PWS-NVARNG Copier Maint Services 20230803.docx

PERFORMANCE WORK STATEMENT

Copier Maintenance at the Nevada Army National Guard (NVARNG)

1. Description of Services - This Performance Work Statement (PWS) defines the actions for the Contactor to provide all tools, labor, parts and transportation necessary to perform service maintenance on items in paragraph 2.2. The Government intends to award one single award Firm Fixed Price contract with a base year plus two option years for the maintenance and repair services on Government Owned digital multi-function devices/photocopiers. The primary North American Industry Classification Systems (NAICS) code is 811212. All services are non-personal in nature. The Government intends to award without discussions; therefore, the offeror's initial proposal shall contain its best terms.

2. Scope of Work - The Contractor shall provide all personnel, equipment, tools, material, vehicles, supervision, certifications, and other items and services necessary to perform on call service maintenance on the items in paragraph 2.2 at the specified locations in the Reno, Sparks, Carlin, Winnemucca, Fallon, Carson City, and greater Las Vegas areas of Nevada. Additionally, the contractor shall perform to the standards in-accordance-with this PWS. All common areas shall be kept clean and free from safety hazards. Any spills shall be cleaned in a timely manner.

2.1 Requirements - The Contractor to provide non-personal services to maintain and repair copiers for 12 months starting 01 September 2023 – 31 August 2028 (estimated), plus four 12 month option periods. Service will include tear down, inspect, clean, oil and replace all worn/defective parts with OEM parts and repair items. The maintenance plan includes all service calls, parts, drum units, imaging units, developer, color and black toner, and preventative maintenance kits. Because each machine has varying copy volumes, the Government will only consider a price-per-copy maintenance service plan without minimums or overages. The Government will award to a single contractor capable of servicing all specified locations throughout Nevada. Toner shall comply with EPA Comprehensive Procurement Guidelines, additional information can be found at http://www.epa.gov/osw/conserve/tools/cpg/products/toner.htm . The Contractor shall ensure that all technicians are trained and certified on all printing systems and equipment. Vendor shall provide, upon request, all certification documentation for technicians. Repairs must be in accordance with manufacturer and commercial standards. All alterations to equipment must be in accordance with Section 508 Compliance Clinger Cohen Act Requirements.

2.2 Government Furnished Equipment - The Nevada Army National Guard requires copier maintenance services on seventy-six (76) government-owned machines throughout the state. The majority of these machines are Canon Image Runner Advance models. The remaining (1) Kyocera machine is projected to be replaced with a Canon model within the next two years. A current listing of manufacturer and model information with location is provided and will be updated as applicable throughout the life of this service agreement. Maintenance is to be performed on an on-call basis for the following copier models; models may be replaced as needed, added or removed upon bi-lateral agreement with the Contractor. The estimated overall volume is 210,000 Black and White Copies per month and 10,000 Color Copies per month. Equipment being placed under this agreement shall be in good operating condition and shall be subject to inspection by the Contractor if desired, but at no cost to the Government. Equipment that requires an overhaul or repair will have the same completed, prior to the initiation of this agreement.

3. Performance - Reasonable Response to Service Request - The contractor’s response time on a service call starts when authorized Government personnel place a verbal request to the contractor for a service call or when a written request is received by the contractor for a service call, whichever is earlier. Service call work shall begin by the next business day from the time a service request is submitted, either verbally or in writing, Monday through Friday, 7:30am to 5:00pm, excluding holidays observed by the Federal Government. The service technician shall report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician shall contact the government’s designated representative and provide a detailed explanation as to why the copier was not repaired and provide an estimated time for completion of the required repairs.

4. Certification - The Contractor shall be factory certified so as no existing warranties will be voided.

5. Installation Access - The Contractor shall obtain appropriate base access for all employees and vehicle passes for all contractor and personal vehicles requiring entry onto NVARNG Facilities. Current vehicle registration, current proof of insurance and a valid driver’s license must be presented for all vehicles to be allowed access. See paragraph 10 for additional access requirements.

6. Physical Security - The contractor shall be responsible for safeguarding all Government property provided for contractor use. At the close of each work period, Government facilities, and equipment and materials shall be secured.

7. Performance Requirements Summary

Method Remedy

Vendor will update system software.

Train personnel on system updates if applicable.

Vendor will update system software.

Train personnel on system updates if applicable.

8. Maintenance Repair Log - The contractor shall provide and maintain a detailed log of any and all service performed on each individual piece of equipment covered under the agreement. The log must include the following information: model number, serial number, date work performed, description of work and parts installed. Contractor shall provide Section 508 information for any alterations to equipment. The log shall be provided to the Government on a monthly or quarterly basis when the Contractor invoices for services rendered. Acceptance will be conducted by the Contracting Office.

9. Repair Warranty - The contractor will warranty replacement parts provided under this contract in accordance with standard commercial practices.

10. Security Access Requirements for On-site Services:

Place and Performance of Services: The services will be performed at various Nevada Army National Guard locations throughout Nevada.

The Federal Government observes the following holidays:

New Year's Day Martin Luther King Jr. Day Washington's Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance.

AT Level 1 Awareness Training (AT): Security Requirements. All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 Awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the COR or KO (if a COR has not been appointed) within 45 calendar days after completion of training by all employees and subcontractor personnel. AT Level 1 awareness training is available at the following website: https://jko.jten.mil/courses/atl1/launch.html OPSEC: Security Requirements. Per AR 530-1, Operational Security, new contractor employees must complete Level 1 OPSEC training within 30 calendar days of reporting for duty. All contractor employees must complete annual OPSEC awareness training. OPSEC awareness training is available the following website: https://securityawareness.usalearning.gov/ Protection of Personally Identifiable Information (PII). The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

iWATCH Training. The contractor shall brief all personnel performing work under this contract on the local iWATCH program available on line at:

http://www.myarmyonesource.com/cmsresources/Army%20OneSource/Media/Videos/Family%20Programs%20and%20Services/iWatch_Program/iWATCH%2060_4streaming.wmv This training shall be completed within 30 calendar days of the contract award and within 30 days calendar days of new employees starting performance work under this contract, with the result reported to the Contracting Officer NLT 45 day after contract award or start date.

Technical Point of Contact/ Contracting Officer Technical Representative (COTR) is Mr. Kevin Costa:

Kevin Costa Data Processing Manager/ Chief, Services and Support Branch Nevada Army National Guard

COML: (775)887-7877 DSN:530-7877

FAX:(775)887-7839 CELL:(775)721-6998

kevin.d.costa.civ@mail.mil

(End PWS)