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U.S. Department of Labor Requirements Specifications NATIONAL MINE HEALTH AND SAFETY ACADEMY Industrial multifunction printer/copier BACKGROUND The mission of the Mine Safety and Health Administration... U.S. Department of Labor Requirements Specifications NATIONAL MINE HEALTH AND SAFETY ACADEMY Industrial multifunction printer/copier BACKGROUND The mission of the Mine Safety and Health Administration (MSHA) is to protect the safety and health of the nation’s miners. The National Mine Health and Safety Academy was constructed on 74 acres in the early 1970s with the intent to provide a self-contained training facility for the Agency and the mining industry. Mining professionals from across the United States and many foreign countries come to the Academy for health and safety training. The Academy complex, which opened in 1976, consists of 15 buildings, eight of which are inter-connected, making up 388,110 square feet and includes classrooms and laboratories accommodating 600 students, a residence hall of 174 lodging rooms, a cafeteria, a library, auditorium, and wellness facilities. OBJECTIVES The objective of this procurement is for the purchase of an industrial, multi-function printer/copier for the Instructional Materials Division as outlined in section five of this statement of work (SOW). This purchase will also include a maintenance agreement for this device. 1.2 SCOPE The Contractor will provide labor, equipment, materials, supervision, permits, licensure, and any other incidentals to perform the work required with the SOW. 1.3 SPECIAL QUALIFICATIONS The Contractor warrants that he will have obtained all licenses and permits required by law to engage in the activities that are required in connection with the SOW. The Contractor shall conform to all required safety regulations for the Academy, County, State, and the Federal Government. 1.4 PERIOD OF PERFORMANCE The printer will be delivered and installed approximately 60 days from contract award. The period of performance for maintenance shall be for one (1) 12-month base period and four (4) 12-month option periods. The maintenance period of performance shall commence on the equipment installation date and run for four 12-month periods as specified. 1.5 RECOGNIZED HOLIDAYS The Contractor is not required to perform services on the following holidays: New Years Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth 1.6 HOURS OF OPERATION The Academy operates between the hours of 8:00 a.m. and 4:00 p.m. Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. 1.7 PLACE OF PERFORMANCE The work to be performed under this contract will be at NMH&S Academy, 1301 Airport Road, Beaver, Raleigh County, WV. 1.8 SECURITY REQUIREMENTS Contractor staff is required to conform to MSHA's security and privacy requirements as described below. 1.8.1 As a condition of employment with the U.S. Department of Labor (DOL), Mine Safety and Health Administration (MSHA), all employees must complete paperwork for a short e-QIP background investigation as needed. 1.8.2 Identification Badge. Contractor employees visiting Government facilities shall wear an identification badge provided by on-site security. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist. 1.8.3 Employee Conduct. Contractor employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of military uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure contractor employees always present a professional appearance and that their conduct shall not reflect discredit on the United States, the Department of Labor or MSHA. 1.8.4 Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, request the Contractor to remove any Contractor employee from MSHA facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required. The Contracting Officer (CO) will provide the Contractor with a written explanation to support any request to remove an employee. 1.9 SAFETY REQUIREMENTS The Contractor shall ensure that safety requirements are always followed and must adhere to all MSHA, OSHA, EPA, and Academy safety requirements. 1.10 CONTRACTING OFFICER REPRESENTATIVE The Contracting Officer Representative (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract. 1.10.1 The Contractor shall, in the performance of this requirement immediately notify the COR or the MSHA Point of Contact if the time and/or service obligations of this contract cannot be met due to inclement weather, civil disturbances, equipment failure, illness, etc. MSHA recognizes the obligation of the Contractor to provide for the safety and well-being of personnel engaged in providing services under this contract. The Contractor shall notify the MSHA COR or other MSHA designated point of contact no later than 9:00 a.m. on the day the services were scheduled to be provided if any circumstances prevent timely performance. 1.11 TECHNICAL POINT OF CONTACT Will be provided upon award. 1.12 TYPE OF CONTRACT The Government anticipates awarding a Firm Fixed Price contract. DEFINITIONS & ACRONYMS CO – Contracting Officer COR – Contracting Officer’s Representative: A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor. Defective Service – A service output that does not meet the standard of performance associated with it in the SOW. DOL - Department of Labor EPA – Environmental Protection Agency E-QIP – Electronic Questionnaires for Investigation Processing FAR – Federal Acquisition Regulation NMH&S Academy – National Mine Health & Safety Academy MSHA – Mine Safety and Health Administration OSHA – Occupational Safety and Health Administration POP – Period of Performance Quality Control – Those actions taken by a contractor to control the performance of services so that they meet the requirements of the SOW. Quality Assurance – Those actions taken by the government to assure services meet the requirements of the SOW. SF – Standard Form SOW – Statement of Work WV – West Virginia GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES 3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES Knowledgeable MSHA personnel shall be made available to direct the Contractor to the location of the building/area needing repairs/services at NMH&S Academy. The NMH&S Academy will provide access to the facility for the Contractor as required in the performance of the tasks identified in this SOW to include site and building electrical power for power tools. The Government shall provide any available drawings that may be available for this project. 3.1 CONTRACTOR USE OF PREMISES The Contractor shall be performing this work on the grounds of the National Mine Health and Safety Academy. The location for the service site has controlled access and the Contractor must comply with Academy security procedures. The Contractor shall be provided a storage/staging area for equipment and materials in an area determined by the COR. The Contractor shall be responsible for restoring the area to its original condition at the completion of work and repairing any damages to the area caused by Contractor activities at no additional cost to the Federal Government. CONTRACTOR FURNISHED ITEMS AND SERVICES 4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES Except for those items, services, or commodities specifically stated in Part 3 as Government furnished, the Contractor will provide all labor, equipment, materials, supervision, permits, licensure, and any other incidentals to perform the work required with the SOW. REQUIREMENTS AND SPECIFICATIONS 5.0 REQUIREMENTS The Contractor shall provide a multifunction device (MFD) and maintenance services in accordance with the following description. 5.1 PRINTER SPECIFICATIONS Glossing unit In-Line booklet Making up to 140-page saddle stitched booklets In-Line booklets w/full bleed trimming and square-back capabilities Half-folding capabilities Paper De-Curl Unit In-Line Spot and flood Clear Glossing (can be two-step process) In-Line or near-line Multi-Fold Unit w/ 6 different folds Scanner and glass platen w/ document feeder At least 4,000 sheet Air Separation/Vacuum Feed large capacity tray At least 5, in-line trays Minimum 5,900 sheet capacity across all trays Total of 7/400 sheets in-line from five different trays 2/3-hole punch Staple- corner and two on side Fiery Impose & JobMaster Software Fiery Windows 10+ Color Print Controller Complete Workstation w/27” monitor, keyboard, mouse, and Fiery Stand Windows Compliant Printer speed minimum of 80 pages per minute (PPM) Duplex speed of 360 GSM/Media 5.2 MAINTENANCE PLAN SPECIFICATIONS Maintenance includes Parts, Labor, Travel, Toner and consumable supplies (excluding paper and staples) 25,000 B&W Copies per Month base year and 75,000 B&W Copies for Option years 1-4 25,000 Color Copies per Month base year and 75,000 Color Copies for Option years 1-4 Vendor must provide one primary sales contact for support locally and nationally. (minimum requirement) Include initial analyst support and customer training at time of acquisition. (minimum requirement) Vendor to provide credit for all copies made by service technicians during service call. (minimum requirement) Vendor must provide eight-hour response time via phone call after service requests received. CLIN Description QTY Unit of Measure Base Year Period 0001 BASE -Purchase – Printer per specifications in section 5.1 of SOW 1 EA 0002 BASE - Maintenance per specification in section 5.2 of SOW 12 MO 0003 BASE- Overages- NTE $2,000.00 1 LO Option Year One 1002 Option Year One- Maintenance per specification in section 5.2 of SOW 12 MO 1003 Option Year One- Overages NTE $2,000.00 1 LO Option Year Two 2002 Option Year Two- Maintenance per specification in section 5.2 of SOW 12 MO 2003 Option Year Two- Overages NTE $2,000.00 1 LO Option Year Three 3002 Option Year Three- Maintenance per specification in section 5.2 of SOW 12 MO 3003 Option Year Three- Overages NTE $2,000.00 1 LO Option Year Four 4002 Option Year Four- Maintenance per specification in section 5.2 of SOW 12 MO 4003 Option Year Four- Overages NTE $2,000.00 12 MO 5.3 WORK SCHEDULE All work shall be performed during the periods of time established by the U.S. Government’s Contracting Officer’s Representative (COR) so there is no disruption in training that is scheduled at the Academy. 5.4 WARRANTY Unless specified otherwise, in writing and agreed upon by all parties, all products, labor, and service must be warranted by the Contractor for a period not less than one (1) year from the official date of final Contractor payment.