J074--Ricoh MFD Maintenance - Hershel ‘Woody’ Williams VA Medical Center

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

To provide maintenance services for VA-owned RICOH All-in-One Multi-Function Devices (MFDs) at the Hershel "Woody" Williams VAMC.

• Provide all necessary resources for maintenance service, including toner, parts, and other supplies (excluding paper).

• Cover approximately 7,988 Black and White copies and 4,993 Color Copies per month for the listed MFDs.

• The contract covers 1 Production machine currently, with the number of units subject to change.

• Mount surge protectors for each copier and ensure all cables are managed to prevent them from being on the floor.

• Response time for service calls is within 12 hours of notification of malfunction during normal working hours (Monday-Friday, excluding Federal Holidays).

• Service calls must be answered during at least eight working hours (8:00 am - 4:30 pm).

• Maintenance reports are required upon completion of each service/repair call, detailing arrival time, service completion time, and description of services rendered. Copies to be forwarded to the COR within 5 working days if requested.

• Performance Period:

  • Base: April 30, 2026 - March 31, 2027
  • Option Year 1: April 30, 2027 - March 31, 2028

• Place of Performance: VA Medical Center, 1540 Spring Valley Dr., Huntington, WV 25704.

• Contract Type: Firm Fixed.

• Consumable supplies, including toner and staples, are to be furnished by the contractor.

• Contractor personnel must possess skills, knowledge, and ability to perform services, and must be OEM Factory trained.

• Personnel must be able to understand, speak, read, and write English fluently.

• Contractor personnel must abide by installation regulations and may be restricted from access if identified as a potential threat.

• Provide training for key operators at the time of installation and on an "as needed" basis for turnover or refreshers.

• Furnish operator's manuals in electronic media or web-based access.

• Contractor must have sufficient management and qualified technicians to service the entire solution.

• Provide a telephone number for service calls and a website for placing service calls and ordering supplies.

Sources Sought Notice

This notice is a market research tool to identify contractors capable of providing maintenance services for one (1) VA-owned RICOH All-in-One Multi-Function Device (MFD) at the Hershel ‘Woody’ Williams VA Medical Center in Huntington, WV. The government is gathering information to develop its acquisition strategy, which may include a small business set-aside or full and open competition. This is not a solicitation, and a contract will not be awarded based on responses to this notice.

• Maintenance services for RICOH All-in-One MFDs (Copiers / Printers / Fax).

• The contract will initially cover one (1) production machine, with the number of units subject to change.

• Interested contractors must submit a capability statement via email to sylvia.honesty@va.gov.

• Responses are due by March 25, 2026, at 3:00 p.m. EST.

• Responses should include: Business name, business type, socio-economic status, point of contact details, GSA contract number (if applicable), and a summary of relevant experience.

• Respondents will not be notified of the results of the evaluation.

• If a small business is interested, they must perform at least 51 percent of the services.

• This is for informational and planning purposes only.

• Responses are voluntary and do not guarantee participation in any future RFQ process.

• Any future solicitation will require a separate response.

• The North American Industry Classification System (NAICS) Code is 811210.

• A Statement of Work (SOW) is attached for reference.