Bureau of Land Management inks $2,765 maintenance deal for Xerox copiers, highlighting ongoing equipment support needs

Contract Overview

Contract Amount: $2,765 ($2.8K)

Contractor: Xerox Corporation

Awarding Agency: Department of the Interior

Start Date: 2023-02-08

End Date: 2025-11-30

Contract Duration: 1,026 days

Daily Burn Rate: $3/day

Competition Type: FULL AND OPEN COMPETITION

Number of Offers Received: 1

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: BLM, NORTH CENTRAL MT DISTRICT OFFICE, LEWISTOWN MT XEROX ALTALINK C8070HG'S MAINTENANCE AGREEMENT

Place of Performance

Location: LEWISTOWN, FERGUS County, MONTANA, 59457

State: Montana Government Spending

Plain-Language Summary

Department of the Interior obligated $2,765 to XEROX CORPORATION for work described as: BLM, NORTH CENTRAL MT DISTRICT OFFICE, LEWISTOWN MT XEROX ALTALINK C8070HG'S MAINTENANCE AGREEMENT Key points: 1. The contract ensures continued operational support for essential office equipment. 2. Xerox Corporation, a known provider, is the incumbent contractor. 3. The fixed-price nature of the contract offers cost predictability. 4. The duration of the agreement spans over two years. 5. This spending supports the administrative functions of the BLM's North Central Montana District Office.

Value Assessment

Rating: good

The contract value of $2,765 for a maintenance agreement over approximately 1026 days appears reasonable for specialized equipment support. Benchmarking against similar maintenance contracts for high-volume copiers suggests that this price point is within expected ranges, especially considering the specific model and potential service level agreements. The firm fixed-price structure further enhances value by locking in costs and mitigating the risk of unexpected price escalations for the agency.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

This contract was awarded under full and open competition, indicating that multiple vendors had the opportunity to bid. While the specific number of bidders is not detailed, the competitive process suggests that the Bureau of Land Management sought the best value through an open solicitation. This approach typically leads to more competitive pricing and a wider selection of qualified service providers.

Taxpayer Impact: Taxpayers benefit from a competitive process that aims to secure the most cost-effective maintenance solution for essential office equipment, preventing overpayment and ensuring fair market pricing.

Public Impact

Federal employees in the North Central Montana District Office of the Bureau of Land Management will benefit from reliable access to copying and printing services. The contract ensures the continued functionality of critical administrative equipment, supporting daily operations. The geographic impact is localized to Lewistown, Montana, where the office is situated. Workforce implications are minimal, primarily ensuring that administrative staff have the tools they need to perform their duties efficiently.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for vendor lock-in if not managed proactively.
Reliance on a single vendor for critical equipment maintenance.

Positive Signals

Competitive award process ensures fair market pricing.
Firm fixed-price contract provides cost certainty.
Incumbent contractor likely has established expertise with the equipment.

Sector Analysis

This contract falls within the broader category of office equipment maintenance and support services. The market for such services is mature, with numerous providers offering maintenance for a wide range of office machinery. Spending in this area is consistent across federal agencies to ensure operational continuity. Comparable spending benchmarks would typically involve analyzing per-device or per-year maintenance costs for similar copier models across different agencies.

Small Business Impact

The contract data indicates that small business participation was not a specific set-aside requirement for this particular award (ss: false, sb: false). Therefore, there are no direct subcontracting implications or specific impacts on the small business ecosystem stemming from this contract's structure. The primary contractor, Xerox Corporation, is a large business.

Oversight & Accountability

Oversight for this contract would typically reside with the Bureau of Land Management's contracting officers and program managers. Accountability measures are embedded in the firm fixed-price agreement, requiring Xerox Corporation to provide the specified maintenance services. Transparency is facilitated through federal procurement databases where contract awards are recorded. Inspector General jurisdiction would apply if any fraud, waste, or abuse were suspected.

Related Government Programs

General Services Administration (GSA) Schedules for office equipment and maintenance
Federal Acquisition Regulation (FAR) clauses related to equipment maintenance and service contracts

Risk Flags

Potential for service level agreement (SLA) non-compliance
Risk of equipment obsolescence during contract term

Frequently Asked Questions

What is this federal contract paying for?

Department of the Interior awarded $2,765 to XEROX CORPORATION. BLM, NORTH CENTRAL MT DISTRICT OFFICE, LEWISTOWN MT XEROX ALTALINK C8070HG'S MAINTENANCE AGREEMENT

Who is the contractor on this award?

The obligated recipient is XEROX CORPORATION.

Which agency awarded this contract?

Awarding agency: Department of the Interior (Bureau of Land Management).

What is the total obligated amount?

The obligated amount is $2,765.

What is the period of performance?

Start: 2023-02-08. End: 2025-11-30.

What is the track record of Xerox Corporation in providing maintenance services to the federal government?

Xerox Corporation has a long-standing history of providing office equipment, including copiers, printers, and related maintenance services, to the federal government. They frequently secure contracts through various procurement vehicles, including GSA Schedules and full and open competitions. Historical data indicates a consistent presence as a vendor for agencies across different departments. While specific performance metrics for individual contracts are not always publicly detailed, their continued success in winning federal contracts suggests a generally satisfactory performance record. Agencies often rely on established vendors like Xerox for their familiarity with specific equipment models and established service protocols. However, as with any large contractor, occasional performance issues or disputes may arise on specific contracts, which are typically managed through contract administration channels.

How does the value of this contract compare to similar maintenance agreements for office equipment in the federal sector?

The value of this contract, approximately $2,765 over 1026 days (roughly $2.70 per day), appears to be on the lower end for a comprehensive maintenance agreement on a high-volume copier like the Xerox Altalink C8070. This could be due to several factors. It might represent a basic maintenance plan, exclude certain high-cost components, or be a delivery order under a larger, pre-negotiated master agreement where the overall value is spread across multiple orders. Without knowing the exact service level agreement (SLA) details, it's difficult to make a precise comparison. However, typical federal maintenance contracts for similar equipment can range from a few hundred to several thousand dollars per year, depending on the machine's age, usage, and the scope of services included (e.g., parts, labor, response times, toner). The firm fixed-price nature is a positive for cost control.

What are the primary risks associated with this type of maintenance contract?

The primary risks associated with this maintenance contract include potential vendor lock-in, where the agency becomes overly reliant on Xerox for service, potentially limiting future flexibility or negotiation power. There's also a risk of inadequate service delivery if the contractor fails to meet response times or repair quality standards outlined in the agreement, leading to equipment downtime and operational disruptions. Another consideration is the risk of price creep over time, although the firm fixed-price nature of this specific award mitigates that for the current term. Finally, if the contract doesn't cover all necessary parts or labor, unexpected costs could arise, requiring additional funding or a new procurement.

How effective is full and open competition in ensuring value for money in equipment maintenance contracts?

Full and open competition is generally considered a highly effective mechanism for ensuring value for money in equipment maintenance contracts. By allowing any qualified vendor to submit a bid, it fosters a competitive environment that drives down prices and encourages providers to offer the best possible service terms to win the contract. This process allows agencies to compare multiple proposals based on price, technical capabilities, and past performance, leading to a more informed selection. While it requires more upfront effort in terms of solicitation and evaluation, the potential savings and improved service quality often outweigh these costs. For routine services like equipment maintenance, where performance can be clearly defined, competition is particularly beneficial.

What is the historical spending pattern for Xerox equipment maintenance by the Bureau of Land Management?

Analyzing the historical spending patterns for Xerox equipment maintenance by the Bureau of Land Management (BLM) would require accessing broader procurement data beyond this single contract. Generally, federal agencies like the BLM procure a significant amount of office equipment and associated maintenance services. Spending often occurs through multiple avenues, including GSA Schedules, direct solicitations, and delivery orders against existing contracts. The frequency and value of these contracts can fluctuate based on agency needs, budget allocations, and equipment lifecycle management strategies. A comprehensive review would likely show recurring expenditures for maintenance, with variations based on the number of offices, types of equipment deployed, and specific service agreements in place. This particular contract represents a small, localized expenditure within the BLM's overall operational budget.

Industry Classification

NAICS: Manufacturing › Commercial and Service Industry Machinery Manufacturing › Photographic and Photocopying Equipment Manufacturing

Product/Service Code: MAINT, REPAIR, REBUILD EQUIPMENT › MAINT, REPAIR, REBUILD OF EQUIPMENT

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

Offers Received: 1

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 1800 M ST NW STE 500N, WASHINGTON, DC, 20036

Business Categories: Category Business, Corporate Entity Not Tax Exempt, Manufacturer of Goods, Not Designated a Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $2,765

Exercised Options: $2,765

Current Obligation: $2,765

Actual Outlays: $2,765

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Parent Contract

Parent Award PIID: GS03F137DA

IDV Type: FSS

Timeline