J075--Canon Large-Format Plotter Service Contract Full and Open

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SCOPE OF WORK

Canon Service Contract

Hampton VA Medical Center, Engineering Service

The contractor shall supply all transportation, labor, parts, materials, tools, specialized equipment, and technical expertise to service and maintain the following Canon Products at the Hampton VA Medical Center (VAMC) except for toner pearls and paper. Service will be in-accordance-with the provided Performance Statement of Work. The vendor shall possess the appropriate qualifications and credentials for working on the following Canon products.

Canon Product

Serial Number

Location

Colorwave 3600

493601457

Building 37, Room 212

OCE CW500

497000872

Building 11, Room 1

iPF8000S

AFP00881

Building 11, Room 8

WORK TO BE PERFORMED:

Maintenance and onsite labor: The contractor shall provide full maintenance and repair services (including both preventive and emergency break/fix repairs during normal working hours) and hardware/software/firmware updates.

PREVENTIVE MAINTENANCE

The contractor shall provide, at a minimum, annual service call to each piece of equipment as a preventive maintenance service to ensure that each Canon product furnished under the resulting agreement is maintained in fully operational condition. Contractor shall maintain the equipment in accordance with manufacturer specifications.

UNSCHEDULED MAINTENANCE

Repair service shall be provided to diagnose and correct equipment malfunctions. Repair shall consist of returning a failed component or system to full operational capacity. Repair service may include calibration, cleaning, adjusting, replacing parts, and intervening service calls necessary before or after regular services. All required parts will be furnished by the contractor.

SERVICE LABEL

Each machine shall be affixed with a label at the time of installation identifying a telephone number to call for service. The contractor shall have a toll-free number for receiving and tracking service calls.

RESPONSE TIME TO SERVICE CALLS

The contractor s response time on a service call starts when a verbal request to the contractor for a service call or a written request is received by the contractor requesting a service call, whichever is earlier. During normal working hours, the contractor shall respond to verbal or written requests for service calls within one (1) working hour of official notification. Service person shall be onsite within four (4) working hours of notification and will proceed progressively to completion without undue delay. The contractor shall repair or replace the malfunctioning part/s within ten (10) working hours after the verbal or written request for the service call.

THIS AGREEMENT DOES NOT INCLUDE SUPPORT OF THE FOLLOWING:

Supply and replacement of toner pearls.

Supply and replacement of paper.

SPECIAL WORK REQUIREMENTS:

HOURS: Services shall be performed according to specifications of Government point of contact and COR. The regular work hours for this facility are Monday through Friday 8:00am to 4:00pm excluding national holidays recognized by the Department of Veterans Affairs.

SPECIAL INSTRUCTION: The contractor's representative will schedule all work with the Engineering Department. Contractor shall drop off all service reports to the Engineering Department detailing the work performed. Failure to drop off service reports may delay contractor payment. All contractor personnel (without exception) must report to the Engineering Department, Bldg. 37-room 212, to sign in before any work is performed and return to the same location to sign out and turn-in the documented service report for the service performed.

NONCONTRACT CHARGES: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

PROPERTY DAMAGE: The contractor shall take all necessary precautions to prevent damage to any government property and will notify the Contracting Officer immediately if damages occur. The Contracting Officer will authorize the contractor to remedy the situation in one of the following ways: be assessed current replacement costs for damaged property, replace damaged property in a timely manner, or correct the damages with like materials at no additional cost.

IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police. The VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited on all VA grounds. Possession of weapons is prohibited.

PAYMENT: Payment shall be made monthly, in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The contractor shall provide a pencil draft of the invoice for review and approval before submission. No payment will be made if no work was completed during the period.

PERSONNEL QUALIFICATIONS: Contractor personnel performing under this contract will be fully qualified and competent for the equipment to be performed. The contractor shall have qualified management, service technicians and delivery personnel in sufficient numbers to service and support the requirements under this agreement within the specified response times. Failure to maintain sufficient qualified personnel to meet the required response times may result in termination for default. The contractor shall designate and identify a program/project manager who is authorized to make decisions to ensure that the agreement implementation and day-to-day operation is efficient and effective. All services for this contract must meet manufacturer performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), Joint Commission (JC), and VA Regulations. Contractor shall provide the appropriate service documentation at no additional expense.

SERVICE QUALITY: All services provided in this contract must meet manufacturers' performance and technical specifications, Federal Regulations, VA Regulations, and state and local regulations. The contractor shall document all maintenance and provide said documentation to the COR upon completion of each service action.

SECURITY REQUIREMENTS: Any contractor and/or subcontractor retained to do work for VA under this agreement that requires the access, use, storage, modification, or transmission of VA Sensitive Personal Information (SPI) must follow and adhere to the security controls, enhancements, compensating controls, protocols, regulations, and VA directions as the Contracting Officer (CO) shall direct, including, but not limited to those derived from the Federal Information Security Management Act (FISMA), OMB Circular No. A-130, and VA Handbook 6500/6500.6. The contractor must report any data breach according to the protocols and timeframes in HB 6500.

All contractors are responsible for following all applicable Rules and Behavior for Contractors including but not limited to:

Being escorted while on VA property.

Wearing clearly visible ID and/or contractor badge provided by the facility.

Not connecting their laptops or equipment on the VA Network.

Not connecting their laptop to a Canon Product without first disconnecting the Canon Product from the VA network.

PERIOD OF PERFORMANCE:

The period of service for the base year - Line Item 0001 of this contract shall commence on the date of award and continue for twelve (12) months, unless terminated earlier pursuant to the terms of this contract. This contract also includes four (4) additional twelve (12) month option periods to extend the contract if exercised by the Government.