Draft Statement of Need.pdf

Statement of Need for Printer Maintenance Service Continental District – NCA, Lakewood, CO

Purpose: Is to provide printing capabilities for the Continental District -NCA at Lakewood, CO.

Scope or Mission: Contractor shall oversee the maintenance, supplies and repair of the RICOH networked printer/copier (RICOH MPC6004EXG Color Digital Copier)

Maintenance: Factory-recommended replacement of worn parts based on time or throughput on machine. Includes “preventive maintenance”. Does not include clearing of minor paper jams or configuring the system for network or computer communication. Includes vacuuming inside the printer/copier as needed.

Consumable Supplies: User-installable supplies such as toner cartridges, drums, etc., consumed to produce printer/copier output.

Repairs: The contractor action needed to affect the continued operation of the system in accordance with manufactures’ specifications. Includes diagnostics, providing and installing replacement parts, clearing persistent or severe paper jams, and correcting the cause any error message indicating an error in the machine.

POC: Point of Contact. Mr. Elton Wooten, he will initiate requests for maintenance, repairs or supplies and authorized or accept receipts of services and supplies furnished under this procurement.

Period and Place of Performance: This will be for the period from date of award through March 30, 2025, plus four option years, if exercised.

Background: The Continental District is required to provide guidance and supervision to 21 National Cemeteries thought 9 states.

The Continental District seeks maintenance and repair services for one (1) network printer/multi-functional device, and in conjunction with the maintenance service on site delivery of toner and other consumable supplies.

Performance objectives/required results:

The Contractor shall maintain the printer/copier in accordance with the manufacturer’s recommendations. All work shall be performed on-site unless specifically authorized. The Contractor is responsible for providing all maintenance and repairs for the networked printer/copier.

The Contractor shall provide an annual scheduled maintenance and periodic maintenance plan for the equipment. The Contractor shall provide recommendations for upgrade or replacement of equipment based on periodic maintenance and/or other factors based on the hardware manufacturer’s specification, provide a schedule for individual equipment billable replacement parts associated with period maintenance. The Contractor shall provide ‘maintenance kits’ for equipment upon arrival for periodic maintenance as specified by the manufacturer.

The Contractor shall respond to on-site service calls with qualified technicians within three (3) working hours, 8:30 am to 4:00 pm, Monday thru Friday, excluding National Holidays. The response time measurement starts when the Contractor receives the call from the POC or other authorized District employee.

Provide Repair Services

The Contractor shall provide repair cost estimates when a replacement part must be specially ordered. The Contractor shall perform all work on-site unless other arrangements are authorized in advanced by the POC.

Consumable Supplies

The Contractor shall provide all consumable supplies required for copying, printing and scanning for the equipment. Consumables shall consist of, and are not limited to, developer, printer heads, black and color toner cartridges, drums, etc. For the purpose of estimating costs, this is based on 3500 standard-size copies per month.

Meter Reading and Reports

The COR/POC shall be responsible for providing meter readings for the networked printer/copier. The Contractor shall outline its approach in tracking the number of pages used per the District and provide monthly reports for management review.

PERFORMANCE LOCATION

The location/site of performance is:

155 Van Gordon Street, Suite 510, 5th Floor Lakewood, CO 80228

DELIVERABLES

Where documents are required, the Contractor will provide electronic documents to the COR and/or POC using standard Microsoft Office Suite Applications, unless otherwise agreed to.

Specific Deliverables and Processes

Maintenance

Maintenance, defined as factory-recommended replacement of worn parts based on time or throughput on machine. Includes “preventive maintenance”. Machine may still be operable. Does not, clear minor paper jams or configuring system for network or computer communication. Includes vacuuming inside of printer as needed.

a) Need for vendor action is identified by any of the following:

(1) Contact initiated by POC/user.

(2) Contractor’s on-site inspection.

b) Need is addressed by contractor

(1) Schedule with POC an on-site visit to perform maintenance work.

(2) Perform maintenance work as scheduled.

(3) Record site visit including machine ID, date and work performed.

c) Fulfillment of need is recognized by POC

(1) Sign-off on successful completion of work performed.

Repairs

Repairs, is defined as needed actions that effect the continued operation of the system in accordance with manufacturer’s specifications or if the machine is not fully operable; Includes diagnostics, providing and installing replacement parts, clearing persistent or severe paper jams and correcting any error messages indicating a defect in the machine’s operation. Standard response time is three

(3) hours or less.

a) Need for vendor action is identified by any of the following:

(1) Contact initiated by POC/user.

(2) Contractor’s on-site inspection.

b) Identification by the POC or agreement whether high priority response time is required.

c) Need is addressed by Contractor

(1) Schedule with POC site visit to perform repair.

(2) Provides any necessary parts.

(3) Record site visit including machine ID, date and work performed.

(4) Records labor and parts to be invoiced.

d) Fulfillment of need is recognized by POC

(1) Sign-off on successful completion of repair, including labor time.

(2) Evidence of repair (e.g., test print of document, not test page) in hand.

Provide Consumable Supplies

Consumable Supplies, defined as user-installable supplies such as toner cartridges consumer in printer/copier output. Includes on-site delivery of ink/toner modules and replaceable print heads and drum kits. For the purpose of estimating costs, District will assume an average monthly allowance of 3500 copies for the networked printer/copier.

a) Need for Contractor action is identified by any of the following:

(1) Contractor verified estimate.

(2) By way of call by POC/user.

(3) By Contractor’s on-site inspection.

b) Need is addressed by Contractor

(1) Initiates delivery of supplies or consumables (ink/toner).

(2) Notify POC of expected delivery of supplies or consumables.

(3) Record bill of supplies or consumables to be invoiced.

c) Fulfillment of need is recognized by POC.

(1) Receipt of supplies or consumables.

(2) Sign-off on delivery receipt of supplies or consumables.

Operating constraints: The Contractor’s employees shall go through a security system and security guards which are located on the 2nd Floor of the Building.

Violations of VA regulations may result in citation answerable in the in the United States (Federal), District Court, not local district, state, or municipal court.