S02 - ATTACHMENT 2 - FINAL STATEMENT OF WORK - CANON PLOTWAVE 3500 MFP PLOTTER FOR WASHINGTON DC VAMC - 09-07-2023.pdf

B.2 STATEMENT OF WORK

STATEMENT OF WORK (SOW)

CANON PLOTWAVE 3500 MFP PLOTTER

1. Contract Title. The current OCE Plotwave 300 Plotter device is at its end of life for service and needs to be replaced.

2. Background. The current OCE Plotwave 300 Plotter device is at its end of life for service and needs to be replaced.

3. Scope of Work. The procurement shall include all parts, materials, labor, software/licenses, resources, and training required to implement and utilize the equipment/system to their fullest capacity. All items must be covered by manufacturer’s warranty and procured through a manufacturer-approved distribution channel. Distributers and resellers must be able to document ability to provide items through manufacturer-approved distribution channels upon request.

Must be able to integrate and be compatible with the existing OCE network system. This OCE network platform is compatible with Canon, and it has been previously approved by the Office of Information and Technology for use on the VA network and used by Facilities Management Service. Obtaining new product approvals is a lengthy process, 3-4 months once the Plotter has been delivered.

Canon is compatible with our computer network platform and does not require additional OIT approvals.

Vendor must be in our system (IFCAP) at the time RFQ will close to qualify for this solicitation.

Vendor must provide the authorized distributor letter if you are not the manufacturer to qualify for this solicitation.

Required Features:

1. Minimum 2-Roll Drawer(s) capacity.

2. Must have Print/Copy/Scan and multipage archivable B&W and Color Scanning capabilities using Image Logic functionality.

3. Must print a minimum of 4-6 D size plots per minute.

4. Must (B&W and Color) multipage capability.

5. Multiple document output formats (TIF, PDF, & CAL) scanning functionality.

6. Must have the capability to use of variety of Media (Bond, Vellum, Polyester and

3.5mil Film types).

7. Must have Top Delivery Tray.

8. Must be Windows 10 Enterprise OS Compatible.

9. Must be Energy Star 3.0 compliant.

10. Must be compatible with OCE network.

11. This OCE network platform is compatible with Canon.

12. Must be in our system (IFCAP) at the time RFQ (Request for Official Quote) will close to qualify.

13. It has been previously approved by the Office of Information and Technology for use on the VA network and used by Facilities Management Service. Obtaining new product approvals is a lengthy process, 3-4 months once the Plotter has been delivered. Canon is compatible with our computer network platform and does not require additional OIT approvals.

4. Specifications.

4.1 Equipment

Line-Item Description Quantity

Canon Plotwave 3500 MFP Plotter 1

5.1 Delivery.

i. All equipment shall be delivered to:

Washington DC VA Medical Center 50 Irving St NW Washington, DC 20422 ATTN: Milton L. McCall Jr., RM BH-110?

ii. Contract VA Purchase Order (PO) number shall be included with delivery information (e.g., packing slip).

Note: PO number starts with station code 688 followed by a letter and 5 digits (e.g., 688A12345)

iii. Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.

iv. Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information.

v. Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery.

vi. Delivery is required within 90 days from award of the contract.

5.2 On Site Procedures.

i. COVID-19 Screening: All persons entering the facility shall be subject to screening for COVID-19 per the current CDC (Center for Disease Control) guidelines.

ii. Mask Requirement: All contractors shall wear masks while indoors.

iii. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government Officials.

iv. Time spent on site shall be for a period sufficient to complete the work set forth in the statement of work.

v. On site visits shall be scheduled in advance with the designated on-site POC.

vi. Contractor shall check in and out with Biomedical Engineering prior to visiting the worksite for each day of work. (Include for medical equipment only)

vii. The VA campus is non-smoking. Contractor personnel are required to comply with this policy.

viii. Parking: it is the responsibility of the Contractor to park in the appropriate designated parking areas.

ix. Contractor personnel’s tool bags are subject to inspection.

5.3 Installation/Implementation.

i. Installation/Implementation will be completed by personnel certified and knowledgeable with the designated equipment/system.

ii. Installation shall be completed within the period of performance.

iii. Contractor shall be responsible for any Personal Protection Equipment (PPE) required when performing work on site.

iv. Contractor shall submit all removable media to be used on a VA system to

Biomedical Engineering for scanning with anti-virus software prior to use.

(Include for medical equipment only)

v. In the case turn-in, exchange, repair, or replacement of equipment containing hard drives used by the VA, the hard drives shall be removed from the equipment and remain in possession of the VA (this includes loaned or rented equipment).

vi. The contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer.

5.4 Training.

i. Contractor shall be responsible for providing training to clinical staff/users.

ii. Training is to be scheduled in advance with the designated on-site POC.

iii. Education shall be provided prior to and/or at time of installation.

iv. Education professional shall be certified to provide instruction on the designated equipment/system.

v. Education curriculum must include: operations and set-up, user maintenance, safety, and user troubleshooting tips.

5.5 Inspection and Acceptance.

i. Contractor shall conduct a joint inspection with the on-site POC upon completion of installation.

ii. In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation. The Contractor shall conduct a joint inspection with the on-site POC after addressing all deficiencies. All deficiencies identified in the joint inspections shall be corrected by the Contractor prior to Government acceptance of the item. Any disputes shall be resolved by the Contracting Officer.

5.6 Deliverables.

The Contractor shall provide the below documentation for the proposed equipment to

VHAWASEquipmentRequests@va.gov within 10 business days of work completion:

i. Service report.

mailto:VHAWASEquipmentRequests@va.gov

ii. Warranty information.

iii. Electronic copy of the Operators Manual.

iv. Electronic copies of the complete technical service manuals, including troubleshooting guides, necessary diagnostic software and equipment information, schematic diagrams, and parts lists.

5. Hours of Operation.

DC VAMC’s normal business hours are Monday-Friday, 8:00 am to 4:30 pm, excluding observed Federal holidays:

New Year’s Day Labor Day

Martin Luther King’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Juneteenth Christmas Day

Independence Day Any other national holiday as declared by the President of the United States

6. Period of Performance.

Delivery is expected within 60 days from contract award.

7. Invoicing.

Contractor shall submit a consolidated invoice monthly in arrears of the month for which services are being billed. One all-inclusive monthly invoice shall be provided, which shall contain an invoice number, contract number, obligations order number, and an itemized list of services provided. An acceptable master (all-inclusive) itemized list of services shall be agreed to between the Contractor and the COR prior to submission of the first invoice.

All invoices from the contractor shall be submitted electronically in accordance with

VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System (IPPS) – The VA Financial

Services Center (FSC) uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website to begin submitting electronic invoices, free of charge:

http://www.tungsten-network.com/US/en/veterans-affairs/.

More information on the VA FSC is available at: http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

To begin submitting your electronic invoices to the VA FSC for payment processing, free of charge, please contact Tungsten at the below phone number or email address:

http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.fsc.va.gov/einvoice.asp

Tungsten e-Invoice Setup Information: 1-877-489-6135

Tungsten e-Invoice Email: VA.Registration@Tungsten-Network.com

If you have a question about the e-invoicing program or Tungsten, please contact the

FSC at the below phone number email address.

FSC e-Invoice Contact Information: 1-877-353-9791

FSC e-Invoice Email: vafsccshd@va.gov

8. Contract Type.

Firm-Fixed Priced Contract

9. Evaluation Factors.

i. IAW SOW as specified in Scope or work and Required features.

ii. Price

iii. Must provide an Authorization Distributor letter if you are not the manufacturer.

iv. Must be in our system (IFCAP) at the time RFQ will close to qualify for this solicitation.

v. Must be able to integrate and be compatible with the existing OCE network system.

mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov