Sources Sought SOW - Toner Replacement.pdf

Sources Sought

Statement of Work For

Toner Cartridge Replacement

This sources sought RFI is intended to identify contractors interested in receiving the Request for Quote when it is distributed. The information below (which is subject to change) is an overview of the requirements potential contractor will be expected to perform. The RFQ will contain additional information about printers and toner cartridges.

The Iowa Army National Guard (IA ARNG) has multiple brands and models of network printers placed in selected armories and facilities throughout the state of Iowa. The IA ARNG requires delivery of replacement toner cartridges and recycling of the used cartridges.

The toner cartridge replacement contract shall be one (1) base year of 12-months and two (2) 12-month pre-priced line-items.

All work shall be performed by certified technicians.

Contractor shall deliver and install replacement toner cartridge(s) within two (2) business day after request is received from the Unit POC. The following testing, light maintenance, and record keeping shall be performed after replacement cartridge(s) are installed:

Print quality Printer page count Cleaning of cooling fan Record page count for Monthly Report Identify printers that are in need of further repair/services and notify Unit POC

Replacement Cartridge requirements:

High-volume cartridge, if available for printer model Cartridges are one-for-one exchange Extra cartridges require prior approval by the Deputy Chief of Staff for

Information Management (DCSIM) on a case by case basis. Extra cartridges will be installed by the Unit POC.

All cartridges shall be guaranteed and free of defects and maintain print quality for the expected life (page count) of the cartridge o OEM or equivalent cartridges are acceptable o Remanufactured toner cartridges are preferred, but if not available, new toner cartridges made with recovered materials are acceptable

Contractor shall deliver replacement toner cartridge(s) between the hours of 0800 -1630 on Monday through Friday, except on recognized U.S. Federal Holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closures, or similar Government directed facility/installation closings.

Toner cartridge delivery locations include: Camp Dodge campus and Joint Forces Headquarters in Johnston, Iowa; Des Moines Air Base in Des Moines, Iowa; and IA ARNG facilities in Iowa City, Cedar Rapids, Waterloo, Fort Dodge, and Boone, Iowa.

Contractor shall provide phone support to DCSIM personnel, and to unit POC.

Contractor’s representative shall record caller’s name, call-back number, printer model, and location. Voice messages shall be returned in no less than four (4) hours.

Contractor shall only respond to calls requesting replacement toner cartridges; calls for technical support shall be routed through the G6 call center.

Contractor shall provide a monthly report, no later than five (5) business days after the end of each month to IA ARNG DCSIM representative.

Monthly report shall include the following information:

Type of printers serviced Printer name of machine serviced (Example: NGIAPRDCSIMHQ03) Page count of each machine serviced Date(s) of toner delivery and service Type of replacement cartridge, location, point of contact, and phone number of requestor

Environmental Protection Agency, Comprehensive Procurement Guidelines

Toner Cartridges:

Toner cartridges are used in laser printers, photocopiers, fax machines and microphotographic printers. When the toner cartridge is spent, it can be returned to a remanufacturer or the manufacturer to be refilled, refurbished and cleaned for resale.

EPA's Recovered Materials Advisory Notice (RMAN) recommends that procuring agencies establish procedures and policies that give priority to remanufacturing the agencies' expended toner cartridges. EPA recommends that, under such policies and procedures, agencies procure remanufacturing services for expended cartridges and, when such services are unavailable or not practicable, obtain remanufactured toner cartridges or new toner cartridges made with recovered materials from product vendors.

For more information on EPA's product research on printer ribbons, please see the Technical Background Document for RMAN II.