Xerox Maintenance Agreement
HOUSTON, VA REGIONAL OFFICE
6900 ALMEDA ROAD
HOUSTON,TX 77030-4200
STATEMENT OF WORK
Copier Maintenance
Herbert King
April 11, 2014
STATEMENT OF WORK
Photo Copiers
1 GENERAL
1.1 Background: The Houston, VA Regional Office (VARO) located at 6900 Almeda Road, Houston, TX 77030-4200 seeks a proposal to provide maintenance and repair services for approximately thirty (30) networked and stand alone, multi-functional photo copy devices. The VARO also seeks to purchase along with maintenance and repair services delivery to each site toner, and related consumable supplies for the equipment associated with the equipment listed in this solicitation. The VARO intends to make a single contract award for the maintenance and support of photo copier devices. Remote network access may at a future date be made available at the discretion of VARO for the purpose of monitoring networked devices.
1.2 Scope of Work:
1.2.1 General - The contractor will oversee the routine scheduled and unscheduled maintenance and repair of all VARO networked and standalone copiers/multifunction devices listed in the equipment schedule provided at Technical Exhibit 1.
1.2.2 Preventive maintenance - The contractor shall examine, clean, lubricate, vacuum, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract in accordance with Original Equipment Manufacturer standards. The Contractor shall ensure that each copier operates as originally designed and installed
1.2.3 Consumable Supplies -The Contractor shall provide all consumable supplies required for copying, printing, and scanning for all devices. Consumables shall consist of and are not limited to toner, developer, printer heads, black and color cartridges, drums, etc. The Contractor shall automatically replenish consumable supply inventories based on monthly production levels and established need. Refer to Exhibit 1 for average monthly production volume.
1.2.4 The Contractor shall be responsible for providing meter readings for all networked equipment. The Contractor shall outline its approach in tracking the number of pages used per unit and provide monthly reports for management review. The Contractor shall prepare quarterly reports listing all equipment on the periodic maintenance schedule and maintenance performed.
1.2.5 Contractor will be required to remove and surrender HDD (hard drive disk) for disposal in accordance with Directive 6500.1 and all relative VA methods before equipment is removed from VA Property.
1.2.6 The contractor will respond to onsite service calls with qualified technicians within 8 hours, 6:00a.m. - 6:00p.m., Monday - Friday, excluding VARO recognized holidays of being called for service repair issues.
1.2.7 If for some reason the copier cannot be repaired the contractor will notify in writing the VARO the reason as to why the repairs can't immediately be repaired and the expected time of repair.
1.2.8 The Contractor shall provide recommendations for upgrade or replacement of equipment based on periodic maintenance and/or other factors based on the hardware manufacturer's specification, provide a schedule for individual equipment billable replacement parts associated with periodic maintenance.
2 DURATION. The term of this requirement consists of a one (1) year base period with four (4) one (1) year option periods.
3 GOVERNMENT FURNISHED ITEMS AND SERVICES
3.1 Operator care. The government (VARO, Houston) will be responsible for operator care of the photo copiers which entails using the equipment in accordance with the manufactures guidelines.
3.2 Parking. During maintenance services the government shall provide the contractor parking space at no cost, as well as access to the VARO loading docks as necessary.
3.3 Photo Copiers. See Technical Exhibit 1, List of Photo Copiers and projected copy output.
4 CONTRACTOR FURNISHED ITEMS AND SERVICES
4.1 GENERAL. The Contractor shall be responsible for performing all routine maintenance and repair work required to maintain the photo copiers in the condition prescribed by the original equipment manufacturers recommended guidelines and/or warranty requirements where the warranty remains in force. This is to include all new updates, firmware, bug patches, fixesb&etc., to the photo copier software. The Contractor shall work closely with the VARO Maintenance and IT technicians to address various trouble calls. Contractor shall replace all damaged components of the photo copier.
4.1.1 Competencies. The Contractor will have a thorough knowledge of the installation and full functionality of all copiers listed in Technical Exhibit 1 as well as their installation, operation, repair, functionality, and market availability.
4.1.2 Installation / Diagnostic tools. The Contractor shall provide and utilize on the job site any diagnostic equipment that will enable the Contractor to diagnose/troubleshoot/repair/replace microprocessors, logic boards, switches, printer heads, drums, fuses, belts, pulleys,b&etc. and all other components to the copiers listed in Technical Exhibit 1.
4.2 SECURITY. The Contractor is required to enter and exit the Houston VARO through the front entrance. Entering or exiting the building through any other door will require VARO approval and an escort will be required. Upon entering the building the contractor and/or contractor employees will be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening.
4.3 SAFETY. The following safety criteria shall be met at the time of the acceptance inspection:
4.3.1 Equipment. The Contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its employees.
4.3.2 Restricted equipment. The Contractor shall not use propane-fueled portable equipment in the performance of the work required by this contract.
4.4 MINIMUM CERTIFICATIONS, TRAINING, EXPERIENCE:
4.4.1 Certification by the Electronics Technicians Association (ETA) and/or the International Society of Certified Technicians (ISCET) is preferred.
4.4.2 Due to the sensitivity and personal information processed at the VARO the Contractor as well as the Contractors employees will be required to complete VA Privacy and Health Insurance Portability and Accountability Act (HIPAA, course number 10203) training.
4.4.3 VA Privacy and Information Security, and Contractors Rules of Behavior (course number 10176) must be completed in VA Talent Management System (TMS) prior to performing the contract.
4.4.4 The contractor must complete all training (para 4.4.1 and 4.4.2 above) before performing any maintenance services.
5 HOURS OF OPERATION:
5.1 The Houston VARO hours of operation are 6:00a.m. - 6:00p.m., Monday - Friday.
5.2 Building will normally be closed during Federal holidays.
6 REPORTING: Upon arriving at the VA Regional office the contractor will contact the Support Services Division, Room 1088 before performing service and maintenance on the photocopiers.
7 BILLING: A complete itemized bill for services shall be submitted on a monthly basis, to the Houston VA Regional Office (362); Support Services Division; 6900 Almeda Road; Houston, TS 77030-4200, ATTN: SSD.
8 COPY MACHINE LOCATIONS:
8.1 Houston VA Regional Office, 6900 Almeda Road Houston, TX 77030-4200 (23 Copiers)
8.2 Houston HARC, 10001 Fannin Road, Houston, TX 77045 (1 Copier)
8.3 VA Outpatient Clinic, 2102 South Colonel Rowe Blvd, McAllen, TX 78502 (1 Copier)
8.4 Frank M. Tejeda VA Outpatient Clinic, 5788 Eckhert Road, San Antonio, TX 78240 (4 Copiers)
8.5 Corpus Christi Outpatient Clinic, 5283 Old Brownsville Road, Corpus Christi, TX 78405 (1 Copier)
9 VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY REQUIREMENTS
9.1 Security and Privacy - All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA, including the Privacy Act, 5 U.S.C. B'552a, and VA personnel, regarding information and information system security.
9.2 HIPAA - All contractors and their employees will be required to self-register in the VARO Talent Management System (TMS) and will be required to take the Privacy and Health Insurance Portability and Accountability Act (HIPAA) training prior to entering the building.
9.3 Rules of Behavior - All contractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems. Sign and return to the COR a hard copy of understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix D (Technical Exhibit 2) relating to access to VA information and information systems.
9.4 VA Privacy - VA Privacy and Information Security and Rules of Behavior (10176) must be completed in VA Talent Management System (TMS) prior to entering the building.
Description Location Serial # Copies per Month
Nuv120 Houston, VARO AFR288610 13,138 COPY CENTER
DC242 Houston, VARO DUX011318b 527 Copy Center
DC242 Houston, VARO DUX011318c 3,631 Copy Center
W5030 Houston, VARO FLB039273 4,145 VR&E / ANNEX
W5050 Houston, VARO FMA019695 3,789 VR&E
5150 Houston, VARO VXX096057 7,127 PUBLIC CONTACT
W5050 Houston, VARO FMA019749 10,231 FINANCE
W5050 Houston, VARO VXX006489 8,721 APPEALS-2
W5050 Houston, VARO FMA019824 459 ISO
W5050 Houston, VARO FMA020304 6,129 IPC
P4112 Houston, VARO GYA111630 11,247 FOIA - 3
P4112 Houston, VARO GYA111636 35,477 FOIA - 2
P4112 Houston, VARO GYA111641 3,6899 COPY CENTER
P4112 Houston, VARO GYA111647 27,598 FOIA - 1
W5050 Houston, VARO FMA019526 17 LGY F/O
W5050 Houston, VARO FMA019528 1,811 VSC POST
W5050 Houston, VARO FMA019541 7,431 HUMAN RESOURCES
W5050 Houston, VARO FMA019699 1,266 EXPRESS LANE
W5050 Houston, VARO FMA019707 13,641 Appeals
W5050 Houston, VARO EX7004699 5,789 IPC
W5050 Houston, VARO FMA019810 2,111 C&V
W5050 Houston, VARO FMA019822 7,432 LOAN DPT.
W5050 Houston, VARO FMA019828 1,235 TRIAGE
W5050 Houston, HARC FMA019818 128 HARC
W5050 VA Outpatient Clinic FLB036712 425 MCALLEN
W5050 Corpus Christi Outpatient Clinic FLB038791 1,129 CORPUS CHRISTI
W5030 Frank M. Tejeda VA Outpatient Clinic FLB038899 3,210 SAN ANTONIO (VRE)
W5030 Frank M. Tejeda VA Outpatient Clinic FLB042728 3,127 SAN ANTONIO (BAMC)
W5050 Frank M. Tejeda VA Outpatient Clinic FMA012943 3,500 SAN ANTONIO (VRE)
W5050 Frank M. Tejeda VA Outpatient Clinic FMA018480 5,126 SAN ANTONIO (VSC)
This User Agreement contains rights and authorizations regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the Department of Veterans Affairs (VA). This User Agreement covers my access to all VA data whether electronic or hard copy ("Data"), VA information systems and resources ("Systems"), and VA sites ("Sites"). This User Agreement incorporates Rules of Behavior for using VA, and other information systems and resources under the contract.
1. GENERAL TERMS AND CONDITIONS FOR ALL ACTIONS AND ACTIVITIES UNDER
THE CONTRACT:
a. I understand and agree that I have no reasonable expectation of privacy in accessing or using any VA, or other Federal Government information systems.
b. I consent to reviews and actions by the Office of Information & Technology (OI&T) staff designated and authorized by the VA Chief Information Officer (CIO) and to the VA OIG regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA. These actions may include monitoring, recording, copying, inspecting, restricting access, blocking, tracking, and disclosing to all authorized OI&T, VA, and law enforcement personnel as directed by the VA CIO without my prior consent or notification.
c. I consent to reviews and actions by authorized VA systems administrators and Information Security Officers solely for protection of the VA infrastructure, including, but not limited to monitoring, recording, auditing, inspecting, investigating, restricting access, blocking, tracking, disclosing to authorized personnel, or any other authorized actions by all authorized OI&T, VA, and law enforcement personnel.
d. I understand and accept that unauthorized attempts or acts to access, upload, change, or delete information on Federal Government systems; modify Federal government systems; deny access to Federal government systems; accrue resources for unauthorized use on Federal government systems; or otherwise misuse Federal government systems or resources are prohibited.
e. I understand that such unauthorized attempts or acts are subject to action that may result in criminal, civil, or administrative penalties. This includes penalties for violations of Federal laws including, but not limited to, 18 U.S.C. B'1030 (fraud and related activity in connection with computers) and 18 U.S.C. B'2701 (unlawful access to stored communications).
f. I agree that OI&T staff, in the course of obtaining access to information or systems on my behalf for performance under the contract, may provide information about me including, but not limited to, appropriate unique personal identifiers such as date of birth and social security number to other system administrators, Information Security Officers (ISOs), or other authorized staff without further notifying me or obtaining additional written or verbal permission from me.
g. I understand I must comply with VA's security and data privacy directives and handbooks. I understand that copies of those directives and handbooks can be obtained from the Contracting Officer's Technical Representative (COTR). If the contractor believes the policies and guidance provided by the COTR is a material unilateral change to the contract, the contractor must elevate such concerns to the Contracting Officer for resolution.
h. I will report suspected or identified information security/privacy incidents to the COTR and to the local ISO or Privacy Officer as appropriate.
2. GENERAL RULES OF BEHAVIOR:
a. Rules of Behavior are part of a comprehensive program to provide complete information security. These rules establish standards of behavior in recognition of the fact that knowledgeable users are the foundation of a successful security program. Users must understand that taking personal responsibility for the security of their computer and the information it contains is an essential part of their job.
b. The following rules apply to all VA contractors. I agree to:
(1) Follow established procedures for requesting, accessing, and closing user accounts and access. I will not request or obtain access beyond what is normally granted to users or by what is outlined in the contract.
(2) Use only systems, software, databases, and data which I am authorized to use, including any copyright restrictions.
(3) I will not use other equipment (OE) (non-contractor owned) for the storage, transfer, or processing of VA sensitive information without a VA CIO approved waiver, unless it has been reviewed and approved by local management and is included in the language of the contract. If authorized to use OE IT equipment, I must ensure that the system meets all applicable 6500 Handbook requirements for OE.
(4) Not use my position of trust and access rights to exploit system controls or access information for any reason other than in the performance of the contract.
(5) Not attempt to override or disable security, technical, or management controls unless expressly permitted to do so as an explicit requirement under the contract or at the direction of the COTR or ISO. If I am allowed or required to have a local administrator account on a government-owned computer, that local administrative account does not confer me unrestricted access or use, nor the authority to bypass security or other controls except as expressly permitted by the VA CIO or CIO's designee.
(6) Contractors' use of systems, information, or sites is strictly limited to fulfill the terms of the contract. I understand no personal use is authorized. I will only use other Federal government information systems as expressly authorized by the terms of those systems. I accept that the restrictions under ethics regulations and criminal law still apply.
(7) Grant access to systems and information only to those who have an official need to know.
(8) Protect passwords from access by other individuals.
(9) Create and change passwords in accordance with VA Handbook 6500 on systems and any devices protecting VA information as well as the rules of behavior and security settings for the particular system in question.
(10) Protect information and systems from unauthorized disclosure, use, modification, or destruction. I will only use encryption that is FIPS 140-2 validated to safeguard VA sensitive information, both safeguarding VA sensitive information in storage and in transit regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA.
(11) Follow VA Handbook 6500.1, Electronic Media Sanitization to protect VA information. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders.
(12) Ensure that the COTR has previously approved VA information for public dissemination, including e-mail communications outside of the VA as appropriate. I will not make any unauthorized disclosure of any VA sensitive information through the use of any means of communication including but not limited to e-mail, instant messaging, online chat, and web bulletin boards or logs.
(13) Not host, set up, administer, or run an Internet server related to my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA unless explicitly authorized under the contract or in writing by the COTR.
(14) Protect government property from theft, destruction, or misuse. I will follow VA directives and handbooks on handling Federal government IT equipment, information, and systems. I will not take VA sensitive information from the workplace without authorization from the COTR.
(15) Only use anti-virus software, antispyware, and firewall/intrusion detection software authorized by VA. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with VA.
(16) Not disable or degrade the standard anti-virus software, antispyware, and/or firewall/intrusion detection software on the computer I use to access and use information assets or resources associated with my performance of services under the contract terms with VA. I will report anti-virus, antispyware, firewall or intrusion detection software errors, or significant alert messages to the COTR.
(17) Understand that restoration of service of any VA system is a concern of all users of the system.
(18) Complete required information security and privacy training, and complete required training for the particular systems to which I require access.
3. ADDITIONAL CONDITIONS FOR USE OF NON- VA INFORMATION TECHNOLOGY RESOURCES
a. When required to complete work under the contract, I will directly connect to the VA network whenever possible. If a direct connection to the VA network is not possible, then I will use VA approved remote access software and services.
b. Remote access to non-public VA information technology resources is prohibited from publicly-available IT computers, such as remotely connecting to the internal VA network from computers in a public library.
c. I will not have both a VA network line and any kind of non-VA network line including a wireless network card, modem with phone line, or other network device physically connected to my computer at the same time, unless the dual connection is explicitly authorized by the COTR.
d. I understand that I may not obviate or evade my responsibility to adhere to VA security requirements by subcontracting any work under any given contract or agreement with VA, and that any subcontractor(s) I engage shall likewise be bound by the same security requirements and penalties for violating the same.
4. STATEMENT ON LITIGATION
This User Agreement does not and should not be relied upon to create any other right or benefit, substantive or procedural, enforceable by law, by a party to litigation with the United States Government.
5. ACKNOWLEDGEMENT AND ACCEPTANCE
I acknowledge receipt of this User Agreement. I understand and accept all terms and conditions of this User Agreement, and I will comply with the terms and conditions of this agreement and any additional VA warning banners, directives, handbooks, notices, or directions regarding access to or use of information systems or information. The terms and conditions of this document do not supersede the terms and conditions of the signatory's employer and VA.
Print or type your full name Signature
Last 4 digits of SSN Date
Office Phone Position Title
Contractor's Company
Name
Please complete and return the original signed document to the COTR within the timeframe stated in the terms of the contract.
Nuv120
DC242
W5030/W5050
W5150
P4112
HERBERT KING
713-383-1886
[email protected]
NONE
