SOLICITATION NOTICE
74 -- MAINTENANCE FOR 86 CANON COPIERS - LIST OF COPIERS
- Notice Date
- 5/21/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Health and Human Services, Food and Drug Administration, Office of Acquisitions and Grants Services, 5630 Fishers Lane, Room 2129, Rockville, Maryland, 20857-0001
- ZIP Code
- 20857-0001
- Solicitation Number
- 09-223-SOL-0024
- Point of Contact
- Tawana M Parker, Phone: 3018277152, Ted L Weitzman, Phone: 301-827-7178
- E-Mail Address
-
tawana.parker@fda.hhs.gov, ted.weitzman@fda.hhs.gov
(tawana.parker@fda.hhs.gov, ted.weitzman@fda.hhs.gov)
- Small Business Set-Aside
- Service-Disabled Veteran-Owned
- Description
- LIST OF COPIERS WITH MODEL NUMBERS, SERIAL NUMBER AND LOCATIONS This is a combined synopsis /solicitation for commercial items prepared in accordance with FAR 13.5 and the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. Solicitation 09-223-SOL-0024 is issued as a Request for Quotation (RFQ) using Simplified Acquisition Procedures. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-32. This is a total Service-Disabled Veteran-owned (SDVOSB) set-aside. The NAICS code is 811219 with a small business size standard of $6.50M. This is a firm fixed price requirement with an ID/IQ line item. The period of performance is from effective date of award through 12 months plus three 12 month option periods. The contractor shall provide maintenance for 86 Government-owned Canon copiers (see attached list) within the U.S. Food and Drug Administration/Office of the Commissioner (FDA/OC). Thirteen (13) Canon units have eCopy installed and it is required that the vendor be able to provide authorized factory service on the eCopy system in partnership with eCopy system engineers. The servicing vendor must be an authorized eCopy service provider and be able to provide OEM maintenance on the 13 eCopy systems. The Contractor shall be a Canon authorized service provider for each Canon multi-functional machine on the FDA/OC Copier inventory. A Canon authorized service provider is defined as: a company that provides Canon-trained service technicians that can service all Canon mainframe copier units and all attached accessories including support of network interface cards and internal Imagepass servers and has access to and provides the latest service updates, technical bulletins, as well as software and firmware updates as part of the maintenance service with no additional charges being assessed. The Contractor must provide eCopy trained service technicians to provide first line support on all eCopy units attached to the Canon copiers and can contact eCopy when necessary for additional support as part of the maintenance service with no additional charges being assessed. It is anticipated that each of the copiers will generate on average 7,500 black and white copies per month; for the 86 copiers covered under the agreement, this represents an aggregated image count of 645,000 black-and-white copies per month. It is anticipated that each of the color copiers will generate 4,000 color copies per month; for the 33 color copiers under this agreement, this represents an aggregated image count of 132,000. Under no circumstances shall any excess per-image charges apply until the aggregated total number of monthly images (B&W or color, respectively) exceed the aggregated monthly image count allowance. The contractor shall submit a separate line item for overage charges. All overage charges are subject to the availability of funds. The contractor shall be responsible for the collection of all meter readings for all machines on a monthly, quarterly, or semi-annual basis. Methods may include any combination of the following: technician’s visual inspection, phone calls or emails to individual copier contact or postcard to individual copier contact. The contractor shall be responsible for providing the FDA/OC point of contact with the readings to support and validate the billing process. Occasionally, a copier will be relocated within a building or to a different building in the same geographical area. The Contractor shall provide pricing information to move a copier: from one point to another point in the same building, and from one building to another building within the Washington DC geographic area. The estimated maximum number of moves is 10 within building moves and 25 within Washington, DC geographic region moves per year of the contract. Throughout the performance of this contract, there may be a need to add and delete machines/accessories to/from maintenance coverage. These changes will be accomplished via supplemental agreement to this order, may occur at any point throughout the year, and will be on a prorated basis to match the performance period(s) of this order. The maximum number of copiers (and their associated accessories/components) will not exceed 100 in any performance period. The Maintenance Service Agreement shall include the standard maintenance requirement for preventative maintenance calls required by the manufacturer for each model or, at a minimum, at least 2 preventative maintenance visits per performance period; unlimited repair calls; and unlimited consumable supplies (paper and transparencies are excluded consumables) for the copiers covered under this contract. Preventative maintenance consists of those scheduled service calls necessary to maintain the equipment in first-class operating condition (e.g., cleaning, lubricating, adjusting, and replacing parts when needed). The Contractor shall provide a clearly defined schedule of routine preventative service. Repair services consist of those unscheduled service calls necessary for repairs not caused by fire, water, accident, and fluctuations in electrical power or customer abuse. The contractor shall be responsible for maintenance of the equipment to include troubleshooting, training of key operators and installation of like-for-like loaner copiers as needed and the delivery of consumables depending on how the supplies are delivered (by the technician, US mail or a shipping company). The price of this contract includes all costs associated with providing parts, labor, local travel/delivery and supplies including toner, staples, drums and other operating components excluding paper and other output media. Maintenance coverage shall include all document feeders, finishers and other accessories. The contractor shall use Canon genuine parts and supplies. To keep copier downtime to a minimum, that contractor may consider keeping an inventory of common parts and supplies available. The contractor shall advise the Government if onsite storage space is required to maintain an inventory, and if so, how much is required. The contractor shall provide a comparable like-for-like loaner copier if the equipment repairs downtime exceeds four (4) business days from the initial date of visit by the service technician. Loaner copiers shall be delivered, set-up and picked-up by the contractor at no additional cost to the government. Service and supplies are to be requested by a local or toll-free phone number(s) and during the hours of 8:00am and 5:00 pm Eastern Time, Monday through Friday, (excluding closures due Government holidays, executive orders, weather, etc), at a minimum with a backup system (voice mail or email) for after hours. This toll free telephone number shall be affixed on the front of the copier, along with the machine serial number or other required identifier. Under this contract, each end user is authorized to place calls for repair service and consumable supplies and be allowed to clear paper jams. Service is to be performed during normal business hours of 8:00 am to 5:00 pm Eastern Time. Service response time shall be no longer than 8 business hours after the time that the service call is received excluding weekends and holidays. Response time is defined as the contractor physically showing up and repairing the machine or, if unable to fix at that time, diagnosing the problem and providing the prognosis and estimated time to repair to the point of contact. Contractor response time shall average 4 hours or less for work stoppage situations. Work stoppage is defined as the unit not operating at all. Service may be performed outside of these core hours as requested by the Contractor at no additional cost to FDA/OC and if pre-arranged with an end-user. The contractor shall provide coverage for all eCopy units and software. Canon authorized service technicians shall provide first line trouble shooting and coordinate with eCopy, Inc. for non-routine service. All authorized canon servicer technicians shall be Canon-certified and/or eCopy-Certified to perform maintenance on Canon copiers and they must maintain their certification throughout the contract period. The service provider must supply a list of technicians that will be working on the agency equipment and be prepared to provide copies of their certifications. All copier technicians shall provide personal information required to obtain a government contractor ID badge in accordance with FDA 1335 Personnel Security Clearance Requirements a full text is available on request from the Contract Specialist. Meter reads are to be collected by physical inspection or by contacting the individual point of contact by phone, mail, or email. The government will provide to the contractor, within 2 days after award of the contract, a list of serial numbers with location and point of contact information. The contractor shall provide FDA/OC program management usage reports in electronic (Microsoft compatible) format on the total and average production volumes for each machine grouped by serial number. The usage reports shall be made available within 30 days after the close of each month, quarter or 6-month period to correspond with the billing of excess usage charges. The contractor shall provide a response time report detailing the response time for each call received. In addition, contractor shall provide a monthly report detailing response times for work stoppage calls, along with the cumulative average response time for work stoppage calls. Upon request, the contractor may be also asked to provide reports detailing service history / list of repairs by machine, including preventative maintenance visits. The Contractor shall provide maintenance/meter read on individual copiers. The Contractor shall provide instructions for ordering service and supplies. The Contractor shall affix labels to each copier that includes the copier’s serial number and toll-free phone number(s) and any other information necessary so that the caller can readily call and request support for service and supplies. The contractor shall provide a usage report by serial number for each copier. With regard to Networking Functionality, the FDA/OC copier inventory contains a mix of stand-alone and networked units. When network problems arise, the contractor shall determine the cause of the problem and contact the FDA’s Information Technology staff for assistance as needed. Any necessary changes to the FDA network shall be made by the FDA Information Technology staff and any necessary changes to the copier unit shall be made by the contractor. This includes hardware, firmware and software. If the unit requires further service by an eCopy technician, the contractor shall contact eCopy, Inc and arrange for an eCopy service call using existing eCopy warranties. The Contractor shall assign a single point of contact to coordinate with FDA/OC for all aspects of billing, reports, and resolving end-user complaints. This point of contact shall represent the Contractor with regards to ensuring sufficient service personnel are available to support maintenance on equipment, implementing a preventive maintenance schedule for equipment with high volume usage, scheduling routine preventative maintenance and maintaining adequate parts readily available to keep equipment operational. The Contractor shall provide a warranty that all the copiers covered by this contract shall pass a pre-service inspection conducted by any succeeding vendor for this requirement. The pre-service inspection shall be conducted within 30 days after the contract expires. The Contractor shall provide the following: Certificate of Maintainability: At such time as the services of the Contractor are terminated, expire contractually or are otherwise not extended, or upon request by the Contracting Officer at any time, the Contractor shall issue, within five (5) working days, a "Certificate of Maintainability" for any or all equipment acquired and/or maintained under this contract. The certificate shall state that preventive maintenance in accordance with the specifications of the Original Equipment Manufacturer (OEM) has been performed and that the equipment is performing in accordance with the OEM's specifications such that the OEM (or the OEM's successor in interest) would commit that it would assume maintenance of the equipment without billing any one-time charges (including but not limited to repair or inspection charges) if such maintenance were assumed effective the day after the Contractor's performance ceases. The Contractor is responsible for bearing all costs associated with obtaining such certification at no separate charge to the Government. Should the Contractor fail to issue the required Certificate of Maintainability in accordance with this clause, or should any equipment fail to perform in accordance with the certification, the Contractor shall be liable to the Government for any reasonable costs incurred by the Government for the purpose of bringing the equipment up to the required OEM maintenance level. If equipment is acquired under this contract, without maintenance of such equipment being concurrently acquired under the contract, the Contractor shall issue a Certificate of Maintainability for such equipment at the time of delivery for each piece of equipment. The certificate shall state that the equipment is in such condition that the OEM (or the OEM's successor in interest) would commit that it would assume maintenance of the equipment without billing any charges to the Government. All charges required to obtain the requisite performance of the equipment, up to the later of the time the equipment is accepted by the Government or the warranty expires, shall be borne by the Contractor. The time the equipment is accepted by the Government is the date that the Government determines that the equipment has passed acceptance testing, not the effective date of acceptance. The fact that the equipment may have been acquired with a warranty does not relieve the Contractor of its obligations under this clause. All contractor employees are required to sign the Contractor's Commitment to Protect Non-Public Information (NPI) Agreement (Form FDA 3398) provided at website http//intranet.fda.gov/omp/forms/internal/FDA-3398.pdf. The Non-Sensitive Positions position risk levels for this contract is a Level 1. The Government will make one award. Technical factors are listed in descending order of importance. The following factors shall be use to evaluate offers: The technical evaluation will be evaluated to determine the following: 1). The proposal demonstrates that the vendor can meet all of the requirements of the statement of work. 2). The proposal demonstrates evidence and techniques that vendor can meet or exceed the response times stated and have relevant experience. 3). Past Performance. Offeror should provide three references of similar efforts performed during the last three years. Include a description of the project, project title, contract number, contract amount, client identification including agency or company name, contracting and technical reviewing official, address and telephone number. The Government may use other methods to evaluate past performance such as past performance data base information, etc. Cost will be evaluated based on total proposed price of base, options, and the estimated maximum number of moves. Offerors shall comply with the provision at FAR 52.212-1(b) and submit 1) an electronic copy to Tawana Parker via email at tawana.parker@fda.hhs.gov. 2) A technical description of the services being offered in sufficient detail so that the Government can evaluate the vendor’s compliance with the requirements in this solicitation as well as being able to evaluate in accordance with the evaluation factors stated herein. 3) Price Quotation shall include: a monthly price and associated yearly price for each machine listed, the costs associated for each type of anticipated move, and the per copy overage costs for black and white and color copies. Offeror shall include a completed copy of the provision FAR 52-212-3 Offeror Representations and Certifications- Commercial Items (Feb 2009) which can be accessed electronically from the INTERNET at the following address: https://orca.bpn.gov/. The provisions at FAR 52.212-1 Instructions to Offerors- Commercial Items (June 2008), 52.212-2, Evaluation - Commercial Items (Jan 1999), 52-217-8 Option to Extend Services (Nov 1999) and 52-217-9, Option to Extend the Term of the Contract (March 2000) are hereby incorporated by reference and apply to this acquisition. All Offerors responding to this RFQ must be registered with the Central Contractor Registration (CCR), http://www.ccr.gov/ FAR 52-212-4 Contract Terms and Conditions- Commercial Item (Mar 2009) and FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (May 2009), applies as follows: 52.233-3 Protest After Award (Aug 1996), 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004), 52.203-6 Restrictions on Subcontractor Sales to the Government (Sep 2006), 52.219-14 Limitation on Subcontracting (Dec 1996), 52-219-27 Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (May 2004), 52.222-3 Convict Labor (Jun 2003), 52.222-19 Child Labor-Cooperation with Authorities and Remedies (Feb 2008), 52.222-21 Prohibition of segregated facilities (Feb 1999), 52.222-26 Equal Opportunity (Mar 2007), 52-222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam ERA and other Eligible Veterans (Sep 2006), 52.222-36 Affirmative Action for Workers with Disabilities (Jun 1998), 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans (Sep 2006), 52.222-39 Notification of Employee Rights Concerning Payment of Union Dues or Fees (Dec 2004), 52.223-15 Energy Efficiency in Energy-Consuming Products (Dec 2007), 52.225-13 Restrictions on Certain Foreign Purchases (June 2008), 52.232-33 Payment by Electronic Funds Transfer Central Contractor Registration (Oct 2003),. The following applies to the moving of the copiers: FAR 52.216-18 Ordering (OCT 1995) Paragraph (a): Such orders may be issued throughout the duration of the contract.52.216-19 -- Order Limitations (Oct 1995) (a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than 1 move, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract. (b) Maximum order. The Contractor is not obligated to honor --(1) Any order for a single item in excess of 35 moves per year; (2) Any order for a combination of items in excess of 35 moves per year; or (3) A series of orders from the same ordering office within a performance period that together call for quantities exceeding the limitation in subparagraph (b)(1) or (2) of this section. (c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section. (d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 7 days after issuance, with written notice stating the Contractor’s intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source. (End of Clause). FAR clause 52.232-18, Availability of Funds (Apr 1984) applies to all costs associated with overage charges. FAR provisions and clauses may be found at http://www.acquisition.gov/far/index.html. Applicable Section 508 standards are 1194.25 Self contained, closed products, 1194.31 Functional performance criteria and 1194-41 Information, documentation and support. All responsible sources that can provide and meet the above requirement shall submit a written quotation. Submission must be received via email 12 Noon Eastern Time on May 28, 2009. If you have any questions regarding this announcement, please contact Tawana Parker at 301 827-7152 via email.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/FDA/DCASC/09-223-SOL-0024/listing.html)
- Place of Performance
- Address: 5600 FISHERS LANE, ROCKVILLE, Maryland, 20857, United States
- Zip Code: 20857
- Zip Code: 20857
- Record
- SN01824803-W 20090523/090521235349-83b8205e7be62e600cf2d3d554c5e357 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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