Print and Copier Support Services SOW for NLM-11-046-RSH.pdf

NBS Print & Copier Support Services

Statement of Work (Dated: 2/16/11)

BACKGROUND:

The overall objective of the NIH Business System is to facilitate the scientific mission of the National Institutes of Health by ensuring administrative and scientific support that is cost effective and provides accurate and timely information. The NBS’s charge is to implement business areas that currently makeup the Administrative Database. The scope of the NBS includes these business or “functional” areas: acquisition, travel, service and supply fund, supply, research and development contracting, property, and financial management. The NBS will be designed, developed and tested as a fully integrated facility that supports these functional areas and interfaces with other major NIH and

Departmental systems. “Best practices” i.e., those business processes determined to be most effective in the business community, were identified for the administrative areas at the NIH. Implementation will require configuration or changes to the new system that will adopt and integrate these best practices. Functional teams under the direction of a functional team manager have been established to oversee this effort. Functional teams will engage in a variety of duties including the design and configuration of the system, establishing workflow for the business processes, customization of the system (only if required and approved by the Steering Committee), defining system interfaces, and participation in pre-deployment and deployment activities.

PURPOSE:

The purpose of this proposed requirement is to lease print/copy block services at a high volume. These services are necessary to conduct official government business which ensures that the NBS Enterprise System continues its support the NIH administrative and scientific communities.

PROJECT DESCRIPTION:

The NBS currently leases two copiers and two printers from FreeState Copier Service

Corporation. The NBS has purchased 1.3Mill print/copy services which have sustained the NBS for approximately 5 years. The NBS currently prints/copies of about 52,000 pages monthly (624,000 annually). NBS requires the vendor to provide all devices, maintenance services, toner and all consumable costs relative to the required services and supplies, not including paper. Additionally the NBS intends to acquire a 2,205,370 print block.

TASK:

Black and White Prints

Color Prints

Toner

Maintenance of leased equipment

ADDITIONAL INFORMATION:

The print/copier machine should be able to print a minimum of 80 pages per minute (PPM) as well as include stapling & hole-punching.

The machine should have a scanning & networking kit.

PERIOD OF PERFORMANCE:

One 2-year base period (24 months from the date of award) along with three (3) additional 12-month option year periods.

Confidentiality of Information

In accordance with FAR 52.227-14(b), the Contractor shall guarantee strict confidentiality of the information/data that it is provided by the Government during the performance of the contract.

The Government has determined that the information/data that the Contractor will be provided during the performance of the contract is of a sensitive nature and cannot be disclosed in any manner.

The Contractor, in whole or in part, can only make disclosure of the information/data, after the

Contractor receives prior written approval from the Contracting Officer. Whenever the

Contractor is uncertain with regard to the proper handling of information/data under the contract, the Contractor shall obtain a written determination from the Contracting Officer.

Non-personal services clause

1. As stated in the Federal Register, Volume 57, No. 190, page 45096, dated September

30, 1992; Policy Letter on Inherently Governmental Functions, no personal services shall be performed under this contract. All work requirements shall flow only from the Project Officer to the Contractor's Project Manager. No Contractor employee will be directly supervised by the Government. All individual employee assignments, and daily work direction, shall be given by the applicable employee supervisor. If the Contractor believes any Government action or communication has been given that would create a personal services relationship between the

Government and any Contractor employee, the Contractor shall promptly notify the

Contracting Officer of this communication or action.

2. The Contractor shall not perform any inherently Governmental actions under this contract. No Contractor employee shall hold him or herself out to be a Government employee, agent, or representative. No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government. In all communications with third parties in connection with this contract, Contractor employees shall identify themselves as Contractor employees and specify the name of the company for which they work. In all communications with other Government contractors in connection with this contract, the Contractor employee shall state that he/she has no authority to, in any way, change the contract and that if the other contractor believes this communication to be a direction to change their contract, they should notify the Contracting Officer for that contract and not carry out the direction until a clarification has been issued by the Contracting Officer.

3. The Contractor shall insure that all of its employees working on this contract are informed of the substance of this article. Nothing in this article shall limit the

Government’s rights in any way under the other provisions of the contract, including those related to the Government’s right to inspect and accept the services to be performed under this contract. The substance of this article shall be included in all subcontracts at any tier.

EVALUATION CRITERIA:

Comparative Importance of Proposals

You are advised that paramount consideration will be given to the evaluation of technical proposals. All evaluation factors other than cost or price, when combined, are significantly less important than the technical factor. The relative importance of the evaluation factors are specified herein. However, the Government reserves the right to make an award to the best advantage of the Government, cost and other factors considered.

Technical Evaluation Criteria (Total Points – 100)

Factor 1 – Service Level of Quality - 50

The Offeror will be evaluated on how well the proposal meets the NBS project objectives, considerations, and constraints, and complies with NIH IT standards and guidelines. The offeror shall provide their approach to providing print/copy block service and maintenance. This factor includes the following items:

1. Turn-around time in providing maintenance of equipments. – 10 points

2. Ability to identify, diagnose and repair equipment. -10 points

3. Terms of maintenance services – 10 points

4. Terms of Supplies for equipment – 10 point

5. Ability to guarantee services – 10points

Factor 2 – Technical Experience - 30

The Offeror will be evaluated on its ability to provide qualified personnel with the appropriate knowledge, skills and certifications necessary to perform the work as described within the SOW. The offeror shall submit a narrative demonstrating its technical understanding and experience with providing high volume print/copy block services and hardware maintenance on print equipment in the Federal Government, specifically with supporting technical tasks specified in this statement of work.

Factor 3 – Past Performance – 20 Points

The evaluation of this factor will provide an indication of the Offeror’s ability to staff and manage activities similar in function, scope and complexity to the NBS requirements, and will indicate the likelihood of the Offeror’s success. This factor will be evaluated on the basis of:

1. Past Performance and Experience: The relevant past performance and experience of the Offeror and any proposed teaming partners will be evaluated to assess the

Offeror’s approach to and retaining a fully qualified workforce, while minimizing turnover. The evaluation of this factor will include an evaluation of the quality of the Offeror’s past products and services, its timeliness of performance, success in controlling costs, and the experience of its personnel. The Government prefers an

Offeror who shows a trend of successful past performance and experience in: (1) managing service support activities. The evaluation shall include an assessment of the Offeror’s ability to successfully manage complex, time sensitive operations.

2. Customer Satisfaction: A determination of customer satisfaction based upon information received from the Offeror’s past customers.