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FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 07, 2014 FBO #4458
DOCUMENT

J -- Sources Sought Notice, Tucson Copier Maintenance - Attachment

Notice Date

2/5/2014
 

Notice Type

Attachment
 

NAICS

811212 — Computer and Office Machine Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Contracting Section;3601 S. 6th Avenue;Tucson AZ 85723
 

ZIP Code

85723
 

Solicitation Number

VA25814R0264
 

Response Due

2/24/2014
 

Archive Date

5/25/2014
 

Point of Contact

Tim Harris
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Business; e.g., Large Business, Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other small businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name, (b) address, (c) point of contact, (d) phone, fax and email, (e) DUNS number, (f) Cage Code, (g) Tax ID number, (h) type of business, e.g., Small Business, Veteran owned, etc. (i) a description of any GSA Schedule contracts held, and (j) a capability statement that addresses qualifications and ability to perform as a contractor for the work described below. DRAFT STATEMENT OF WORK "MAINTAIN COPIERS" AT SOUTHERN ARIZONA VETERAN AFFAIRS HEALTHCARE SYSTEM (SAVAHCS) TUCSON, ARIZONA A. GENERAL GUIDANCE 1. Service. Contractor shall provide all parts, labor, qualified technician(s), test equipment, materials (not identified as being excluded in this Statement of Work (SOW) and transportation required for the maintenance and repair of the copier equipment listed at Appendix "A" of this SOW. This includes strict adherence with the equipment manufacturer's recommended preventative maintenance guidance/schedule if available. 2. Cost-Per-Copy: The Government has a preference for cost per copy maintenance agreement. The cost per copy maintenance program offers the Contractor a built in incentive to maintain the copier equipment in good working condition. Other maintenance programs may be submitted; however, they must contain sufficient detail that allows the Government to fairly evaluate the offer. B. GENERAL REQUIREMENTS 1. Response Time: The Contractor shall respond to the Governments request for repair service within 4 hours following the request. Response is considered the date and time a factory trained/factory authorized technician arrives on the respective job site. Response times are measured in elapsed hours during the course of the normal business day. 2. Repair Period: Repair services shall be completed and the equipment restored to fully operational condition within 24 hours after Government requests repair service. 3. Loaner Equipment: Any item or equipment that cannot be restored to fully operational status within 48 hours from the initial request for service shall be replaced with a like unit, at no additional cost to the government. The contractor shall supply toner cartridges for the loaner unit and any maintenance required while the equipment is in use as a loaner item. 4. Parts Acquisition System: a. Routine: A routine order for repair parts or replacement components are orders for items that show wear and tear beyond the manufactures specifications, but do not currently impair the equipment from being fully functional. Routine orders shall be received within 72 hours and installed as soon as possible, but not later than Close of Business (COB) the next business day following date of receipt. b. Emergency: An emergency order for repair parts or replacement components is orders for items that place the equipment in an inoperative status. Emergency orders shall be received within 24 hours and installed immediately. c. Reconditioned Parts: The Government may accept reconditioned parts if certified by the manufacturer as meeting OEM specifications and respective reconditioned parts carry the same warranty as a newly installed part. d. Salvaged Used Parts: The Government will accept salvage used part from the Contractor when either an emergency part or component or a reconditioned part is not expected to be delivered within the prescribed 24 hours. Any salvaged used part that is installed shall be replaced with either a new or reconditioned part within five (5) business days. e. Salvaged New Parts: The Government will accept a salvaged new part from the Contractor when either an emergency part or component or a reconditioned part is not expected to be delivered within the prescribed 24 hours. Any salvaged new part that is installed may be replaced at the Contractor's option, if replaced within five (5) business days. f. Non-Available Parts: When a repair part or component is determined to be no longer available from any source the Contractor shall immediately notify the Government. The Contractor is expected to have exhausted all possible sources prior to such reporting. If repair parts are not obtainable the equipment shall be declared as non-repairable in writing. g. Parts Inventory: The Contractor is expected to maintain the manufacturers recommended inventory of repair parts or components within its own inventory required to support the maintenance program for the copier models awarded under this contract; however, in no event will the contractor bill the government for these parts in advance or for any remaining unused parts at the end of the contract term. 5. Reports: a. Emergency Maintenance Reports: The Contractor shall upon completion of emergency repairs and prior to departing the Tucson VA Campus, or as soon as possible thereafter, report to the Facilities Maintenance Office Building 5, Room 109A to submit a completed copy of the service ticket. b. Quarterly Report: The Contractor shall maintain a report of all repair and maintenance activity for the equipment awarded. The report shall be submitted to the Contracting Officer and COR not later than 10 calendar days after the last business date of the quarter being reported and must be in Microsoft Excel Format. (Quarters ending are: December 31, March 31, June 30 and September 30.) The following is the information required in the Quarterly Report: The Quarterly Report must contain the service history (including Preventive Maintenance) reflecting the Equipment Identification, Model, Manufacturer, Serial Number, Meter Readings and dates of service. Describe the problem with the machine and the corrective action taken (i.e. cleaning, parts replacement, etc.). The name and part numbers of replacement parts must be listed. For parts under warranty, include warranty data such as "yield number of copies". c. Equipment Identification: The Contractor shall identify each copier unit by the number assigned by the Government Equipment Control Officer. The number is formatted as: 678 EE#####.) The Contractor must affix a label next to the number containing the Contractors name and local telephone number to be called for routine and emergency repair services. 6. Customer Service: The Contractor shall staff a customer service desk between normal operating hours. Answering Machines or Services are not acceptable. 7. Repair Request Procedures: a. Request for Service: The Customer will call the telephone number identified on the front of the copier during normal business hours. The customer will provide the customer service representative with the equipment number, equipment location and a brief description of the problem being experienced. If the copier has a digital display of an error message this information will also be provided. The customer service representative shall provide a confirmation number for the service call. The customer shall record the confirmation number, date and time of call and the name of the representative. The confirmation number shall be used to simplify follow-up procedures that may become necessary. b. Repairs or Parts Delay: The Contractor's service technician shall arrive at the work site within the prescribed four (4) hours following the initial request for emergency service. The repair technician shall complete the necessary as soon a possible. If a delay in repair is caused by lack of repair parts, the equipment shall be disabled until such time as repairs can be accomplished. The Repair Technician shall notify the customer of the delay. Those parts or components shall be placed on an expedited order immediately. (Reference: Loaner Equipment at paragraph B 3). c. Completion, Notification and Reporting: The Contractor's technician upon completion of any emergency repair shall demonstrate to the customer that the equipment has been restored to fully operational condition and obtain their signature on the company's work order or service request form. Prior to departing the SAVAHCS, the technician shall report to the Facilities Maintenance Office. The Government representative shall open and close the Government's required work-order and provide the number to the Contractor for quarterly reporting purposes. d. Payment: Payment shall be based on the number of copies produced in the preceding quarter and shall be paid on a quarterly basis. The Contractor shall read the copy count meters on the last business day of the preceding quarter. If not offering a cost per copy program, offeror must describe the basis of the charges to be billed. 8. Scheduled Maintenance: a. Scheduling: The Contractor shall schedule preventative maintenance services with the using activity the last week of the month prior to the month in which the services are to be performed, but in no instances less than one work week prior. b. Maintenance: Preventative maintenance is believed to include but not limited to replacement of parts or components worn beyond the manufactures OEM specifications, adjustments, lubrication and cleaning. Extreme Care should be exercised in the use of cleaning solvents and liquids in the hospital environment. c. Reporting: Preventative Maintenance services shall be reported on the quarterly report. 9. Definitions: a. Normal Business Hours/Business Days: Normal business hours are 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding Federal holidays. No work under this contract shall be performed outside of normal business hours. The Government shall not pay overtime rates for any work performed away from the work site or at the Contractor's Facility. b. Federal Holidays: The following are a list of Federal Holidays observed by the SAVAHCS. New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. c. Qualified Technician: This term may also be used to mean Contractor's Technician or Service Technician. In all cases the technicians must be factory trained/factory authorized to perform maintenance or repairs on specific equipment. The offeror must provide written evidence along with their offeror. d. COB: The last available time for work or submissions to be made is Monday through Friday at 4:30 p.m. Federal Holidays excluded. e. Abuse: The Contractor's technician shall report any equipment abuse to the contract administrator immediately. Damages or repairs resulting from abuse shall be investigated and handled on a case-by-case basis. Charges resulting from abuse repairs shall be invoiced separately and will be paid by the government over and above pricing shown in this contract. f. Improper Use: Improper use may result from lack of training or knowledge by users or use of products not specifically designed or designated for use with the copier unit, such items are generally transparency film, labels or difficulty installing toner and developer. g. Training: Evidence of improper use should trigger the need for additional training or information identifying the manufacturer's part numbers for specific product for use with equipment model. The Contractor shall coordinate and provide training necessary or requested by the user at no additional cost. Training provided shall be entered on the quarterly report. h. Work Location: All work under this contract is anticipated to be performed on site at the respective work sites listed on Appendix "A." i. Equipment Removal: In the event it becomes necessary to remove a piece of equipment from a job site for performance of maintenance or any required repairs, the Contractor will first obtain a property pass from the Equipment Control Officer. Any equipment removed shall be replaced with a loaner unit. Reference paragraph B 3. 10. Supplies Management: a. Initial Supply: Upon award the Contractor shall ensure that a spare toner cartridge is left with a customer representative. The contractor shall also ensure that the customer has been briefed on the correct procedures for installing the toner cartridge. Initial supply shall be completed within the first 30 calendar days of the contract. b. Follow on Supplies: The customer shall notify the contractor at the telephone number designated by the contractor when the spare toner cartridge is installed in the equipment. The customer shall record the date, time and name of contractor representative. Within (10) ten calendar days, the contractor shall deliver a spare replacement toner cartridge to the customer's location. 11. Health & Security Issues: a. Health Issue: The Contractor must provide written evidence that all employees anticipated to perform services on-site under this contract have completed an annual TB Skin Test. The TB skin test is available from the local public health service or private family physician. The VA Medical Center is not authorized to provide such tests for Contractor employees. The employee record shall be updated annually or prior to any subsequent option renewals and will be maintained by the Contracting Officer. b. Security Issue: Employees performing services on-site under this contract may be issued a security badge at the discretion of the Contracting Officer. This badge must be worn at all times while performing work under this contract. The contractor is responsible for the security and safeguarding of the issued security badge. The badge shall remain the property of the Government and shall be surrendered upon completion of the contract, contract termination or upon demand by the Government, whichever event occurs first. In addition, the Contractor shall provide employees with a photo identification identifying the employee by name and the name of the Contractor's firm. Both the Government issued security badge and the company provided ID shall be worn. Prior to any renewal, a physical inventory of all security badges issued shall be made. The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The North American Industry Classification System (NAICS) code for this acquisition is 811212 ($25.5 million). All offerors who provide goods or services to the U.S. Federal Government must be registered in the System for Award Management (SAM) located on the web at https://www.sam.gov/portal/public/SAM/. Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation for this project must b11e registered with the Department of Veterans Affairs, Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested offerors should submit their qualifications by email to: Tim Harris (Timothy.Harris5@va.gov) no later than Monday, 24 February 2014 at 1:00pm local (Tucson, Arizona) time.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TuVAMC/VASAHCS/VA25814R0264/listing.html)
 

Document(s)

Attachment
 

File Name: VA258-14-R-0264 VA258-14-R-0264(SRC).docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1193660&FileName=VA258-14-R-0264-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1193660&FileName=VA258-14-R-0264-000.docx

 

File Name: VA258-14-R-0264 LIST OF KONICA MINOLTA BIZHUBS APPENDIX A.xlsx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1193661&FileName=VA258-14-R-0264-001.xlsx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1193661&FileName=VA258-14-R-0264-001.xlsx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Department of Veterans Affairs;Contracting Section;3601 S. 6th Avenue;Tucson AZ 85723

Zip Code: 85723
 

Record

SN03281841-W 20140207/140205234307-7713334a4a3a300d6d6df946d3cf6940 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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