' x 19'' Up to 38 ipm

2.1.5. 13'' x 30'' Up to 22 ipm

2.2. Scan Speed: (Letter, 300 dpi) Up to 270 ipm

2.3. Print Resolution: Maximum 2400 x 2400 dpi

2.4. Paper Capacity:

2.4.1. Standard Up to 1,650 Sheets

2.4.2. Maximum Up to 10,400 Sheets

2.5. Paper Size Standard

2.5.1. 3.9'' x 5.8'' to 13'' x 19.2''

2.5.2. Optional 5.5'' x 7.2'' to 13'' x 30''

2.6. Paper Weight Standards

2.6.1. 14 lb. Bond to 110 lb.

2.6.2. Optional 5.5'' x 7.2'' to 13'' x 30''

2.7. Automatic Duplexing Standard:

2.7.1. 3.9'' x 5.8'' to 13''x 19.2”

2.7.2. Optional 5.5'' x 7.2'' to 13'' x 30''

2.8. Envelopes:

2.8.1. #10 Business

2.8.2. Monarch

2.8.3. 6'' x 9''

2.8.4. 9'' x 12''

2.8.5. 10'' x 13''

2.8.6. DL

2.8.7. ISO-C5

2.9. Print Servers: PRISMAsync Print Server imagePRESS Server N500 imagePRESS Server P400 imagePRESS Printer Board

3. Requirements for Digital Press Service Contract: Along with the purchase of the Canon V800, the VA Salt Lake City HCS Office of Communication and Public Affairs (OCLA) will require a maintenance and service contract for the purchased Canon V800 in order to maintain the equipment in good working order and to be operationally ready. VASLCHCS would be charged per print with the average monthly usage as follows.

Black Impressions: 18,500 Color Impressions: 37,500

4. Period of Performance: The period of performance shall be for a base year beginning from the awarding of this contract around 8/01/2026 and ending 7/31/2027, with four additional option years.

5. General Safety Requirements: While in performance of the resultant contract, the contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA) and adhere to VAAR 852.237-70 Contractor responsibilities.

6. Security Requirements: A security clearance is not required for contractor personnel performing work during the maintenance service visits and when delivering consumable supplies. The designated contractor personnel will be required to contact the site manager at each location as identified as the POC upon arrival when reporting for service calls or delivering supplies. The contractor shall be responsible for the security of all organizational information.

The contractor shall not disclose or cause to disseminate any information concerning operations of Department of Veterans Affairs. Such action(s) could result in violation of the contract and possible legal actions.

All inquiries, comments, or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

7. Specific Tasks:

7.1. Service Calls: The contractor shall respond to service calls during normal working hours, Monday through Friday between 8:00 a.m. and 4:30 p.m. local, excluding holidays observed by the Federal Government. The contractor shall respond to verbal service calls and is expected to initiate the repairs within four (4) working hours after notification of malfunction. The response time on a service call starts when the service call is placed to the contractor. The service technician shall report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician shall contact the government’s designated representative and provide a detailed explanation as to why the equipment was not repaired and provide an estimated time for completion of the required repairs. The contractor shall complete the repairs and satisfactorily resolve the problem by effectively restoring the equipment to normal operating capability within 24 hours of responding or if part is not in stock then 72 hours.

7.2. Preventative Maintenance: The contractor shall provide, at a minimum, one quarterly preventive maintenance service call to ensure that all Government-owned equipment is maintained in fully operational condition. Contractor shall maintain the equipment in the resultant contract at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

7.3. Consumable Supplies: On or about the same day of each month, the contractor shall ensure that the printer is furnished with sufficient consumable supplies (excluding paper and staples) to produce a volume of copies equal to the levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

7.3.1. The contractor shall respond to verbal requests for additional consumable supplies under the following conditions:

7.3.2. The government’s designated representative may make emergency requests for consumable supplies verbally. Orders will state the quantity and type of consumable supplies required and the location and serial number of the copier for which the additional consumable supplies are being ordered.

7.3.3. The contractor shall deliver additional consumable supplies within a period of twenty-four (24) hours after receipt of verbal order.

7.3.4. Supplies from the contractor shall be delivered between 7:30 a.m. and 3:30 p.m. local time, Monday through Friday (excluding Federal holidays) directly to the copier location.

8. Contractor-Furnished Items and Services: The contractor shall furnish all personnel, materials, supplies including toner and developer, and equipment required to perform work under the contract, to include but not limited to, tools and expendable items apart from paper and staples.

8.1. The contractor shall furnish all personnel, materials, supplies including toner and developer, and equipment required to perform work under the contract, to include but not limited to, tools and expendable items with the exception of paper and staples.

8.2. The contractor shall provide a toll-free telephone number for service calls which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday MT.

8.3. Consumable Supplies: The contractor shall provide consumable supplies to include all parts, toner, developer, photoconductors, labor and all consumable items for the press identified.

8.4. In order to ensure the availability of consumable supplies, the contractor shall be required to establish and maintain a full stock of all such supplies as described. The Government shall not be responsible for either the inventorying or issuance of the contractor-furnished supplies.

8.5. Parts/Supplies Availability: The contractor shall have an inventory of parts in quantities sufficient to effectively service the resulting contract. The contractor shall have an internal inventory system and delivery system for the parts. The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance response times specified in paragraph 8.1 and the supply delivery times specified in paragraphs 8.3.3 and 8.3.4.

8.6. Personnel Qualifications: The contractor shall be required to provide fully qualified and manufacturer trained or certified service, delivery, and management personnel in sufficient numbers to actively and efficiently service and support the equipment in place during the contract period.

8.7. Contractor’s Unauthorized Work Performance: The contractor shall not perform work that deviates from contract requirements and specifications. If the contractor deviates from contract requirements and specifications without approval of the government’s designated representative, such deviations shall be at the risk of the contractor and any cost related thereto, shall be borne by the contractor.

9. Billing & Invoicing

9.1. Services performed under this contract will be billed in arrears quarterly.

9.2. The contractor shall provide an invoice that will include:

9.2.1. Contract Number (PO #)

9.2.2. Company Name and Address

9.2.3. Invoice Date

9.2.4. Invoice Number (Note: Each invoice must have a different Invoice Number).

9.2.5. Description of items/services provided as well as referencing the appropriate Contract Line Item Number (CLIN). This way the proper CLIN can be billed for the Invoice. To include number of black and white prints and colors.

9.2.6. Terms for any discount for prompt payment.

9.2.7. Name, title and phone number of company point of contact to notify in case of a defective invoice.

10. Security/ Internal Hard Drive: In reference to the Canon internal hard drives, if they malfunction the technician will pull and give to VA IT staff. The VA IT staff will dispose in accordance with VA regulations.

The contractor will not be on station or have access to any VA system or information. Therefore, the C&A requirements do not apply and a Security Accreditation.

Requirement Item

Required Salient Characteristics OR SOW Requirements:

SOW Attached

In response to this announcement, please provide the information requested below requested in this market research table questionnaire. If this information is not provided, then it will be assumed the entire requirement cannot be met:

NAICS Code:

Company Name:

Address:

UEI (Unique Entity ID) Number:

Contact Name:

Phone No.:

Email:

Business Size Information - Select all that applies:

· Small Business

· Emerging Small Business

· Small Disadvantaged Business

· Certified under Section 8(a) of the Small Business Act

· HUBZone

· Woman Owned

· Certified Service-Disabled Veteran Owned Small

· Veteran Owned Small Business

· Large Business

FSS/GSA Contract Number:

Effective Date/ Expiration Date:

Available pricing structure of proposed solution (select all that are applicable below.

(CPRR) Cost Per Reportable Result

Cost Per Test(CPT)

Reagent Rental Agreement

Equipment Rental with Reagent Purchase

Fixed Monthly Charge

Firm-Fixed Price

Other: (Please explain)

Federal Acquisition Regulation (FAR) Market Rearch Questions:

Buy American Act RFO 52.225-1 and RFO 52.225-2 Buy American Certificate – What percentage of the proposed product (including leases and rentals) is a:

1. Domestic end product? _____________ (%)

2. Foreign end product? _______________ (%) Country of Origin:

Questions for Small Businesses ONLY:

Limitations on Subcontracting RFO 52.219-14

1. What percentage of the work would be subcontracted to another company? ________

2. What is the business size of the subcontractor?______

Per RFO 52.219-14 the following conditions must be met:

Services (except construction), it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract;

Supplies (other than procurement from a nonmanufacturer of such supplies), it will not pay more than 50 percent of the amount paid by the Government for contract performance, excluding the cost of materials, to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both supplies and services, the 50 percent limitation shall apply only to the supply portion of the contract;

3. If subcontracting, what added value do you offer (RFO 52.215-23):

4. Nonmanufacturer Rule (RFO 52.219-33):

a. Does your company manufacturer these proposed items? [ ] yes [ ] no

b. Does your company exceed 500 employees? [ ] yes [ ] no If yes, list # of employees: _________

c. Does your company primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied? [ ] yes [ ] no

d. Does your company take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice? [ ] yes [ ] no

e. Does your company supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to paragraph (b)(5) CFR 121.406. [ ] yes [ ] no If yes, what is the manufacturer’s name? ________________

Response Instructions:

1. Do not provide more than 8 pages, including cover letter page.

1. Submit your response via email to kenneth.finchum@va.gov

1. Submit your response NLT 08:00 (EST) on Tuesday August 11, 2026.

1. Mark your response as “Proprietary Information” if the information is considered business sensitive.

1. VA has identified the appropriate North American Industry Classification System (NAICS) Code 334118 Computer Terminal and other Computer Peripheral Equipment Manufacturing Please identify and explain any NAICS codes your company believes would better represent the predominant work included in the attached Statement of Work.

Sources Sought Notice Sources Sought Notice (End of Sources Sought)

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Sources Sought Notice

11. Statement of Work Background:

VA Salt Lake City currently prints a wide variety of materials in-house. Regularly ordered products include posters, signage, bound books, pamphlets, patient care educational materials, and internally used staff training materials. The capability to produce cost effective small batch and medium-sized orders with quick turnaround, greatly improves Veteran experience while maintaining a simple order/pick-up process for staff.

The Print Shop currently has one machine in operation and one that is inoperable and can no longer be repaired due to costs and availability of parts. This is the printer we are replacing. The Canon V800 will easily handle the workload of the obsolete printer and allow us to extend the life of the Xerox Versant 180 without excessive maintenance costs. In addition to increasing the output capacity of the print shop, this new machine will greatly improve quality and cost effectiveness. Improved quality and output will allow us to reduce our dependence on lengthy third-party orders, while cost effectiveness will save a considerable amount of money for the life of the machine.

The contractor shall also provide all personnel, material, equipment, supplies, tools, and non-personal services necessary to perform full-service preventive maintenance and repair services for the Government owned copier as defined in this Statement of Work (SOW). The contractor shall furnish all repair parts, labor, transportation, and supplies required to accomplish inspecting, cleaning, lubricating, adjusting, calibrating, vacuuming (if required), and repairing of equipment. Contractor shall maintain Government-owned equipment in the resultant contract at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

12. Requirements for Digital Press

12.1. Print Speed ( Simplex/Duplex):

12.1.1. Letter Up to 81 ipm

12.1.2. 11'' x 17'' Up to 40 ipm

12.1.3. 12'' x 18'' Up to 40 ipm

12.1.4. 13'' x 19'' Up to 38 ipm

12.1.5. 13'' x 30'' Up to 22 ipm

12.2. Scan Speed: (Letter, 300 dpi) Up to 270 ipm

12.3. Print Resolution: Maximum 2400 x 2400 dpi

12.4. Paper Capacity:

12.4.1. Standard Up to 1,650 Sheets

12.4.2. Maximum Up to 10,400 Sheets

12.5. Paper Size Standard

12.5.1. 3.9'' x 5.8'' to 13'' x 19.2''

12.5.2. Optional 5.5'' x 7.2'' to 13'' x 30''

12.6. Paper Weight Standards

12.6.1. 14 lb. Bond to 110 lb.

12.6.2. Optional 5.5'' x 7.2'' to 13'' x 30''

12.7. Automatic Duplexing Standard:

12.7.1. 3.9'' x 5.8'' to 13''x 19.2”

12.7.2. Optional 5.5'' x 7.2'' to 13'' x 30''

12.8. Envelopes:

12.8.1. #10 Business

12.8.2. Monarch

12.8.3. 6'' x 9''

12.8.4. 9'' x 12''

12.8.5. 10'' x 13''

12.8.6. DL

12.8.7. ISO-C5

12.9. Print Servers: PRISMAsync Print Server imagePRESS Server N500 imagePRESS Server P400 imagePRESS Printer Board

13. Requirements for Digital Press Service Contract: Along with the purchase of the Canon V800, the VA Salt Lake City HCS Office of Communication and Public Affairs (OCLA) will require a maintenance and service contract for the purchased Canon V800 in order to maintain the equipment in good working order and to be operationally ready. VASLCHCS would be charged per print with the average monthly usage as follows.

Black Impressions: 18,500 Color Impressions: 37,500

14. Period of Performance: The period of performance shall be for a base year beginning from the awarding of this contract around 8/01/2026 and ending 7/31/2027, with four additional option years.

15. General Safety Requirements: While in performance of the resultant contract, the contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA) and adhere to VAAR 852.237-70 Contractor responsibilities.

16. Security Requirements: A security clearance is not required for contractor personnel performing work during the maintenance service visits and when delivering consumable supplies. The designated contractor personnel will be required to contact the site manager at each location as identified as the POC upon arrival when reporting for service calls or delivering supplies. The contractor shall be responsible for the security of all organizational information.

The contractor shall not disclose or cause to disseminate any information concerning operations of Department of Veterans Affairs. Such action(s) could result in violation of the contract and possible legal actions.

All inquiries, comments, or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

17. Specific Tasks:

17.1. Service Calls: The contractor shall respond to service calls during normal working hours, Monday through Friday between 8:00 a.m. and 4:30 p.m. local, excluding holidays observed by the Federal Government. The contractor shall respond to verbal service calls and is expected to initiate the repairs within four (4) working hours after notification of malfunction. The response time on a service call starts when the service call is placed to the contractor. The service technician shall report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician shall contact the government’s designated representative and provide a detailed explanation as to why the equipment was not repaired and provide an estimated time for completion of the required repairs. The contractor shall complete the repairs and satisfactorily resolve the problem by effectively restoring the equipment to normal operating capability within 24 hours of responding or if part is not in stock then 72 hours.

17.2. Preventative Maintenance: The contractor shall provide, at a minimum, one quarterly preventive maintenance service call to ensure that all Government-owned equipment is maintained in fully operational condition. Contractor shall maintain the equipment in the resultant contract at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

17.3. Consumable Supplies: On or about the same day of each month, the contractor shall ensure that the printer is furnished with sufficient consumable supplies (excluding paper and staples) to produce a volume of copies equal to the levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

17.3.1. The contractor shall respond to verbal requests for additional consumable supplies under the following conditions:

17.3.2. The government’s designated representative may make emergency requests for consumable supplies verbally. Orders will state the quantity and type of consumable supplies required and the location and serial number of the copier for which the additional consumable supplies are being ordered.

17.3.3. The contractor shall deliver additional consumable supplies within a period of twenty-four (24) hours after receipt of verbal order.

17.3.4. Supplies from the contractor shall be delivered between 7:30 a.m. and 3:30 p.m. local time, Monday through Friday (excluding Federal holidays) directly to the copier location.

18. Contractor-Furnished Items and Services: The contractor shall furnish all personnel, materials, supplies including toner and developer, and equipment required to perform work under the contract, to include but not limited to, tools and expendable items apart from paper and staples.

18.1. The contractor shall furnish all personnel, materials, supplies including toner and developer, and equipment required to perform work under the contract, to include but not limited to, tools and expendable items with the exception of paper and staples.

18.2. The contractor shall provide a toll-free telephone number for service calls which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday MT.

18.3. Consumable Supplies: The contractor shall provide consumable supplies to include all parts, toner, developer, photoconductors, labor and all consumable items for the press identified.

18.4. In order to ensure the availability of consumable supplies, the contractor shall be required to establish and maintain a full stock of all such supplies as described. The Government shall not be responsible for either the inventorying or issuance of the contractor-furnished supplies.

18.5. Parts/Supplies Availability: The contractor shall have an inventory of parts in quantities sufficient to effectively service the resulting contract. The contractor shall have an internal inventory system and delivery system for the parts. The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance response times specified in paragraph 8.1 and the supply delivery times specified in paragraphs 8.3.3 and 8.3.4.

18.6. Personnel Qualifications: The contractor shall be required to provide fully qualified and manufacturer trained or certified service, delivery, and management personnel in sufficient numbers to actively and efficiently service and support the equipment in place during the contract period.

18.7. Contractor’s Unauthorized Work Performance: The contractor shall not perform work that deviates from contract requirements and specifications. If the contractor deviates from contract requirements and specifications without approval of the government’s designated representative, such deviations shall be at the risk of the contractor and any cost related thereto, shall be borne by the contractor.

19. Billing & Invoicing

19.1. Services performed under this contract will be billed in arrears quarterly.

19.2. The contractor shall provide an invoice that will include:

19.2.1. Contract Number (PO #)

19.2.2. Company Name and Address

19.2.3. Invoice Date

19.2.4. Invoice Number (Note: Each invoice must have a different Invoice Number).

19.2.5. Description of items/services provided as well as referencing the appropriate Contract Line Item Number (CLIN). This way the proper CLIN can be billed for the Invoice. To include number of black and white prints and colors.

19.2.6. Terms for any discount for prompt payment.

19.2.7. Name, title and phone number of company point of contact to notify in case of a defective invoice.

20. Security/ Internal Hard Drive: In reference to the Canon internal hard drives, if they malfunction the technician will pull and give to VA IT staff. The VA IT staff will dispose in accordance with VA regulations.

The contractor will not be on station or have access to any VA system or information. Therefore, the C&A requirements do not apply and a Security Accreditation

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CANON V800 PURCHASE AND FULL-SERVICE DIGITAL PRESS PREVENTIVE MAINTENANCE

Acquisition Sensitive