Attachment 11_SOP Photocopying and Related Services.pdf

Section J, Attachment 11

Standard Operation Procedure

Photocopying and Related Services

1. General. The Contractor shall provide sufficient personnel for assignment to each print shop to include a variety of copying, collating, binding, stapling, equipment maintenance, and related functions. Below is complete list of print shop locations and the hours of operations:

LOCATION HOURS OF OPERATION

1100 L St., RM 9056 9:00 a.m. – 5:30 p.m.

450 5th St., NW RM LL111 9:00 a.m. – 5:30 p.m.

175 N St., NE RM 9513 9:00 a.m. – 5:30 p.m.

950 Pennsylvania Ave., NW 9:00 a.m. – 5:30 p.m.

JMD Copy Center, 950 Pennsylvania Ave., NW, RM B‐539 10:00 a.m. – 6:30 p.m.

2. Copying and Binding Services. Using duplicating and various binding equipment, the Contractor shall provide copying and related services to Department of Justice (DOJ) personnel that work at each location. Specific duties include, but are not limited to the following:

(a) Copy documents in the quantity requested and within the time frame specified by the requestor. Generally, the work should be accomplished by the delivery date as requested on Form DOJ‐2D. The operator shall prioritize jobs, especially emergency tasks.

(b) Collate, assemble, and staple or stitch together the copied documents into sets, booklets, or pamphlets as required.

(c) Contact requestor if delivery date cannot be met or to clarify any instruction or question in connection with a job.

(d) Upon completing a copying job, promptly call the requestor and inform him/her that the material is ready for pickup.

(e) Put the copied material on the designated pickup table in the print shop.

(f) Binding of documents should be completed as specified by the requestor, except for instances in which Justice Management Division rules and regulations prohibit their operators and/or Contractors from doing so. If this is the case, the Contractor shall provide assistance or direction to the requestor or recommend alternative course of action or person to contact, so that binding may be completed.

3. Equipment Maintenance and Supplies Inventory. While operating the copying machines and associated equipment, ensure that the equipment is in good working order and that adequate supplies are kept on hand. Perform routine maintenance on the machines and keep sufficient inventory of supplies as follows:

(a) At the beginning of each workday, fill the machines with paper, toner, and fuser oil as necessary. Clean the glass platen to remove any extraneous matter that may appear on copied documents.

(b) Continue to refill copier with toner and paper as necessary and clear paper jams when they occur.

(c) Follow individual print shop guidelines for reporting machines in need of repair.

(d) Monitor the level of supplies necessary for all of the equipment and submit supply orders to the designated individual for the print shop.

4. Reporting Requirements. The copy machine operator shall keep records and report on the following:

(a) Machine downtime log. Log time and date of machine problem, nature of problem, time service call was placed to equipment company and time equipment was repaired to a state which enables its usage again. Submit all machine downtime logs to the designated POC for the print shop.

(b) Supply request form. Complete a supply request form and submit it to the designated

POC for each print shop when additional supplies are required.

(c) Meter reading reports. At the close of business on each Friday and the last day of each month, record the meter reading on all copy machines. Once recorded, immediately submit all meter reading reports to the JMD Publications Section.

(d) Quick copy requisition DOJ‐2D. Review this form, which is submitted by the requestor, to ensure that all information is completed to enable the material to be produced accurately. Ensure that secondary customers fill in accounting cost center information before copying the job. Check if requestor desires pickup or delivery services. If delivery service is desired, ensure that deliver location is identified. If pickup is indicated, ensure that requestor’s telephone number is shown. Note job production completion time on DOJ‐2D. Record the correct production counts on the DOJ‐2D, if different from what the customer submitted. Keep a copy of all DOJ‐2Ds. Submit copies of all DOJ‐2Ds to the JMD Publications Management Section on the last work day of each month.

(e) Requests for overtime. Contractor shall complete and fax an overtime request to JMD

Publications Management Section prior to working any overtime. The overtime request should provide reason for the overtime, specific job(s) that will be worked on, specific client requiring the overtime work, and estimated number of overtime hours to complete the job. The employee shall notify Publications Management of the exact numbers of hours that were actually worked once the overtime job is completed.

5. End of Day Closeout. At the end of each workday, turn the machines off and secure supplies in provided cabinets. Arrange any unfinished copying/binding jobs in progress so that the work can be resumed the next day, and secure the print shop.