Loren Data's SAM Daily™

FBO DAILY ISSUE OF SEPTEMBER 24, 2005 FBO #1398
MODIFICATION

49 -- Government owned Canon copier maintenance for FISC San Diego

Notice Date

9/22/2005
 

Notice Type

Modification
 

NAICS

811212 — Computer and Office Machine Repair and Maintenance
 

Contracting Office

Defense Logistics Agency, Logistics Operations, DAPS-Silverdale, Washington, 1100 Hunley Road Suite 108, Silverdale, WA, 98315
 

ZIP Code

98315
 

Solicitation Number

SA7057-05-Q-0004
 

Response Due

9/27/2005
 

Archive Date

10/12/2005
 

Point of Contact

Clarence Miller, Contracting Officer, Phone 360-315-4009, Fax 360-396-4225, - Cheryl Hurst, Purchasing Agent, Phone 360-315-4007, Fax 360-396-4421,
 

E-Mail Address

bud.miller@dla.mil, Cheryl.Hurst@dla.mil
 

Description

This is a combination synopsis solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 and FAR Part 13, as supplemented with additional information as below. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect through FAC 2005-05. The provisions at FAR 52.212-1 and 52.121-3 apply. In place of FAR 52.212-2, the evaluation criteria is shown below under attachment 3 to the work statement. FAR 52.212-3 needs to be downloaded and filled out and submitted with the quote. Contract clauses FAR 52.212-4 and FAR 52.212-5 apply to this procurement. The statement of work follows. Subject: Request for Quote Number SA7057-05-Q-0004, DAPS San Diego Office Group Reference: The Document Automation and Production Service Equipment Management Solutions (EMS) Copier Program This RFQ invites your submission of a quote to provide the services and supplies as outlined in the attached Statement of Work. The scope of this effort covers Canon copier maintenance at FISC San Diego complex, California. The awardee will provide maintenance only to Canon copiers supporting 19 government-owned copiers (Canon ? as per configurations as shown under Copier Specifications listed below) with an option under the base year to cover an additional six Canon copiers for the one year period from 1 October 2005 through 30 September 2006 as per the attached statement of work. An additional option year will be evaluated at award covering these same 19 to 25 government-owned copiers and may, at Government option, be awarded by Government modification covering the period 1 October 2006 through 30 September 2007. This RFQ is being conducted in accordance with FAR Part 8. DAPS San Diego Office Group projects that an estimated quantity of 19 copiers will initially be covered under the maintenance agreement. The order will be awarded on a FFP basis. The resultant order placed against the DAPS BPA will be the primary contractual vehicle that DAPS San Diego Office Group will use in Fiscal Years 2006 and 2007 (1 October 2005 through September 30, 2007) to maintain Canon government owned copiers at the FISC Sand Diego Complex, California. The Government intends to make one award on this RFQ. Quoters are invited to discount FSS prices and to offer terms and conditions deemed favorable to the Government in order to present a best value offer. Quoters are invited to submit product literature and innovative billing/invoicing procedures to improve timeliness and reduce errors. The contracting officer intends to make award without discussions. Instructions to Quoters and Evaluation Criteria and Basis for award are provided as Attachments 2 and 3, respectively. All submissions of bids shall be emailed directly to the below by September 23, 2005 EMAIL: Bud.Miller@dla.mil All questions are to be addressed in writing to: EMAIL: Bud.Miller@dla.mil or Cheryl.Hurst@dla.mil STATEMENT OF WORK FOR DOCUMENT AUTOMATION & PRODUCTION SERVICE (DAPS) EQUIPMENT MANAGEMENT SOLUTIONS (EMS) GOVERNMENT OWNED COPIERS - OPEN MARKET MAINTENANCE AT FLEET INDUSTRIAL SUPPLY CENTER SAN DIEGO FACTOR 1 ? FUNCTIONAL (Includes paragraphs 1 through 10 and will by evaluated together and given one score that will be applied as per attachment 3 instructions) 1.0 BACKGROUND 1.1 Part of the mission of the Document Automation and Production Service (DAPS) is to provide the most economical source of printing and other associated reprographic services to Department of Defense (DOD) and other Federal Government Executive Branch customers in accordance with DODD 5330.3. DAPS is a chartered DOD agency which is managed by the Defense Logistic Agency (DLA). DAPS offers an impressive portfolio of automation services which includes Equipment Management Solutions (EMS). 1.2 The DAPS San Diego Office Group, headquartered in San Diego, California, is one of nine (9) regional DAPS office groups within the Continental United States (CONUS) responsible for supporting and managing the full scope of EMS (copier services). 2.0 OBJECTIVE 2.1 Under the EMS Program, the DAPS San Diego Office is empowered and dedicated to providing authorized customers the ?Best Value? Cost-Per-Copy (CPC), Multi-Functional Devices (MFDs) or other self-service copiers using Blanket Purchase Agreements in conjunction with the GSA Federal Supply Schedules. 3.0 SCOPE OF WORK 3.1 To award a 12 Month Maintenance Only contract agreement with a vendor supporting an estimated 19 government-owned copiers in the initial phase of this program 1 October 2005, with a potential of (not-to-exceed) 25 copiers all within the FISC San Diego complex. The six copiers over the original 19 will be exercised at Government option via modification to the basic award. An option year covering the period 01 October 2006 through 30 September 2007 may by exercised by the Government based on Government need. 4.0 TYPE OF MAINTENANCE AGREEMENT 4.1 Contractor must be Licensed/Certified and/or be a service provider which is affiliated and accredited to work on the Canon copiers listing under paragraph 15.0 (Copier Specifications). 4.2 Contractor must be willing to invoice DAPS San Diego using a monthly base allowance (flat rate) charge with a separate charge for overage usage per the models specified under paragraph 15.0 (Copier Specifications). 4.3 The contractor must provide at least one service technician on-site at FISC San Diego (without office space) at all times from Monday through Friday from 8:00 a.m. to 4:30 p.m. (0800 -1630 hrs) except for Federal Holidays. (Note: While the contractor may provide this on-site coverage by assigning a full-time primary service technician to FISC San Diego, the contractor must also provide for on-site coverage in the event its full-time primary service technician to FISC San Diego is not on-site for any reason, including but not limited to breaks, meals, vacation, and illness.) Contractor response time for work stoppage situations shall be one (1) business hour after the service call. A telephone call (unless it results in solving the problem) shall not be deemed as an acceptable service response. 4.4 The on-site technician(s) will be responsible for maintenance of the equipment to include installation of like-for-like replacement copiers, troubleshooting, training of key operators. These duties do not include the delivery of paper. It may require the delivery of consumables depending on how the supplies are delivered (to a central point vs. to locations of devices). All repairs also include all labor, travel, scheduled preventive maintenance, service calls and consumable supplies at no additional charge to the government. 4.5 The contractor agrees to provide all replacement parts (including photoreceptor drum), toner, staples and service labor in order to keep all machines in good working order using unscheduled or remedial preventative maintenance procedures to ensure all copiers are lubricated, adjusted and operating correctly. All replacement of maintenance parts will be deemed necessary with the exception of the following: 4.5.a Repairs resulting from causes other than normal use; abuse or misuse by operators (including without limitation, damage to copier drums and use of supplies or spare parts that do not meet the original manufacturer (Canon?s) published specifications and which cause abnormally frequent service calls or service problems); accident, transportation; failure of electrical power, which meets the Contractor?s published standards , air conditioning or humidity control. 4.5.b Repairs made necessary by service performed by personnel other than the certified ?authorized? vendor/representative. 4.5.c Additional service calls or work which the customer requests to be performed outside the regular business hours. 4.5.d Shop repair reconditioning, rebuilding, overhaul or modification to the equipment except those specified by the authorized technician to assure greater performance of the equipment. 4.5.e Repair of damage or increase in service time caused by failure to continually provide a suitable installation environment. 4.5.f Repair of damage or increase in service time caused by the use of the copiers in other than ordinary use for which designed. 4.5.g Repair of damage or increase in service time caused by the use of supply item which causes machine damage or excessive service, or does not meet published physical property guidelines. 4.6 The contractor will provide comparable like-for-like copier replacements if the equipment repairs downtime exceeds four (4) business days from the initial date of visit by the service technician. Copiers under this element will be delivered, set-up and picked-up by the contractor at no additional cost to the government. Repeated failure to provide timely service maintenance to all copiers within the specified time schedules (not to exceed 3 valid written complains from different customers per month) will result in the removal of the servicing contractor from the contract. 4.7 The contractor is to provide a toll free telephone number to end-users for service and consumable supplies. This toll free telephone number will be affix in the front of the copier, along with the machine serial number. The contractor must also place a DAPS (to be provided) Services Provider label on the front of each copier and must not promote new technology or copier upgrades in lieu of servicing issues with the existing copiers. 4.8 Each activity copier key operator will be authorized to place calls for repair service and consumable supplies (staples, toner cartridges and developer) and be allowed to clearing paper jams. The contractor will notify DAPS San Diego if maintenance is related to vandalism. 5.0 SUPPLIES 5.1 The contractor will provide all consumable supplies (including staples) necessary for the operation of the equipment at no additional cost to the government. Paper is excluded as a consumable supply. Supplies will be delivered to the designated locations listed on the Attachment A listing. 5.2 The contractor will provide a toll free telephone number to end-users to order supplies. 5.3 Supplies are to be delivered within 48-hours after order is received by the vendor. Government space for additional stock or inventory of supplies will not be made available. 5.4 The on-site service technician can assist key operators in planning and even maintaining an inventory of consumable supplies for emergency shortages. 6.0 REPORTS 6.1 The contractor will provide DAPS program manage quarterly usage reports in electronic (Microsoft compatible) format on the total and average monthly production volumes for each machine grouped by contract location. The usage reports will be made available within 30 days after the close of each month to both the DAPS Program Manager in San Diego and FISC San Diego end users upon request. 6.2 Should specialized reports be required, the contractor agrees to work with DAPS to accommodate the request. 7.0 METER READING & BILLING 7.1 The contractor (not DAPS and FISC San Diego) is fully responsible for the collection of all meter readings for all machines on a monthly basis. The contractor is also responsible for providing the key operators with the readings to support and validated the billing process. 7.2 The contractor will provide monthly in arrears invoices to DAPS San Diego Office Group for payment by the 10th day of the following month. This invoice shall be in summary format to include delivery order number, location, model, volume band, serial number, beginning meter reading, ending meter reading, bad quality credits, total actual copies produced, total billable copies, and period of performance. The monthly invoices will also include month excess copy charges, when/if applicable. 7.3 Billing ?Summary? invoices to DAPS must be provided in both a hard ?paper copy? and in electronic format (Microsoft compatible) on a monthly basis. 8.0 EQUIPMENT ACCESSORIES, TRADES & UPGRADES 8.1 No equipment accessories, trades and upgrades will be permissible under this maintenance only contract. End users or operators at FISC San Diego which require these services/functions will negotiate a different contract through the DAPS San Diego OG Program Manager. 8.2 Should Canon discontinue the production of the copiers listed is section 15.0 (Copier Specifications), or offer substitute, or upgrade equipment with technology improvements, the appointed service provider contractor will not (under any circumstances) sell, promote or sponsor Canon Officials onto FISC San Diego. These technology improvements for FISC San Diego will be coordinated between directly between DAPS and Canon as applicable. 9.0 EQUIPMENT & CONFIGURATIONS 9.1 All equipment listed under section 15.0 (Copier Specifications) was manufactured and actively acquired on the DAPS/Canon/BPA/GSA contract. A proposal to provide other than new parts and/or ?remanufactured? equipment is defined IAW FAR 52.211-5. 9.2 Consistent with normal commercial practices and standards, quoters will address in their proposal any deviation to the FAR definitions. The quoter?s remanufactured equipment will also be the same full service maintenance terms and conditions as new manufactured equipment. 10.0 NETWORKING FUNCTIONALLY 10.1 This section is non applicable. The equipment listed under paragraph 15.0 (Copier Specifications) were installed almost 4 years ago as Digital (Standalone) Copiers and remain as digital standalone until fully replaced under a separate contract. FISC San Diego customers with networkable MFD requirements, will be instructed to seek another EMS contract solution with DAPS when applicable. FACTOR 2 -- OPERATIONAL REQUIREMENTS ( Subfactors below will be evaluated separately and averaged to give a final total to Factor 2) 2-1.0 PREMATURE DISCONTINUANCE PROVISIONS 2-1.1Contractor agrees to a thirty (30) day ?no fault? government written cancellation notice by way of a contractual amendment /modification. 2-2.0 RELOCATION OF COPIERS 2-2.1 No machines shall be relocated without an authorized contract amendment/modification from DAPS. 2-2.2 It is preferred to have unlimited (no cost) moves. If this is unreasonable, provide a per model cost breakdown for each move. 2-3.0 NETWORKING SECURITY ISSUES 2-3.1 This section is non applicable. 2-4.0 VENDOR PROGRAM MANAGEMENT 2-4.1Contractor will assign a single point of contact to coordinate with DAPS San Diego Office Group in all aspects of this contract for all devices placed in support of this FISC San Diego contract. 2-4.2The Vendor Program Manager (VPM) will be the single point of contract and is responsible for tasks such as scheduling equipment installation and training, submitting timely and accurate reports, addressing billing issues, supply management, resolving end-user complaints and will work with the on-site service technician for obtaining accurate meter reads for timely invoicing. 2-4.3The VPM will maintain an accurate listing of all contract equipment (model, serial number, location) and provide DAPS San Diego with maintenance and utilization history reports on an individual device or group of devices upon request. 2-4.4The direct support VPM will also oversee the following: dedicated service personnel to support maintenance on equipment, to include implementing a preventive maintenance schedule for equipment with high volume usage, scheduling routine preventative maintenance and maintaining adequate parts readily available to keep equipment operational. COPIER SPECIFICATIONS No guarantee is given that listed quantities will be ordered. Estimated quantities are based on current numbers approaching LTOP contract ending terms dates in anticipation that the customer will maintain the government owned copier under a maintenance only contract. Maintenance will be for the following type of Canon ?Government Owned Copiers?: Production Description / Configuration Quantity Canon IR210S 8 Canon IR330S 8 Canon IR400S 3 ATTACHMENT 2 AND ATTACHMENT 3 WILL BE FORWARDED UPON REQUEST. EMAIL bud.miller@dla.mil to get the Instructions to quoters and Evaluation Criteria and Basis for award documents (Attachments 2 & 3)
 

Place of Performance

Address: FISC - San Diego, California

Zip Code: 92136

Country: USA
 

Record

SN00901181-W 20050924/050922211548 (fbodaily.com)
 

Source

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

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