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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 10, 2016 FBO #5374
DOCUMENT

J -- preventive maintenance checks Neopost mailing machine - Attachment

Notice Date

8/8/2016
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 20;1495 Wilmington Drive, Suite 360;DuPont WA 98327
 

ZIP Code

98327
 

Solicitation Number

VA26016Q0645
 

Response Due

8/11/2016
 

Archive Date

8/21/2016
 

Point of Contact

York.Barrett@va.gov
 

E-Mail Address

york.barrett@va.gov
(york.barrett@va.gov)
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

This is a SOURCES SOUGHT NOTICE in support of the WHITE CITY VA SOUTHERN OREGON REHAB CENTER AND REHABILITATION CLINIC (SORRC) WHITE CITY, OR CAMPUS, for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to York Barrett at York.Barrett@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. All responses are due by August 11, 2016, at 1300 PDT. Potential contractors shall provide, at a minimum, the following information: 1) Company name, address, and point of contact, phone number, e-mail address, and DUNS. 2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 811219 - Other Electronic and Precision Equipment Repair and Maintenance. The largest a firm can be and still qualify, as a small business for Federal Government programs is no larger than $27.5 Million. [ ] yes [ ] no Small Business (SB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business 8(a) [ ] yes [ ] no Small Disadvantaged Business (SDB) [ ] yes [ ] no Women-Owned (WO) Small Business [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Other (please specify) 3) What types of information are needed to submit accurate offers? 4) Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The Capabilities Statement for this sources sought is not expected to be a Request for Quotations, Request for Proposals or Invitation for Bids, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company's ability to provide the services outlined in the draft SOW below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of capabilities statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business (SB) Community or to conduct as an Unrestricted Procurement. Other than small businesses may respond to this notice in the event the market does not indicate SB interest. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. Note: Do not include Proprietary, classified, confidential, or sensitive information in responses. Not responding to this Sources Sought does not preclude participation in any future or potential solicitation, or Request for Quotation. It is the intent of the White City VA SORRC to use the information gathered for market research purposes only. If a formal solicitation is released, it will be posted via the Federal Business Opportunity (http://www.fbo.gov). DESCRIPTION OF THE REQUIREMENT: PM Checks on Mailing Machines STATEMENT OF WORK STATEMENT OF WORK (SOW) Contract Number: Task Order Number: IFCAP Tracking Number:692-16-1-561-0004 Follow-on to Contract and Task Order Number: 1. Contracting Officer's Representative (COR). Name: Section: Address: Phone Number: Fax Number: E-Mail Address: 2. Contract Title. Bullfrog Neopost Mail Machine Contract. 3. Background. The White City VA Southern Oregon Rehabilitation Center and Clinic (VA SORCC) has a Neopost Mail Feeder, remote printer, Neopost Conveyer/Stacker, Neopost Weigh Platform, Neopost Dynamic Scale, and Neopost Mailing Machine. These items are used for services related to postage for Veterans postage needs as well as business correspondence for VA SORCC. The equipment was installed in October, 2012. Neopost is the original equipment manufacturer. This system's warranty expired on October 3, 2013. As a result, a service contract is needed to be put into place due to bi-annual preventative maintenance requirements. This contract does not cover consumables or any custom engraving. Equipment down time can be extensive as a result of not having a contract in place, and repairs for any components associated with this piece of equipment can be extensive, as well. 4. Scope. Contract shall cover two (2) preventive maintenance checks /services/diagnostic checks per year, in March and October, as is recommended by the manufacturer as well as all unscheduled/services required and/or repairs on the system (unless specifically excluded), labor, and travel to keep the equipment operating within factory specification and shall include all parts. All replacement parts shall be original equipment manufacturer (OEM). This does not include shop reconditioning or replacement of complete assemblies resulting from the wearing out of numerous parts. Service coverage shall be Monday through Friday, 8:00 AM through 5:00 PM, excluding recognized U.S. Federal holidays. Emergency service not included under this service contract (up to $2,500 per occurrence) outside these hours shall be approved by using organization and paid for by purchase card. If over $2500 then the contract may be modified or a separate purchase order may be written. Contracting officer will have sole discretion before contract is modified or work outside the scope of the contract is started. Contractor may be asked to provide a quote of repair cost at no charge to the government. Contractor's Field Service Engineers shall be knowledgeable and trained on the specific system for which this contract shall cover. Should a repair of any type require work to be performed outside contract coverage hours, as determined by the VA's Contracting Officer (CO) or, a purchase order shall be issued to pay the difference between the contractor's normal hourly billing rate and the contractor's overtime billing rate. Equipment to be covered by this contract shall include: 1.Neopost Mixed Mail Feeder S/N = MF1224001675, Model # MMF. 2.Remote Printer, Model # ISPRINTER. 3.Neopost Conveyer/Stacker S/N = MQ1216008352, Model # IS56CONVEYER. 4.Neopost Weigh Platform S/N = 281203002644, Model # ISWP70 5.Neopost Dynamic Scale S/N = MS1106000783, Model # IS56DWM. 6.Neopost Mailing Machine S/N = MA1221002291, Model # IS6000BA. 7.Neopost Roll Tape Dispenser S/N = NPQAJ120501097, Model # ISRLD. 8.Neopost Touchscreen & PC S/N=224596, Model #SLMC-KEY-N. 9.Neopost Multi Carrier Dongle S/N=65019759MR Model # TLPS6LSSD-149-N 10.Neopost Weigh Platform 5. Specific Tasks. The tasks described below shall ensure a 99 percent uptime. Uptime shall be accomplished by necessary preventive maintenance and timely response to repair service calls. 5.1 Task 1 - Enterprise Management Controls. 5.1.1 Subtask 1 - Integration Management Control Planning. Contractor shall provide an uptime of ninety nine percent (99%) through proper maintenance of the system in accordance with the manufacturer's specifications. Proper maintenance shall be accomplished by the following: 1.Semi-annual, and Annual preventive maintenance (PM) checks and service per manufacturer's specifications. PM shall be performed during contract coverage hours. 2.Field Service Engineer coverage Monday through Friday, 8:00 AM through 4:30 PM, excluding U.S. Federal holidays. 3.Vendor to furnish all necessary installations, lubricants, parts, repair parts, software, hardware, labor, travel, service time, scheduled inspections, response(s) to interim calls, without extra charge. 4.Scale rate changes and consumables, such as, but not limited to meter tape, ink, and those parts and assemblies made unserviceable due to negligence, misuse, or external forces are excluded from this agreement. 5.All parts and assemblies replaced by the Contractor stated within part #4 will be retained in the custody of VA SORCC for proper government equipment disposal/turn-in. 6.Each piece of equipment listed in item # 4 shall be fully operational prior to service repair technician departing. In the event this is not possible due to any reason a replacement machine of equal or greater dollar value and with the same or equal performance capabilities will be loaned to VA SORCC until the primary machine is repaired to correct performance standards (loans and any related costs (including training costs) are without additional costs or charges). 7.Inspections and interim maintenance services will be performed during normal business hours between 8 a.m.-4:30 p.m., Pacific Standard Time. Service requested by the customer outside of normal P.S.T. hours will be charged after-hours rate. 8.A response time of four hours or less is required from the contractor upon receipt of equipment malfunction notification, notification will be delivered by the COR or POC for this metered mailing machine system. 9.A response time of two hours or less is required from the contractor when or if the metered mail machine and accessories become inoperable to the point that it effects VA SORCC's ability to fulfill its mission of providing adequate care to Veterans in a timely manner. This status will be determined by the Government users. Any critical response interim calls to the vendor are limited to five calls per fiscal year. 10.For contractual verbiage clarification in regards to response time: a four hour or less, response is required when the machine is malfunctioning, and two hours or less, when the machine is inoperable. 5.1.2 Subtask 2 - Contract Management. Contract management shall be accomplished through: 1.Monitoring the actual uptime of the system. 2.Response time. Contractor's technician shall check in (sign in) at the Facilities Management/Engineering building when he/she arrives on site and check out (sign out) when he/she has completed the necessary service. Contractor shall wear a government badge that will be obtained upon signing in and returned when signing out. 3.Technical superiority. The contractor shall demonstrate through its actions that is possesses the technical skills necessary to perform the services under this contract. 4.PM performance. All preventive maintenance in accordance with manufacturer's specifications shall be completed on schedule 5.1.3 Deliverables. There are no pre-determined deliverables for this contract. 6. Performance Monitoring. The contractor's ability to provide ninety nine percent (99%) uptime, Technician response time, shall be the performance indicators for this contract. 7. Security Requirements. Contractor's technician shall be required to check in at Facilities Management Building # 229, sign in, and obtain a badge. Technician shall wear the badge while on station so it is visible at all times. Upon completion of inspections/repairs technician shall return the badge to Facility Management and sign out. 8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). N/A. 9. Other Pertinent Information or Special Considerations. Delay in awarding this contract presents the possibility of expensive repairs which could cost more than the annual contract cost. a. Identification of Possible Follow-on Work. This contract must be renewed at end of this contract period to ensure uptime of the system. b. Identification of Potential Conflicts of Interest (COI). There are no foreseeable conflicts of interest for this contract. c. Identification of Non-Disclosure Requirements. None. d. Inspection and Acceptance Criteria. Equipment uptime performance, Technician response time, and PM performance shall be the criteria for acceptance. 10. Place of Performance. The devices to be serviced under this contract are located in Building 226, Room 153. 11. Period of Performance. This contract shall cover the equipment for the period of September 15th 2016 through September 14, 2017 and serve as the base year with four option renewal years from the period of September 15th, 2017 through September 14th, 2021. This is a base year contract with four option renewal years. 13. Definitions: The following terms that appear throughout the scope of work shall serve as clarification for all involved. Contracting Officer: The Contracting Officer for this contract shall be the Veterans Health Administration representative warranted to enter into a contract on behalf of the government. There shall be only one Contracting Officer for this contract. Contracting Officer's Representative (COR): The COR shall aid the CO in developing the contract specifics for this contract and shall manage the contract on behalf of the CO. The COR can neither enter into a contract nor authorize a contract modification on behalf of the government. Contractor: Shall refer to the company contracted to perform the work under this contract. Any personal, either as a direct employee of the contractor or as a direct employee of the subcontracted company to perform any part of the services of this contract shall be considered an employee of the contractor for the purposes of this contract, and shall, therefore, adhere to the stipulations set forth under this contract. DOWNTIME: Any time, in consecutive hours, the system under contract is not able to perform any of the functions that make it fully functional as defined in UPTIME. TECHNICIAN: Any personal, regardless of their assigned title, that shall perform any part of the maintenance services to the system for which this contract is drawn. NINETY NINE PERCENT (99%) UPTIME: Shall mean that the system is up 99% of absolute time, without regards to coverage hours, or any other definition any potential contractor proposes. PM: Preventive Maintenance Checks and Services. Shall refer to those services rendered to the system on a scheduled basis that shall keep the system in a like-new condition and to allow the system to operate as is intended by the manufacturer. U.S. FEDERAL HOLIDAYS: Shall be those holidays observed by federal institutions. Those holidays shall be New Year Day, Martin Luther King's Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas. 14. Delivery Schedule. SOW Task#Deliverable TitleFormatNumberCalendar Days After CO Start 1Semi-Annual Preventive MaintenanceContractor-Determined FormatService report provided to COR or Point of Contact.Within 10 days of service performance completion. 2Semi-Annual Preventive maintenanceContractor-Determined FormatService report provided to COR or Point of Contact.Within 10 days of service performance completion. 3Repairs.Contractor-Determined FormatService report provided to COR or Point of Contact.As necessary
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/SeVANC/VAPSHCS/VA26016Q0645/listing.html)
 

Document(s)

Attachment
 

File Name: VA260-16-Q-0645 VA260-16-Q-0645_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2929810&FileName=VA260-16-Q-0645-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2929810&FileName=VA260-16-Q-0645-000.docx

 

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: White City VA SORRC;8495 Crater Lake Hwy;White City, Oregon

Zip Code: 97503
 

Record

SN04212913-W 20160810/160808234500-8c0f48386b250e337f0fb74fe41ace87 (fbodaily.com)
 

Source

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

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