Copier Maintenance

Contractor shall provide full on-site maintenance service to include on-call maintenance and any manufacturer's recommended maintenance and service shall include but not be limited to all labor, equipment, tools, materials, parts, supervision, transportation,, lodging, and etc. The Government will provide paper and staples. and as such are not to be included in the quotation. All TMA copiers have the capability for copying, network, and printing and scan to email functions. Service is required for Government owned Xerox, copiers and their components located at TRICARE Management Activity, 16401 East Centretech Parkway, Aurora, CO 80011-9066 and 3835 Paris Street, Denver, CO 80239 and 1390 S. Potomac Street, Suite 136, Aurora, CO 80013. Service is to maintain safe operation and/or to keep system performing within the manufacturer's specifications and the terms and conditions of the contract. Equipment List Coverage required for the following copies, to include costs for Black and White copies: 13 Model ir3570: SN: CI1016640, C11016639, C11016643, C11016637, C11016641, C11016633, C11016634, C11016632, C11016638, C11016644, C11016645, C11016636, And C11016635 Excess copy charge: Cost per copy Definitions/Acronyms: a. TMA - TRICARE Management Activity - specific addresses listed above. b. CO - Contracting Officer. c. COTR -Contracting Officer's Technical Representative. d. PM - Preventive Maintenance. e. FSE - Field Service Engineer. A "fully qualified" person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the TMA premises as defined in the terms of this contract. f. ESR - Vender Engineering Service Report (Service Tickets). Documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. g. Acceptance Signature - TMA employee who is one of the equipment users or, if not available, one who witnessed that services was performed. h. Authorization Signature - COTR's signature, indicates COTR accepts work status as stated in ESR. SSEB - Source Selection Evaluation Board HOURS OF COVERAGE: a. Normal TMA working hours are Monday through Friday, 7:30 a.m. to 4:30 p.m., excluding federal holidays and any other day designated by the President of the United States. All service/repairs shall be performed during normal hours of coverage. b: Federal Holidays are New Years Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, Christmas Day and any other day designated by the President of the United States. PREVENTIVE MAINTENANCE,UNSCHEDULED MAINTENANCE AND REPAIR SERVICES: a. Preventive maintenance procedures must be, at a minimum, those required or recommended by the equipment manufacturer. Contractor shall submit a schedule of PM's to be performed within thirty days of contract award. b. The Contractor shall provide unscheduled maintenance and repair services as necessary to ensure the equipment remains in good operating condition. Repair service shall be achieved by returning failed components of a system to full operational capacity. These repair services may consist of calibrating, cleaning, oiling, adjusting, replacing parts broker or worn beyond useful life, and maintaining the equipment, including all intervening calls necessary between scheduled services and calibrations. Repair shall be carried out with the objective of minimizing downtime. c. Response Time: The Contractor shall respond to customer service calls Monday through Friday (with the exception of federal holidays) between the hours of 7:30 a.m. and 4:30 p.m. Mountain time. In response to the services calls the Contractor shall provide telephone technical support from a qualified technician within 30 minutes from receipt of the service call. If the malfunction can not be resolved through Mc support call, a technician shall perform on-site support services within 24 hours from the receipt of the service call unless a portion of the response time falls on a weekend or federal holiday. If this occurs, the response time shall continue into the first business day after the weekend or holiday. PARTS: a. The Contractor shall furnish and replace all equipment replacement parts. These parts shall be included in the price offered in the price schedule of this contract. The Contractor shall have ready access to all equipment parts, including unique and high mortality replacement parts, in order to minimize downtime and meet equipment uptime requirements. (Note: All parts and consumables become the property of the government once they are installed in the copiers.) b. Only new standard parts (manufactured by the maker of the equipment or equal thereto) shall be furnished by the Contractor. Rebuilt/refurbished circuit boards may be installed. All parts supplied by the Contractor shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. REMOVAL OF EQUIPMENT: Approval of the COTR must be obtained before removing equipment to Contractor's plant. Removal of the equipment shall be done with no additional costs to the government. The Contractor will be responsible for loss or damage of equipment. TEMPORARY REPLACEMENT EQUIPMENT: If the copier can not be repaired within 14 business days from the date of the service call, the Contractor shall provide at no additional cost to the government a temporary replacement machine with at least the same capabilities as the government copier until the government owned copier is repaired. SERVICE MANUALS: The Contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as: operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. TEST EQUIPMENT: a. All test equipment used by the Contractor to perform contract services shall be maintained in proper calibration status as recommended by equipment manufacturer. Test equipment calibration shall be traceable to a national standard. EQUIPMENT MODIFICATIONS: a. All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the COTR. b. CO and COTR must receive notice at least one week in advance before any equipment updates, upgrades, enhancements, and modifications are begun along with justification (if Contractor-suggested). CHECK-IN/CHECK-OUT PROCEDURES: The Contractor shall be required to report to the TMA Security Guard/COTR and present photo identification. A driver's license issued in the United States of America is acceptable; however, corporate identification will not be accepted. Check-In and Check-Out procedures apply during normal working hours, prior to and after any work is performed, every day that is required to complete the job, this process is mandatory. FSE shall not be in the facility after or before normal working hours. At the time of check-In the FSE will be issued a visitors's identification badge which will be displayed at all times while on TMA property, and surrendered upon completion of the job or at the end of the day. Also the FSE will be required to enter the following information into the log: name of FSE, name of Contractor, current date, and time in, location of service/equipment being serviced, and time out. Vendor Engineering Service Report (Service Tickets)(ESR): When service is completed, the FSE shall document services rendered on a properly completed ESR. The service work ticket shall have as a minimum the following information: Contractor's Name. Contract/Order number. Date and time of service call. Name of Government representative placing service call. Description of equipment being serviced to include name of equipment manufacturer, model and serial numbers. Description of equipment problem and action taken to correct the problem. Description of all components replaced, quantity, and part number. A checklist of all the preventive maintenance checks performed, the acceptable limits for each check, and the results of each check. List of any repairs or repair parts not required to be furnished under this contract in accordance with the clause entitled "Services Excluded", that are necessary to maintain the equipment in first-class operating condition. These charges are considered outside the scope of this contract and the charges claimed by the FSE/Contractor must be approved by the COTR and a purchase card order number given to the FSE/Contractor issued by the COTR or a purchase order number provided to the FSE/Contractor issued by the CO before the service is completed. Date and time services are completed. Total charges to be billed. Printed name and signature of equipment user. Printed name and signature of service person. The FSE shall be required to submit an ESR for each service call and each piece of equipment serviced. The ESRs shall have as a minimum on original and two (2) copies. Upon completion of services, the FSE shall fill out the ESR as required, obtain the equipment user's "acceptance" signature, and give the signed original to the COTR. The Contractor shall retain one copy for his records and submit the second copy with invoices. The COTR will review the ESR to respond to any Contractor requests or notes on the ESR and provide a prompt reply. a. When a job cannot be completed by 4:30 p.m. during normal working hours, a status of progress, in the form of an ESR and verbal description, must be provided to the COTR before 3:30 p.m. DOCUMENTATION/REPORTS: a. Documentation in the form of ESRs must be furnished to the COTR for all scheduled and unscheduled maintenance performed by theiContractor. b. The documentation shall include detailed descriptions of scheduled maintenance and emergency repair procedures performed, including replaced parts and prices. c. PAYMENT: Invoices will be paid in arrears (i.e. services rendered during October 1 through October 30 will not be eligible for invoice payment until November 1). Invoices shall be mailed to the attention of TRICARE Management Activity, Attn: Contracting Officer, 16401 E. Centretech Parkway, Aurora, CO 80011-9066 contractor name, purchase order number, period of service the billing covers, list of equipment items, their serial numbers, and the work performed for each piece of equipment requiring service during the stated period of service. In order to expedite verification of invoice for payment, each invoice must be accompanied by legible copies .of all the ESRs for the services or period of service listed on the invoice. ADDITIONAL CHARGES: There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) for completion of FSR's or awaiting the delivery of parts. COMPETENCY. OF PERSONNEL SERVICING EQUIPMENT: Contractor staff shall'include, at a minimum, one "fully qualified" FSE who shall service as the technician for the servicing of the items listed in the price schedule. The contractor shall submit factory training certificate(s) for this FSE for approval prior to beginning performance under this contract along with FSE name, and formal training (specific to the make and model of equipment). a. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in the price schedule. For field experience, the FSE shall have a minimum of two years of experience (except for equipment on the market less than two (2) years) performing preventive maintenance and equipment repairs on the equipment. b. The FSE shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "fully qualified" a competent FSE and Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model of equipment in the price schedule. The CO/COTR may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any TMA equipment. The CO and COTR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on TMA equipment. c. if subcontractor(s) are used, they must be approved by the CO/COTR: the Contractor shall submit any proposed change in subcontractor(s) to the CO/COTR for approval or disapproval. d. The Government reserves the right to restrict any Contractor employee from performing services under this contract that violates federal regulations or is identified as a potential threat to the security, safety, health or operational mission of the Department of Veterans Affairs Medical Centers and their populations. The restriction of such a person shall not relieve the Contractor from providing all the required services as described herein. SAFETY REQUIREMENTS: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of occupants of the buildings. The Contracting Officer or his/her designee will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor, or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default. PROTECTION FROM DAMAGE: Contractor shall provide all labor, material, and equipment necessary to protect personnel, furnishings, equipment and buildings from damage; shall remove and replace movable items, if necessary, and shall replace or repair any item damaged due to work performed under this contract equal to its original construction and finish. SITE VIS.ITS: Vendors are encouraged to visit the site where the copiers arc located prior to submitting their quotation. However, thc cost of the visit will he at the sole expense of the vendor. To schedule a site visit contact or for technical questions contact: William Orchard at +1 (555) 000-0000 Or Star Chandler at +1 (555) 000-0000 CONTENTS OF QUOTATIONS: The quotations shall consist of a technical quote and cost quote. The technical quotation shall describe how the vendor intends to satisfy the requirements described in the above description of services, and at least three examples of past performance for similar services. The examples shall include a short description of the services, the value of the services, and the name, telephone number and email address of a point-of-contact of the government or commercial representative where the services were provided. The cost quotation shall be submitted on the Government provided REQUEST FOR QUOTATION, Standard Form 18. The Excd price shall be broken down by the (CLINS) for the base period as well as each option period. The technical and cost quotes shall be submitted under a cover letter. The cover letter shall at a minimum include the name, mail address, phone number and email address of the contractor representative who has the authority to commit thc contractor to the terms and.conditions set forth in the order. The cover letter shall also confirm that the contractor is actively registered on the Central Contractor Registration site at www.ccr.gov. SUBMISSION OF QUOTATION: Quotations shall be delivered to Monique Thomas or Brenda L. Agner at TRICARE Management Activity, 16401 East Centretech Parkway, Aurora, Colorado 80011-9066. no later than 2:00 P.M.. Mountain Time, April 30. 2008. All emails and other correspondence relating to this request for quotation shall have the Solicitation H94002-08-Q'0017 indicated in the subject block. Quotes received after the date and time stated above may be rejected.