Microfilm Machine Servicing SOW Attachment 1.docx

Statement Work Statement (SOW) Microfilm Machine Maintenance

Version 1 December 13, 2024

Table of Contents

C.1. Background The Internal Revenue Service (IRS), Kansas City Submission Processing Center, Input Correction, Files Area, (Name of Program Office), Kansas City, Missouri needs microfilm machine maintenance services. This office processes requests that includes retrieval, retention and retirement of tax returns and related documents including the servicing of requests that require review and retrieval of information stored on microfilm tapes. These offices provide timely and accurately processing of those requests. The equipment to complete this task must be reliable and high functioning microfilm machines. The processing of information is vital for handling taxpayer requests in the Submission Processing area of the Taxpayer Services division. There are two, (2), microfilm machines that are needing maintenance and repair.

C.2. Scope The scope of this project is to assess, repair and maintain microfilm machines. This maintenance will enhance efficiency, reduce friction, and align with best practices in both the public and private sections. The project aims to enable faster, more business-focused processing outcomes and to build internal capabilities to sustain continuous improvement.

The Contractor shall complete preventative maintenance agreement service calls on a quartlery basis. The Contractor shall be available to respond within 72 hours for repair service call.

Through a system of preventative maintenance and timely repair, (See 4.3), IRS patrons can be reasonably assured of obtaining readable digital scan from microfilm images equal to image quality viewed on screen without having to waste money making numerous unreadable copies from machine to machine.

The IRS intends to issue a time and materials contract in support of preventative maintenance, unscheduled maintenance and repairs service calls.

C.3. General Requirements It is expected that microfilm machines will operate as designed. In order to ensure the microfilm machines run properly, preventive maintenance is required by a trained, certified, and experienced technician. It is expected that the contractor will perform preventive maintenance on a quarterly basis and respond to any unscheduled maintenance and repairs service calls within 72 hours.

C.3.1 List of Equipment to be maintained The following two machines require maintenance and repairs:

Insert Location

C.3.3 Trained Staff The contractor shall have a trained, certified, and experienced technicians for equipment repair and preventive maintenance.

C.3.4 Service Schedule The contractor will dispatch a trained technician within 72 hours to provide support services during the specified hours listed below.

Support services shall be provided Monday through Friday (except for Government Holidays) during the hours specified below.

Government Holidays are: New Year’s Day, Martin Luther King, Jr’s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and Presidential Inauguration Day:

Wednesday hours of operation: 8:30 A.M. - 9:30 P.M.

Thursday hours of operation: 8:30 A.M. - 9:30 P.M.

Friday hours of operation: 8:30 A.M. - 5:00 P.M.

C.3.5 Not Permitted hours of performance The contractor shall not be permitted on IRS premises during the hours of 9:30 P.M. to 8:30A.M. The contractor shall not be permitted on-site on Government Holidays or during times when Federal employees are released from work early, such as when Federal employees are not required to report because of inclement weather conditions, furlough, or other unforeseen circumstances. The contractor will be given as much advance notice as possible in such circumstances.

C.3.6 Manufacturer Standards The contractor will maintain the equipment at standards set by the manufacturer.

C.3.7 Preventative Maintenance Schedule The contractor will perform preventive maintenance as required by the condition of the machine, but no less than every twelve (12) weeks for each machine.

C.3.8 Labor and Parts Repair The contractor will provide all necessary labor and parts to repair the covered equipment at the IRS with a minimum disruption to the IRS’s business. All equipment that is removed from IRS premises for repair will be returned (when repaired) to the location where it was removed, and reinstalled.

C.3.9 Employee Background Checks The contractor will conduct appropriate background checks on all employees involved in the contract to protect against theft and malicious damage to collection items, and make available to IRS security personnel, up-to-date records of such background checks on file with the contractor. All employees shall be regularly employed (preferably by the successful vendor) in the line of work for which they are used under this contract.

C.4. General Requirements C.4.1 Microfilm Equipment Maintenance Comment by Hall Mary Ann (Contractor): Need to check formatting on ToC for C.4.1

The Contractor shall provide certified microfilm technician(s) with sufficient training and experience to provide necessary resources, labor, and supplies needed to service and provide maintenance.

Contractor shall provide prompt remedial servicing and preventative maintenance:

1. Provide regular quarterly maintenance to ensure microfilm equipment is in sufficient mechanical condition and continuing operation to include production, storage, and retrieval.

1. Utilize new and original manufacturer’s parts and supplies; parts and supplies with quality and performance equal to those of the original manufacturer.

1. Perform prompt remedial servicing and preventative maintenance during business hours, Monday through Friday, 8:30 AM - 5:00 PM.

1. Provide prompt servicing within 72 hours of receiving a maintenance call.

1. Resolve any quality control or customer satisfaction issues promptly.

C.4.2 Safety The contractor is responsible for their own safety and will advise IRS staff of any additional safety requirements. Normal safety procedures will be followed taking into consideration location of equipment and reading room atmosphere.

C.4.3 Security The contractor must adhere to all IRS security protocols and offsite screening procedures. These requirements may change during the course of the contract and it is the responsibility of the contractor to stay in compliance with current regulations.

C.5 Performance at Government Sites If any of this effort is performed at specified government facilities, the contractor shall abide by Department of the Treasury Directive (TD) 71-10 regarding provisions for authorized entrance and exit at these facilities.

C.5.1 Security Policies If any of this effort is performed at specified government facilities, the contractor shall abide by Department of the Treasury Directive (TD) 71-10 regarding provisions for authorized entrance and exit at these facilities. Technicians shall be escorted while at IRS facility.

C.6 GOVERNMENT FURNISHED RESOURCES

The IRS does not anticipate providing any government-furnished resources in support of this contract.

C.7 TESTING AND QUALITY ASSURANCE

The COR or designated COR representative for the contract will check the completeness of the functionality of the microfilm readers and functions while the service technician is still on-site.

C.8 PERIOD OF PERFORMANCE

The period of performance for any resultant award will include a 12-month base period and four 12-montth options periods.

C.9 PLACE OF PERFORMANCE

Internal Revenue Service 333 W. Pershing Road Kansas City, MO 64108 image1.png