J074--HWW RICOH Copier Maintenance

Solicitation / RFP / RFQ

This solicitation is for RICOH Copier Maintenance services for the Washington DC Department of Veterans Affairs Medical Center Community Living Center (CLC). The Hershel 'Woody' Williams VA Medical Center in Huntington, WV requires a maintenance contract for VA-owned RICOH All-in-One Multi-Function Devices (MFDs), which include copiers, printers, and fax machines.

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

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

• The contract will cover one production machine (Model #PRO C5310C, Serial #84316339), with the number of units subject to change.

• Vendor is responsible for mounting surge protectors and managing cables to prevent them from being on the floor.

• Respond to service calls within 12 hours during normal working hours (8:00 am - 4:30 pm, Monday-Friday, excluding Federal Holidays).

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

• Furnish an operator's manual for all hardware and software.

• Complete a maintenance report after each service/repair call.

• Anticipated performance period: Base year (April 30, 2026 - April 29, 2027) plus one Option year (April 30, 2027 - April 29, 2028).

• Contract type: Firm Fixed Price.

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

• Response Date/Time/Zone: April 16, 2026, 15:00 Eastern Time, New York, USA.

• Contractors must be registered in the SAM Database (https://www.sam.gov) prior to contract award.

• This requirement is a set-aside for Small Business concerns under the authority of FAR 19.205.

• Only Small Businesses listed and viewable in the Small Business Administration (SBA) database (https://search.certifications.sba.gov) are eligible.

• The SBA database will be checked at the time of offer submission and prior to award.

• Awarded contractor must submit evidence of enrollment with VETS4212.

• The Contracting Office is located at VA Maryland Health Care System, Perry Point MD 21902.

• Contact Specialist: Sylvia Honesty, Sylvia.Honesty@va.gov.

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.