J--Printer/Scanner Maintenance

This is a Request for Information (RFI) to conduct market research to determine the availability of vendors capable of providing the requirement listed below. This RFI is issued solely for information and planning purposes - it does not constitute a RFQ or a promise to issue a RFQ in the future. This request does not commit the Government to contract for any supply or service whatsoever. The Department of Veterans Affairs (VA) is not, at this time, seeking quotes and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested vendor's expense. Not responding to this RFI does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned. RFI Response Instructions NOTE: The capability package must be clear, concise, and complete. The VA is under no obligation to provide feedback to the company, or to contact the company for clarification of any information submitted in response to this RFI. Please send all responses to contact@example.gov No Later Than December 8, 2017 @ 4:00pm est. Provide the following information: Brief Capabilities Statement Company Name/Address/Point of Contact CAGE/DUNS Number under which the company is registered in SAM/VetBiz.gov Indicate the company size under NAICS 811212 For Small Business concerns, indicate whether at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. SDVOSB/VOSB concerns must be verified at www.vip.vetbiz.gov List any existing federal contracting vehicles you are currently listed as a prime under in which these services are within scope (GSA FSS, NASA SEWP, etc). Rough Order of Magnitude B1. BACKGROUND The Department of Veterans Affairs (VA) and the Office of Information and Technology, IT Operations and Services (ITOPS) has a requirement to provide annual printer/document scanner maintenance and service support for the James A. Haley Veterans Hospital, Tampa, FL to ensure the reliability, availability, and maintainability of all makes/models of network printers and document scanners currently in operation. (Complete list of equipment provided in Attachment 1) B2. SCOPE OF WORK The Contractor shall provide all supplies, parts, materials, equipment, labor, supervision, management and transportation to furnish routine and emergency printer repair/maintenance as well as scheduled preventive maintenance service as specified, for defined, High Volume, black/white, and color, network printers, and multi-page document scanners at the James A. Haley Veterans Hospital. An excel spreadsheet is being provided as, Attachment 1 to this PWS and lists the exact number of printers and document scanners utilized at this facility. B3. PERFORMANCE DETAILS PERFORMANCE PERIOD The period of performance (POP) shall be for delivery of services for 12 months from January 1, 2018 through December 31, 2018. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). Renewal Performance periods will be established as follows: Option Year 1: 01/01/2018-12/31/2018 Option Year 2: 01/01/2019-12/31/2019 Option Year 3: 01/01/2020-12/31/2020 Option Year 4: 01/01/2021-12/31/2021 PLACE OF PERFORMANCE The tasks under this PWS will be performed at the James A. Haley, VA Hospital, or at the outlying medical and administrative facilities supporting the VA Hospital operations, located in Brooksville, Newport Richey, Zephyr Hills, and Lakeland. Printers and scanners that are to be repaired at the contractor s facility will require proper documentation and approval, VA Form 2237, before the equipment can be removed from site. Per VA Handbook 7002, Logistics Management Procedures. LOCATIONS James A. Haley, VA Hospital 13000 Bruce B. Downs Blvd Tampa, FL, 33612 Brooksville CBOC 14540 Cortez Blvd., Suite 108 Brooksville, FL 34613 Phone: +1 (555) 000-0000 New Port Richey OPC 9912 Little Road New Port Richey, FL 34654 Phone: +1 (555) 000-0000 Zephyrhills CBOC 6937 Medical View Ln Zephyrhills, FL 33541 Phone: +1 (555) 000-0000 Lakeland CBOC 4237 South Pipkin Rd Lakeland, FL 33811 Phone: +1 (555) 000-0000 TRAVEL The Government anticipates travel, to and from designated repair locations to be provided by the contractor. B4. GENERAL REQUIREMENTS The Contractor shall perform the following services to meet the requirements of this PWS: Provide fully qualified printer/document scanner technicians as outlined in section B5: QUALIFICATIONS OF PERSONNEL SERVICING EQUIPMENT, to accomplish all related equipment maintenance and repairs. Provide printer/document scanner maintenance during local business hours from 8:00am to 4:00pm, Monday through Friday. Contractors will arrive at locations to leave ample time to complete repairs. Provide bi-monthly preventive maintenance (Once every 2 months) on identified high volume printers located in the File Room (A027), Pharmacy (On Site and Offsite) (See Attachment 1, Column Notes) Provide semiannual preventive maintenance on identified, High Volume document scanners (See Attachment 1, Column Notes ) located in the File Room of the main hospital (A027). Maintenance shall include all cleaning, lubrication, adjustments, and parts replacements as recommended by the manufacturer, and using the manufacturer s timetable for preventative maintenance. The contractor will provide all Scan-Aid kit parts to include pick up rollers, brake rollers and cleaning supplies. Provide written documentation of all service repairs and preventative maintenance performed on all items repaired to include description of work performed. Contractor is required to acknowledge receipt of Printer/Scanner repair requests within one hour of notification and provide an anticipated time of repair. Equipment repairs identified as high priority should be repaired within 24 hours and normal priority request should be remediated within 72 hours. Contractors are required to perform, functionality checks and tests of all repaired equipment to ensure operational readiness and availability for immediate deployment. B4.1 GENERAL REQUIREMENT DETAILS Unavailability of parts will not be an acceptable reason for delay in repair of a printer unless a main logic board or major component to the printer requires replacement. Equipment requiring replacement of major components/parts (including, but not limited to, main logic boards) will be repaired and functioning within a period, not to exceed 7 calendar days from the time of first inspection. Any printer or document scanner identified by the contractor as unserviceable will be replaced with equipment of equal value and functionality (Like For Like Replacement/Swap) Temporary loan of equipment by the contractor is not an option for repair resolution. If the contractor has not completed the repair of equipment within 14 calendar days, the equipment will be deemed unserviceable and the contractor will provide replacement of equipment (Like For Like Replacement/Swap). The contractor must have certified technicians to perform the repair work and provide documentation as proof of certification. REPLACEMENT PARTS AVAILABILITY: The contractor guarantees that replacement parts for equipment in this contract will be available for the system life. The Contractor will provide all needed parts and tools for performing the repairs. These may include but are not limited to: duplex units, fuser maintenance kits, pick- up rollers, fusers, printer format boards, etc. as part of this agreement. VA Medical Center, Tampa will provide consumables such as toner cartridges for operation and testing of the printers. B5. QUALIFICATIONS OF PERSONNEL SERVICING EQUIPMENT: Each respondent must have an established business, with an office and full time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" field service engineer (FSE) who will serve as backup. "Fully Qualified" is based upon training in the field. The FSE(s) must have successfully completed a formalized training program of the equipment identified in schedule of services. The FSE(s) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSE(s). The Contracting Officer (CO) 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 VA equipment. The CO and/or Contracting Officer's Technical Representative (COTR) specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. B6. SECURITY AND PRIVACY REQUIREMENTS CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Contractor Responsibilities: The Contractor is required to ensure all personnel possess and maintain the appropriate security clearance as prescribed in the VA Handbook 0710, Personnel Suitability and Security Program Note: Contractor's will always be escorted by an ITOPS representative when performing required tasks in any location.