SAM #36C24526Q0450

Ricoh Copier Maintenance Services for VA Medical Center, Huntington WV

This procurement seeks maintenance services for Ricoh All-in-One Multi-Function Devices (MFDs) at the Hershel Woody Williams VA Medical Center in Huntington, WV. - Government Buyer: - Department of Veterans Affairs (VA), VA Maryland Health Care System - Contracting Office: Contracting Officer 36C245, 245-Network Contract Office 5 - OEM Highlight: - Ricoh is the sole OEM specified for the copier equipment and maintenance services - Products/Services Requested: - Maintenance services for Ricoh copiers, specifically the Ricoh PRO C5310 unit - Coverage includes all parts, labor, toner, and supplies (excluding paper), with Gold Coverage (including staples) - No overage charges; monthly invoicing based on number of copiers - 12 months of flat-rate maintenance for the base year, plus 12 months for the option year - Unique/Notable Requirements: - Set aside for Small Business concerns; offerors must be registered in the SBA database and SAM.gov - Awardees must provide evidence of VETS4212 enrollment - Maintenance contract is firm-fixed-price, with a base year and one option year - Place of Performance: - Hershel Woody Williams VA Medical Center, 1540 Spring Valley Drive, Huntington, WV 25704

Description

E.9  SUPPLEMENTAL INSTRUCTIONS TO OFFERORS NOTICE: System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals Representation, and paragraph (t) of 52.212-3, Offeror Representations and Certifications Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

CONTENT OF PROPOSALS. A complete proposal shall be submitted in two (2) separated volumes as follows:

A. VOLUME I

FACTOR 1 TECHNICAL (Non-price). The Offeror shall submit a Cover Letter along with Volume I, that identifies the Offeror s Unique Entity Identifier (UEI) number, Cage Code, Tax ID number, Address, Telephone, Email. Technical proposal shall clearly define the work the Offeror proposes to perform, personnel and management capabilities, and the procedures and processes it will use. The Offeror shall not include any price or price-related information in the Technical proposal volume.

B. VOLUME II

FACTOR 2 PRICE. The Offeror s Price proposal shall identify a fixed price for each Contract Line Item (CLIN) per unit of measure, and overall total contract price, on the Price Schedule provided in the SF 1449 solicitation.

OFFEROR MUST ENSURE THAT ITS PROPOSAL IS SUBMITTED TIMELEY TO ENSURE DELIVERY AND RECEIPT BY THE DUE DATE AND TIME IDENTIFIED IN BOX 8 ON THE SF1449 (Page 1 of the solicitation). LATE QUOTES MAY NOT BE ACCEPTED.

Questions shall be submitted by: Email to Sylvia.Honesty@va.gov by 3:00 PM EST on 04/22/2026.

Proposals shall be submitted by: Email to Sylvia.Honesty@va.gov by 3:00 PM EST on 04/29/2026.

-Multiple emails may be submitted if they exceed 10gb, please title documents in order.

Type of award: This Firm Fixed Price Purchase Order will be awarded to the lowest price responsible offeror whose offer conforms to the requirement of the solicitation.

(a) Complete Box 12, 17, and 30 of the SF 1449 (Page 1) of the solicitation, and a signed copy of any amendments issued against this solicitation. Provide the legal entity name, address, telephone number and UEI in Box 17. (b) Complete Section B.1.1, contractor POC information. (c) Complete Section B.3 Price/Cost Schedule: You must enter your unit-price quotes for each CLIN. You may separately include a narrative explanation of the criteria, assumptions and the like that was taken. (d) Complete Section C.4, Certification.

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