GC26 - maintenance of three copiers

The Bureau of Reclamation seeks quarterly preventative maintenance and as-needed repair services for three Xerox VersaLink copier/printer devices located in Page, Arizona, with proposals due September 8 at 9:00 a.m. Eastern. This is a total small business set-aside.

Place of performance is three locations at Glen Canyon Field Division facilities in Page, Arizona: the Warehouse Office, Security Office, and Visitor Center Admin. The contract runs for a 12-month base year (October 1, 2026 through September 30, 2027) plus four optional 12-month option years exercisable at the Government's unilateral discretion. The three devices are one VersaLink C7020 (Serial 9TX080549N), one VersaLink C7030 (Serial 9TX079983N), and one VersaLink C7125 (Serial QPH235195), with historical monthly usage ranging from 25 to 3,722 color pages and 23 to 480 copied color pages depending on device.

The contractor must furnish all OEM toner, imaging units, drums, fusers, maintenance kits, and consumables (excluding paper). Annual preventative maintenance is required with a 95 percent monthly uptime standard per device. Response times are strict: service call acknowledgment within 60 minutes, on-site arrival within one business day for critical repairs (device completely inoperable) and within three business days for routine repairs. If repairs exceed five business days, the contractor must deliver a comparable loaner unit within two business days at no additional cost. Service is Monday–Friday, 8:00 a.m. to 5:00 p.m., excluding Federal holidays. The contractor must be authorized or certified to service Xerox VersaLink equipment using OEM parts.

NAICS 811210, PSC J074. Evaluation is best value tradeoff: technical approach (soundness of preventative maintenance and Xerox authorization), past performance (relevance and similarity in size and scope within the past three years, minimum two references), and price (total aggregate for base plus all four option years). Questions were due August 18. Amendment 0003 (posted September 2) changed preventative maintenance frequency from quarterly to annual and invoicing from quarterly to monthly.