Description
Statement of Work Multi-Function Machine Lease Agreement 1. Introduction The Department of Veterans Affairs, VBA Regional Office (VARO), White River Junction, VT has requirements to replace the current Government Owned separate printers, copiers, fax machines, and scanners with four (4) new leased Multifunctional, Color Printer/Copier/Scan/Fax (Multi-Function Machines), including a maintenance/Service/Operating supplies Agreement. 1.1. Background The White River Junction, VT Regional Office (VARO) administers Compensation, Pension, Vocational Rehabilitation and Employment benefits for Veterans who reside in the State of Vermont for Compensation. In addition, the White River Junction RO accommodates several Veterans service organizations and is responsible for the funding and oversight of various administrative services provided at the VA Medical Center, Building 28, 215 North Main St, White River Junction, VT 05009. Having multifunctional machines and operational service through an operating lease agreement is mission critical to administrative operations. A responsive and professional copier service company will be required to ensure maintenance, operating supplies, and services are provided to meet the requirements of the organization in a timely and adequate manner. The selected contractor must be able to respond to deliveries, installation, operating supplies/replacements, scheduled maintenance and incidental services during the lease period described herein, as well as be prepared with emergency response capabilities to respond to unserviceable equipment and operating supplies included in the maintenance/service/operating supplies agreement periods. 1.2 Purpose Award a firm-fixed price (FFP) contract for leased copiers to be delivered and installed at the White River Junction, VT Regional Office (VARO), VA Medical Center, Bldg. 28, 215 North Main Street, White River Junction, VT 05009. 2. Scope This is a non-personnel services contract to provide leased Multi-Functional Devices (4 Units) to the White River Junction VA Regional Office, located at the VA Medical Center, Building 28, 215 North Main Street, White River Junction, VT 05009. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. Further, the operating lease agreement must include new equipment, full service maintenance, preventative maintenance, all operational/consumable supplies such as toner, dry ink, fuser oil and other copier supplies for the copier, except paper and staples. Additionally, the lease must provide key operator training, networking functionality, security accreditation along with technical and network installation capability required for a quantity of four (4) Multifunctional Machines (MFM). The Contractor will provide all labor, consumable supplies (except copying paper and staples), and equipment necessary to operate and maintain all units; and services as described herein. All consumables shall be manufactured and delivered by the original equipment manufacturer (OEM). Additionally, the lease must provide key operator training, networking functionality, security accreditation along with technical and network installation capability. Connectivity for LAN capability must be able to support industry's most current software applications, network operating systems (e.g., Windows 10, Netware, and so forth). The MFMs shall be Energy Star qualified. This agreement must include the provision for adding to or deleting from the identified list, due to future site activation or diminished use. Any additional MFD's added to this contract after the contract start date will be coterminous with the original contract end date. 3. Tasks 3.1 General Requirements Initial acceptance will be at the discretion of the acceptor during the delivery. All items required must be fully functional, present, and compatible as required. Delivery must be made within 30 days after receipt of the contract. A freight elevator is available however, it is not needed as all the copier machines will be installed on the first floor. A loading dock is available; largest truck capacity is 18-wheeler. Copier leasing includes lease of the physical machines based on the requirements of each individual room location, and the provision of operating supplies, appropriate service, and maintenance (both preventive and reparative) to ensure the copiers are in working order. The Contractor shall flow down all pertinent terms and conditions of this contract to its subcontractors, including all requirements involving deliveries, installation, and maintenance. The Contractor shall demonstrate that the copier is properly functioning upon completion of installation. This demonstration shall be accomplished pursuant to the operating instructions furnished with each copier and in the presence of the specific Key Office Operator. The Contractor shall take necessary steps to ensure that complete action (installation, exchange, removal, etc.) is made within the delivery schedule specified in the order issued under the lease agreement (contract). Complete delivery/installation is defined that all components/optional features/equipment are simultaneously fully functioning, and supplies provided according to regular maintenance schedule provided with the quotation. A single toll free "800" Help Desk telephone number must be provided for Key Office Operators can call for field technical support assistance. The contractor shall respond to written/oral requests from the Key Office Operator for service calls. The contractor shall repair the copier within two (2) to four (4) working hours after the request for the service call during the hours of 8:00 a.m. to 4:00 p.m. (EST), Monday through Friday (excluding Federal holidays). The Contractor will only charge a single click (same overall price) for 8.5"x11", 8.5"x14" and 11"x17 paper. 4. Specific Requirements/Tasks 4.1. Specifications The White River Junction VARO requires only one type of copier machine. The machines must be brand name or equal compared to the specifications herein, by copier/features for each office location within the White River Junction VARO. All copiers shall comply with the following regulations: Section 508 of the Rehabilitation Act of 1973 Architectural and Transportation Barriers Compliance Board s Electronic and Information Technology Accessibility Standards Executive Order 13123, Greening the Government through Efficient Energy Management Executive Order 13221, Energy-Efficient Standby Power Devices The specification/features listed in Attachment One represent the White River Junction VARO s best effort to capture the functions/size capability/features of Name Brand copier models and may not be inclusive to make a comparison of other name brand copiers. It is the sole responsibility of the Offerors to provide the White River Junction VARO with any and all questions required for Offerors to submit complete quotes for a named brand or equal model that replaces the models identified herein, including features that may not be specified in this solicitation. The White River Junction VARO intends to make an award of this procurement without discussions, and Offerors must submit their best initial quotation. The comparative specification for each name brand copier is attached below as Attachment One. Other operating features shall include, but are not limited to: Copy to within 3/16" of the leading edge of the paper and 1/8" of the remaining pages; Contain no asbestos or polychlorinated biphenyls (PCBs), nor beryllium or lithium or their compounds; Conform to the requirements of the American National Standards Institute (ANSI) And Underwriters Laboratories (UL); Include an Operator's Manual with each unit; Accept recycled paper of up to 50% post consumer materials; Contain an internal self-diagnostic system indicating, as a minimum, the Following conditions: "needs toner", "needs paper", "paper mis feed or jam", or "call for service"; Provide an "on/off' signal light or panel indicator; Contain minimum platen of 11" x 17" of the "flat bed" type; Power off automatically after a period of non-usage; Run paper up to and including 24-1b. bond; Be "Energy Star" or "Environmental Choice" compliant. Copiers shall be digital and shall have the latest commercially available automated features, including but not limited to the following capabilities: quick (less than 30 seconds) warm-up time, use of transparencies and gummed labels, photocopy paper sizes from 8-1/2" x 11" to 11" x 17". 4.1 Copier Supplies Contractor shall provide copier supplies shown in the scope of work to maintain continues operation of the copier for the comparable name brand copier quoted. Contractor shall stock an adequate quantity of supplies for each office s copier. Each Key Office Operator will collaborate with the contractor to maintain continues operation, as agreed in the lease agreement. 4.1.1 Consumable Supplies The Contractor shall provide consumable supplies in accordance with lease agreement/contract terms and conditions in accordance with the following process: Upon initial delivery, the Contractor shall provide a minimum of one month and a maximum of two months worth of consumable supplies for each copier. These supplies will be stored by customer agencies. Toner shall be checked during Technician service calls and replenished by the contractor, if required. An adequate supply of toner and staples must be stored at Regional Office in each office and available for the Office Key Operator to use to replace those items to keep the machines operational. All used cartons will be placed in an area designated by the Key Office Operator in which the contractor should maintain adequate inventory levels (Staples and Copier Paper are not the responsibility of the Contractor). The Contractor shall deliver supplies to customer agencies during the hours of 8:00 a.m. through 4:00 p.m. (EST) Monday through Friday, excluding Federal holidays. The Contractor shall label all shipped consumable supplies with the name and address (including building and room number) of the RO's key office operator(s). The key office operator may make emergency requests for consumable supplies verbally, with written confirmation by the COTR. The Contractor shall process and ship these requests within 24 hours, excluding Saturdays, Sundays and Federal holidays. 4.2 Copier Maintenance and Government Options The contractor shall perform all copier maintenance (both preventive and reparative). This maintenance includes all parts and labor. The contractor shall respond to all maintenance requests within Two (2) to four (4) hours of notification. Copiers that cannot be repaired shall be replaced within 2 days. Only qualified personnel, materials, spare parts, tool, hardware/software and network components necessary to perform the service shall be provided by the contractor. 4.2.1 Preventative Maintenance The contractor shall regularly and systematically examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract. The contractor shall ensure that each copier operates as originally designed and installed. The vendor shall provide a central management software tool that monitors all copiers in various VARO office locations. The software would provide an overall view of the copier (example: toner level, paper jams, staples, etc.). 4.2.2 Copier Replacement For purposes of this contract, the minimum acceptable level of performance for each copier is 90% uptime. The Government's definition of uptime is the full functioning of all the features available on the unit simultaneously. Malfunctioning (downtime), even if a copier still copies after an original is placed on the platen, includes the nonfunctioning of the feeder, sorter, paper drawer and anything else that is necessary for the full functioning of the features available on the unit simultaneously. The failure of any copier to meet the uptime standard of 90% in one 60-day period will result in a determination by the identified Key Office Operator/Contracting Officer and Contractor's authorized representative whether to replace the copier. As an alternative, the Contractor's representative may certify on the repair record that sufficient repairs have been made to preclude additional abnormal breakdowns. If in the 30 days after such certification, the copier continues to function below the 90% uptime threshold, the Contractor shall replace the copier with the concurrence of the CO and at no additional cost to the Government. The Contractor shall deliver and install replacement copiers within two (2) working days after the replacement determination. 4.3.3 Copier Backup The Contractor shall have an adequate working inventory of copiers in order to provide backup support for all volume bands. When a malfunctioning copier cannot be repaired within the on-site repair time, the VA will have the option of requesting a backup copier. The Contractor shall supply such a backup copier within eight (8) working hours after notification by the Key Office Operator. Backup copiers shall meet or exceed the capabilities of the copiers to be replaced. The Contractor's charge for use of the backup copier shall be the same as and in lieu of the charges for the copier being replaced. For this purpose only, remanufactured equipment may be used until a replacement copier is delivered. Backup copiers are generally expected to remain in place for five working days or less, but in unusual cases, a backup copier may remain in place for as long as 30 days. If the original copier has not been repaired and reinstalled at the end of 30 days, the Contractor shall provide a replacement copier equal to or superior to the original copier model. The Contractor shall supply the model number, serial number and location of the replacement copier to the COTR. In such circumstances, the backup copier may become the replacement copier, and another unit shall be designated for future backup requirements. 4.4. Contractor Reports The contractor shall provide to the Key Office Operator a monthly usage reports. The reports shall contain number of copies produced for each machine, total over or under usage and total expenditures. The contractor can recommend any changes according to volume, and due to over or under usage. The contractor shall maintain the entire history of VARO s copiers as indicated. The report must include make, model, serial number, location, install date and volume. The Inventory Report shall be provided to the Key Office Operator on an annual basis with a final report to be provided within 10 days of the conclusion of contract performance. A Service History Report shall be issued to the appropriate Key Office Operator for all leased copiers on a yearly basis. The report shall include make, model, serial number, location, and description of each problem and the response time to repair requests. 4.5. Employee Identification Contractor personnel shall wear an identification badge that, at minimum, displays the company s name, the employee s photo, and employee s name. Contractor personnel shall comply with all Government rules and regulations while at the facility. 4.6 Period of Performance One (1) year from date of award, with four (4) year option periods. 4.7 Hours of Operation All work shall be completed during the site s normal operating hours of 8:00 AM to 4:00 PM Monday through Friday excluding federal holidays. Federal holidays are New Year s Day, Martin Luther King Jr. Day, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. 4.8. Payments Invoicing will be on a monthly calendar basis. The Key office operator will turn in meter readings no later than the 10th of each month to contractor for payment invoice processing, or as agreed in the lease agreement. Payments will be made via electronic funds transfer (EFT). An ACH form will be provided upon award to initiate this process. 4.9. Definitions For purposes of this acquisition, the following definitions apply: Contracting Officer (CO): The Government representative who possesses the overall responsibility of the successful performance/completion of the contact/lease agreement Backup Copiers: Those copiers installed in place of malfunctioning copiers to provide temporary relief until the original copier is repaired or until a replacement copier is installed Contracting Officer's Representative (COR): The individual who may be designated by the CO to have responsibility for performance of all technical aspects of the contract Key Office Operator: The White River Junction RO employee who is specifically designated and trained to deal with day-to-day issues such as paper jams, paper replenishment and other minor events for an individual copier or group of machines. The Key office Operator handles problems which can be corrected, and full performance can be restored without the need for a service call. Operating Lease Plan (OLP): An equipment lease applicable for a stated period of time, at the end of which equipment will physically and contractually revert to the lessor, with no intent by the lessee to take ownership of the equipment at any time. The plan includes applicable commercial warranties and preventive maintenance services. Replacement Copiers: Those copiers intended to remain in place for the remainder of the delivery order lease term. Replacement copiers shall be at least the functional equivalent of the copiers they replace. 4.10 Security The Key Office Operator must provide the contractor with security access to gain entrance and access to copier facilities within a building. The contractor will have access to those facilities to provide the following: preventive maintenance, repairs, replenishing and installing supplies and conducting meter reads. 4.10.1 Information Technology (IT) Information Security Requirements Information security is critically important to the Department of Veterans Affairs, and all measures of protection are strictly enforced. Although the requirements elsewhere in this solicitation require the removal of the hard drive whenever the copier is removed from the VARO, for any reason, if Offerors can demonstrate that their quoted copier models possesses the capability of automatically removing any and all footprints from the hard drive, or any other device that captures information, is encouraged to demonstrate this feature. Multifunction machines must be able to support SMTPS (port 425). GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. The C&A requirements do not apply, a Security Accreditation Package is not required. ATTACHMENT ONE SPECIFICATIONS FOR EACH COPIER AND OFFICE LOCATION IDENTIFIED UNDER THE LEASE AGREEEMENT Multifunction Printers/Copiers (also known as MFM, All in One), Copier/Printer/Scanning Name brand or equal; meet or exceed model/features for the following model: Model: Xerox Model WC 7855PTG Color copier/Printer/Scanning/Fax; Quantity: Four (4) Locations: VRE - 1/EA Public Contact - 1/EA Veterans Service Center - 2/EA Networked Printers, Faxes and Multifunction Devises locations: ITEM MFG MODEL NUMBER DESCRIPTION ADDRESS TOTAL QUANTITY = 4 1 Xerox WC7855PTG Color/copier/printer/scan/fax 215 North Main St, Bldg 28, White River Junction, VT 05009 VR&E (1), Public Contact (1), VSC (2) Performance Standards: Print speeds, 50 ppm color, 55 ppm Black/White; with a first-page-out-time of 7.1/5.9 seconds. System Memory (std/max), Minimum 250 GB HDD / 1.2 GHz Dual-core / 2 GB system plus 1 GB page memory Duty Cycle, Up to 300,000 pages per month Office Finisher LX, (Optional): 2,000-sheet tray Convenience Stapler, (Optional): 50-sheets Paper Handling, Paper input, Standard, Duplex Automatic Document Feeder: 110 sheets; Size: 5.5 x 8.5 in. to 11 x 17 in. / A5 to A3 Bypass Tray, 100 sheets; Custom sizes: 3.5 x 3.9 in. to 12.6 x 19 in. / 89 x 98 mm to 320 x 483 mm Tray 1: 520 sheets, Custom sizes: 5.5 x 7.2 in. SEF to 11.7 x 17 in. SEF / 140 x 182 mm to 297 x 432 mm. 3 Tray Option (Total 2,180 sheets), Adds three 520-sheet paper trays; Size: 5.5 x 7.2 in. to 12 x 18 in. / 139.7 x 182 mm to SRA3 Paper output/ finishing, Standard, Dual Offset Catch Tray: 250-sheets each Face up Tray, 100 sheets Copy Features; PC-based alternative to the user interface touch screen. Used in conjunction with a customer-supplied PC attached via the USB port, text-to-speech, screen magnification and easy PC keyboard access to basic and advanced copy features. Section 508 compliant. Annotation and Bates stamping (with color capability and font size adjustment); Authentication for Services (i.e. Color Copy); Auto Paper Select; Auto Reduction & Enlargement to fit selected paper size; Auto Tray Switching; Automatic 2-sided/Duplex Booklet Creation; Build Job: (Enables page-level programming and also lets you proof each section or delete last section as the job is built); Collation; Covers (Front only, front and back, back only, printed inside and out: Blank or Printed); Dividers (blank); Edge Erase Features Help (Intuitive text and graphic descriptions) ID Card Copy Image Quality Adjustments Image Shift (with Auto Center option) Invert Image (negative or mirror image) Large Job Interrupt Multi-up (up to 15 columns by 15 rows) Sample Set Save Job Settings Single Color Stapling Transparencies Copy output resolution, 1200 x 2400 dpi Photo quality color images Processor, 2.9 GHz, Intel® Pentium® G850 Dual-Core Connectivity, 10Base-T/100Base-TX/1000Base-T Ethernet/ SMTPS (port 425) Page description languages, Adobe® PostScript® 3 , PDF, PCL® 5c / PCL 6, XML Paper Specification (XPS®) Hard drive, 250GB HDD / 1.2 GHz Dual-core Print Features, Print from USB, Earth Smart Driver Settings, Job Identification, Booklet Creation, Store and Recall Driver Settings, Bi-directional Status, Scaling, Job Monitoring, Color By Words. Managing print costs, Standard Accounting tools to control print quantities and charge-back options. Plus, color authorization via MS Active Directory makes it easy to integrate the WorkCentre 7500 series with existing IT systems. Print driver s default application settings, capability to choose default settings per application, such as always printing MS Outlook emails in black and white. Scanning, Scan to Mailbox; Scan to USB, Scan to Email, Scan to Network; File Formats: PDF, PDF/A, XPS, JPEG, TIFF; Convenience Features: Scan to Home, Single Touch Scan, Searchable PDF, Single/Multi-Page PDF / XPS / TIFF, Encrypted / Password Protected PDF, Linearized PDF / PDF/A Security, Standard, McAfee® Embedded, McAfee ePolicy (ePO) Compatible, HDD Overwrite, 256-bit Encryption (FIPS 140-2 compliant), Common Criteria Certification (ISO 15408), Secure Print, Secure Fax, Secure Scan, Secure Email, Cisco® TrustSec Identity Services Engine (ISE) Integration, Network Authentication, SSL, SNMPv3, Audit Log, Access Controls, User Permissions Hard Drive must be removed when equipment is removed from building and shall become the property of the Department of Veterans Affairs. Operating Systems, Windows XP/Server 2003/Server 2008/Vista/7/Windows 10 Accounting Standard Accounting (Copy, Print, Scan, Fax, Email), Network Accounting Enablement Name Brand or equal to capabilities and features similar to the model above.