Attachment A STATMENT OF WORK RFQ 36C26023Q0009.pdf

STATEMENT OF WORK

RICOH Maintenance and Service

1. Contract Title. Ricoh maintenance and service

2. Background. VA Puget Sound has Ricoh Copiers located at Seattle and American Lake campuses which require service, maintenance, and supplies. Ricoh equipment requires trained and qualified technicians to perform maintenance. This is a logical follow-on requirement.

3. Scope. .:

a) Contractor to provide cost-per-copy for on-site copier maintenance to include, but not limited to, preventative and repair (remedial) services, all labor, certified Ricoh Copier Service Technicians, travel, transportation, parts and components, test equipment, maintenance materials, tools, drums and supplies.

S/N # MODEL # LOCATION

G930Q910026 MPCW2201SP SEA BLDG 18 RM 115

C86286334 C9200 SEA BLDG 100 RM 418

C86280501 C7210SX SEA BLDG 100 RM 417

D289X920011 DD5450 SEA BLDG 1 RM 418

G930Q910039 MPCW2201SP AMLK BLDG 18 RM A110

• 50,000 per Quarter Overages for the Ricoh DD5450 Duplicator estimated at 2500 per quarter, for a total of 10,000 per year Overages to be billed quarterly.

• Ricoh Pro 9200 Color System Serial # 5019FB10028 Allowance 580,000 Color images and 70,000 B&W per Quarter POP B&W Overages for the Ricoh Pro 9200 Color System estimated at 2500 per quarter, for a total of 10,000 per year To be billed Quarterly Color Overages for the Ricoh Pro 9200 Color System To be billed quarterly

• Ricoh Pro C7210SX Color System Serial # C889LA00307 Allowance 330,000 Color per Quarter and 45,000 B&W per Quarter POP B&W Overages for the Ricoh Pro C7210SX Color System estimated at 2500 per quarter, for a total of 10,000 per year Black and White Overages to be billed quarterly Color Overages the Ricoh Pro C7210SX Color System To be billed quarterly .

• Ricoh MP CW2201SP Wide Format Serial: G930Q910026Ricoh MP CW2201SP Wide Format Serial: G930Q910039 Allowance 0 Color and 6,000 B&W per Quarter per device B&W Overages for the Ricoh MP CW2201SP Black and White Overages to be billed quarterly $0.030 estimated at 25 per quarter, for a total of 100 per year Color Overages the Ricoh MP CW2201SP to be billed quarterly estimated at 2,500 per quarter, for a total of 10,000 per year

• One Time Charge for Wide Format Inspection for MA Contract

b) The Vendor. Shall coordinate all requests through the VA COR,

c) The vendor shall ensure that a method is identified on how they intend to count copies to the COR prior to beginning service. Method will ensure accuracy and transparency.

d) Respond by phone to all service calls and provide unlimited times of on-site service during the hours stated in paragraph 4 (f).

e) Guarantee a reasonable amount of service uptime with a minimum of no less than

95%.

4. Specific Tasks. Responsibilities of work:

a) Materials and parts include but not limited to parts required for maintaining copier operation including toner and staples.

b) Only certified Ricoh trained service technicians shall be allowed to perform maintenance under this contract. Offeror shall provide copies of their technician’s certificates validating that they have been trained by Ricoh to the COR. After the contract has been awarded any new technician assigned to perform maintenance, under this contract, shall be required to provide their certification to the Contracting Officer prior to commencement of their work.

c) Repair (remedial) services: Consist of those service calls necessary for repairs not caused by fire, water, accident and/or fluctuation in electrical power or customer abuse. This will include other services necessary to maintain the equipment in first-class operating condition to include, but not limited to cleaning, lubricating, adjusting as part of a scheduled maintenance service and replacing parts when required. In the event the copier cannot be repaired, a "loaner" copier will be provided by the vendor, at no cost, not to exceed 30 days.

d) Cost of maintenance will be “cost-per-copy” set fee. The cost shall be associated with the models listed in 3 a). The fees are listed in the attached updated quote from Ricoh.

e) Quarterly invoices shall list each copier separately with service identification number

(SID) number, Serial number, model number, number of copies, beginning meter reading, ending meter reading, cost per copy/rate, and total quarterly cost. Invoices are to be submitted within 14 days at the end of the previous quarter.

f) Contractor shall provide a Customer Service Desk staffed Monday through Friday 8:00 a.m. to 5:00 p.m. except for Federal Holidays. Answering Machines and/or Answering Services or website are acceptable as long as a customer service representative is available during the above business hours.

g) Contractor shall affix a label indicating the name of the Contractor, a local contact telephone number/website and SID to be called for repair services. The Contractor shall remove any pre-existing labels other than the Government’s bar code equipment label.

h) Repair/Service procedures: The Government shall contact the Contractor’s Customer

Service Desk at the number provided and/or website, give the Contractor the SID of the Machine, and describe the problem with the equipment. The Customer Service representative shall provide the caller with a confirmation number, which acknowledges the call and will notify a technician who will follow-up for the repair/service.

i) Supplies: Toner and staples (if applicable) are part of this contract. The

Government is authorized to order a maximum of two (2) of each type of toner required (per machine) with each order submitted to the Vendor, in order to establish a backup for each color. The Government will contact the vendor at the number provided/website to place the order for supplies.

j) Response Time: Contractor shall provide a certified Ricoh Service technician on-site to commence repairs within 24 hours of the request. Service must be completed between 8:00 a.m. and 4: 30 p.m. In the event the technician is not able to complete the repairs during the initial visit to the site, the Government user will be notified of the reason for not completing the work. The technician shall disable the equipment to prevent further use and/or possible damage until repairs can be completed. Upon completion of repairs, the technician shall brief the Government user of the repairs accomplished and demonstrate that the repairs have been completed and obtain a signature from the Government user on the company’s repair or service order prior to departing the VAMC.

k) While on VAMC premises, contractor employees shall wear a visible picture identification badge and shall be escorted by VA staff.

l) The contractor will perform an annual inventory at least 30 days prior to the renewal of the option year, validating the serial numbers of the machines that are still in use and provide a copy of this report to the COR. The COR, in turn, will provide this to the Contracting Officer, who will attach it to the renewal contract.

5. Performance Monitoring

Perform quarterly verification of invoice by comparing the quarterly copier count with previous usage reports. If numbers are significantly out of the average range of previous usage, the COR will verify the invoiced copy count is accurate by contacting the service line to validate.

6. Place of Performance.

Maintenance and service 10/30/2022 – 10/29/2023 at:

• Seattle VA Medical Center, 1660 S. Columbian Way, Seattle WA 98121-2743

• American Lake Medical Center: 9600 Veterans Dr, Lakewood, WA 98498

Records Management Language for Contracts Required

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Privacy Officer Language for Statement of Work (SOW)

Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor and/or subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).

VA information should not be co-mingled, if possible, with any other data on the contractors and/or subcontractor’s information systems or media storage systems to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures comply with VA directive requirements.

Prior to termination or completion of this contract, contractor and/or subcontractor must not destroy information received from VA, or gathered/created by the contractor while performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor and/or subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.