36C10D-24-SS-OTEDSX – Sources Sought – Copier Maintenance

All qualifying parties capable of and interested in providing either 1) maintenance, repair and support services indicated for the existing copier systems, or 2) leasing (comparable replacements) equipment to include maintenance, repair and support services of those systems are strongly encouraged to respond. 

PERFORMANCE WORK STATEMENT (PWS)

Outreach, Transition and Economic Development (OTED)

Copier Maintenance Contract

I.  GENERAL INFORMATION

A.  Description of Services – The Contractor shall perform all preventative, operational, and corrective maintenance of the copier/printer/facsimile (fax), machine/multifunction devices (MFDs) listed in this contract, in accordance with the copier/MFD manufacturer’s recommendations, standards, and practices. Additionally, the Contractor shall provide equipment, tools, parts, operational and consumable supplies (except for paper), and trained labor necessary to maintain, repair, and ensure continuous operation of the copiers/MFDs.

The OTED has three multifunctional devices as outlined below:

1. Model: Savin MP C8002SP, Two (2) each
2. Xerox C70 (Color). One (1) each

B.  Location of Services – All services shall be performed and completed at: Veterans Benefits Administration (VBA)

Outreach, Transition and Economic Development

1800 G Street, NW, 4th Floor/5th Floor

Washington, DC 20006.

C.  Hours of Operation – Services shall be provided Monday through Friday, during OTED core business hours, which are between 8:00 a.m. and 4:00 p.m. Eastern Standard Time.

D.  Federal Holidays – The Contractor shall not perform maintenance services during Federal government holidays (opm.gov), which are as follows: 

     Holiday/Projected Date:

• New Year’s Day / January 1
• Birthday of Martin Luther King, Jr. / 3rd Monday in January
• Presidents Day (Washington’s Birthday) / 3rd Monday in February
• Memorial Day / Last Monday in May
• Juneteenth / June 19th
• Independence Day / July 4
• Labor Day / 1st Monday in September
• Columbus Day / 2nd Monday in October
• Veterans Day / November 11
• Thanksgiving Day / 4th Thursday in November
• Christmas Day / December 25

II.  PERIOD OF PERFORMANCE

The period of performance shall be a base period of 12 months and three (3) twelve-month option periods. The option periods of this contract may be exercised in accordance with Federal Acquisition Regulation (FAR) clause 52.217.9, Option to Extend the Term of the Contract (MAR 2000). The period of performance under this contract shall commence with the effective date of this contract.

III.  TASKS

Task 1 – Fulfill Contract Administration Requirements

1. Attend Kick-off Meeting – The Contractor shall meet with the OTED representative to review Quality Assurance Surveillance Plan (QASP) (section IV), deliverable schedule, and payment schedule for the contract. The Contractor shall meet with the OTED representative in person, at the location listed under section I.B above and include the COR via video conference/teleconference. The meeting shall occur within seven (7) calendar days after the effective date of the contract. The COR will provide the meeting agenda and meeting access information.
2. Monthly Meetings – The Contractor shall provide reports identified in PWS Task 6 to the COR via email.  The COR will schedule a meeting with the Contractor if there are any concerns with the efficiency and effectiveness of copier/MFD maintenance services to the copiers/MFDs noted within this contract. If a meeting is required, the COR will provide the meeting agenda and meeting access information.
3. Provide Annual Copying Allowance – The Contractor shall include:
   1. Savin MP C8002SP: Monthly 10,000 (120,000 annual) black and white (B&W) copy allowance and a monthly 5,000 (60,000 annual) color copy allowance per copy machine. The Contractor shall include 1,000 in overages for B&W copies and 500 in overage for color copies per month, billed at an overage rate per copy per copy machine.
   2. Xerox C70 (Color): Monthly 10,000 (120,000 annual) black and white (B&W) copy allowance and a monthly 5,000 (60,000 annual) color copy allowance.

        4. Submit Invoices after Delivery of Goods or Services – The Contractor shall electronically submit invoices, within the invoice processing system designated for use by the VBA, no more than 28 days after services have been rendered to OTED. Invoices are to be submitted according to the guidelines outlined in                the contract and as indicated by the Contracting Officer. Invoices should clearly delineate goods and/or services provided, the cost per good or service, the timeframe in which the goods or services were provided, the contract name and number, and the overall cost of the goods or services provided.

Task 2 – Provide Preventative, Operational, and Corrective Maintenance

1. Respond to Repair Service Requests – The Contractor shall respond either telephonically or via email to routine repair calls within three (3) business hours and emergency repair calls within two (2) business hours of the COR’s request for any copier/MFD repairs or services. The COR will inform the Contractor whether the call is for a routine repair or an emergency repair. The Contractor’s response to calls shall occur during the core business hours noted within this PWS. If all or part of the response timeframe is outside of core business hours, the Contractor shall call the next business day’s core business hours.
2. Provide Preventative and Operational Maintenance – The Contractor shall perform all preventative and operational maintenance required to ensure that the copiers/MFDs remain fully operational, in accordance with the manufacturer’s recommendations and all commercial standards and practices. Preventative and operational maintenance shall include, but is not limited to, running diagnostics and providing written recommendations for the displacement, upgrade, or replacement of the copiers/MFDs, as well as equipment, parts, and consumable supplies excluding supplying paper.
3. Provide Repair and Corrective Maintenance – The Contractor shall perform all repair and corrective maintenance required to ensure that the copiers/MFDs remain fully operational, in accordance with the manufacturer’s recommendations and all commercial standards and practices. Repair and corrective maintenance include, but is not limited to, conducting diagnostics, providing and installing replacement parts, clearing persistent or severe paper jams, correcting any error messages that indicate a defect in the machine’s operation, and reporting any issues or recommendations to the COR.

           The Contractor shall report to the onsite location, survey the repair, and provide the COR an estimated time to repair the copiers/MFDs. The repair time measurement starts after notification from the COR. All repair work shall be performed in accordance with normal commercial practices using parts specified by the             manufacturer or items of equal or better quality. The Contractor shall complete the onsite repair for routine (within eight (8) core business hours) repairs and emergency (within four (4) core business hours) repairs, either within the same day or during the next business day.

           The Contractor shall provide, in writing to the COR, estimates of turnaround repair of all equipment that exceed the routine or emergency repair time. The Contractor shall allow for the inclusion of newly acquired equipment and removal of de-commissioned equipment from the schedule. The Contractor shall                           perform all work onsite at OTED, unless specifically authorized in writing.

           The Contractor shall provide evidence of repair (e.g., test print of document, not test page) in hand. The Contractor shall also sign off on the successful completion of repair, as well as arrival and departure.

        4.  Minimize Copier/MFD Downtime – Downtime of the networked copiers/MFDs will be kept to an absolute minimum. The contractor must notify the customer of all projected downtime and estimated time for repair. The Contractor shall provide recommendations to the COR for displacement, upgrade, or                                   replacement of equipment.

Task 3 – Provide Equipment, Parts, and Consumable Supplies

1. Deliver Maintenance Kits – The Contractor shall provide the equipment and parts necessary to maintain, repair, and ensure continuous and safe operation of the networked copiers/MFDs. The Contractor shall also provide all equipment and parts needed for repair at no additional cost to the Government. The Contractor shall deliver maintenance kits for equipment for periodic maintenance, as specified by the manufacturer. The COR provides approval and acceptance, in writing, of the supplies or consumables.  
2. Deliver Consumable Supplies – The Contractor shall deliver all consumable (i.e., user-installable supplies) supplies required for copying, printing, and scanning for copiers/MFDs. Consumable supplies shall include, but are not limited to, ink/toner, ribbons, developer, replaceable printheads, black and color cartridges consumed in copier/MFD output, etc. The toner cartridges shall be four (4) of each color: magenta, yellow, cyan, and black. Supplies shall also include waste toner containers, staples, and drum. Proper disposal and recycling of toxic and non-toxic waste products is also required. The Contractor shall provide an electronic list/inventory, record the delivery of all supplies provided, and replenish consumable supply inventories based on monthly production levels and established need.

Task 4 – Provide Labor and Support

1. Provide and Train Maintenance Employees – The Contractor shall submit to the COR a current list of all employees needing access to the work location. The Contractor shall notify the COR of changes in Contractor staff providing onsite services. The Contractor personnel shall always be escorted by Federal government personnel or a designee while inside the work location.

           The Contractor shall ensure and verify that the Contractor personnel—those responsible for providing preventative, operational, and corrective copier/MFD maintenance—are trained on how to maintain and repair the copiers/MFDs in accordance with the copiers/MFDs manufacturer’s recommendations,                                 standards, and practices. The Contractor shall submit to the COR the names of the trained Contractor personnel.

        2. Provide Training to COR and Government Staff – On request, the Contractor shall provide training to the COR and Government staff on how to use the copiers/MFDs. This includes, but is not limited to, providing an overview of the copier’s/MFD’s features and functions, how to load paper, toner cartridges, and                  other consumable supplies, and how to connect the copier/MFD to the network.

Task 5 – Submit Plans and Reports

1. Submit Quality Control Plan – The Contractor shall conduct quality control for all work performed during this contract. The Contractor shall submit to the COR and maintain a Quality Control Plan (QCP), which ensures the requirements in this PWS are met. The QCP shall outline the frequency and procedures for routine quality assurance (QA) inspections, to ensure compliance with all portions of this PWS. At a minimum, the QCP shall include outlined approaches to conducting meter readings for all networked equipment and for tracking the number of pages used per unit. The Contractor shall submit the QCP to the COR, for review and approval, prior to implementation.
2. Submit Monthly Maintenance Report – The Contractor shall submit to the COR a monthly maintenance report that includes, but is not limited to, a call log of all requests and repairs of each copier/MFD covered in this contract, a summary of QA inspections, and any recommendations for displacement, upgrade, or replacement of equipment, including the replacement model. This maintenance report shall also include a schedule for each copier’s/MFD’s billable replacement parts associated with regularly scheduled periodic service, maintenance, and repair visits.

           The call log within this report shall include, at a minimum, the date and time of the service call, the date and time of the work performed, the location of the copier/MFD, the copier’s/MFD’s identification number, the repairs performed, including part numbers, if parts are required for repair, and the name of the                           Contractor’s technician performing the repair. This maintenance report shall also document whether the work had to be performed beyond the routine and emergency timeframes, whether a return visit was needed, and if a replacement copier/MFD was required and provided. The report shall also document any                      consumables used and remaining per copier/MFD model.

        3.  The maintenance report should also include, at a minimum, a summary of QA inspections, areas inspected, inspection discrepancies/findings, any customer complaints, and what the Contractor did to remedy or mitigate these various issues.

        4.  The Contractor shall submit the maintenance report to the COR, for review and approval, prior to implementation.