Attachment 1_PWS MFDs Service and Maintenance for LIHO.pdf

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

Service and Maintenance for Multifunctional Devices (MFDs)

National Park Service

Lincoln Home National Historic Site Springfield, IL 62701

1. BACKGROUND. Lincoln Home National Historic Site requires service and maintenance for nine (9) color digital Canon imageRunner (iR) multifunctional devices (MFDs) with a billing address of 413 S. 8th Street, Springfield, IL 62701.

2. SCOPE

a. The Contractor shall furnish all qualified labor, materials, transportation, and supplies, excluding paper and staples, throughout contract performance for service and maintenance of nine (9) color digital Canon imageRunner (iR) multifunctional devices (MFDs).

b. The MFDs are located in several buildings throughout a four (4) square block area within the Lincoln Home National Historic Site in Springfield, Illinois.

c. The locations and information on the MFDs, including model, serial no., address location, current meter reads and average annual copies made are found in Attachment 2. The average annual quantities captured exclude the usage numbers throughout calendar year 2020 as Park operations were suspended for a significant period of time due to the COVIDS-19 pandemic. MFD usage was greatly reduced in 2020, not the norm, and therefore not included in the averages.

d. The Contractor shall provide full preventative maintenance services, remedial repairs, conduct service calls, and provide MFD materials and supplies necessary to maintain the equipment in complete functional and operational condition as intended for daily business use and at the commercial quality industry standard.

3. PERIOD OF PERFORMANCE

a. The Government anticipates that the term of the contract will be for a base period of one (1) year, plus four (4) one-year option periods, not to exceed a total contract period of five (5) years. The options are not guaranteed and will be exercised at the Contracting Officer’s discretion. The base one-year period of performance is anticipated to begin on or about March 1, 2021.

b. Service Hours. The Contractor shall perform maintenance and repair services between the hours of 8:00 a.m. and 2:00 p.m. central time, Monday thru Friday; holidays excluded, unless otherwise requested by the Park representative for this contract. A schedule of the recognized holidays can be found at the following website: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

4. APPLICABLE DOCUMENTS. All maintenance and repair activities shall be in accordance with appropriate Canon imageRunner service manuals. It is the Contractor’s responsibility for the service manuals. User manuals are located within the same building/room where each MFD is located.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

5. TASKS

a. The Contractor is to provide the Park with phone numbers and/or electronic addresses where the Park can report needed service and the ordering of those supplies which are to be provided under the contract.

b. The Contractor is to respond to all service calls within 24 hours from when the Park places a service call, excluding weekends and federal holidays. [For example: (1) A service call placed by the Park on a Wednesday at 10:00 a.m., the Contractor shall respond to the site no later than 10:00 a.m. on Thursday at 10:00 a.m., (2) A service call placed by the Park on a Friday at 10:00 a.m., the Contractor shall respond to the site no later than 10:00 a.m. on the following Monday.] A listing of Park personnel authorized to request service and/or supplies will be provided to the Contractor after award.

c. The Contractor is to make delivery of supplies ordered by the Park within seven (7) calendar days from when the Park ordered the supplies.

d. In addition to the service calls placed by authorized Park personnel, Contractor is to also perform regularly scheduled maintenance and service, and make the repairs needed to maintain the equipment in complete functional and operational condition as intended for daily business use and at the commercial quantity industry standard. A maintenance and service schedule will be provided by the Park as requested by the Park’s authorized official.

e. The Contractor is to obtain and maintain necessary licenses to perform the work, and comply with federal, state, county and municipal laws, codes, and regulations pertaining to the products and services provided by Contractor under this contract.

f. Contractor is to comply with the Park’s policy regarding the wearing of masks while on the contract sites, and adherence to COVIDs safety and protection practices observed by the Park.

6. CONTRACTOR PERSONNEL. Contractor employees performing work on the MFDs at the contract site, will be required to show a current and valid driver’s license before being granted access to the building. In the absence of a driver’s license, the employee shall provide an alternate source of official identification such as a Contractor employee ID card with photo, name, and place of employment. All contractor employees must be a U.S. citizen or have a valid Immigrant Visa number, permanent resident card, or resident alien card authorizing he/she to work in the United States.

7. GOVERNMENT FURNISHED EQUIPMENT/INFORMATION. The Park will not issue any government property to the Contractor. The Contractor is responsible for providing all labor, equipment, materials and supplies necessary to fulfill the requirements of the contract.

8. CONTRACTOR QUALITY CONTROL PLAN. The Contractor is responsible for the management and quality control actions necessary to meet the quality standards set forth by the contract. The Contractor shall establish and maintain a Quality Control (QCP) to ensure that all requirements of the contract are met. A copy of the Quality Control Plan shall be submitted to the Contracting Officer within ten (10) calendar days from the date of contract award.

9. PERFORMANCE CRITERIA

a. The Park employee designated to the specific MFD in his/her office will document acceptable and unacceptable performance by the Contractor. When he/she considers the contractor’s performance to be substandard, the information will be reported to the Contracting Officer (CO). The CO may require the Contractor to explain, in writing, the cause of the substandard performance, any corrective actions the Contractor has already taken to obtain an acceptable level and any future corrective actions the Contractor will utilize to prevent unacceptable performance.

b. The Contractor will be required to meet with the Contracting Officer and Park personnel when requested by the Contracting Officer to discuss the Contractor’s performance, to include actual or potential problems. All parties shall make a mutual good faith effort to resolve any issues. All parties to the discussion shall review and sign written minutes of the meeting. Should the Contractor not concur with the minutes, the Contractor shall state any areas of non-concurrence in writing to the CO within seven (7) business days of receipt of the minutes.

10. PERFORMANCE REQUIREMENTS. The following summarizes the tasks, performance standard, monitoring method, and disincentives for not meeting performance standards.

Task Description Performance Standard

Method of Monitoring Disincentive

Requested Service Made by the Park

This PWS, paragraphs 2.d., 3.b., 4, 5.b., 5.e., and 5.f.

100% monitoring by Park placing the call and reported to CO.

No more than three

(3) nonconforming occurrences quarterly.

(1) Perform rework at Contractor’s expense within 24 hours.

(2) Equitable price reduction or adequate consideration as per FAR 52.212-4.

(3) CO takes corrective action, which may include termination.

Delivery of Supplies Ordered by the Park

This PWS, paragraphs 2.d., 3.b., 5.c., and 5.e.

100% monitoring by the Park.

No more than three

(3) nonconforming occurrences quarterly.

(1) Equitable price reduction or adequate consideration as per FAR 52.212-4.

(2) CO takes corrective action, which may include termination.

Perform regularly scheduled maintenance and service, and make the repairs needed

This PWS, paragraphs 2d., 3b., 4, 5.d., 5.e., and 5.f.

100% monitoring by Park placing the call and reported to CO.

No more than three

(3) nonconforming occurrences quarterly.

(1) Perform regular scheduled maintenance and service, and make repairs needed within 5 calendar days after notification by the CO.

(2) Equitable price reduction or adequate consideration as per FAR 52.212-4.

(3) CO takes corrective action, which may include termination.

11. GOVERNMENT REMEDIES.

a. All work shall be subject to inspection, approval, and acceptance by the Government. The Contracting Officer will compare the Contractor’s performance to industry standards and will not exclude common sense considerations as applied by the Contracting Officer. The CO will follow the requirements of FAR Clause 52.212-4, Contract Terms and Conditions – Commercial Items.

b. The Contracting Officer will consider work incomplete and/or non-conforming when any one or more of the following conditions exist:

(1) The Contractor did not perform any or all of the tasks of this PWS.

(2) Did not provide the supplies ordered by the Park.

(3) Contractor was untimely according to the standards set forth in this PWS.

12. INVOICES.

a. Invoices are to be submitted by the Contractor QUARTERLY.

b. Contractor is to submit a manual invoice to the Contracting Officer which captures the 3-month invoice period, each MFD (by serial number), beginning and ending period meter reads for color copies, and for black and white copies, cost per copy, and total cost for the period. All MFD’s are to be entered on one invoice.

c. Once the manual invoice has been reviewed by the Contracting Officer and found to be accurate, the CO will notify the Contractor to enter the invoice amount in IPP electronically through the U.S. Department of the Treasury’s Internet Payment Platform (IPP) at www.ipp.gov. The Contractor shall be registered in the IPP system before any invoices can be entered by the Contractor. The IPP system is at no charge to the Contractor. Once the invoice has been submitted by Contractor and approved by the Contracting Officer, payment shall be made to the Contractor by EFT deposit to the financial institution that Contractor has entered in the System for Award Management (SAM).

Contractor is to keep its financial institution account information current in SAM at all times so as to prevent invoices from being rejected and/or to prevent interruption in receiving timely payments.

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