The Department of Veterans Affairs, Networking Contracting Office (NCO 01) located in Providence, RI intends to enter into a sole source procurement, pursuant to the authority of FAR 6.302-1, with RICOH USA, for the following requirement: STATEMENT OF WORK FOR EQUIPMENT AND MAINTENANCE CONTRACT FOR PRO 8210s 1). Vendor shall provide onsite document production, publishing services, and maintenance services for RICOH Pro 8210, Cutsheet Black and White Printer that is currently stationed at the VA Providence Reproduction Office. Services provided are production and delivery of black and white printing and copying. Services should also include heat binding finishing options. Production services are accomplished through vendor supplied machine. The vendor will include repairs, maintenance, and updates to machine to complete the production work. 2). Place of Performance: The service will be performed at 830 Chalkstone Ave, Providence, RI, 02908. Basement Building 1, Room 029, Mailroom/Reproduction Office. 3). Contract will also include said removal of above device at the end of the contract period. 4). Period of Performance: This contract shall be effective from November 1, 2022 to October 31, 2023. This agreement may be extended for one additional option year dependent upon the needs of the facility. Records Management Language for Statement of Work (SOW): The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. The NAICS code for this requirement is 811310. RICOH USA is the only vendor capable of providing these services on the RICOH Pro 8210, Cutsheet Black and White Printer. This is a large/technical device requiring proper vetting through IT, training, and installation, which were done prior to install. This notice of intent is not a solicitation nor is it a request for proposal. However, all responsible sources may submit a capability statement demonstrating the ability to provide the requested services, in writing by Thursday, October 27 at 9 AM EST time. Responses should be sent to Rosangela Pereira at
[email protected]. Information submitted in response to this notice will be used solely to determine whether competitive procedures could be used for this acquisition. A determination not to open the requirement to competition based upon responses to this notice is solely within the discretion of the Government.