J--Canon Copier Preventative Maintenance Service

This notice is a combined synopsis/solicitation for commercial services prepared in accordance with FAR Subpart 12.6 and FAR Part 13. This announcement constitutes the only solicitation; Solicitation Number ____________ has been issued with the intent of awarding a firm fixed price agreement for the specific services. This is a total Small Business Set-Aside. The NAICS Code and the small business size standard for this procurement are 811212 and ______ employees, respectively. Offers for the services described herein are due by ____________, February 22, 2012 no later than 4:30 p.m., local Central Standard Time. All contractual and technical questions must be submitted in writing by ____________, February 15, 2012 no later than 4:30 p.m., local Central Standard Time. Telephone questions will not be accepted. Selection and award will be made to that offeror whose offer will be most advantageous to the Government. REQUIREMENT: The Department of Veterans Affairs, G. V. (Sonny) Montgomery VA Medical Center is seeking a Contractor to provide Preventative Maintenance (Remedial) Service of Government-Owned Copier equipment. The Contractor shall provide all equipment, supplies as required, labor, materials, tools and transportation to provide Copier Preventative Maintenance (Remedial) Service of Government-Owned Equipment. The Preventive Maintenance (Remedial) Service shall be performed regularly in accordance with the manufacturer's maintenance service standards; shall be provided during normal business hours (Monday through Friday 8 a.m. - 4 p.m. CST) except holidays. The Copier Preventative Maintenance (Remedial) Service shall consist of those services necessary to maintain the Government - Owned equipment in first-class operating condition (e.g., cleaning, lubricating, adjusting, and replacing parts when needed). The Copier Preventative Maintenance (Remedial) Service shall include the cost of labor, transportation, replacement/spare parts, (excluding consumable operating supplies). The proposed rate shall include the furnishing and installation of photoconductors (belts, drums), maintenance kits or brushes where applicable. The Contractor is to provide, when applicable and with prior approval, a minimum, one (1) yearly service call, per machine, to ensure that each copier is maintained in a fully operational condition. The service call shall include, but shall not be limited to, cleaning, lubrication and adjustments, based upon the specific needs of the individual machine and as deemed necessary/recommended by the copier manufacturer. The Contractor is also to provide Repair (remedial) services which shall consist of those unscheduled service calls necessary for repairs not caused by fire, water, accident, and fluctuations in electrical power or customer abuse. Service Response Time: a. The Contractor will respond to a service call on average within four (4) working hours after written (email) or oral (telephone) notification. b. The Contractor shall provide preventive maintenance if required, which includes periodic service calls necessary to maintain the device in first class operating condition (e.g., inspect, test, clean; lubricate, adjust and replace parts when needed) that are designed to reduce device failure and extend useful life. Preventive Maintenance visits can be scheduled with remedial visits. c. Replacement parts will be furnished on an exchange basis and will be new or same as new in performance. All parts removed due to replacement become the property of the Contractor. The Copier Preventative Maintenance Service will not include relocation of the devices, adding or removing of accessories, attachments to other devices, exterior painting, or refinishing the unit, repair of damage in service time resulting from operator neglect or application for which the device was not designed or repair of damage resulting from accident, transportation, neglect, misuse, failure of electrical power, failure of A/C, failure of humidity controls or any cause other than ordinary use, electrical work external to the Device. Service Reports: The Contractor shall furnish, to the Department of Veterans Affairs Contracting Officer Technical Representative (COTR), a quarterly Service Report reflective for each copier serviced during the preceding quarter; the report is to be submitted by the tenth (10th) of each quarter. The report shall provide in writing the following information: make, model, and serial number of the copier, meter reading, exact service location, a unique facility identification number and government acceptance date. The Contracting Officer Technical Representative (COTR), who acknowledged that the equipment was serviced and is operational, must sign each report. Contractor Requirements, Confidentiality and Non-Disclosure: The Contractor shall follow all Government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. The Contractor is advised that all printed and electronic documents are for government internal use only. They are not to be copied or released without permission, and remain the sole property of the United States Government. Some of these materials may be protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense. Privacy Act Notification: FAR 52.224-1 - "Privacy Act Notification" and 52.224-2 - "Privacy Act" apply to this contract. Qualification of Personnel: The Contractor shall have qualified service technicians in sufficient numbers to service and support the requirements stated herein. Failure to maintain sufficient qualified personnel to meet the service requirement may result in termination for default. The offeror shall designate and identify a program/project manager who is authorized to make decisions to ensure that the contract implementation is efficient and effective. At the time of submission of the offer, the offeror shall submit and include in their proposal, a list of names, addresses, and phone number(s) of authorized representatives, responsible to the contractor, who may be contacted by the VA for service, repair and/or maintenance of the Government-Owned Copier equipment. (e.g., program/project manager; key customer service representatives, dispatchers, service technicians). Only those authorized representatives listed may render service on or to the Government-Owned Copier equipment, unless the list is subsequently modified by mutual agreement between the Contractor and the Contracting Officer, to add or terminate authorized representatives. Identification of Personnel: All service technicians must have visible on their uniform, their name and company's logo. When there are more than one Contractor employee performing the work, one (1) employee shall be identified and designated as a "supervisor" and shall assume all responsibility for the Contractor. Contract Holidays: The prices/costs in Section B 'Cost/Price Schedule' shall not include holiday observances; accordingly, the Government will not be billed for such holidays, except when services are required and approved in writing by the Government and are actually performed on a holiday. The following days are contract holidays: New Years Day Martin Luther King Jr. Day Presidents' Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day