J074--Communications Xerox Press Service Agreement

Amendment / Modification

This amendment addresses vendor questions and provides updated information regarding the "Communications Xerox Press Service Agreement" solicitation (36C25926Q0247).

Key updates include:

• Requirement Clarification: The requirement is a follow-on to a previous contract (36C25920F0209) awarded to Cynergy Professional Systems, LLC.

• Limitations on Subcontracting: Bidders are directed to review Attachment 2 - VAAR 85.219-74 for limitations on subcontracting.

• Period of Performance (PoP) Adjustment: The PoP may be adjusted based on Xerox's statement that equipment will be end-of-life by 12/30/2026. Refer to Attachment 3 – Price Cost Schedule for details.

• Attachment 3 – Price Cost Schedule: This attachment has been updated and is provided.

• Deadline Reminder: All offers must be emailed to heather.chase2@va.gov and received no later than 5:00 PM Mountain Time on February 19, 2026.

• Solicitation Number: 36C25926Q0247

• NAICS Code: 811210

• Set-Aside: SDVOSBC

• Place of Performance: George E. Wahlen VA Medical Center, Salt Lake City, UT 84148

• Contracting Officer: Heather Chase (heather.chase2@va.gov, 303-712-5772)

Form / Attachment / Pricing Sheet

This document is a Price Cost Schedule attachment for the opportunity. It outlines the pricing structure for the services to be procured.

• CLIN 0001: Full-service maintenance of a Xerox V180 Printing Press (S/N 1AB197300).
• Inclusions: Supplies, toner, and device maintenance.
• Monthly Allowance: 18,500 B&W prints, 32,500 color prints, and 5,000 large color prints.
• Contract Period: Base Year, March 1, 2026 – December 30, 2026.
• Fields for Completion: Unit Price and Total Amount for CLIN 0001.

Bidders must use this schedule to provide their pricing for the specified maintenance services, including all required supplies and print allowances. The provided Period of Performance (POP) must be adhered to when calculating costs.

Form / Attachment / Pricing Sheet

This document is the VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction. It requires offerors to certify their compliance with subcontracting limitations if awarded a contract.

• Services Contract: Offeror certifies they will not pay more than 50% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs.
• General Construction Contract: Offeror certifies they will not pay more than 85% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs. Material costs are excluded.
• Special Trade Construction Contractors: Offeror certifies they will not pay more than 75% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs. Material costs are excluded.
• Certification Acknowledgment: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Compliance Verification: The VA may require documentation to demonstrate compliance during or upon completion of the contract.
• Required Action: The offeror must complete, sign, and return this certification with their bid, quotation, or proposal.

This is a mandatory certification. Failure to provide a completed and signed copy with the offer will render the offer ineligible for evaluation and award. Bidders must understand and agree to the subcontracting limitations applicable to the contract type (services, general construction, or special trade construction) to ensure compliance if awarded.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide full-service preventive maintenance and repair services for a Government-owned Xerox V180B press (SN:1AB197300) to ensure it remains in good working order and operationally ready.

• Perform comprehensive preventive maintenance (inspecting, cleaning, lubricating, adjusting, calibrating, vacuuming, repairing).

• Furnish all necessary repair parts, labor, transportation, and supplies.

• Maintain equipment to meet manufacturer's current specifications.

• Respond to service calls during normal working hours (Mon-Fri, 8:00 a.m. - 4:30 p.m. local, excluding Federal holidays).

• Initiate repairs within four (4) working hours of notification for malfunctions.

• Complete repairs within 24 hours of response, or 48 hours if parts are not in stock.

• Provide at least one quarterly preventive maintenance service call.

• Ensure sufficient consumable supplies (excluding paper and staples) are furnished monthly.

• Deliver additional consumable supplies within twenty-four (24) hours of verbal order.

• Equipment maintained to meet manufacturer's current specifications.

• Response time for service calls: within 4 working hours.

• Repair completion time: within 24 hours (48 hours if parts needed).

• Preventive maintenance: minimum of one quarterly service call.

• Consumable supply delivery: within 24 hours of order.

• Period of Performance: One year, beginning 3/1/2026 and ending 2/28/2027.

• Place of Performance: Department of Veterans Affairs location (specific location not detailed in SOW).

• Safety: Comply with OSHA and VAAR 852.237-70.

• Security: No security clearance required for maintenance personnel. Contractor responsible for organizational information security; no disclosure of VA information permitted.

• Contractor-Furnished Items: All personnel, materials, supplies (including toner, developer), tools, and equipment, except paper and staples.

• Point of Contact (POC): Contractor must provide a POC empowered for daily decisions.

• Service Line: Toll-free number for service calls, answered at least 8 working hours daily.

• Personnel Qualifications: Fully qualified, manufacturer-trained or certified personnel.

• Billing: Services billed in arrears quarterly, with specific invoice requirements listed.

• Hard Drives: Malfunctioning hard drives to be pulled and given to VA IT staff for disposal; contractor will not access VA systems or information.

Solicitation / RFP / RFQ

This is a Request for Quote (RFQ) for a Communications Xerox Press Service Agreement for the George E. Wahlen VA Medical Center. The government is seeking a base year of service. This is a combined synopsis/solicitation and constitutes the only solicitation; no separate written solicitation will be issued.

• Full-service maintenance of a Xerox V180 Printing Press (S/N 1AB197300).

• Includes supplies, toner, and device maintenance.

• Monthly allowance: 18,500 B&W prints, 32,500 color prints, and 5,000 large color prints.

• Service is to be performed IAW the attached Statement of Work (SOW).

• Contract Type: Firm-fixed price.

• Period of Performance: Base Year (March 1, 2026 - February 28, 2027).

• Place of Performance: George E. Wahlen VA Medical Center, Salt Lake City, UT 84148.

• Questions Deadline: February 13, 2026, 12:00 PM MT (submit in writing).

• Quote Submission Deadline: February 19, 2026, 5:00 PM MT.

• Submission Method: Email only to heather.chase2@va.gov (4MB email limit). No hand-carried or faxed quotes accepted.

• Evaluation Factors: Price, Past Performance, and Limitations on Subcontracting.

• Award will be made on an "All or Nothing" basis to the most advantageous offer.

• This solicitation is a 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• SDVOSB status must be verified and visible in the SBA Small Business Certification (SBS) database at the time of quote submission and award.

• NAICS Code: 811210 (Electronic and Precision Equipment Repair and Maintenance), with a business size standard of $34 Million.

• Offerors must complete and submit Volumes I (Price), II (Past Performance), and III (VAAR 852.219-75 Certificate of Compliance).

• Past performance references (max 3) should be recent (within 5 years) and relevant.

• The government reserves the right to make no award.

• See attached Statement of Work (SOW) and VA Notice of Limitations on Subcontracting.