Attachment_2_-_PWS_-_Xerox_Maintenance.pdf

Attachment 2 – PWS

FA4877-16-Q-0051

Performance Work Statement for

Xerox Copiers Routine and Emergency Maintenance

1.0. Description of Services. The contractor shall provide all parts, tools, equipment, materials, transportation, personnel, labor, supervision, and management to perform routine and emergency maintenance and repair services on 16 Xerox multifunction devices (MFD), located on the

AMARG complex at Davis-Monthan Air Force Base (DMAFB), Tucson, AZ.

1.1. Scope. The contractor shall provide routine maintenance and emergency repair services for the Xerox MFDs identified on Appendix 1. This includes the combined ability to print a total of

60,000 black and white and 10,000 color pages per month on the MFDs. The Contractor is responsible for providing all parts, toner and filters, as well as all needed repair services for covered devices (excluding paper and staples).

1.1.1. Routine Maintenance. The contractor shall perform on-site scheduled maintenance for all

MFDs in accordance with industry standards and equipment manufacturer’s recommendations.

1.1.1.1. Preventive Maintenance Inspection (PMI) Plan. The contractor shall develop and maintain a PMI plan that includes all of the required inspections, tests, and services, for all

MFDs listed in PWS Attachment 1 and equipment that is internal to each machine. The contractor shall submit the PMI plan to the Contracting Officer and the designated AMARG

POC for acceptance, no later than five workdays prior to the contract start date. A new plan shall be submitted five workdays prior to any option being exercised.

1.1.1.2. Preventive Maintenance. The contractor may be asked to clean all MFDs listed in PWS

Appendix 1. These requests will be submitted as a non-urgent repair calls. The cleaning requests will not exceed 4 requests per device per year. The contractor shall include quarterly software patch updates for each hardware item (or notification that there is no updated patch).

Additionally, the Contractor shall provide to the Government any critical patch updates or security updates for each maintained hardware item within five (5) business day of its release.

The contractor may increase the frequency of preventive maintenance, in an effort to minimize repair requirements, at the contractor’s discretion and at no additional cost to the Government. If at any time the contractor is unable to respond to cleaning or patch requirements, the contractor shall notify a designated AMARG POC.

1.1.2. Repairs. The contractor shall perform on-site repair services as required. Upon arrival to

DMAFB, the contractor shall contact a designated AMARG POC to provide a list of MFDs that require updating or preventative maintenance. For service calls placed by designated AMARG

POCs the repair person can proceed to the device location. Repair services shall be performed in accordance with industry standards and equipment manufacturers’ recommendations.

1.1.2.1. Repair Delays. If the contractor is unable to perform same-day repairs, due to circumstances beyond their control (e.g. awaiting parts), the contractor shall notify the AMARG

POC of the delay and provide an estimated repair date.

1.1.2.2. Repair Service Calls. Designated AMARG POC will place service calls to the contractor when equipment repairs are necessary. Calls will be divided into 2 categories:

Immediate Attention Requested (when the device is not functioning and is in a location with no reasonable alternative, or when print quality is at a level that is not acceptable for the documents generated), and Non-Immediate Request (print quality issues that are passable, a workaround is available, or if an alternative printer is available to users).

The contractor shall respond to Immediate Attention Requested service calls within four hours after receipt of the service call and work continuously until repairs are completed at no additional cost to the Government. Repairs will be done between the hours of 7:30 a.m. to 2:30 p.m., Monday through Friday, except Federal Holidays. The contractor shall acknowledge receipt of

Non-Immediate Requests within one (1) hour if placed via a web site, or e-mail. Subsequently the contractor shall provide a repair window for non-immediate requests that shall not exceed three (3) business days for the required service.

1.1.2.3. Service Call Authorization. Upon contract award, the Contracting Officer will provide the contractor with a list of Government personnel authorized to place repair service calls, and the contractor shall only accept service calls from authorized personnel. If the contractor receives a service call from anyone other than authorized personnel, the contractor shall advise the caller to contact authorized personnel. The Government will not be responsible for calls placed by individuals other than those authorized by the Contracting Officer.

1.1.2.4. Repair Service Report. The contractor shall provide a designated AMARG POC a legible service report prior to leaving the facility after completing repairs. The AMARG POC will sign the service report. Failure to provide a service report may result in delay of contractor payment. Service reports shall include the following information:

a. Type of service (e.g. routine, service call, PMI, equipment upgrade).

b. A description of all services performed during visit.

c. Working status of repaired equipment.

d. List of parts purchased and/or ordered, including part number and cost.

e. Suggestions for improvement and efficiency of exercise equipment operation

f. Signature and date of contractor personnel performing services.

1.1.3. Replacement Parts and Materials. The contractor shall purchase all parts and materials required to ensure the proper and safe operation of MFDs covered under this contract. Only new standard parts, or parts of equal quality, shall be used for repairs. The contractor shall provide the

AMARG POC an estimated date of repair for equipment awaiting parts.

1.2. General Information

1.2.1. Contract Manager. The contractor shall designate a Contract Manager (CM) and an

Alternate who are responsible for contractor-performed services. Upon contract award, the contractor shall submit the name and telephone number of the CM and Alternate, in writing, to the Contracting Officer. The CM and alternate shall have full authority to act for the contractor on all matters relating to daily execution of the contract. The CM or Alternate must be available by telephone between the hours of 7:30 a.m. to 2:30p.m., Monday through Friday, except Federal

Holidays.

1.2.2. English Language. All contractor employees must be able to read, write, speak, and understand English fluently.

1.2.3. Contractor Employee Conduct. The Government reserves the right to require removal from the installation any contractor employee who endangers persons or property, whose actions are inconsistent with professional conduct, whose continued employment is inconsistent with the interest of military security or who is found to be incapacitated or under the influence of alcohol, drugs, or other substances. Removal of employees for any reason does not relieve the contractor of the requirement to perform services specified herein.

1.2.3.1. Contractor Travel on DMAFB. Contractor employees shall not loiter in any working area before or after performing services. All contractor employees shall limit their travel on

DMAFB only to the specific areas required for performance of services or in travel directly to and from these locations. Upon completion of contract work, contractor employees shall promptly depart DMAFB.

1.2.4. Federal Holidays. The following federal holidays are observed at Davis-Monthan AFB.

The contractor is not required to perform services on federal holidays or the day set-aside for the holiday.

New Year’s Day Labor Day

Martin Luther King’s Birthday Columbus Day

Presidents’ Day Veterans’ Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

1.2.5. Safety. The contractor shall comply with all local, state and federal laws and safety regulations. Compliance with OSHA and other applicable laws and regulations for the protection of contractor employees is exclusively the obligation of the contractor, and the Government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such responsibilities. The contractor is responsible for furnishing contractor employees with all necessary personal protective equipment to perform services.

1.2.5.1. Work Area. The contractor shall, at all times, keep work areas free from accumulations of waste, rubbish, tools, equipment, and materials. Upon completion of the job or when away from the work site, the contractor shall leave the work area and premises in a clean, neat, safe and workmanlike condition. The contractor shall remove and properly dispose of all job related waste material.

1.2.6. Smoking in AF Facilities. Contractors are advised that the AF has placed restrictions on the smoking of tobacco products in AF facilities. AFI 40-102, Tobacco Use in the Air Force, outlines the procedures used by the commander to control smoking in our facilities. Contractor employees and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

1.2.7. Illegal Substances. Illegal substance possession and/or use will not be tolerated on any military installation, including DMAFB. This includes the use, possession, distribution, or purchasing of marijuana, even if it has been medically prescribed. The contractor shall ensure that contractor employees who have base access do not possess and/or use illegal substances. All contractors and subcontractors are required to adhere to all local, state and federal laws concerning possession and/or use of illegal substances. Contractors found to be in possession of illegal substances will be barred from the installation, and subject to arrest and prosecution by local authorities.

1.2.8. Security Requirements

1.2.8.1. List of Employees. Upon contract award, the contractor shall submit to the Contracting

Officer a list of contractor employee names, social security numbers, and driver’s license numbers, or other means of positive identification of all employees that will perform services on

DMAFB. Foremen, supervisors, and superintendents must be identified on the list of employees.

The contractor shall submit an updated list when an employee's status or information changes.

The name of any contractor employee that is terminated during the period of the contract must be reported to the CO in writing within one workday of the employee’s termination.

1.2.8.2. Safeguarding of Classified and Other Information. The contractor shall ensure that contractor employees do not notify, repeat, comment upon, disclose, or use in any way information seen, observed, or derived from documents or conversations of a sensitive or confidential nature overheard by them. The contractor shall comply with, and assume responsibility for compliance of this provision by its employees.

1.2.8.3. Pass and Identification Items. The contractor shall ensure the pass and identification items required for contract performance on DMAFB are obtained for employees and non-

Government owned vehicles.

1.2.8.4. Retrieving Identification Media. The contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires;

e.g. terminated for cause, retirement, etc, or upon contract completion. The contractor shall notify the Contracting Officer in writing when an employee departs, and return the employee’s identification to the office that issued it.

1.2.8.5. Traffic Laws. Contractor employees shall comply with all Davis-Monthan AFB traffic regulations and state traffic laws. Contractor employees are subject to random vehicle speed control checks. Failure to adhere to base traffic regulations may result in the loss of base driving privileges, debarment from the base, or other administrative action. The use of cell phones is strictly prohibited while driving on Davis-Monthan AFB, unless the phone is hands free. Seat belt use is mandatory for all drivers and vehicle passengers.

1.2.8.6. Random Personnel and Vehicle Searches. Contractor personnel are subject to random personnel and vehicle searches. If contractor personnel refuse to be searched, they will be denied entry to the base. Denial of entry to contractor personnel who refuse to be searched, or detention of personnel found to be in possession of contraband, may result in loss of base driving privileges, debarment from the base, or other administrative action. Detention of contractor employees for any reason does not relieve the contractor of the requirement to perform contract services.

1.2.8.7. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within their contractor owned vehicle or privately owned vehicle while on Davis-Monthan AFB.

1.2.8.8. For Official Use Only (FOUO). The contractor shall comply with DoDD 5400.07, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material. FOUO or FOIA material discovered by the contractor or contractor employees shall not be retained by the contractor and surrendered immediately to an appropriate DMAFB authority.

1.2.8.9. Reporting Requirements. Contractor employees shall immediately report to an appropriate DMAFB authority any information or circumstances of which they are aware that may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information.

1.2.8.10. Physical Security. Contractor employees are responsible for safeguarding all

Government property and controlled forms provided for the contractor’s use. At the end of each work period, the contractor shall secure all DMAFB facilities, equipment, and materials.

2.0. Services Summary

Performance Objective PWS Paragraph Performance Threshold

1. MFDs receive quarterly patch updates

(or AMARG POC is notified that no updates are needed), and requested device cleaning is completed.

1.1.1.2.

Receive no more than three valid complaints during any quarter during the contract term.

2. Respond to Immediate Action

Requested service calls within four hours after receipt of the service call and work continuously until repairs are completed.

1.1.2.2.

No more than 3 noted late responses for the contract period.

3. Respond to Non-Immediate Action

Requested service calls submitted within

1 hour after receipt of the service request and the work shall be performed and completed in no later than the following

3 business days.

1.1.2.2.

No more than 3 noted late responses for the contract period.

4. Provide a service report prior to leaving the facility after completing repairs

1.1.2.4.

No more than 5 of the reports to appropriate government contact for the contract period may be later than the specified time period.

3.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. Utilities. The Government will provide the contractor with a source of electricity.

3.2. Emergency Services. The Government will provide security forces services(call 228-4444, for emergencies only), and fire protection services (call 228-3333). There are no emergency medical services available on Davis-Monthan AFB, therefore the contractor must dial 911 for emergency medical services. When calling 911, tell the operator that you are calling from Davis-

Monthan AFB.

4.0 APPENDIXES

4.1 Appendix 1 – Multifunction Device Listing

4.1.1 Xerox Machines

MFD# Model Serial # Dig. ID Address Bldg

1 Xerox WPC 238 URT 103872 T-4143 6650 E. Prescott St

Tucson, AZ 85707

2 Xerox WPC 238 URT-103879 T-4140 6800 E. Prescott St

Tucson, AZ 85707

3 Xerox WPC 245 UTV-102444 T-4144 6726 E. Prescott St

Tucson, AZ 85707

4 Xerox WPC 245 UTV-101875 T-6495 6600 E. Irvington Rd

Tucson, AZ 85707

5 Xerox WPC 245 UTV-103252 T-4148 6958 E Irvington Rd

Tucson, AZ 85707

6 Xerox WPC 255 UTV-100728 T-6548 4815 S Wickenburg Ave

Tucson, AZ 85707

7 Xerox WPC 245 UTV-101489 T-4146 4950 S. Safford Ave

Tucson, AZ 85707

8 Xerox WPC 245 UTV-101863 T-4141 4860 S. Superior

Tucson, AZ 85707

9 Xerox WPC 255 UTV-101461 T-4147 5170 S Safford Ave

Tucson, AZ 85707

10 Xerox WPC 255 UTV-100600 T-4149 4860 S. Superior

Tucson, AZ 85707

11 Xerox Workcentre 7346 LXW472370 T-6300 4820 S. Wickenburg Ave

Tucson, AZ 85707

12 Xerox Workcentre 7346 LXW472782 T6301 4860 S. Superor Ave

Tucson, AZ 85707

13 Workcenter 7435 PBB097548N NA 4890 South Wickenburg Ave

Tucson, AZ 85707

14 Workcenter 7545 XKP065961 NA 4880 South Sedona

Street Tucson, AZ 85707

15 Workcenter 7545 XKP065658 NA 4850 South Wickenburg

Ave Tucson, AZ 85707

16 Workcenter 5755 XEH002575SN NA 4860 S. Superior

Ave Tucson, AZ 85707