S/m - copy machines | 304 - prov

COMBINED SYNOPSIS SOLICITATION
SERVICE & MAINTENANCE MULTI-FUNCTIONAL COPY MACHINES
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The government anticipates a single (all or none), firm fixed price award. A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier s quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer.
The solicitation number is 36C10E18Q9491. This acquisition is issued as a Request for Quote (RFQ).
The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-100 / effective August 22, 2018.
This procurement is being issued using TIERED EVALUATIONS set aside for SDVOSB/VOSB vendors. Reference the below listed Evaluation Addendum detailed in paragraph IX, for complete guidance on order of preference.
The applicable NAICS Code for this solicitation is 811212 with a Small Business standard of $27.5 million dollars.
The VBA Services Contracting Office requests responses from qualified sources capable of providing the following services:
Item Information
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
12.00
MO
__________________
__________________
BASE YEAR
SERVICE AND MAINTENANCE AS OUTLINED IN THE SOW FOR:
Ricoh MPC5000
S/N - V1305900002
4000 b/w copies per month
3500 color copies per month
Contract Period: Base
POP Begin: 10-01-2018
POP End: 09-30-2019
0002
12.00
MO
__________________
__________________
BASE YEAR
SERVICE AND MAINTENANCE AS OUTLINED IN THE SOW FOR:
Ricoh 4002SPG
S/N - C81038767 (Personal Tag W523G700183)
4000 copies per month
Contract Period: Base
POP Begin: 10-01-2018
POP End: 09-30-2019
0003
12.00
MO
__________________
__________________
BASE YEAR
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh MP5001G
S/N - V8010400022
2000 copies per month
Contract Period: Base
POP Begin: 10-01-2018
POP End: 09-30-2019
0004
12.00
MO
__________________
__________________
BASE YEAR
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh 4002SPG
S/N - C81038768 (Personal Tag W525G600170)
4000 copies per month
Contract Period: Base
POP Begin: 10-01-2018
POP End: 09-30-2019
0005
12.00
MO
__________________
__________________
BASE YEAR
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh MP3350G
S/N - M6385200750
2000 copies per copier per month
Contract Period: Base
POP Begin: 10-01-2018
POP End: 09-30-2019
1001
12.00
MO
__________________
__________________
OPTION YEAR 1
SERVICE AND MAINTENANCE AS OUTLINED IN THE SOW FOR:
Ricoh MPC5000
S/N - V1305900002
4000 b/w copies per month
3500 color copies per month
Contract Period: Option 1
POP Begin: 10-01-2019
POP End: 09-30-2020
1002
12.00
MO
__________________
__________________
OPTION YEAR 1
SERVICE AND MAINTENANCE AS OUTLINED IN THE SOW FOR:
Ricoh 4002SPG
S/N - C81038767 (Personal Tag W523G700183)
4000 copies per month
Contract Period: Option 1
POP Begin: 10-01-2019
POP End: 09-30-2020
1003
12.00
MO
__________________
__________________
OPTION YEAR 1
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh MP5001G
S/N - V8010400022
2000 copies per month
Contract Period: Option 1
POP Begin: 10-01-2019
POP End: 09-30-2020
1004
12.00
MO
__________________
__________________
OPTION YEAR 1
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh 4002SPG
S/N - C81038768 (Personal Tag W525G600170)
4000 copies per month
Contract Period: Option 1
POP Begin: 10-01-2019
POP End: 09-30-2020
1005
12.00
MO
__________________
__________________
OPTION YEAR 1
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh MP3350G
S/N - M6385200750
2000 copies per copier per month
Contract Period: Option 1
POP Begin: 10-01-2019
POP End: 09-30-2020
2001
12.00
MO
__________________
__________________
OPTION YEAR 2
SERVICE AND MAINTENANCE AS OUTLINED IN THE SOW FOR:
Ricoh MPC5000
S/N - V1305900002
4000 b/w copies per month
3500 color copies per month
Contract Period: Option 2
POP Begin: 10-01-2020
POP End: 09-30-2021
2002
12.00
MO
__________________
__________________
OPTION YEAR 2
SERVICE AND MAINTENANCE AS OUTLINED IN THE SOW FOR:
Ricoh 4002SPG
S/N - C81038767 (Personal Tag W523G700183)
4000 copies per month
Contract Period: Option 2
POP Begin: 10-01-2020
POP End: 09-30-2021
2003
12.00
MO
__________________
__________________
OPTION YEAR 2
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh MP5001G
S/N - V8010400022
2000 copies per month
Contract Period: Option 2
POP Begin: 10-01-2020
POP End: 09-30-2021
2004
12.00
MO
__________________
__________________
OPTION YEAR 2
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh 4002SPG
S/N - C81038768 (Personal Tag W525G600170)
4000 copies per month
Contract Period: Option 2
POP Begin: 10-01-2020
POP End: 09-30-2021
2005
12.00
MO
__________________
__________________
OPTION YEAR 2
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh MP3350G
S/N - M6385200750
2000 copies per copier per month
Contract Period: Option 2
POP Begin: 10-01-2020
POP End: 09-30-2021
3001
12.00
MO
__________________
__________________
OPTION YEAR 3
SERVICE AND MAINTENANCE AS OUTLINED IN THE SOW FOR:
Ricoh MPC5000
S/N - V1305900002
4000 b/w copies per month
3500 color copies per month
Contract Period: Option 3
POP Begin: 10-01-2021
POP End: 09-30-2022
3002
12.00
MO
__________________
__________________
OPTION YEAR 3
SERVICE AND MAINTENANCE AS OUTLINED IN THE SOW FOR:
Ricoh 4002SPG
S/N - C81038767 (Personal Tag W523G700183)
4000 copies per month
Contract Period: Option 3
POP Begin: 10-01-2021
POP End: 09-30-2022
3003
12.00
MO
__________________
__________________
OPTION YEAR 3
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh MP5001G
S/N - V8010400022
2000 copies per month
Contract Period: Option 3
POP Begin: 10-01-2021
POP End: 09-30-2022
3004
12.00
MO
__________________
__________________
OPTION YEAR 3
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh 4002SPG
S/N - C81038768 (Personal Tag W525G600170)
4000 copies per month
Contract Period: Option 3
POP Begin: 10-01-2021
POP End: 09-30-2022
3005
12.00
MO
__________________
__________________
OPTION YEAR 3
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh MP3350G
S/N - M6385200750
2000 copies per copier per month
Contract Period: Option 3
POP Begin: 10-01-2021
POP End: 09-30-2022
4001
12.00
MO
__________________
__________________
OPTION YEAR 4
SERVICE AND MAINTENANCE AS OUTLINED IN THE SOW FOR:
Ricoh MPC5000
S/N - V1305900002
4000 b/w copies per month
3500 color copies per month
Contract Period: Option 4
POP Begin: 10-01-2022
POP End: 09-30-2023
4002
12.00
MO
__________________
__________________
OPTION YEAR 4
SERVICE AND MAINTENANCE AS OUTLINED IN THE SOW FOR:
Ricoh 4002SPG
S/N - C81038767 (Personal Tag W523G700183)
4000 copies per month
Contract Period: Option 4
POP Begin: 10-01-2022
POP End: 09-30-2023
4003
12.00
MO
__________________
__________________
OPTION YEAR 4
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh MP5001G
S/N - V8010400022
2000 copies per month
Contract Period: Option 4
POP Begin: 10-01-2022
POP End: 09-30-2023
4004
12.00
MO
__________________
__________________
OPTION YEAR 4
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh 4002SPG
S/N - C81038768 (Personal Tag W525G600170)
4000 copies per month
Contract Period: Option 4
POP Begin: 10-01-2022
POP End: 09-30-2023
4005
12.00
MO
__________________
__________________
OPTION YEAR 4
SERVICE AND MAINTENANCE AS OUTLINE IN THE SOW FOR:
Ricoh MP3350G
S/N - M6385200750
2000 copies per copier per month
Contract Period: Option 4
POP Begin: 10-01-2022
POP End: 09-30-2023
GRAND TOTAL
__________________
The Department of Veterans Affairs, Veterans Benefits Administration, Providence VA Regional Office has a requirement for a 60-month service and maintenance contract to include all repair parts and all consumable supplies (except paper) for five (5) Government-owned Ricoh Multi-Functional Copy Machines.
Maintenance Service Agreement for Copiers- Maintenance service agreement consisting of preventative and repair (remedial) services. Preventative consists of those scheduled service calls necessary to maintain the equipment in first class operating condition (e.g., cleaning, lubricating, adjusting and replacing parts when needed. Repair (remedial) services consist of those unscheduled service calls necessary for repairs caused by fire, water, accident and fluctuations in electrical power or customer abuse. The Maintenance Service Agreement and Repair Service include the cost of labor, transportation, replacement/spare parts (excluding consumable operating supplies. The service and maintenance agreement to include toner supplies (except paper).
The VA intends to make a single (all or none), firm-fixed price award for a 12-month period with four (4) option years.
Performance Schedule: Base year award to start 10/01/2018 to 09/30/2019
Location: Department of Veterans Affairs / VBA
Providence VA Regional Office
Support Services Division
380 Westminster Street
Providence, RI 02903
FAR 52.212-1, Instructions to Offerors Commercial Items (JAN 2017), applies to this solicitation. The following provisions are added as addenda:
52.252-5 Authorized Deviations in Provisions (APR 1984)
852.252-70 Solicitation provisions or clauses incorporated by reference (JAN 2008)
852.270-1 Representatives of Contracting Officers (JAN 2008)
52.252-1 Solicitation Provisions Incorporated By Reference (FEB 1998). The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at:
http://www.acquisition.gov/far/index.html (FAR)
http://www.va.gov/oal/library/vaar/index.asp (VAAR)
FAR 52.212-2, Evaluation -- Commercial Items (OCT 2014), applies to this solicitation.
The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous and overall best value to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
1. Price
2. Availability to meet SOW requirements
3. Past performance
Availability to meet SOW requirements and past performance when combined, are less important than price.
Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
Basis for Award: Award decision will be based on the lowest evaluated price from the responsible offeror whose quote was responsive and found to be satisfactory. The Government intends to make a single award on an all or none basis to the offeror presenting the Best Value. All offerors shall have an active System for Award Management (SAM) Registration and be registered in the Center for Verification and Evaluation (CVE) to verify Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and Veteran-Owned Small Businesses (VOSBs). SDVOSBs and VOSBs who want to participate in the VA s Veterans First Contracting Program must be verified by CVE in order to be eligible for VA contract set-asides. DUNS numbers shall NOT in the Excluded Parties List System (EPLS), and are NOT listed on the List of Parties Excluded from Federal Procurement or otherwise ineligible to receive an award.
1) The Government will determine an Offeror s responsibility IAW FAR 9.104-1.
Project Approach Ratings Satisfactory/Unsatisfactory Ratings
Rating
Description
Satisfactory
Offerors proposal reflects a full grasp of the requirement and clearly demonstrates the ability to meet the minimum requirements of the solicitation.
Unsatisfactory
Proposal does not clearly meet the minimum requirements of the solicitation.
Past performance will be based on one or more of the following:
The contracting officer s knowledge of and previous experience with the supply or service being acquired;
Customer surveys, and past performance questionnaire replies;
The Government-wide Past Performance Information Retrieval System (PPIRS) at www.ppirs.gov; or
Any other reasonable basis.
c) Price- Evaluated to determine that the proposed price is fair and reasonable.
(i) Price Fair and Reasonable will be based in accordance with FAR Subpart 13.106-3(a)
(ii) A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
Addendum to 52.212-2 Evaluation Commercial Items - Method of Award Tiered Evaluations - Limited to SDVOSBs or VOSBs As follows:
Prospective SDVOSB/VOSB offerors must be a verified SDVOSB/VOSB concern in the VA Center for Verification and Evaluation (CVE) Veteran Information Pages (VIP) pages at the date and time set for receipt of offers.
Any award(s) resulting from this solicitation will be made using the following tiered evaluation process. Offers shall clearly record their business size and all business preference categories (i.e. SDVOSB, VOSB) on the cover page of the offer. As a minimum, this cover page shall also include the following: Business name, Address, DUNS Number, Name, phone number, and email address for the Primary Point of Contact, Tax Identification Number, and your GSA contract number if applicable to this service. This cover page is a mandatory element of your offer as the offers will only be reviewed in accordance with the below criteria:
In accordance with FAR Subpart 19.14 and PL 109-461, award under this solicitation will be made on a competitive basis first to an eligible Service Disabled Veteran Owned small business (SDVOSB) concern (FAR 52.219-1, Small Business Program Representations for small business size definition) who submits a responsive offer, provided there is adequate competition among such firms.
If there is inadequate competition for award to a SDVOSB concern, award will be made competitively to an eligible Veteran Owned Small Business (VOSB) concern. However, if only one quote is received from a SDVOSB concern at a fair and reasonable price that offers best value to the Government, then award will be made to that SDVOSB concern.
If there is inadequate competition for award to a VOSB concern or if none of the offers would result in award at a fair and reasonable price that offers best value to the Government, the solicitation will be canceled and resolicited as either a small business set-aside or an unrestricted procurement. However, if only one quote is received from a VOSB concern at a fair and reasonable price that offers the best value to the government, then award will be made to that VOSB concern.
Adequate competition shall be deemed to exist if
At least two competitive offers are received from qualified, responsible business concerns at the tier under consideration; and
Award will be made at fair market prices as determined in accordance with FAR 19.202-6.
Award will be made to the offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.
Pricing will be firm fixed price for each line item identified.
End of Addenda to FAR 52.212-2
FAR 52.212-3, Offeror Representations and Certifications Commercial Items (NOV 2017) applies to this solicitation. The offeror has completed the annual representations and certifications electronically via the System for Award Management (SAM) Web site accessed through http://www.sam.gov/portal. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ____NONE .
FAR 52.212-4, Contract Terms and Conditions Commercial Items (JAN 2017) applies to this solicitation. The following clauses are added as addenda:
52.217-9 Option to Extend the Term of the Contract (MAR 2000)
52.233-1 Disputes (MAY 2014)
52.252-6 Authorized Deviations in Clauses (APR 1984)
852.203-70 Commercial Advertising (MAY 2008)
852.219-10 VA Notice of Total Service Disabled Veteran-Owned Small Business Set-Aside (JUL 2016)
852.219-11 VA Notice of Total Veteran-Owned Small Business Set-Aside (JUL 2016)
852.219-74 Limitations on Sub-Contracting Monitoring and Compliance (JUL 2018)
852.232-72 Electronic Submission of Payment Requests (NOV 2012)
852.237-70 Contractor Responsibilities (APR 1984) Rhode Island
52.252-2 Clauses Incorporated by Reference (FEB 1998). The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at:
http://www.acquisition.gov/far/index.html (FAR)
http://www.va.gov/oal/library/vaar/index.asp (VAAR)
52.217-8 Option to Extend Services (NOV 1999)
52.232-18 Availability of Funds (APR 1984)
52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)
52.237-2 Protection of Government Buildings, Equipment and Vegetation (APR 1984)
52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (JAN 2018)
(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:
(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).
(2) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).
(3) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).
(4) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004)(Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).
(b) The Contractor shall comply with the FAR clauses in this paragraph (b), that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:
52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred,
Suspended, or Proposed for Debarment. (OCT 2015)
52.219-28 Post-Award Small Business Program Representation (JUL 2013)
52.222-3 Convict Labor (JUN 2003)
52.222-19 Child Labor-Cooperation with Authorities and Remedies (JAN 2018)
52.222-21 Prohibition of Segregated Facilities (APR 2015)
52.222-26 Equal Opportunity (SEPT 2016)
52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014)
52.222-50 Combating Trafficking in Persons (MAR 2015)
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)
52.225-1 Buy American Supplies (MAY 2014)
52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008)
52.232-34 Payment by Electronic Funds Transfer Other Than System for Award Management
(JUL 2013)
(j) EFT information. The Contractor shall provide the following information to the designated office. The Contractor may supply this data for this or multiple contracts (see paragraph (b) of this clause). The Contractor shall designate a single financial agent per contract capable of receiving and processing the EFT information using the EFT methods described in paragraph (c) of this clause.
(1) The contract number (or other procurement identification number).
(2) The Contractor's name and remittance address, as stated in the contract(s).
(3) The signature (manual or electronic, as appropriate), title, and telephone number of the Contractor official authorized to provide this information.
(4) The name, address, and 9-digit Routing Transit Number of the Contractor's financial agent.
(5) The Contractor's account number and the type of account (checking, saving, or lockbox).
(6) If applicable, the Fedwire Transfer System telegraphic abbreviation of the Contractor's financial agent.
(7) If applicable, the Contractor shall also provide the name, address, telegraphic abbreviation, and 9-digit Routing Transit Number of the correspondent financial institution receiving the wire transfer payment if the Contractor's financial agent is not directly on-line to the Fedwire Transfer System; and, therefore, not the receiver of the wire transfer payment.
(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: N/A.
N/A
The Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition.
The Government intends to award a firm fixed price contract resulting from this combined
Synopsis/Solicitation. All offerors must be registered in the System for Award Management (SAM) prior to award (www.sam.gov). Quotes are being requested and a written solicitation will not be issued. Paper copies of this solicitation will not be issued and telephone requests or fax requests for the solicitation will not be accepted.
Quotes must include company name, company DUNS number, company Tax ID number and point of contact information.
Company Name:
Company DUNS Number:
Company Tax ID Number:
Point of contact:
Telephone:
All responsible sources should submit quotes to Kimberly Tomasi via e mail: kimberly.tomasi@va.gov by Tuesday, September 18, 2018, @ 8:00 AM, EST.
Questions must be submitted via email to: kimberly.tomasi@va.gov by Thursday, September 13, 2018, @ 8:00 AM, EST.
For additional information, please contact the Contracting Officer, Kimberly Tomasi, by e-mail at kimberly.tomasi@va.gov.
STATEMENT OF WORK
Service & Maintenance
Multi-Functional Copier Machines
VA Regional Office
Providence, RI
BACKGROUND
The Department of Veterans Affairs Regional Office, Providence, Rhode Island requires a service maintenance contract for five (5) Government-owned Ricoh multi-functional copy machines.
DESCRIPTION OF SERVICES
The Department of Veterans Affairs, Veterans Benefits Administration, Providence VA Regional Office has a requirement for a 60-month service and maintenance contract to include all repair parts and all consumable supplies (except paper and staples) for five (5) Government-owned Ricoh Multi-Functional Copy Machines.
Maintenance Service Agreement for Copiers- Maintenance service agreement consisting of preventative and repair (remedial) services. Preventative consists of those scheduled service calls necessary to maintain the equipment in first class operating condition (e.g., cleaning, lubricating, adjusting and replacing parts when needed. Repair (remedial) services consist of those unscheduled service calls necessary for repairs caused by fire, water, accident and fluctuations in electrical power or customer abuse. The Maintenance and Service Agreement with Repair Service includes the cost of all labor, transportation, parts and toner supplies (except paper and staples).
The VA intends to make a single (all or none), firm-fixed price award for a 12-month period with four (4) option years.
SCOPE OF WORK
The selected contractor will be required to provide service and maintenance to include required personnel, materials, supplies, and equipment. The contractor shall furnish all personnel, materials, supplies, and equipment required to perform work under the contract, to include but not limited to tools and expendable items. The Flat-Rate Monthly Fee Copying Plan must include full service maintenance, preventative maintenance, repair parts, all operational/consumable supplies such as toner, dry ink, fuser oil, staples and other copier supplies for the copier, except paper for the following Government-owned machines listed below. The equipment listed below includes the quantity, model and serial numbers, output type and estimated shared monthly volume of the copiers Monthly copy allotment SHALL be included in Fixed Flat-Rate Monthly Fee Copying Plan (no estimated overages).
QUANTITY
MODEL #
SERIAL #
OUTPUT TYPE
ESTIMATED SHARED COPIES PER MONTH
1
Ricoh MPC5000
V1305900002
COLOR
B/W
3,500
4,000
1
Ricoh MP5001G
V8010400022
B/W
2,000
1
Ricoh MP3350G
M6385200750
B/W
2,000
1
Ricoh 4002SPG
C81038767 Personal Tag W523G700183
B/W
4,000 Shared copies per month with C81038768 Personal Tag W525G600170
1
Ricoh 4002SPG
C81038768 Personal Tag W525G600170
B/W
4,000 Shared copies per month with C81038767 Personal Tag W523G700183
SPECIFIC TASKS
Service Calls - The contractor shall respond to service calls during normal working hours, Monday through Friday, excluding holidays observed by the Federal Government. The contractor shall respond to verbal service calls and is expected to initiate the repairs within 4 working hours after notification of malfunction. The response time on a service call starts when the service call is placed to the contractor. The service technician shall report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician shall contact the government s designated representative and provide a detailed explanation as to why the copier was not repaired and provide an estimated time for completion of the required repairs. The contractor shall complete the repairs and satisfactorily resolve the problem by effectively restoring the copier to normal operating capability within 24 hours of responding.
Preventive Maintenance - The contractor shall provide, at a minimum, one annual preventive maintenance service call to ensure that the copiers are maintained in fully operational condition. Contractor shall maintain the copiers in at levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications.
Consumable Supplies - The contractor shall respond to verbal requests for additional consumable supplies under the following conditions: The government s designated representative may make emergency requests for consumable supplies verbally. Orders will state the quantity and type of consumable supplies required and the location and serial number of the copier for which the additional consumable supplies are being ordered. The contractor shall deliver additional consumable supplies within a period of twenty-four (24) hours after receipt of verbal order.
CHANGES TO THE STATEMENT OF WORK (SOW)
Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting officer shall be borne by the contractor.
PERIOD OF PERFORMANCE
The base year Period of Performance will be 12 months from contract award date with four (4) twelve (12) month option years. Base year of performance from October 1, 2018 to September 30, 2019 with plus four optional years as follows:
Base Year: October 1, 2018 to September 30, 2019
Option Year 1: October 1, 2019 to September 30, 2020
Option Year 2: October 1, 2020 to September 30, 2021
Option Year 3: October 1, 2021 to September 30, 2022
Option Year 4: October 1, 2022 to September 30, 2023
PLACE OF PERFORMANCE
Department of Veterans Affairs
VA Regional Office
Support Services Division
380 Westminster Street
Providence, RI 02903
SAFETY REQUIREMENTS
While in performance of the resultant contract, the contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and health Administration (OSHA) and adhere to VAAR 852.237-70 Contractor Responsibilities.
SECURITY REQUIREMENTS
Vendor will not have access to the VA Sensitive Information, patient records, or data. In addition, vendor must always be accompanied by a VA employee while on facility premises. The C & A requirements do not apply and a Security Accreditation Package is not required. No background investigation is required.
INVOICES
Contractor shall email invoices monthly, thirty (30) days in arrears to the email address listed on page one (1) block 18a that include the following information:
Contract Number and current year obligation numbers;
Company name, address and phone number;
Monthly Service & Maintenance rate;
Invoice number and date (note that each invoice must have a different invoice number).
GOVERNMENT-FURNISHED ITEMS AND SERVICES
The Government shall supply the paper and staples for the copier machines.
CONTRACTOR-FURNISHED ITEMS and SERVICES
Required personnel, materials, supplies, and equipment: The contractor shall furnish all personnel, materials, supplies, and equipment required to perform work under the contract, to include but not limited to tools and expendable items.
CANCELLATION OF SERVICES
The Government reserves the right to cancel whole or in part services or the entire task order. Cancellation will be communicated and executed by issuance of a supplemental agreement/modification to the Task Order in accordance with the terms and conditions of the purchase order.
FEDERAL HOLIDAYS
The Federal Government observes the following holidays:
New Year's Day,
Martin Luther King Jr, Day,
Washington's Birthday,
Memorial Day,
Independence Day,
Labor Day,
Columbus Day,
Veterans Day,
Thanksgiving Day,
Christmas Day.
GOVERNMENT POINTS OF CONTACT
VA Regional Office Providence
Carl Turcotte
Department of Veterans Affairs
VA Regional Office
380 Westminster Street
Providence, RI 02903
(401) 223-3723
Carl.Turcotte@va.gov
Contracting Officer
Kimberly M. Tomasi
kimberly.tomasi@va.gov.