SOLICITATION NOTICE
70 -- Support for Electronic Distribution System
- Notice Date
- 8/22/2007
- Notice Type
- Solicitation Notice
- NAICS
- 811212
— Computer and Office Machine Repair and Maintenance
- Contracting Office
- Department of Agriculture, Farm Service Agency, Acquisition Management Division, Contracts Operations Branch, 1280 Maryland Avenue, SW Portals Bldg., Room 508A, Washington, DC, 20250-0567, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- PR105065
- Response Due
- 8/31/2007
- Archive Date
- 9/15/2007
- Description
- This is combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will NOT be issued. The solicitation number is AG-3151-S-07-0024 and is being issued as a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-18. This procurement is a 100% set-aside for small business concerns that are authorized to work on Danka equipment with resources nationwide. The NAICS code for this acquisition is 811212, Computer and Office Machine Repair and Maintenance and the small business size standard is $23 million. C.2. Scope: Provide technical support and maintenance services to EDS sites across the United States to sustain printing and production operations. Technical support personnel shall have total understanding of printing systems from document origination, storage, transportation, manipulation, and final output production. C.3. Technical Support and Maintenance Service Requirements. C.3.1. Technical support service must be provided to all EDS sites through a helpdesk and on-site assistance. An access number for a helpdesk telephone support center must be available that provides coverage to all EDS locations during the core business hours of 9:00 a.m. to 3:30 p.m., local time. If onsite support is needed, a systems engineer must be provided to work with the site in question, either via telephone or on-site. Historically, most support has been provided via telephone but on occasion the system engineer must travel to the site. C.3.1.1. When EDS receives a request to produce documentation for state or local customers, the Contractor shall assist EDS personnel in performing the requested work when software documentation on-hand has not described it or is not understood. Support includes evaluating the customer request to determine the best method to complete the work within the specifications required in the work request, providing adequate instruction to EDS personnel to complete the requirement, and documenting the situation and instructions in an update to the appropriate user manual. This support will be included as part of the on-site support hours. C.3.1.2. Training on the equipment hardware and software may be required for new EDS employees. Depending on individual personnel technical capabilities, training may be required either via telephone or on-site. C.3.1.3. All on-site technical support requirements must be pre-approved by the assigned Contracting Officer Technical Representative (COTR). C.3.1.4. A monthly report must be provided to the COTR and the Contracting Officer. The report must, as a minimum, indicate all technical support requests by EDS site location, nature of the issue/problem, receipt date and time of call, brief summary of corrective action taken, whether corrective action was handled via telephone or on-site visit was necessary, and completion date and time. C.3.1.5. the program currently in use works with Alto Image Arranger and Group 1. This program was provided by, and is proprietary to, Danka Office Imaging. These programs together make it possible to print addresses on newsletters down to the lowest zip code sort. The program is a mail merge program but also prints out a postage report and tray labels. The postage report is required by the post office to show all addresses have been cleansed and sorted to the lowest zip code. This is done to ensure the lowest postage rate is received. The tray labels are labels sorted by zip code. Newsletters are put into the postal trays in zip code order and the tray label must correspond with the content in the tray; also guaranteeing getting the lowest postal rate. C.3.2. Preventive maintenance of all equipment must be provided to factory specification levels. An annual preventive maintenance schedule must be provided to the COTR with monthly progress reports detailing actions accomplished in accordance with the schedule. Changes to the schedule must be approved by the COTR prior to implementation. C.3.2.1. Maintenance of all equipment must meet all factory specifications, warranty requirements and latest modification, software and firmware levels. C.3.2.2. Onsite preventive maintenance service must be rendered during normal business hours, 8am ? 5pm Monday through Friday, except for Federal holidays. C.3.3. Service support personnel shall maintain and repair all equipment at EDS locations in a professional manner to factory specification levels. Service and support includes: C.3.3.1. Respond to all service requests via a telephone call to the EDS site operator within one hour of site call to help desk. C.3.3.2. Maintain a maximum 4 hour response time to each EDS location. C.3.3.3. Report monthly, by location, to the Contracting Officer Technical Representative (COTR) and the Contracting Officer, the following information as a minimum: meters by location and unit, service calls by location and unit, response time by location and unit, downtime by location and unit, and monthly volume by location and unit. Monthly reports are due no later than the 5th work day of each month. C.3.4. Operational supplies must be provided to each EDS location as necessary to operate the machines within the usage charges (see attachment B). Only original equipment manufacturer supplies shall be used to include supplies such as toner, developer, fuser oil, preventive maintenance packs, drums, modules, or any other supplies necessary for equipment operation. C.3.5. if a machine is deemed unrepairable, it must be evaluated by the Contractor?s service, sales, and systems engineering departments and the COTR must substantiate that the machine is no longer salvageable. Machines will be tagged for this type of review in the monthly reports. USDA will replace unserviceable machines with an identical machine or one with comparable capabilities (like for like). NOTE: No equipment will be purchased under resultant contract. Detailed specifications for proposed replacement equipment must be provided to the COTR and Contracting Officer for approval prior to any action being taken. C.3.6. Provide relocation and installation of equipment between EDS locations in the contiguous United States. Ensure equipment is in optimum operating condition after installation at new site. Any equipment damaged during relocation and installation must be repaired or replaced by the Contractor to the Government?s satisfaction. Relocation time frames will be determined by the COTR when a specific relocation is ordered. C.3.7. Monthly image allowances are an aggregate for the entire installed base and overages may not be charged unless the maximum for the entire installed base is exceeded. C.4. Deliverables: The contractor shall prepare and deliver a monthly status report to the COTR and the Contracting Officer describing the requirements as stated in paragraph C.3.1.4. and the monthly, by location, report requirements as stated in paragraph C.3.3.3. All monthly reports are due no later than the 5th workday of each month and may be submitted electronically, via email, to the COTR and the Contracting Officer. C.5. Schedules: Contract period of performance is for one (1) calendar year, with an additional four (4) one-year options. C.6. Miscellaneous: C.6.1. Security. The Contractor shall be responsible for ensuring compliance by its employees with USDA security regulations. Contractors and their employees are subject to all Federal laws applicable to Government installations and are under the jurisdiction of the Federal Protective Service (FPS), which has responsibility for all law enforcement matters on Federal property. CLIN ITEMS Line Item 0001, Technical support (on-site), Qty 660 Hour Line Item 0002, Help desk support, Qty 12 Unit Mo Line Item 0003, Maintenance/Repair, Qty 12 Unit Mo Line Item 0003A, Canon iR105 (19), Qty 12 Unit Mo (qty 2 each located in Montgomery, AL; qty 2 each located in Davis, CA; qty 2 each located in Denver, CO; qty 2 each located in Gainsville, FL; qty 1 each located in Indianapolis, IN; qty 1 each located in Manhattan, KS; qty 2 each located in Saint Paul, MN; qty 1 each located in Columbia, MO; qty 1 each located in Raleigh, NC; qty 2 each located in Fargo, ND; qty 2 each located in Columbia, SC; qty 1 each located in College Station, TX). Line Item 0003B, Canon iR8500 (20), Qty 12 Unit Mo (qty 2 each located in Athens, GA; qty. 2 each located in Boise, ID; qty. 2 each located in Lexington, KY; qty 2 each located in Alexandria, LA; qty 2 each located in Jackson, MS; qty 2 each located in Tualatin, OR, qty 2 each located in Harrisburg, PA; qty 2 each located in Nashville, TN; qty 2 each located in Richmond, VA; qty 2 each located in Spokane, WA). Line Item 0003C, Heidelberg 9110 (11), Qty 12 Unit Mo (qty 1 each located in Little Rock, AR; Indianapolis, IN; Manhattan, KS; East Lansing, MI; Kansas City, MO; Raleigh, NC; Lincoln, NE; Syracuse, NY; Columbus, OH; Stillwater, OK; Madison, WI). Line Item 0003D, Canon C2058 (1), Qty 12 Unit Mo (qty 1 each located in Washington, DC). Line Item 0003E, Canon C3320 (5), Qty 12 Unit Mo (qty 1 each located in Columbia, MO, qty 2 each located in Kansas City, MO, qty 1 each located in Lincoln, NE, qty 1 each located in Washington, DC). Line Item 0004, Image Overages Line Item 0004A, Canon iR105, Qty 10,000 Unit CY Line Item 0004B, Canon iR8500, Qty 10,000 Unit CY Line Item 0004C, Heidelberg 9110, Qty 30,000 Unit CY Line Item 0004D, Canon C2058 (b/w), Qty 750 Unit CY Line Item 0004E, Canon C2085 (color), Qty 250 Unit CY Line Item 0004F, Canon C3220 (b/w), Qty 1,500 Unit CY Line Item 0004G, Canon C3220 (color), Qty 500 Unit CY Line Item 0005, Reports, Qty 12 Unit Mo Line Item 006, Relocates, Unit Jb (Not to exceed reimbursable contract line item) $5,000.00 Aggregate Monthly Images Allowances: Canon iR105, 125K Canon iR8500, 125K Heidelberg 9110, 300K Canon C2058, b/w 7.5K / color 2.5K Canon C3200 b/w 15.0K / color 5.0K Monthly image allowances are an aggregate for the entire base and overages may not be charged unless the maximum for the entire installed bases in exceeded. This award will be based on the lowest price/technically acceptable offer. The Government intends to award a firm-fixed price contract. At a minimum, responsible sources shall provide prices that show requested Line Items, Unit Prices, and Amount for FY 08, FY 09, FY 10, FY 11, and FY 12. The Contractor shall state that they are capable of providing services to all 35 EDS sites, FOB Destination. The actual street locations will be provided to the successful offeror. The contract period of performance is for one (1) calendar year, with an additional four (4) one-year options. All offerors shall submit their written offers via e-mail to Pleshette Brown, Contract Specialist at Pleshette.brown@usda.gov and Renea Morton at renea.morton@wdc.usda.gov or faxed to 202/690-0689, Attn: Pleshette Brown/Renea Morton. All written responses are due by August 31, 2007 at (2 PM EST). Small businesses that are interested in responding shall be registered and have an active record in the Central Contractor Registration (CCR) database to receive an award. Registration must be done online at www.ccr.gov. PROVISIONS/CLAUSES The following FAR and AGAR provisions and clauses apply to this acquisition and are incorporated by reference: FAR 52.212-1, Instructions to Offerors-Commercial Items; 52.212-4, Contract Terms and Conditions-Commercial Items; and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. All offerors are to include with their offers a completed copy of provision 52.212-3, Offer or Representations and Certifications-Commercials Items. Specifically, the following clauses cited are applicable to this solicitation: FAR 52.203-6 Alt. I, FAR 52.204-4, FAR 52.204-7, FAR 52.204-9, FAR 52.219-9, FAR 52.225-13, FAR 52.232-33, FAR 52.233-4, and AGAR 452.219-70, AGAR 452-224-70. The following clauses are incorporated by full reference: AGAR 452.211-74 Period Of Performance (FEB 1988). The anticipated period of performance of this contract is from October 1, 2007 through September 30, 2008; AGAR 452.215-73 Post Award Conference (NOV 1996) A post award conference with the successful offeror is required. It will be scheduled within 15 days after the date of contract award. The conference will be held at a location determined by the program office by the date of award and AGAR 452.246-70 Inspection and Acceptance (FEB 1988) (a) The Contracting Officer or the Contracting Officer's duly authorized representative will inspect and accept the supplies and/or services to be provided under this contract. (b) Inspection and acceptance will be performed at: USDA/FSA/DAM/MSD 1400 Independence Ave SW, Room 5724-S, Washington DC 20250. Telephone requests for copies of FAR provisions and/or clauses will not be accepted, they can be found at: www.arnet.gov/far or www.usda.gov/procurement/policy/agar.html. Award will be made to the responsible offeror whose offer conforms to the RFP and is most advantageous to the Government, price and other factors considered. If it is determined that there are no small businesses capable of providing required services, USDA/FSA intends to negotiate a contract on a sole source basis with Danka Office Imaging Co., under the authority of FAR 6-302.1, Only One Responsible Source and No Other Supplies or Services will Satisfy Agency Requirements. No further information is available concerning this requirement.
- Place of Performance
- Address: 35 EDS sites
- Record
- SN01380731-W 20070824/070822220417 (fbodaily.com)
- Source
-
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