SOLICITATION NOTICE
J -- Maintenance Agreement for 47 Copiers
- Notice Date
- 1/29/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 811212
— Computer and Office Machine Repair and Maintenance
- Contracting Office
- Department of Health and Human Services, Program Support Center, Division of Acquisition Management, Parklawn Building Room 5-101, 5600 Fishers Lane, Rockville, Maryland, 20857
- ZIP Code
- 20857
- Solicitation Number
- SAM26324
- Archive Date
- 2/27/2010
- Point of Contact
- Epe Pacantara, Phone: 301-443-7076
- E-Mail Address
-
epe.pacantara@psc.hhs.gov
(epe.pacantara@psc.hhs.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial service prepared in accordance with Federal Acquisition Regulation (FAR) Subpart 12.102 (g) and in the format in Subpart 12.6, and 13.5, 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. The Solicitation number is: SAM26324 and is issued as a Request for Proposal (RFP). This solicitation document incorporates all mandatory commercial item provisions and clauses that are in effect through Federal Acquisition Circular (FAC) 05-38 dated January 12, 2010. The North American Industrial Classification System (NAICS) code is 811212, and the small business size standard is $25 million. This procurement is unrestricted, allowing both large and small business to submit quotations. The PROGRAM SUPPORT CENTER (PSC) is soliciting to procure Full Service Maintenance Agreement for 47 Copiers (22 CANON, 13 KONICA & 12 RICOH). The contractor shall provide the following: Purpose: The Substance Abuse and Mental Health Services Administration (SAMHSA) seeks technical assistance and professional expertise to repair, maintain, replace, and/or rebuild 47 copiers all located in Rockville, MD. Expertise in Canon w/ eCopy, Konica & Ricoh is essential to ensure proper installations, updates, and disassemble of the machines. The contractor selected for the Maintenance Agreement shall provide the office with on-site training to site Administrators to ensure the usage of the machines function at full capacity. Period of Performance: The period of performance shall be a 12-month base period with four 12-mounth option periods from the date of award. Offerors shall provide a technical proposal based on the criteria below. Offerors must adequately meet all of the criteria below in order to be considered technically acceptable for the award. 1. Service/Support/Administration: Includes comprehensive system of all service/maintenance procedures, including plan for performing the work and schedule of routine maintenance. Delivery, execution of services: Supporting documentation of the ability to meet the on-call response time. 2. Comprehensive and Sound Solution: Experience in performing maintenance on machines of multiple manufacturers. Technical capabilities: Demonstrate adequate staffing to include superior qualifications, education, training, certifications, awards and substantive experience of key personnel. Examples could include technical support description sheet, brief description of business history, strategy and objectives; describes past performance. 3. Cost Proposal: Price and value of cost proposal. Includes total cost of solution for all services performed and supplies over entire duration of implementation to include supplies and maintenance. Define the cost structure, including all service fees, plus fixed and variable costs. 4. Presentation of the Proposal: Includes appearance, layout, and clarity, grammatically correct, easy to read and understand. Responds logically to SOW. Represents the company from the perspective of management. Statement of Work: Past performance and firm fixed price quotation are specified herein for the comprehensive fleet maintenance agreement for 47 copiers. 1.0 MAINTENANCE 1.1 This instrument will be the primary contractual vehicle that SAMHSA will use during the performance period to fulfill maintenance requirements. 1.2 This requirement is to provide on-site repair service to include parts, labor and supplies (except paper), when required for various copier models (see attached list of government owned equipment). Repair service includes the cost of labor, transportation, replacement/spare parts, and consumable operating supplies, which includes toner and staples. 1.3 Maintain all equipment at a minimum 95% monthly available rate based on the 21 standard federal work days in a month. 1.4 Provide service technician support within 4 hours of service call, Monday through Friday from 8:00 a.m. – 4:30 p.m., EST. A telephone call (unless it results in solving the problem) shall not be deemed as an acceptable service response. The service technician will call the service requestor within an hour to discuss service problem and time of arrival. 1.5 Contractor must provide a list of all its employees requiring access. This listing is to include individuals’ full name. To be granted access, each individual must have in his/her possession a current official government issued Photo Identification Card such as a State Drivers License. 1.6 No pre-inspection fees will be paid. 1.7 Authorized Canon, Konica Minolta and Ricoh technical support which utilizes only Canon, Konica Minolta and Ricoh genuine parts for services and replacements. 1.8 One (1) preventative maintenance check per year, per Canon, Konica Minolta and Ricoh specifications 1.9 Vendor will provide one (1) extra black toner and one (1) extra toner (per color), per machine, per location. 2.0 OTHER 2.1 The contractor will affix a label to each copier with the toll free service number and machine serial number prominently displayed thereon. The label will be affixed within 5 business days after award. 2.2 Vendor agrees to allow additional government owned equipment to be placed and/or removed from this contract without penalty at any time during the term of this contract. The vendor will be notified via contract modification and will be given a 30 day notice to add or remove equipment. 2.3 Option for increased quantity. The Government may increase the quantity of copiers to be maintained as described as listed on the attached equipment list by up to 10% of the total quantity at time of award. 3.0 CONSUMABLE SUPPLIES. As part of its quoted price, the contractor will: 3.1 Provide all consumable supplies (including staples) necessary for the operation of the equipment, based on monthly usage amounts. 3.2 If required, deliver all requested consumable supplies to the designated locations listed on the delivery schedule within one (1) business day after receipt of an order. This should be an exception to the process in 3.1. Note: Government space for additional stock or inventory of supplies, above what is mentioned in 1.9 will not be made available. 4.0 METER READING & BILLING. As part of its quoted price, the contractor will: 4.1 Provide quotes to include a base monthly charge for black and white copies and for color copies produced on both black and white and color devices. Color copies allowance and black and white copy allowance will be will be based on shared usage totals (see excel spreadsheet below for average monthly meter reads). 4.2 Vendor needs to submit their black and white copy and color copy base allowance per the shared monthly usage for the aggregate of the copier machines. A shared usage program will allow less frequently used machines to share their copier quotas with similar machines with a higher frequency of use. 4.3 Provide an email address, fax number, and phone number to the Division of Operational Support (DOS) to submit the meter reads. These will be collected from DOS by the 25th of each month. Reminder notifications should be provided by the 15th of each month. If the 15th falls on a Saturday, Sunday, or a Federal holiday, then the email notice will be provided no later than the first business day after the 15th of each month. 4.4 Provide once a month, in arrears, an invoice to each of the locations listed below: DHHS/PSC/FMS Parklawn Building 5600 Fishers Lane Room 16A-12 Rockville, MD 20857 SAMHSA/OPS/DOS 1 Choke Cherry Road Room L-1014 Rockville, MD 20857 Invoices should be submitted to the above addresses by the 10th of the following month. If the 10th falls on a Saturday, Sunday, or Federal holiday, then the invoice will be provided no later than the first business day after the 10th of each month. All invoices will be in a digital Microsoft Excel summary format to include; invoice date, invoice number, equipment location, model, serial number, period of performance covered by the invoice (i.e., “bill from” date and “bill to” date), contract number, current meter, previous meter, meter usage, allowable unit charge, base rate, bill amount, invoice description/comments, purchase order number, contract coverage dates, tax ID number, address and phone number of vendor. One invoice will be provided to cover all the copier machines. 1) Room #: 2-1086 Copier Name: Canon Model #: C3200G Serial #: JLU00062 Property #: 137550 Totals: 2) Room #: 2-1126 Copier Name: Canon Model #: C3380 Serial #: MMQ00078 Property #: 180322 Totals: 3) Room #: 3-1016 Copier Name: Canon Model #: C3220G Serial #: JPM00091 Property #: 178575 Totals: 4) Room #: 3-1024 Copier Name: Canon Model #: F140800 Serial #: NSW01087 Property #: 056643 Totals: 5) Room #: 3-1042 Copier Name: Canon Model #: 7200 Serial #: MNF08397 Property #: 178573 Totals: 6) Room #: 3-1115 Copier Name: Canon Model #: 7200 Serial #: MNF08392 Property #: 183869 Totals: 7) Room #: 5-1048 Copier Name: Canon Model #: 8500 Serial #: MPB03138 Property #: 092760 Totals: 8) Room #: 5-1096 Copier Name: Canon Model #: 8500 Serial #: MPB09821 Property #: 121731 Totals: 9) Room #: 6-1006 Copier Name: Canon Model #: 600 Serial #: NLE14402 Property #: 092267 Totals: 10) Room #: 6-1034 Copier Name: Canon Model #: C3200G Serial #: JLU00170 Property #: 137547 Totals: new 11) Room #: 6-1056 Copier Name: Canon Model #:600 Serial #: NLE20399 Property #:091983 Totals: 12) Room #: 6-1092 Copier Name: Canon Model #: C5185i Serial #: TRM16865 Property #: 185290 Totals: new 13) Room #: 6-1110 Copier Name: Canon Model #: C3200G Serial #: JLU00167 Property #: 137548 Totals: 14) Room #: 6-1134 Copier Name: Canon Model #: C5185i Serial #: TRM16867 Property #: 183870 Totals: 15) Room #: 7-1006 Copier Name: Canon Model #: 5000 Serial #: MPL10743 Property #: 091454 Totals: 16) Room #: 7-1110 Copier Name: Canon Model #: 6020 Serial #: JCU04443 Property #: 178552 Totals: 17) Room #: 8-1012 Copier Name: Canon Model #: 500S Serial #: MNB05896 Property #: 120610 Totals: 18) Room #: 8-1044 Copier Name: Canon Model #: C680D Serial #: JJM03350 Property #: 183872 Totals: 19) Room #: 8-1086 Copier Name: Canon Model #: 105 Serial #: MND06777 Property #: 183875 Totals: 20) Room #: L-1032 Copier Name: Canon Model #: 1150 Serial #: NNC06556 Property #: 091678 Totals: 21) Room #: 5-1048 Copier Name: Canon Model #: C3200G Serial #: JLU00165 Property #: 178537 Totals: 22) Room #: 8-1028 Copier Name: Canon Model #: C5180 Serial #: TND00707 Property #: 183873 Totals: Total Canon = 22 23) Room #: 4-1034 Copier Name: Konica Model #: 920 Serial #: 57GJ00012 Property #: 153967 Totals: 24) Room #: 4-1034 Copier Name: Konica Model #: 8050 Serial #: 65AJ00052 Property #: 183047 Totals: 25) Room #: 4-1112 Copier Name: Konica Model #: 920 Serial #: 57GJ00017 Property #: 153966 Totals: 26) Room #: 5-1012 Copier Name: Konica Model #: 7255 Serial #: 56SJ00088 Property #: 133397 Totals: 27) Room #: 5-1078 Copier Name: Konica Model #: 7255 Serial #: 56SJ00230 Property #: 133401 Totals: 28) Room #: 7-1044 Copier Name: Konica Model #: 7255 Serial #: 56SJ00222 Property #: 178559 Totals: 29) Room #: 7-1110 Copier Name: Konica Model #: 7272 Serial #: 56QJ00069 Property #: 133396 Totals: 30) Room #: 8-1110 Copier Name: Konica Model #: C652 Serial #: AOP001000741 Property #: 185285 Totals: new 31) Room #: L-1032 Copier Name: Konica Model #: 8050 Serial #: 65AJ00024 Property #: 178576 Totals: 32) Room #: 2-1118 Copier Name: Konica Model #: 8020 Serial #: 65FE00851 Property #: 178584 Totals: 33) Room #: 2-1126 Copier Name: Konica Model #: 8020 Serial #: 65FE00860 Property #: 056641 Totals: 34) Room #: 5-1144 Copier Name: Konica Model #: 7255 Serial #: 56SJ00237 Property #: 133418 Totals: 35) Room #: 7-1026 Copier Name: Konica Model #: 8050 Serial #: 65AJ00051 Property #: 183087 Totals: Total Konica = 13 36) Room #: 2-1006 Copier Name: Ricoh Model #: C5000 Serial #: 13957001510 Property #: 183874 Totals: new 37) Room #: 2-1044 Copier Name: Ricoh Model #: C4500G Serial #: L9071100262 Property #: 180323 Totals: 38) Room #: 4-1112 Copier Name: Ricoh Model #: C4500G Serial #: L9071100235 Property #: 180317 Totals: 39) Room #: 5-1048 Copier Name: Ricoh Model #: MP9000 Serial #: L5560600388 Property #: 153949 Totals: 40) Room #: 7-1110 Copier Name: Ricoh Model #: C5000 Serial #: 13957001480 Property #: 183871 Totals: new 41) Room #: L-1004 Copier Name: Ricoh Model #: C4500G Serial #: L9071100188 Property #: 180324 Totals: 42) Room #: L-1032 Copier Name: Ricoh Model #: 2090 Serial #: J7050500015 Property #: 133431 Totals: 43) Room #: L-1032 Copier Name: Ricoh Model #: MP1100 Serial #: L5660500095 Property #: 153948 Totals: 44) Room #: 7-1062 Copier Name: Ricoh Model #: 3235C Serial #: K5050700739 Property #: 133443 Totals: 45) Room #: 7-1070 Copier Name: Ricoh Model #: C4500G Serial #: L9071100203 Property #: 180319 Totals: 46) Room #: 8-1006 Copier Name: Ricoh Model #: 3235C Serial #: K5050800152 Property #: 133444 Totals: 47) Room #: 8-1074 Copier Name: Ricoh Model #: 3235C Serial #: K5050900125 Property #: 183699 Totals: Total Ricoh = 12 The offeror shall submit their pricing proposal based on the following criteria: Flat rate monthly charge for unlimited black & white copies - the flat rate maintenance plan will accommodate the migration of stand alone printers to multi-functional devices; supporting a Departmental directive. The rate also includes all labor, parts, toner, and staples. The following are inserted by reference: FAR 52.212-1, Instructions to Offerors-Commercial Items (to be submitted with quotation); 52.212-2, Evaluation-Commercial Items; FAR 52.212-3, Offeror Representations and Certifications-Commercial Items. An offeror shall complete only paragraph (j) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (b) through (i) of this provision. FAR 52,212-4. FAR Clauses 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items with the following clauses applicable: FAR 52.222-3 Convict Labor; 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and other Eligible Veterans; 52.222.36 Affirmative Action for Workers with Disabilities; 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; 52.225-1 Buy American Act-Supplies; The full text of FAR references may be accessed electronically at website http://www.acquisition.gov/far SUBMISSION OF OFFERS Offerors are required to submit the proposal based on the criteria listed above. Offerors must demonstrate past performance. The government anticipates making one award; however, multiple awards may be made for each individual brand of copiers. Any firm proposing only one brand shall designate explicitly in the proposal that they are only looking to provide support for that specific brand. Quotations must be received by the Contracting Office no later than 3:00 p.m. on Thursday, February 11, 2010. The government requests that the technical, proposal, and past performance proposals be submitted to PSCAcquisitions@psc.hhs.gov with the solicitation number SAM26324-COPIERMAINT in the subject heading. Any questions can be sent directly to epe.pacantara@psc.hhs.gov with the same solicitation name contained in the subject.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/PSC/DAM/SAM26324/listing.html)
- Place of Performance
- Address: 1 Choke Cherry Road, Rockville, Maryland, 20857, United States
- Zip Code: 20857
- Zip Code: 20857
- Record
- SN02053615-W 20100131/100130000016-3b16f835c087aa1332afc8f13785e27f (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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