EDIS70425_SOW.pdf

State Controller’s Office RFQ-ITS Number DIS70425

Exhibit A

SCOPE OF WORK

A. Description of Services

The Contractor shall provide the State Controller’s Office (SCO), Disbursements Bureau (DISB) located at 3301 C Street, Suite 750, Sacramento, CA 95816 with one Xerox Primelink C9281XLS Color Production Printer and Fiery Standalone digital front end (DFE) server. The Contractor shall deliver, install, and provide system configuration, on-site training, and three years of software and hardware maintenance and on-call services.

Agreement Term

The term of this agreement shall be for three years, with the options to amend to add two one-year extensions and increase the cost at the originally agreed upon rates specified in Exhibit B, Attachment 1, Cost Worksheet, add time, and to add/delete equipment and services as deemed necessary by SCO.

The Contractor is cautioned that no services will begin until the Agreement has been fully executed. If services are performed prior to agreement approval, and the Agreement for any reason is not approved, all previous services performed by the Contractor is considered donated to SCO and no payment shall be made for that work.

Agreement Amount

The Contractor and SCO Contract Manager listed in Section D. Contacts, Item 2 are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum amount of the Agreement without an executed amendment.

B. Contractor Responsibilities

1. The Contractor shall:

a. Deliver and install one Xerox Primelink C9281XLS Color Production Printer with Fiery Standalone DFE Server.

1) Schedule delivery at least 24 hours in advance.

2) Confirm shipment and provide tracking information to the SCO Contract Manager shown in

Section D. Contacts, Item 1.

3) Deliver all components and necessary materials to the precise location of installation determined by the SCO Representative shown in Section D. Contacts, Item 1.

4) Responsible for labor and materials, unpacking, removal, and disposal of all packing and delivery materials.

b. Provide system configuration of the Xerox Primelink C9281XLS Color Production Printer with Fiery Standalone DFE Server with the following requirements:

1) Network Printer capable of supporting the following operating systems: Windows 10, Windows

11, and Windows 11 ARM64.

2) Production Ready Booklet Maker Finisher with Production Ready 2/3 Punch

3) One Tray Oversized High-capacity Feeder.

c. Provide quarterly onsite Preventive Maintenance (PM) Services.

1) Each PM shall include, but not be limited to:

a) Diagnostic tests,

b) Full inspection,

c) Adjustment,

d) Calibration,

e) Cleaning,

f) Vacuuming interior and exterior,

g) Oiling and/or lubing as needed,

h) Replacement of worn items.

2) Schedule each PM with the SCO Representative shown in Section D. Contacts, Item 1 at least 24 hours in advance. Upon completion, provide SCO with a complete written report of work performed and suggestions for any future work needed to ensure continued operation of the equipment.

d. On-Call Maintenance

1) Within 24 hours of request for service, provide on-site/on-call maintenance services, as requested, to keep the machines fully operational.

2) Replace part with original manufacturer (OEM) parts, new and of good quality, free from damage or defects. Such parts shall be replaced at no additional cost, except for those damaged due to misuse by SCO. Damaged or defective parts that are removed become the property of the Contractor upon inspection and approval by the SCO Representative shown in Section D. Contacts, Item 1.

3) Procure all parts necessary to keep the machine operational for the full term of this agreement.

4) If parts must be ordered, and the machine is not operational, ship parts overnight at no additional cost to SCO to ensure the machine is fully operational in the most expeditious amount of time possible.

5) If the equipment cannot be repaired to be fully operational, provide the SCO Representative shown in Section D. Contacts, Item 1 with an estimated time frame and any changes to that time frame as they occur until the machine is repaired.

e. Provide PM and on-call service technicians who are fully trained on Xerox equipment. Contractor shall guarantee that services shall be performed promptly, with diligence, and in a competent and professional manner to SCO satisfaction.

f. Perform services during normal SCO core business hours, Monday through Friday, 8:00 a.m. to

5:00 p.m. Pacific Time (PT), excluding weekends and State holidays. A list of holidays observed by the State may be found at http://www.calhr.ca.gov/employees/pages/state-holidays.aspx.

g. Training and Manual:

1) Provide on-site training to SCO staff for one week during SCO core business hours.

2) Conduct two daily training sessions: the first from 8:00 a.m. to 12:00 p.m. and the second from 1:00 p.m. to 5:00 p.m. The sessions shall accommodate up to eight SCO staff per shift.

3) The training curriculum must include:

a) Operational training, including the setup and adjustment of the printer.

b) The skill sets and procedures needed to perform day-to-day operations and utilizations of the printer.

4) Provide a daily operations user manual in both portable document format (PDF) and hard copy formats. Electronic delivery to disbdivcon@sco.ca.gov.

C. SCO Responsibilities

1. SCO shall:

a. Provide the Contractor with access to the facility and staff as necessary for the Contractor to complete the services identified in Exhibit A, Scope of Work.

b. Provide a representative who will monitor and inspect the quality of work and determine acceptability of work performed prior to contract payment approval.

c. Escort the Contractor at all times, while services are performed.

d. Adhere to the Contractor call-in protocol when calling to request remedial maintenance, including providing the machine model and serial number.

e. Perform problem determination and resolution activities suggested by Contractor.

f. Ensure SCO staff availability to attend training sessions.

D. Contacts

1. Direct all service inquiries to:

Disbursements Bureau

Contractor

Name: Name:

Address: Address:

Phone: Phone:

E-mail: E-mail:

2. Direct all contract management inquiries to:

Disbursements Bureau

Contractor

Name: Name:

Address: Address:

3. Direct all agreement inquiries to:

Contracts & Procurement Office

Contractor

Name: Name:

Address: Address:

4. Contacts may be changed upon written notice to either party without an agreement amendment.

Exhibit B

BUDGET DETAIL AND PAYMENT PROVISIONS

A. Invoicing and Payment

1. For services satisfactorily rendered, and upon receipt and approval of the invoices, SCO agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified in Exhibit B, Attachment 1, Cost Worksheet.

2. Itemized invoices shall be submitted on Contractor’s letterhead, not more frequently than monthly, in arrears, and include at a minimum:

Agreement Number DIS70425 Dates of Service Xerox Primelink C9281XLS Color Production Printer Description of Service Provided

If submitting electronically, send one PDF copy to: ADMAP@sco.ca.gov.

If invoices cannot be submitted electronically, please mail one copy to:

Departmental Accounting Office P.O. Box 942850

Sacramento, CA 94250-5877

Direct invoice inquiries to: ADMAP@sco.ca.gov.

3. Any invoices sent prior to the acceptance documentation will be formally disputed utilizing the state dispute process.

B. Budget Contingency Clause

1. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this agreement does not appropriate sufficient funds for the program, this agreement shall be of no further force and effect. In this event, SCO shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this agreement and Contractor shall not be obligated to perform any provisions of this agreement.

2. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, SCO shall have the option to either cancel this agreement with no liability occurring to SCO or offer an agreement amendment to Contractor to reflect the reduced amount.

C. Prompt Payment Clause

1. Payment will be made in accordance with, and within the time specified in, Government Code (GC) Chapter 4.5, commencing with Section 927 et seq.

D. Disabled Veterans Business Enterprise Subcontractor Authorization to Withhold $10,000

1. SCO is authorized to withhold $10,000, or full payment if less than $10,000, from a prime contractor’s final payment pending receipt of a complete and accurate Prime Contractor’s Certification – DVBE Subcontracting Report STD 817. The complete and accurate report must be received within 60 days of the Agreement expiration date.

Exhibit B, Attachment 1

COST WORKSHEET

(To be inserted upon agreement award.)

Exhibit C

INFORMATION TECHNOLOGY GENERAL PROVISIONS NON-CLOUD GOODS & SERVICES

Department of General Services (DGS), Procurement Division, Information Technology General Provisions Non-Cloud Goods and Services DGS PD 403-ITGP Non-Cloud (Revised 2/20/2025) shall be incorporated by reference only and made part of the Agreement as if attached hereto.

Department of General Services Procurement Division, Information Technology General Provisions Non-Cloud Goods and Services DGS PD 403-ITGP Non-Cloud (Revised 2/20/2025) can be viewed at:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required- Language-for-Solicitations-and-Contracts.

If you do not have internet access, a copy can be provided.