1._Statement_of_work.pdf

STATEMENT OF WORK

BEP Xerox Multi-Functional Maintenance Contract October 9, 2015

1. Contractor’s Services

1.1 Scope of Work

The Bureau of Engraving and Printing (BEP), CIO Directorate requires the Contractor to provide maintenance and support for One Hundred and Six (106) Xerox Multi- Functional Printers (MFP), that perform a variety of functions i.e. Copy, Print, Scan, Scan-to-E-Mail, (the Xerox’s have a separate device reader used for PIV access),they access the Network, and the Web. BEP intends to make a single contract award for maintenance and support for 106 Xerox MFPs physically located throughout three locations; the District of Columbia, Landover, MD and FT. Worth, TX. The requirements are as follows:

a. Maintenance and support for the One Hundred and six (106) MFP’s (82 MFP’s (DC), (1 MFP (Landover, MD) and 23 MFP’s (Ft. Worth, TX)

b. Volume - Approximate page count per month combined for all One Hundred and Six (106) MFPs Total: 866,761 pages

c. Monthly maintenance (once a month) to ensure that the MFP’s are in sufficient mechanical condition and continuing operation;

d. Provide new and original manufacturer’s parts and supplies or parts and supplies with quality and performance equal to those of the original manufacturer (including toner cartridges, developer, fuser, drums, rollers, circuit boards, and other necessary or optional parts and supplies, for repair and operations) and labor necessary to maintain the copiers and in satisfactory operational order;

e. When a service ticket has been generated regarding a Xerox MFP the vendor is expected to provide prompt preventative and remedial maintenance only during the specified business hours, Monday through Friday, 6:30 AM - 6:00 PM est.; Vendor will supply telephone support between the hours of 7:00 am – 7:00 pm est.

f. Xerox Certified Service Technicians are required;

g. Service to the MFP’s at the current locations of BEP 13th & C Streets, SW, 14th and & C Streets, SW Washington DC, 3201 Pennsy Dr, Landover, MD and 9000 Blue Mound Road, Fort Worth, Texas.;

h. Service response time within 24 hours of placing orders for services; with a response time of 1 hour.

i. On-Line web-based device manager software application that provides the ability to identify, view, and centrally manage Xerox network printers and multifunction printers within Microsoft environment. This software also provides a method to exchange information about the number of copies generated by each machine and a regular and timely monthly invoicing procedure providing sufficient detail regarding the location, level of use, applicable price, and invoiced cost for any particular machine; and

j. Resolution of any quality control (i.e. defective parts are replaced with certified Xerox parts not generic parts) or customer satisfaction issues (i.e.

was the Xerox Technician courteous and professional and was the Xerox MFP problem resolved to the customers satisfaction in a timely manner).

k. BEP can add or delete machines at any time during the contract.

i. BEP requires Pooling for B&W copies and per print/ copy charge for Color.

See Billing Section 1.2, Number 4.

m. Automated machine monitoring/controlling/reporting software (i.e. printer status, searching machines, troubleshooting, reset printers, etc.)

n. Maintenance and Support contract covers all the Xerox MFP hardware components inside and out along with any software used to operate the MFP’s with the exception of paper and staples for the machines. BEP will purchase paper and staples separate from this contract.

o. Contractor will maintain a service record on all Xerox MFP’s by tracking Model number, serial number, location (room #, building location) dates of service and types of services provided on each Xerox MFP.

Contractor shall provide a Quarterly Xerox Service Report listing the Xerox MFP Model number, serial number and location followed by dates of service and type of services rendered.

p. Before starting an onsite service job the Contractor shall note the Xerox machine settings. Upon completion of an onsite service job the Contractor shall return the Xerox machine settings back to previous settings setup by BEP, Not to the Default Settings.

1.2. Machines Included in Service Agreement

Location

Make/Model Number of Xerox MFP’s

13th &14th St. SW Washington, DC 20228

Xerox WorkCentre 7120 7

Xerox WorkCentre 7346 68 Xerox WorkCentre 7665 v1

Multifunction System

Xerox Printer/Copier 560 4

3201 Pennsy Drive, Landover, MD 20785

Xerox WorkCentre 7120 1

9000 Blue Mound Road Ft. Worth, TX

Xerox WorkCentre 7346 22

Xerox WorkCentre 7765 v1 Multifunction System

1.4 Period of Performance

This is a contract for Base period for one year and Two (2) Six (6) month Option Period which is for continuity of service for the One Hundred and Six (106) MFP’s:

Base Period: 10/25/2015 - 04/24/2016 Option Period 1: 10/25/2016 - 04/24/2017 Option Period 2: 04/25/2017 - 10/24/2018

2. Contractor’s Personnel

A. Contractor shall assign to this project only persons who have sufficient training, education, and experience to successfully perform Contractor’s duties. If BEP is dissatisfied with any of Contractor’s personnel, for any reason or no reason, Contractor shall replace them with qualified personnel.

B. Contractor shall cooperate with BEP if BEP wishes to perform any background checks on Contractor’s personnel by obtaining, at no additional cost, all releases, waivers, and permissions BEP may require. Contractor shall not assign personnel who refuse to undergo a background check. Contractor shall provide prompt notice to BEP of any person who refuses to undergo a background check.

3. Project Managers

The project manager is Cheryl Foster, IT Management Specialist, or designee, Bureau of Engraving & Printing, 13th & C Streets, SW, Room 711 A, Washington

DC 20228.

4. Billing

Xerox MFP’s requires pooling for Black/White and per print copy fee for Color prints/copies. BEP will be allowed up to 770,000 total number of black /white copies per month. There is no set number of black/white copies within the month as long as the total number at the end of the month is less than or equal to 770,000 copies. A meter read from each Xerox machine is taken and reported to the Contractor at the end of each month.

The Contractor shall produce a detailed billing Invoice. The Invoice will include the following information:

(1) Total number of B/W copies/prints billed monthly

(2) Total number of B/W copies/prints billed over the 770,000

(3) Total number and the Cost of the Color copies/prints billed monthly

Examples of BEP’s Usage for the following months:

August 2015: B/W - 426304 copies, Color: 325790 copies Sept. 2015: B/W- 205051 copies, Color: 111319 copies

** Volume of printing changes from month to month.

**Definition of pool – Number of copies/prints allowed between several machines within a month.

If the copies/prints go over the allowed amount there is an additional cost for each copy/print that is over.