SOW CANON Copiers.pdf

Department of Homeland Security (DHS) Customs and Border Protection (CBP)

Statement of Work CANON Copier Maintenance

1.0 BACKGROUND

The Customs and Border Protection, Rio Grande Valley Sector currently has a copier inventory of approximately 26 Canon copiers, and each copier requires maintenance. These machines are located at CBP offices throughout the Rio Grande Valley Sector. These copiers have been acquired through direct purchase from the Manufacturer. These copiers were previously maintained under a DHS Indefinite Delivery Indefinite Quantity Contract (ID/IQ) with the manufacturer that expired on January 26, 2011.

2.0 SCOPE OF WORK

The Contractor shall examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract in accordance with Original Equipment Manufacturer standards. The Contractor shall ensure that each copier operates as originally designed and installed.

2.1 Contract Type

Firm fixed price delivery order.

2.2 Period Of Performance

12 month period from time of award plus four (1) year option periods.

2.3 Place of Performance

The copiers are located at different locations. See attachment for addresses.

3.0 DESCRIPTION OF TASKS AND DELIVERABLES

3.1 Contractor shall examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract in accordance with Original Equipment Manufacturer standards.

3.2 Contractor will provide toner, toner excess bottle, and staples.

3.3 All supplies will be delivered within 48 business hours.

The contractor shall provide all Original Equipment Manufacturer (OEM) supplies, or compatible supplies that meet or exceed the OEM Standards that do not void any existing manufacturer’s warranty. Supply deliveries will be during normal business hours of 8:00 am to 4:00 pm Monday through Friday, excluding federal holidays.

4.0 SERVICE RESPONSE TIME

4.1 Contractor will respond telephonically within 1 hour of Government call for service to setup a site visit for repair of equipment. The equipment will be repaired within 8 business hours of initial call.

4.2 Copiers that cannot be repaired within 48 business hours, and it is anticipated the copier down time will exceed 48 business hours, a loaner copier will be provided by the vendor. The loaner copier must meet or exceed the capabilities of the copier to be replaced. A loaner copier will not be in place for more than 5 business days while the Government copier is repaired.

4.3 If a Government copier cannot be repaired, the Contractor will notify the Government in writing. The Government has the right to terminate the copier maintenance for the copier.

4.4 Copier service will be determined by a base copier allowance plus cost per copy for any overages of the base allowance. Attachment A will provide a description of each copier to include the serial number, and the requested base allowance.

4.5 The contractor shall not be responsible for failure to service machines for causes beyond its control e.g. natural disasters.

5.0 GENERAL INFORMATION

5.1 Disclosure of Information

5.1.1 Any information made available to the contractor by the government or its customers shall be used only for the purpose of carrying out the provisions of this contract. This information shall not be divulged or made known in any manner to any persons except as may be necessary in the performance of the contract.

5.1.2 In the performance of this contract, the contractor assumes responsibility for the protection of the confidentiality of government records.

5.1.3 The contractor will adhere to the requirements found in Part 24 of the Federal Acquisition Regulation, Protection of Privacy and Freedom of Information.

6.0 Technical Contact

6.1 Customs and Border Protection technical contact person or

Contracting Officer’s Technical Representative (COTR) will be Yvonne Hollenbeck. The COTR may be contacted at (956) 4964.

6.2 Contract administration matters will be handled by Contract Specialist, David Torres at (956) 289-4871.

7.0 Government Furnished Property

7.1 The Government will furnish utilities required to perform maintenance e.g. electrical.

8.0 Contractor Furnished Items

8.1 The contractor shall provide all labor, travel, equipment, supplies and materials necessary for the Government copiers to operate as originally designed and installed.

8.2 Contractor shall provide technically competent technicians that are authorized and certified to work on CANON Copiers.

8.3 Contractor personnel shall be identifiable by wearing a uniform or identification tag.

8.4 Contractor personnel shall maintain an acceptable standard of conduct, appearance, and integrity.

8.5 Contractor vehicles shall have the required Texas State automobile insurance.

8.6 Contractor shall furnish the Government a toll free number to request supplies and services throughout the duration of the contract performance period.

9.0 Procedures for Payment

9.1 Billing and Payment shall be accomplished by Government Purchase

Order. Payment will be made at Net 30.

Vendors shall submit all invoices by email or U.S. Mail.

Email: cbpinvoices@dhs.gov, and a copy to rgvinvoices@dhs.gov.

---------------------- OR ----------------------

2) U.S. MAIL: Submit original invoice copy to two (2) addresses:

DHS/CBP National Finance Center PO Box 68909 Indianapolis, IN 46268

Customs and Border Protection ATTN: Accounts Payable 4400 South Expressway 281 Edinburg, TX 78542-2621

NOTE: Failure to follow the above instructions may cause delays in payment.