36C25927Q0028.docx

Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Crystal Volmar crystal.volmar@va.gov

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs various Vet Centers and District Offices see section 2.1 for locations

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Sources Sought Notice

This is NOT a solicitation or request for quote (RFQ). This is NOT a request for proposal (RFP). This is NOT a job advertisement for hiring employees. The VA is seeking QUALIFIED VENDORS to provide a very brief response to this notice including only just what is asked for in this notice below. This is sources sought notice to industry and the only information is posted on Contract Opportunities web page at SAM.gov. Sources sought means seeking qualified vendors. The attachments included on the Contract Opportunities page do not include any additional information.

If your company is interested, please read this notice entirely and submit the required information, as requested herein.

Xerox Copier Maintenance Agreement

BRIEF SCOPE OF WORK

(This is for information only)

IMPORTANT NOTE: This Sources Sought is for market research purposes only (to determine the socioeconomic status of interested companies). No award will be made off this posting.

1). Scope of Work/Services: The contractor shall 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). Background: The Department of Veterans Affairs has Xerox C8055HG Multifunctional Devices that requires a maintenance and repair service contract to maintain the equipment in good working order and to be operationally ready with unlimited printing.

2.1 The Vet center locations are:

2.2 Xerox C8055HG Multifunctional Device serial numbers:

3). Period of Performance: The period of performance shall be for one year beginning 12/1/2026 and four (4) option years, ultimately ending 11/30/2031.

4). 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.

5). 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.

6.0). Specific Tasks:

6.1 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 48.

6.2 Preventive Maintenance: The contractor shall provide, at a minimum, one quarterly preventive maintenance service call to ensure that all Government-owned equipment are 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.

6.3 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.

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

6.3.2 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.

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

6.3.4 Supplies from the contractor shall be delivered between 8:00 a.m. and 4:30 p.m. local time , Monday through Friday (excluding Federal holidays) directly to the copier location.

7.0. 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 with the exception of paper and staples.

7.1 The contractor shall furnish a designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

7.2 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.

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

7.4. 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.

7.5. 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 4.1 and the supply delivery times specified in paragraphs 4.3.3 and 4.3.4.

7.6. 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.

7.7. 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.

IMPORTANT NOTE: This RFI (Request for Information) is for information only.

No award will be made from this RFI.

QUALIFIED VENDOR: A qualified source has the a) necessary equipment, vehicles, personnel, resources and current operations as well as b) recent experience (within past 3 years) of performing services of a comparable size, scope and complexity, AND c) OEM certified technicians to perform services with unrestricted access to the facility during inclement weather, as well as immediate access to OEM software updates. A qualified source also has current and valid registration in System for Award Management (SAM), https://www.sam.gov). A qualified source will also be able to comply with Limitations of Subcontracting pursuant to FAR 19.507.

Please communicate via e-mail to crystal.volmar@va.gov by 15:00 MST on October 30, 2026 as to your company’s ability to perform service per this brief Scope of Work.

If interested, please provide the following:

1. Provide company’s capability statement describing ability to provide equipment that meets or conforms to the salient characteristics listed above *include specification or brochure documents for confirmation of equivalent products*

2. Company’s business size in relation to NAICS 811210 and socio-economic category (SDVOSB/VOSB/WOSB/Large Business):

3. SAM UEI:

4. FSS/GSA contract # (if applicable):

5. Estimated lead time:

6. Where are the products manufactured/COO:

Only written responses, to items 1 through 6 above, will be accepted at this stage. Information is being gathered for market research purposes only. Industry exchanges and vendor teleconferences are at the discretion of the Contract Specialist. This is not a request for quotes.

DISCLAIMER: This is a Request for Information (RFI) from industry in accordance with Federal Acquisition Regulation (FAR) 15.201(e) and on the requirement, that exists for the VA Medical Center(s) identified in this RFI. This is not a request for quote and not a contract. This announcement is not a request for proposals; therefore, responses to the RFI are not considered offers and cannot be accepted by the Government to form a binding contract. This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responders are solely responsible for all expenses associated with responding to this RFI. No classified information should be included in the RFI response. Should you have concerns regarding this RFI you may request to contact the Contracting Office that will be assigned this requirement by emailing the sender of this RFI.

Questions must be addressed in writing to the Contract Specialist. Requests for VA-business sensitive information, to include VA budget information, VA acquisition planning information, acquisition methods, strategies and set-asides must be addressed via the VA FOIA process: https://www.va.gov/foia/

Thank you for your interest in doing business with the VA. To learn more about the VA Mission, Vision, Core Values & Goals visit https://www.va.gov/about_va/mission.asp

To understand the latest updates on the Veterans First Contracting Program visit https://www.va.gov/osdbu/verification/veterans_first_contracting_program_adjustments_to_reflect_the_supreme_court_kingdomware_decision.asp

To find out how to do business with the VA visit https://www.va.gov/osdbu/library/dbwva.asp

Sources Sought Notice

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Sources Sought Notice