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FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 11, 2016 FBO #5497
DOCUMENT

W -- Publication - One (1) Multi-functional Color Copier - Attachment

Notice Date

12/9/2016
 

Notice Type

Attachment
 

NAICS

532420 — Office Machinery and Equipment Rental and Leasing
 

Contracting Office

Department of Veterans Affairs;Veterans Benefits Administration;Office of Acquisition;1800 G. Street N.W.;Washington DC 20006
 

ZIP Code

20006
 

Solicitation Number

VA101V17Q0010
 

Response Due

12/19/2016
 

Archive Date

2/17/2017
 

Point of Contact

Debra D. Rollins
 

E-Mail Address

9-9413<br
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

STATEMENT OF NEED FOR LEASED COLOR MULTI-FUNCTIONAL COPIER AT THE WACO VA REGIONAL OFFICE PUBLICATIONS UNIT Provide all labor, material and equipment necessary to operate and maintain a color Multi-Functional Copier (MFC) and services as described in this statement of work. Place of performance is the Department of Veteran Affairs Regional Office, 701 Clay Ave, Waco, Texas, 76799. This agreement must include the provision for adding to or deleting from the identified item, due to future site needs or diminished use. Any additional MFC s added to this contract after the contract start date will be coterminous with the original contract end date. GENERAL REQUIREMENTS: Offerors must provide pricing proposals based upon the attached equipment requirements identified, must be on GSA contract, and all offerors must be GSA authorized contract representatives/distributors. Pricing includes maintenance and all consumable supplies (excluding paper), installation, pick up, and disposal of all existing equipment at the end of the contract. Pricing must also include full training on the MFC based on its specific configuration and location. Initial training must be delivered within one week of equipment installation. The contractor will only charge a single click (same overall price) for both 8.5 x 11, 8.5 x14, and 11 x17 paper, etc. Pricing must include a Service Satisfaction Guarantee (not warranty related) from the manufacturer where the CO can determine if the machine is not performing effectively in accordance with uptime requirements and needs to be replaced. Pricing must include the offeror s formula for payment if the Government terminates the contract prior to its expiration or requires that a unit of equipment be removed. All consumables must be manufactured and delivered by the original equipment manufacturer (OEM). Replacements shall be received within 3-5 days. Contractor shall provide initial stock of five (3) toners. The contractor must provide an account associate to troubleshoot/maintain/repair the device. Response time shall be within four (4) hours after initial call is made by an authorized VARO employee. Hard drives are not to leave the facility without express written approval of the CO. Should the equipment need to be removed from any location for repair, replacement, end of contract, or for any other reason, the hard drive MUST be removed and turned into the Facility Chief Information Officer, or designee. If the hard drive is no longer required for service under this contract, the hard drive will be destroyed and will not be returned to the contractor. The MFC will have manufacturer s name, model number, and identification number permanently and legibly stamped or affixed to the MFC s in a readily accessible location. Contractor shall provide an implementation plan that details how all the equipment will be installed and operational. This will include a timeline of machine placement. This shall be provided with the offer. The contractor shall provide all resources required to ensure a smooth transition from the incumbent contractor in accordance with all contract requirements. Basic features- Print/Copy/Scan At least 75 ppm Black and White At least 70 ppm Color Single-pass duplex automatic document feeder with 250 sheet capacity Scan up to 200 ipm Load-while-run capability Duplex ( 2 sided copying), Reduction/Enlargement, Exposure (lighten/darken) 500 sheet tray up to 12 x 18 in 500 sheet tray up to 11 x 17 in 870 sheet tray up to 8.5 x 11 in 1,140 sheet tray up to 8.5 x 11 in 250 sheet bypass up to 13 x 19 in 2,000 sheet high capacity feeder in sizes from 13 x 19 in 500 sheet offset tray with 3,000 Sheet Finisher Sorts and Collates 2 or 3hole punch Multi position stapler resolution 2400x2400 dpi Energy Star certified Scan to email functionality must be disabled Remote access to the device is not allowed and must be disabled SERVICE REQUIREMENTS Contractor Preventative Maintenance: Contractor must be on GSA contract and shall at a minimum provide Preventative Maintenance as may be customary for equipment covered by this contract and the following: Contractor shall complement the standard equipment break/fix service by providing preventative maintenance services to improve equipment uptime and maintain equipment performance. Contractor services will be available to the government Monday through Friday, from 8:00am to 4:30pm, federal holidays excluded. Preventative Maintenance schedule shall be provided and shall be in accordance with recommendation by OEM. This information shall be provided with the offer. Contractor shall provide certified personnel that will perform the following services: A preventative maintenance schedule for identified high use equipment to include a plan for exchanging for a lower usage machine periodically. Help identify potential equipment service problems before they arise. Perform preventative maintenance tasks. Maintain an appropriate inventory of parts and consumable supplies. When required, serve as an interface to off-site technicians or remote diagnostics. When required, perform color balancing and color printer calibration. If service is required and equipment must be attached to the device, all network connections will be disabled prior to attaching and running diagnostics. Contractor Maintenance/Equipment Service: Contractor shall service equipment covered by the contract as necessary to maintain equipment performance levels. The contractor personnel will serve as the initial point of contact to receive and troubleshoot equipment service calls. The contractor at a minimum shall: Understand common machine fault codes and correct them. Diagnose and correct common image quality problems. Replace major components in the print engine, fusing subsystems and paper handling areas of MFC s (or coordinate additional technical services from contractor provided technical service providers). Maintain contracted customer uptime. Provide a 4 hour response time from the initial call. Maintain a MFC service call log for all machines covered by this contract. This log shall be provided to the CO and COR on a quarterly basis. Upon completion of a service request, inform the COR of the resolution to the problem. Clean equipment supported under this contract. REPORTS The contractor shall provide at a minimum, the following reports to the COR. All reports are due no later than the 5th of the month following the month being reported. If the 5th falls on a weekend or federally observed holiday, the reports shall be no later than the next normal business day. Reports shall be provided electronically, via email to the CO and the COR. Meter readings. Report shall identify at a minimum, the following information: Equipment ID number (Contractor ID number) Equipment Serial Number Machine Model Number Beginning meter reading Ending meter reading Total impressions per month being reported Cumulative impressions for the current contract year Cumulative impressions to date, inclusive of all option years Cumulative impressions for the month being reported Cumulative impressions for the current contract year Cumulative impressions to date, inclusive of all option years Maintenance Log: Report summarizing preventative and non-preventative maintenance performed on equipment covered by this contract. This report shall identify any equipment down time for repairs when down time exceeds one (1) hour. Contractor Service Response: Report indicating the contractor response time responding to end user calls for service or assistance for equipment covered by this contract. Reference Table 1, Standards of Performance for specific information required on this report. Equipment Uptime: Report indicating total uptime (or downtime) of equipment covered by this contract. Reference Table 2, Standards of Performance for specific information required on this report. PERIOD OF PERFORMANCE: Price/Cost Schedule: The Government intends to award a firm-fixed price contract with a base year (12 months), and four (1 year) option periods exercised at the discretion of the Government. Pricing must be specified for each option period. Quotes will be evaluated by the lowest price technically acceptable, as outlined by the criteria in the Statement of Work. Base Year: Upon final government signed contract through 12 months Option Year One: Not to exceed 12 months, after base period ends Option Year Two: Not to exceed 12 months, after option year one ends Option Year Three: Not to exceed 12 months, after option year two ends Option Year Four: Not to exceed 12 months, after option year three ends HOURS OF WORK AND LEGAL GOVERNMENT HOLIDAYS: All contract work is to be performed during regular administrative working hours, 8:00am to 4:30pm, Monday through Friday, excluding the following listed federal holidays observed by the Department of Veterans Affairs. If the holiday falls on a Saturday, the observed holiday is the prior Friday. If the holiday falls on a Sunday, it is observed the following Monday. New Year s Day January 1 Martin Luther King s Birthday 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day November 11 Thanksgiving Day Last Thursday in November Christmas Day December 25 SECURITY CLAUSE: The Contractor will protect government property from theft, destruction, or misuse. The Contractor is required to follow VA directives and handbooks on handling Federal Government IT equipment, information, and systems. The contractor will not take VA sensitive information from the workplace without authorization from the Contracting Officer. The Contractor must work with the VA to help protect veteran s personal identifiable information (PII). With this in mind, no MFC leased under this contract will be allowed to depart the VA Regional Office (VARO) unless Sanitized to the satisfaction of the VARO Staff and Contracting Officer. Sanitization of Election Media: To protect veteran s personal identifiable information (PII), electronic media, which is to be removed from a VA space, must be sanitized in accordance with NIST SP800-88 to protect sensitive information. POLICY: Election media must be sanitized and/or destroyed in accordance with NIST SP800-88 specifications. No device covered in this SOP may leave VA space without ensuring that the hard drive has been sanitized and cleared of all personal identifying information (PII) in accordance with NIST SP800-88. Applicable NIST SP800-88 specifications: Sanitization Methods (NIST Special Publication 800-88; Table 5-1) Method Description Clear One method to sanitize media is to use software or hardware products to overwrite storage space on the media with non-sensitive data. This process may include overwriting not only the logical storage location of a file(s) (e.g., file allocation table) but also may include all addressable locations. The security goal of the overwriting process is to replace written data with random data. Overwriting cannot be used for media that are damaged or not rewriteable. The media type and size may also influence whether overwriting is a suitable sanitization method [SP 800-36]. Purge Degaussing and executing the firmware Secure Erase command (for ATA drives only) are acceptable methods for purging. Degaussing is exposing the magnetic media to a strong magnetic field in order to disrupt the recorded magnetic domains. A degausser is a device that generates a magnetic field used to sanitize magnetic media. Degausser's are rated based on the type (i.e., low energy or high energy) of magnetic media they can purge. Degaussers operate using either a strong permanent magnet or an electromagnetic coil. Degaussing can be an effective method for purging damaged or inoperative media, for purging media with exceptionally large storage capacities, or for quick purging diskettes. [SP 800-36] DestroyThere are many different types, techniques, and procedures for media destruction. If destruction is decided on because of the high security categorization of the information, then after the destruction, the media should be able to withstand a a laboratory attack. Disintegration, Pulverization, Melting, and Incineration. These sanitization methods are designed to completely destroy the media. They are typically carried out at an outsourced metal destruction or licensed incineration facility with the specific capabilities to perform these activities effectively, securely, and safely. Shredding. Paper shredders can be used to destroy flexible media Such as diskettes once the media are physically removed from their outer containers. The shred size of the refuse should be small enough that there is reasonable assurance in proportion to the data confidentiality that the data cannot be reconstructed. Optical mass storage media, including compact disk (CD, CD-RW, CD-R, CD-ROM), optical disks (DVD), and MO disks, must be destroyed by pulverizing, crosscut shredding or burning. When material is disintegrated or shredded all residues must be reduced to nominal edge dimensions of five millimeters (5 mm) and surface area of twenty-five square millimeters )25 mm2). Media Sanitization Decision Matrix (NIST Special Publication 800-88; Table A-1) Media Type Clear Purge Physical Destruction Equipment Copy Peform a full manufacturer s Same as Shred Machines reset to reset the copy machine Clear Disintegrate To its factory default settings Pulverize ** Please contact the Incinerate. Incinerate manufacturer for proper copy machines by sanitization procedure. burning the copy machines in a licensed incinerator. NOTE: If the chosen sanitization method is to perform a full manufacturer s reset, This is to be done on site within a VA Space. The C&A requirements do not apply, and a Security Accreditation Package is not required. Invoicing: Contractor shall remit original invoices to the following address: Dept of Veterans Affairs Regional Office Attn: Accounts Payable 701 Clay Ave Waco, TX 76799
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/WDCVARO372/WDCVARO372/VA101V17Q0010/listing.html)
 

Document(s)

Attachment
 

File Name: VA101V-17-Q-0010 VA101V-17-Q-0010_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3152836&FileName=VA101V-17-Q-0010-004.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3152836&FileName=VA101V-17-Q-0010-004.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: 701 Clay Avenue;Waco, TX

Zip Code: 76799
 

Record

SN04348012-W 20161211/161209234010-5d23e6c456e1a38852f0190ef018c806 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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