Attachment 1 - Statement of Work.docx

VHASLC Communications Service

STATEMENT OF WORK (SOW)

FULL-SERVICE PREVENTIVE MAINTENANCE

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 a Xerox V180B press (SN:1AB197300) that requires a maintenance and repair service contract in order to maintain the equipment in good working order and to be operationally ready. Average usage is as follows.

3). Period of Performance: The period of performance shall be for one year beginning 3/1/2026 and ending 2/28/2027.

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.

8.0) Billing & Invoicing:

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

8.2 The contractor shall provide an invoice that will include:

1. Contract Number (PO #)

2. Company Name and Address

3. Invoice Date

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

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.

6. Terms for any discount for prompt payment.

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

9. Security/Internal Hard Drive In reference to the Xerox 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 Package is not required.

Preventative Maintenance Service (Copier) Acquisition Sensitive