SOW-Copier NO SIGNATURE.docx

A. Purpose:

The purpose of this request is to contract lease and preventive maintenance for a total of 21 Multifunction Copiers that Print, Fax, and Scan at the Pawnee Indian Health Center at 1201 Heritage Circle; Pawnee, Oklahoma 74058. Annual lease based on a monthly rate for equipment of a type and quantity to meet the Health Center's needs for Copying, Faxing, and Scanning. Also included in this SOW will be the toner(s) per machine rated monthly at 92,000 black and white copies and 8,400 color copies and prints per month.

B. Responsibilities:

The contractor shall provide a total of 21 new multi-functional copiers that print, fax, and scan on a lease bases to the Pawnee Indian Health Center.

Contractor shall provide:

· A 4-hour response time for service calls and tickets, contractor shall promptly provide service loaners when needed in the event of a machine failure, and training upon request after delivery of loaner.

· Three types of units will be provided broken down as follows; 2 Large capacity color units, 4 Large B&W capacity units and 15 Medium B&W capacity units.

· Each leased unit shall be able to receive faxes to a network directory folder, as well as scan to a network destination and be able to Fax from desktop.

C. Specifications:

· The Center’s health system is RPMS/Electronic Health Record, and runs in a Mumps and Cache’ programming environment, copiers shall be able to interface with our RPMS Health systems and successfully print jobs from the mumps/cache environment, prior to entering an agreement.

Two Large Capacity Color Units shall meet the minimal specifications as stated below:

· Four 550 sheet drawers

· Saddle Stitch Finisher/ 65 sheet staple

· 2-3 hole punch

· Max paper size 12x18

· 500 GB hard drive

· Analog Faxing capability

· Right side exit tray unit to separate fax and print/copy jobs

· Copy, scan, and print speed up to 50 pages per minute

· Fax from desktop

· Scan and Fax to network directory and desktop

Four Large Capacity B&W Units. Shall meet the minimal specifications as stated below:

· Four 550 sheet drawers

· 3,000 stacking finisher

STATEMENT OF WORK

COPIER/FAX/SCANNING SERVICES

· 2-3 hole punch

· Analog Faxing capability

· Right side exit tray unit to separate fax and print/copy jobs

· Copy, scan, and print speed up to 50 pages per minute

· Fax from desktop

· Scan and Fax to network directory and desktop

Fifteen Medium Capacity B&W Units will meet the minimal specifications as stated below

· Two 550 sheet drawers

· Cabinet/Stand

· Analog Faxing capability

· Right side exit tray unit to separate fax and print/copy jobs

· Copy, scan, and print speed up to 35 pages per minute

· Fax from desktop

· Scan and Fax to network directory and desktop Contractor shall provide a monthly lease rate for individual units as defined by the above standards which the facility can request the quantity of units leased at any time during the contracted performance period. The facility will add additional units during the performance period as existing units reach the end of their operation life. Supply toner per machine rated monthly at 92,000 black and white copies and 8,400 color copies and prints per month.

D. Period of Performance:

Base plus four option years

During the period of performance, additional units of either specification may be added at a defined individual monthly rate.

E. QUALIFICATIONS OF CONTRACTOR PERSONNEL:

The Contractor shall assure that all equipment meets the facility set standard for operational capacity.

F. SPECIAL TERMS AND CONDITIONS:

Contractor shall maintain the security of patient data and comply with the Privacy Act of 1974. When equipment is replaced or exchanged either during the performance period or at the performance period end the hard drive of each unit will be removed and left with the IT Department of the Pawnee Indian Health Center.

Contractor shall sign in and obtain a visitor badge before starting work each day and sign out then return badge at the completion of work each day.

G. FAILURE OR INABILITY TO PERFORM SERVICES:

The Contractor shall submit a plan which outlines a course of action, should the vendor be unable to carry out the duties outlined within the contract.

H. EVALUATION OF EQUIPMENT:

Pawnee Indian Health Center shall periodically evaluate the performance and professional quality of the equipment in services. The Contractor shall make provision whereby unsatisfactory performance will be addressed in a mutually agreed upon manner.

The contractor shall perform quality assurance activities that are acceptable to the Pawnee Indian Health Centers IT department.

I. REFERENCE MATERIAL:

The vendor shall be required to develop familiarity and abide by current policies and procedures, and regulations when present on the campus of the Pawnee Indian Health Center.

J. EXTENT OF OBLIGATION:

The United States Government is obligated only for the authorized services listed in Item A and B. Any modification to this contract will require prior approval by the Contracting Officer before any additional obligations of the Government are incurred.

K. INVOICES:

An original invoice shall be submitted upon completion of services to:

Oklahoma City Area Indian Health Service Office of Financial Management Attn: Denise Karr 701 Market Drive Oklahoma City, OK 73114 With a courtesy copy to:

Pawnee Indian Health Center Attn: Amber Chavez 1201 Heritage Circle Pawnee, OK 74058

(918) 762-6614.

Vendor understands the Government pays only for the actual service performed.

The Vendor agrees to include the following information on each invoice:

1. Vendor name

2. Invoice Date

3. Purchase Order number

4. Description of services

5. Quantity of services

6. Cost

7. Payment terms

8. Where practicable, name, title, phone number, and complete mailing address of responsible official to whom payment is to be sent.