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Annual maintenance service contract on Minolta Bizhubpro C6501 - Attachment

General Information

Document Type:FILE
Posted Date:Sep 01, 2017
Category: Maintenance, Repair and Rebuilding of Equipment
Set Aside:N/A

Contracting Office Address

Department of Veterans Affairs;Great Lakes Acquisition Center (GLAC);1900 East Main Street;Danville IL 61832


Solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-94 and 2005-95. The NAICS code is 811212, with a size standard of $27.5 million. This requirement is being solicited in accordance with FAR Parts 12 and 13. B.4 STATEMENT OF WORK BACKGROUND The VA Illiana Health Care System located in Danville, Illinois owns the Minolta Bizhubpro C6501 Color Copier System. VA PPM# is 3610-27656. Serial Number is A0U0011000784. This Equipment is located in Building 125 in the medical media Section. SCOPE 1. Contractor shall furnish all, parts, labor, supervision, material, test equipment, and emergency services, including transportation cost necessary to perform preventative maintenance and unlimited emergency repairs on the Minolta Color Copier at the VA Illiana Health Care System, 1900 East Main Street, Danville, Illinois 61832 for the period of November 1, 2017 through October 31, 2018, in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. This contract shall include an additional Four (4) One (1) Year Options to exercised at the discretion of the government. 2. Contractor shall provide two (2) preventative maintenance services annually. Also, Contractor shall provide unlimited service calls, if and when the unit is not functioning. 3. Contractor shall provide all supplies, to include toner and developer for a set number of copies. Copier overages shall be provided at an agreed upon rate per copy for amounts exceeding the set number. CONFORMANCE STANDARDS 1. All services provided under this contract shall be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA) and Original Equipment Manufacturer standards and specifications. HOURS OF WORK 1. Hours of work for preventative maintenance and emergency repairs are defined as Monday through Friday from 8am to 5pm, excluding Federal holidays or as otherwise arranged with the Contracting Officer s Representative (COR) or his/her designee. 2. The 10 holidays observed by the Federal Government are: New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. 3. Work performed outside of normal working hours of coverage at the request of the Contracting Officer (CO) or COR shall be billed separately. PREVENTATIVE MAINTENANCE 1. The Contractor shall perform semi-annual (typically March and September) preventative maintenance procedures during the contract year as arranged with the COR. Preventative maintenance procedures shall be in accordance with the published preventative maintenance manuals for equipment listed in the schedule. A Field Service Report shall be supplied to the COR at the completion of each preventative maintenance procedure. 2. The Contractor shall initial its completion on the service report at each preventative maintenance visit. At the completion of the service, the Contractor shall present a service ticket indicating the service(s) performed and the parts that were used. All service tickets shall be delivered to the Program Specialist s office, Facilities Management Service, Building 102, when the contractor returns at the end of the visit to sign out. Copies of all services tickets shall be on file in Facilities Management Service prior to invoice certification for payment. 3. Preventative maintenance procedures shall include, but is not limited to, the following: a. Cleaning of equipment (not housekeeping) b. Completing field service updates for operational and reliability engineering change notices c. Calibrating and lubricating the equipment d. Performing remedial maintenance of non-emergent nature e. Testing and replacing faulty and worn parts f. Inspecting/replacing electrical wiring and cables for ware and fraying g. Inspecting all mechanical components, including, but not limited to, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches and motors for mechanical integrity, safety and performance to specifications h. Returning the equipment to operating condition defined in specifications i. Replacing any labels, decals or warning tags that are not legible j. Providing documentation of services performed 4. Contractor shall notify the Contracting Officer of the existence or development of any defects in or repairs to the equipment covered under this contract, which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse). 5. All exceptions to the Preventative Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Officer. EMERGENCY REPAIR SERVICE 1. Service shall consist of maintaining the equipment in accordance with the Conformance Standards Section. Repair service shall consist of replacing parts, calibration, cleaning, oiling, adjusting and maintaining the equipment, except those services necessitated by accident, fire or abuse. 2. The COR and CO have the authority to approve/request a service call from the Contractor. 3. Response Time: The Contractor s Field Service Engineer shall respond with a phone call to the COR within two (2) hours after receipt of notification in an effort to correct the problem by phone. If the problem cannot be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within 24-hours after receipt of notification and shall proceed progressively to completion without undue delay. PARTS The Contractor shall furnish all parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section. The parts listed in Exhibit A of the Contract Quotation. The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the manufacturer or equal thereto). All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request. The Contractor shall furnish all supplies including toner and developer. DOCUMENTATION/REPORTS The Contractor shall submit a legal field service report, which shall include detailed specifications of the preventative maintenance inspection or emergency repair services performed, including replaced parts and estimated prices required for the service call. NOTE: Any additional charges to be claimed shall be approved by the COR before service was performed. REPORTING REQUIREMENTS The Contractor shall be required to report to the Program Specialists office, Facilities Management Service (Bldg. 102) to log in during normal working hours. This check-in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall log out at the Program Specialists office, Facilities Management Service (Building 102) and submit the field service report to the COR for signature, during normal working hours, or leave the service ticket in the box on the Program Specialists door after hours. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT The Contractor s staff shall include a fully qualified Field Service Representative assigned to this area and a fully qualified Field Service Representative who shall serve as the backup. Fully qualified is based upon training and on experience in the field. For training, the Field Service Representatives shall have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers shall have a minimum of one (1) year of experience providing preventative maintenance and emergency repair services on the same make and model of equipment covered under this contract. The Contractor shall provide written assurance of the competency of their personnel by detailing a list of Field Service Representatives along with applicable training and years of service experience on the specific devices covered in this agreement. This information shall be included in the quoted proposal for providing service. Contractor shall take all necessary precautions to protect persons and property from damage during performance of this contract. Contractor shall be responsible for any injury to himself or his employees, or others, as well as for any damage to personal property that occurs during the performance of this contract that is caused by him/her or his/her employee s fault or negligence. The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of Illinois. TEST EQUIPMENT Upon request of the COR or CO, the Contractor shall provide a copy of the current Calibration Certification of all test equipment, which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards. SAFETY REQUIREMENTS In the performance of this contract, the Contractor shall take such safety precautions as the CO may determine to be reasonably necessary to protect the lives and health of occupants of the building. The CO shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the CO may issue an order stopping all or part of the work and hold the Contractor in default. PERFORMANCE REQUIREMENTS A. Documentation/Reports The Contractor is solely responsible for providing Service and Preventative Maintenance Inspection reports, as defined in the Documentation/Reports Section. Failure to provide the COR with service reports will result in a potential unfavorable evaluation for the period of performance and/or loss of the exercise of future option years. Leaving service reports with a person in the vicinity of the equipment may be performed in addition to the previous stated requirement, but is not to be used as a substitute. B. Preventative Maintenance If all preventative maintenance inspection(s) are not performed as indicated in the Preventative Maintenance Section, during the scheduled months stated, or as otherwise determined by the COR, will result in a potential unfavorable evaluation for the period of performance and/or loss of the exercise of future option years. C. Emergency Repair On-Site Physical Response Time The FSE shall commence work as stated in the Emergency Repair Service Section. If the on-site physical response time indicated in this section is not adhered to, shall result in a potential unfavorable evaluation for the period of performance and/or loss of the exercise of future option years. D. Required Check In and Out The FSE shall check in prior to commencing work and check out when work is complete as indicated in the Reporting Requirements Section. Failure to complete this reporting requirement shall result in a potential unfavorable evaluation for the period of performance and/or loss of the exercise of future option years. This is a best value source selection conducted in accordance with Federal Acquisition Regulation (FAR) 13.106-2 (b). The Government will select the best overall offer, based upon an integrated assessment of evaluation factors listed in the FAR 52.212-2 Evaluation Commercial Items (OCT 2014). Contract may be awarded to the offeror who is deemed responsible in accordance with the FAR, whose offer conforms to the solicitation s requirements (to include all stated terms, conditions, representations, certifications, and all other information required by the Statement of work and is judged by an overall assessment of the evaluation factors to represent the most advantageous to the Government. PROPOSAL SUBMISSION INFORMATION 1. Offerors are required to complete Blocks 17, and 30a-c of the SF1449, the Price Schedule in the manner requested, FAR 52.212-3, Offeror Representations and Certifications Commercial Items. In doing so, the offeror accedes to the contract terms and conditions as written in the RFQ. 2. Offerors shall submit with their offer the following technical documentation: a. List of employees to perform service under this contract with copies of their licenses and/or certifications to perform maintenance on the copier models proposed. b. Demonstrated capability to respond to Service Calls within the timeframe specified in the Statement of Work c. Maintenance Personnel must have a minimum of one (1) year experience providing preventative maintenance and emergency repair services on the same make and model of equipment covered under this contract. d. Submit past performance reference list - a maximum of 5 - past performance references for copier rental and maintenance service contracts. Provide the company name and address, point of contact, telephone number and fax number, Contract No., dollar value, and contract period. e. All quotations are to be submitted to the Contracting Officer by mail or email to kevin.adkins@va.gov, to include the solicitation document and all the above requested information. 3. SDVOSB AND VOSB STATUS: (1) For SDVOSBs/VOSBs: In order to receive credit under this evaluation subfactor, the Offeror shall submit a statement of compliance that it qualifies as an SDVOSB or VOSB in accordance with VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors. Offerors are cautioned that they must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov). (2) For Non-SDVOSBs/VOSBs: To receive some consideration under this evaluation subfactor, the Offeror must state in its proposal the names of SDVOSB(s) and/or VOSB(s) with whom it intends to subcontract, and provide a brief description and the approximate dollar values of the proposed subcontracts. Additionally, proposed SDVOSB/VOSB subcontractors must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov) in order to receive some consideration under this evaluation factor. SUBMISSION OF QUOTATION: The quotation shall be submitted via U.S.P.S regular mail, commercial overnight delivery or hand-delivered. It may also be emailed to Kevin Adkins, Contracting Officer, at kevin.adkins@va.gov.The proposal shall be addressed to the office specified in the solicitation and shall show the time specified for receipt, the solicitation number and name and address of the offeror. Proposals shall be submitted as described below: If submitting via U.S.P.S. regular mail, commercial overnight delivery or hand-delivered, submit the proposal to the following address: Kevin Adkins VA Illiana Healthcare System 1900 East Main Street Building 102 Room 124C Danville, Illinois 61832

Original Point of Contact

POC Kevin Adkins

Place of Performance

VA Iliana Healthcare System;1900 East Main Street;Danville Illinois
Link: FBO.gov Permalink
Link: FBO.gov Permalink
Link: FBO.gov Permalink
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