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GENERAL
SERVICES ADMINISTRATION FEDERAL
SUPPLY SERVICE OFFICE, IMAGING AND DOCUMENT
SOLUTIONS
Automated Office Products, Inc. 9730 EE Martin Luther King, Hwy. Voice: 301-731-4000 Fax: 301-459-2783 Contract Number: GS-25F-0075N For more
information on ordering from Federal Supply Schedules click on the FSS
Schedules button at fss.gsa.gov. On‑line
access to contract ordering information, terms and conditions, up‑to‑date
pricing, and the option to create an electronic delivery order are available
through GSA Advantage!, a menu‑driven
database system. The INTERNET address
for GSA Advantage! is
www.GSAAdvantage.gov CUSTOMER INFORMATION 1. Awarded
Special Item Number: Maintenance 51-56. Network, Optical Imaging System and
Solutions 51-409. Copiers 51-100. Toner 51-100-2. Cost-Per-Copy Plan 51 100 C. 2. Maximum Order: $350,000
3. Minimum Order: $100 4. Geographic Coverage: The geographic coverage includes the 48
continuous states and the
5. Point of Production:
6. Basic Discounts: Prices listed are net, basic discounts have been deducted.
7. Quantity Discounts: For SIN 51-56 ONLY: 12% discount from commercial list price for repair of four units or more repaired at the same time and location.
8. Prompt Payment Discounts: None.
9. Government Purchase Cards: Government purchase cards are accepted at or below the micro-purchase threshold. Government purchase cards are accepted above the micro-purchase threshold.
10. Time of Delivery: Delivery of services shall not be more than 30 days from receipt of purchase order unless otherwise stipulated between the ordering agency and Automated Office Products.
11. F.O.B. Point: The F.O.B. Point is Destination.
12a. Ordering and Payment Address: Automated
Office Products, Inc 9730
EE Martin Luther King, Hwy.
12b. Ordering Procedures: For supplies and services, the ordering procedures, information on Blanket Purchase Agreements (BPAs), and a sample BPA can be found at the GSA/FSS Schedule homepage (fss.gsa.gov/schedules).
13. Warranty Provision: SIN 51-56: Thirty days labor; six month warranty on all replacement parts except those used in excess of the manufacturer's duty cycle. SIN 51-409: 30 days. SIN 51-100 and
51-100-2: See warranty code next to each
product below.
14. Data Universal Number System (DUNS)
Number: 120834114
15. Central Contractor Registration: Automated Office Products, Inc. is registered in the Central Contractor Registration (CCR) database. TERMS AND CONDITIONS APPLICABLE TO SIN 51-100c, Cost-per-Copy Plans 1. APPLICATION. In a cost-per-copy plan, the customer pays a fixed monthly fee based on the customer s guaranteed minimum number of copies per month and for copies over the guaranteed minimum, the customer pays an additional fee for each copy made. Consumable supplies (except copying paper and transparency film), and full-service maintenance including repair parts are covered under the plan. 2. LEASE TERM; STATEMENT OF INTENT TO COMPLETE LEASE TERM. (a) These lease terms and conditions give customers better discounts based on the activity's stated intent to fulfill the term of a specific lease and address charges associated with the early termination of that lease. The ordering activity is responsible for the obligation of funds consistent with applicable law. Agencies are advised to review the lease terms and conditions prior to ordering and obligating funding for a lease. (b) The Government and the Contractor understand that a delivery order issued pursuant to SIN 51-100c is a lease arrangement. In that regard, the Government, as lessee, intends to fulfill that agreement and is not entering into such agreement for the purpose of acquiring the use of the equipment for a period of time shorter than the term of the lease. The Government upon issuance of any delivery order pursuant to SIN 51-100c contemplates the use of the equipment for the term of the lease specified in such delivery order. Each lease hereunder shall be initiated by a delivery order which shall, either through a statement of work or other attachment, specify the equipment being leased, and the terms of the transaction. (c) Each Government ordering office placing a delivery order under the terms of SIN 51-100c intends to exercise each renewal option and to extend the lease until competition of the Lease Term so long as the needs of the Government for the equipment or functionally similar equipment continues to exist and funds are appropriated. Failure to exercise each renewal option shall subject the Government ordering office to an early cancellation fee as set forth below. 3. MAINTENANCE COVERAGE. The Contractor shall not sell, rent, or lease any equipment to any activity for which the Contractor cannot meet the provision of repair and maintenance services. 4. SECURITY. Security will be handled at the task order level. 5. EQUIPMENT LOCATION. To facilitate prompt servicing of equipment, ordering activities must specify the type of equipment, that the equipment is leased, location of the equipment, and will advise the Contractor of any subsequent change of equipment location. 6. PURCHASE ORDER/BILLING. The Contractor shall bill the ordering agency as agreed upon. 7. SAFETY PRECAUTIONS. The Contractor shall identify to the ordering activity in writing (e.g., via instruction sheet, operators manual, maintenance manual) those safety precautions and hazardous materials as it relates to the purchase product made against this schedule. 8. OPERATORS TRAINING. Unless waived in the purchase order, the Contractor shall provide operator training and operator manual for key operators as identified by the Government s authorized representative at the time of or prior to installation of the initial equipment. On an as needed basis within 3-5 working days of such request by the Government, additional training may be required to maintain qualified key operators when personnel are relocated or retire, etc. It is estimated that one key operator per equipment per year will require training (e.g., for equipment that is in place for 4 years, it is estimated that 4 key operators will require training for that equipment). 9. EQUIPMENT DEMONSTRATION. Unless waived in the purchase order, the Contractor shall demonstrate that the equipment is properly functioning at the time of installation. This demonstration shall be accomplished pursuant to the operating instructions furnished with the equipment and in the presence of the Government s authorized representative. 10. EQUIPMENT ACCEPTANCE. Upon determination that the equipment is acceptable, the Government s authorized representative, having responsibility for accepting the equipment under the purchase order, will sign the equipment acceptance document. 11. COPIER PAPER. Copier equipment shall be fully capable of operating satisfactorily and producing acceptable copies 12. REMANUFACTURED EQUIPMENT. Remanufactured equipment is equipment which has been subjected to certain processes including, but not limited to, the following: disassembly, cleaning, refinishing to the appearance of new equipment, replacement of all worn or defective components, and inspected and tested to new machine standards. No components other than those newly manufactured will be used as replacements, except in applications that do not affect machine performance. 13. GUARANTEED MINIMUM MONTHLY VOLUMES FOR EACH VOLUME BAND (OCT 1999). (a) SIN 51-100c For Cost-Per-Copy, the Guaranteed Monthly Minimum Volume (i.e., guaranteed number of copies per month) for each copying machine volume band are as follows: VOLUME BAND GUARANTEED MONTHLY MINIMUM VOLUME Volume Band 1 750 copies per month Volume Band 2 5,001 copies per month Volume Band 3 15,001 copies per month Volume Band 4 30,001 copies per month Volume Band 5 50,001 copies per month Volume Band 6 80,001 copies per month Volume Band 7 100,001 copies per month (b) SIN 51-100c Excluding the copying machines described in (c) and (d) below, if the actual monthly volume (i.e., actual total number of copies) is less than the "Guaranteed Monthly Minimum Volume the Government agrees for the number of copies identified under the Guaranteed Monthly Minimum Volume at the order cost-per-copy price. (c) SIN 51-100c The Guaranteed Monthly Minimum Volume is not applicable to copier machines installed less than the total billing month. The actual copies from these machines will be paid at the order cost-per-copy price. (d) SIN 51-100c In any month in which the Monthly Effectiveness Level (MEL) is less than 95 percent, the Government will not be responsible for paying any charge for lack of monthly volume. 14. AOPS PRICING (a) Pricing for each volume band and tier for copiers will include: (i) Consumables (except paper and transparencies); (ii) Full maintenance and repair services (including both preventive and emergency repairs during normal working hours); and (iii) Training for key operators, at the time of machine installation, as well as later as required by an ordering activity to maintain availability of trained key operators. (b) Offer pricing should be based on order quantities from 1 to 500 copiers located in a single urban area. For pricing purposes, the number of copiers shall be grouped into the following tiers: Tier 1: 1 - 24 copiers Tier 2: 25 - 99 copiers Tier 3: 100 - 199 copiers Tier 4: 200 - 299 copiers Tier 5: 300 - 500 copiers (c) If this additional copier quantity increases the aggregate number of ordered copiers such that the quantity falls into a higher tier, the lower prices available in the higher tier will apply to the aggregate (total) number of ordered copiers. The lower prices for the aggregate number of copiers will commence upon Government acceptance of that copier which causes the aggregate number of ordered copiers to fall into a higher tier. The term of placement for the additional copiers will have the same agreement end date as that of the initial copiers. 15. CONSUMABLE SUPPLIES. All consumable supplies (with the exception of paper and transparencies) required for copier operations shall be included in the resulting price. This includes consumables (e.g., staples needed to operate stapling devices) whether optional or standard with the copiers covered under the contract. The Government will not be responsible for providing any consumable supplies (with the exception of paper and transparencies) and for moving, storing, inventorying, or issuing the contractor s consumable supplies. Paper and transparencies for use in the copiers will be purchased by the Government and made available at the using activity s location(s). On or about the same day of each month, the Contractor shall ensure that each copier is furnished with sufficient consumable supplies (excluding paper and transparencies) to produce a volume of copies equal to that stated as the lower limit of the Volume Band for that particular copier. In addition, the contractor shall respond to verbal orders for additional consumable supplies under the following conditions: Orders for additional consumable supplies shall be accepted only from persons identified on the user activity s list of personnel authorized to order supplies. Orders will state the quantity and type of consumable supplies required and the location and serial number of the copier for which the additional consumable supplies are being ordered. The Contractor shall deliver additional consumable supplies within a period of twenty-four hours after receipt of a verbal order. Consumable supplies from the contractor shall be delivered during normal business hours, Monday through Friday (excluding holidays observed by the Government), as specified by the using activity. The Contractor shall identify a point of contact for consumable supplies (e.g., for order, receipt, coordination, delivery, and maintenance of supplies). 16. PARTS AND SUPPIES AVAILABILITY. The Contractor shall have parts and supplies in quantities sufficient to service the resulting contract. The Contractor shall have a delivery system capable of delivery even under extreme emergency conditions. 17. MAINTENANCE AND SUPPORT (a) Preventive Maintenance: The Contractor shall provide, at a minimum, one yearly service call as a preventive maintenance service to ensure that the each copier furnished under the resulting contract is maintained in fully operational condition. However, intervals between scheduled maintenance services shall be no greater than those provided to commercial customers for the same model of copier. (b) Response to Service Calls: During normal working hours (as specified by the using activity), Monday through Friday (excluding holidays observed by the Government), the Contractor shall respond to verbal or written requests for service calls. The contractor shall repair the copier within either nine (9) working hours or sixteen (16) working hours (as specified by the using activity) after the verbal or written request for the service call. However, for copiers identified as critical, the Contractor shall respond to verbal requests for service calls and shall repair the copier within four (4) working hours. Copiers designated critical will be identified by the ordering activity in the order and shall not exceed 5% of the total number of copiers on the order. The Contractor s response time on a service call starts, when authorized personnel of an ordering activity place a verbal request to the Contractor for a service call or a written request is received by the Contractor requesting a service call, whichever is earlier. (c) Backup and Replacement Copiers: The Contractor shall have backup and replacement copiers available to support each Volume Band. Backup copiers are those copiers that are temporarily installed. Replacement copiers are those copiers that are installed in place of a malfunctioning copier and that are intended to remain in place for the remainder of the contract period. When a copier cannot be repaired within sixteen (16) working hours, the ordering activity may require the Contractor to provide a backup copier. The Contractor shall deliver backup copiers within eight (8) working hours of the ordering activity s notifying the Contractor that a backup copier is required. Backup copiers must equal or exceed the capabilities of the copier being replaced. The Contractor s charges for use of the backup copier shall be identical to the charges for use of the original copier being replaced. If the original copier is not satisfactory repaired and returned to the ordering activity within a total of forty (40) working hours from the time of request for a service call, the Contractor shall provide a replacement copier of the same make and model as the original copier or a replacement copier satisfactory to the ordering activity. If agreed to by the ordering activity, the backup copier may be used as the replacement copier. The Contractor shall provide the ordering activity with the serial number, location, and model number of the replacement copier. (d) Qualification of Personnel: The Contractor shall have qualified management, service technicians and delivery personnel in sufficient numbers to service and support the requirements under contract within the specified response times. Failure to maintain sufficient qualified personnel to meet the required response times may result in termination for default. 18. COPIER OPERATIONAL EFFECTIVENESS (a) Initial Installation: If a copier is not fully operational at the time of installation, the Government may, at its option, require the contractor to provide an immediate replacement copier. A fully operational copier can satisfactorily perform all the performance functions applicable to the copier. (b) Replacement Copier: Replacement copiers are those copiers that are installed in place of a malfunctioning copier and that are intended to remain in place for the remainder of the contract period. (c) Monthly Effectiveness Level: Each copier furnished under the resulting contract shall perform at a 95 percent or higher Monthly Effectiveness Level (MEL). The Monthly Effectiveness Level percentage shall be calculated as follows: Monthly Effectiveness Level percent = ((total monthly production period in hours) minus (total number of copier downtime hours over the monthly production period) divided by (total monthly production period in hours)) times 100. The total monthly production period in hours shall be calculated by multiplying 8 hours per day times the number of working days in the month (weekend and Federal holidays excluded). The total number of copier downtime hours over the monthly production period shall be calculated as the number of minutes the copier was down (unable to perform one or more of its specified functions) during the monthly production period, divided by 60. (d) Credit (MEL): (i) Failure of any copier to achieve a Monthly Effectiveness Level of 95 percent or higher shall entitle the Government to unilaterally take credit against the monthly billing for that particular copier. The credit shall be calculated as the difference between 100 percent and the achieved MEL percent times the maximum monthly charge. For copiers under a cost-per-copy plan, the maximum monthly charge will be calculated based on the lower number of copies specified under the Volume Band applicable to the copier. For copiers under a flat-rate monthly-fee plan, the maximum monthly charge will be the flat-rate monthly charge. In any month in which the Monthly Effectiveness Level is less than 95 percent, the Government will not be responsible for paying any charge for lack of monthly volume. If the MEL is 95 percent or higher, the Government will take no credit. e.g., Credit calculation: If the copier was down for 1200 minutes in a month which had a total monthly production period of 21 days and the monthly cost-per-copy charge was .005 cents per copy for a Volume Band III (30,000 copies per month) copier, the Government s unilateral credit against the monthly billing would be calculated as follows: Total monthly productions hours: 21 days
times 8 hours = 168 total monthly production hours Total number of copier downtime hours over
the monthly production period: 1200 minutes divided by 60 = 20 hours MEL percent: (168 minus 20, divided by 168)
times 100 = 88.095 percent Credit percentage taken: 100 percent minus
88.095 percent = 11.005 percent Monthly maximum cost-per-copy
charge: ($ .015 per copy) times (30,000 copies) =
$450 Government credit: 11.005 percent of $450 = $ 49.52 (ii) If a copier operates at less than a 90 percent Monthly Effectiveness Level for any month, the ordering activity shall have the option to require the Contractor to replace the copier with a new replacement copier and the Government s right to unilaterally take credit against the monthly billing. (iii) In lieu of requiring a replacement of the copier, the ordering activity (e.g., Program Manager) may require the Contractor s authorized representative to certify (e.g., on the repair record) that sufficient maintenance has been performed to ensure a 95 percent or higher Monthly Effectiveness Level. If the ordering activity exercises this option, the Government shall still retain the right to unilaterally take credit against the monthly billing. If after certification, the copier operates at less than 95 percent Monthly Effectiveness Level for the following month, the contractor shall replace the copier with a brand new copier or the Government may opt to terminate the contract for default. 19. REMANUFACTURED EQUIPMENT. Remanufactured equipment is defined as equipment which has been remanufactured/rebuilt to new machine specifications, and which has not been used at any time prior to delivery after the remanufacturing/rebuilding process. Remanufacturing/rebuilding as defined herein shall include, but not limited to: cleaning, refinishing, inspection, and testing components. Remanufactured/rebuilt components will be utilized as replacements only in applications that do not affect machine performance. Warranty, maintenance, and service terms for remanufacture/rebuilt machines shall be identical to those provided for are machines. 20. LEASE TERMINATION. (a) In General The Government acknowledges and agrees that it has specifically elected the Lease Term of the relevant delivery order. The Contractor (and assignee, if any) relied on the Governments representation of its intent to fulfill the full Lease Term to determine the monthly lease payments calculated herein. (b) Termination for Convenience of the Government Leases entered into under this schedule may not be terminated except by the ordering activity s contracting office responsible for the delivery order in accordance with clause 52.249-2, Termination for Convenience of the Government (Fixed-Price)(MAY 2004). The costs charged to the Government as the result of any Termination for Convenience of the Government must be reasonable and may not exceed the amount specified as available for contract performance, plus the cancellation charges set forth below. (c) Termination for Non-Appropriation The ordering activity reasonable believes that a bona fide need will exist for the entire Lease Term and corresponding funds in an amount sufficient to make all payment for the lease Term will be available to the ordering activity. Therefore, it is unlikely that leases entered into under SIN 51-100c will terminate prior to the full Lease Term. Nevertheless, the ordering activity s contracting officer may cancel or not renew leases at the end of any initial base period or option period under this paragraph if (a) it no longer has a bona fide need for the equipment or functionally similar equipment and thus will not purchase replacement equipment from another vendor; or (b) there is a continuing need, but adequate funds have not been made available to the ordering activity in an amount sufficient to continue to make the lease payments. If this occurs, the Government will promptly notify The Contractor, and the equipment lease will be cancelled at the end of the last fiscal year for which funds were appropriated. Substantiation to support a cancellation for non-appropriation shall be provided to The Contractor upon request. d) Early Termination/Cancellation Charges for CPC Plans Pricing for each lease period has been developed and established based on the completion of the lease term. Should a lease be canceled by an ordering activity prior to the end of the selected term, termination penalties will be imposed as follows: (i) Lack of Fiscal Funds: No penalty (ii) Activity Closure due to Congressional Mandate: No penalty (iii) Formal Reorganization Duly Authorized by the Head of the Agency: No penalty (iv) Any Other Discontinuance: The difference between the monthly base (minimum) payment for the selected plan term and the monthly base (minimum) payment which would have been paid for the term of the actual rental plan, to the closest full annual plan period, multiplied by the number of months of actual leasing. An exception to this is for the one year plan which will have a penalty of three (3) months minimum rental for early termination, not to exceed a total of twelve (12) payments for the actual lease months combined with the penalty. (e) Limitations The ordering activity must provide 60 days advance written notice of all discontinuances. No cancellation charges shall apply if the ordering activity is formally dissolved or abolished and provides The Contractor with 60 days advance written notice of the discontinuance and documentation supporting such dissolution or abolishment. SIN 51 56 GSA Price GSA
Price Service (Qty
1-3) (Qty 4+) See Note 2 Large
Copiers (30 pages & up) $165.74 $155.16 Small &
Mid-Size Copiers (30 pages & below) $104.18 $97.53 Small &
Mid-Size Copiers (With Auto Document Feed Scanners) $132.59 $124.13 NOTES: 1) All rates
are per hour plus the cost of parts. 2) Rates available only for repairs made at the
same time and location. SIN 51- 409
Product: HP LaserJet 4345mfp series
- SIN 51-100
Connectivity: HP LaserJet 4345mfp series - SIN 51-100
Software: HP LaserJet 4345mfp series - SIN 51-409
Paper Handling: HP LaserJet 4345mfp series - SIN 51 100
Supplies: HP LaserJet 4345mfp series |
