PRESOL | 75 | Fax Machines Purchase

FBO DAILY ISSUE OF AUGUST 16, 2012 FBO #3918
SOLICITATION NOTICE

75 -- Fax Machines Purchase

Notice Date: 8/14/2012
Notice Type: Combined Synopsis/Solicitation
NAICS: 532420 — Office Machinery and Equipment Rental and Leasing
Contracting Office: US Department of Veterans Affairs;Veterans Health Administration;Service Area Organization (SAO) East;323 North Shore Drive, Suite 500;Pittsburgh PA 15212-5319
ZIP Code: 15212-5319
Solicitation Number: VA24012Q0185
Response Due: 8/21/2012
Archive Date: 10/20/2012
Point of Contact: Steven Danylo
Small Business Set-Aside: Service-Disabled Veteran-Owned Small Business
Description: B.2 PRICE/COST SCHEDULE ITEM DESCRIPTION OF QTY UNIT UNIT AMOUNT NO. SUPPLIES/SVCS PRICE 1001 150 EA $_____ $______ PURCHASE OF FAX MACHINES: CONTRACT TO PURCHASE 150 IDENTICAL FAX MACHINE WITH CHARACTERISTICS BETTER THAN OR EQUAL TO THE DESKTOP MURATEC F-300. TO BE DEPLOYED THROUGHOUT THE NORTHPORT VA MEDICAL CENTER AND ITS' SURROUNDING CBOC'S. Review the website of http://www.muratec.com/ for the characteristics. 1002 20 EA $_____ $______ PURCHASE OF FAX MACHINES: CONTRACT TO PURCHASE 20 IDENTICAL FAX MACHINE WITH CHARACTERISTICS BETTER THAN OR EQUAL TO THE DESKTOP MURATEC F-300. TO BE DEPLOYED THROUGHOUT THE NORTHPORT VA MEDICAL CENTER AND ITS' SURROUNDING CBOC'S AS NEEDED. Review the website of http://www.muratec.com/ for the characteristics. GRAND TOTAL $ ==================== B.3 STATEMENT OF WORK (BUY) 1)SCHEDULE OF SUPPLIES: a)The following acquisition plan has been developed for Network Contracting Offices (NCO) in Region 3,encompassing the campus of the VA Medical Centers(VAMC632) located at 79 Middleville Road, Northport, NY 11768 and all its outlying clinics/CBOC's throughout the Northport covered area. The SAOEast is providing support to purchase the fax machines as described below. Information will be provided for any material, and equipment necessary to operate and maintain the fax machines and services as described in this statement of work with a contract of a supply and maintenance agreement through GSA. Schedule of Equipment: (i)150 total fax machines; locations of the machines to be identified by the COR/COTR. 2)GENERAL INFORMATION: a)General Requirements: i)Purchasing of 150 fax machine with a possible option to purchase 20 additional for back up. ii) Purchase Option of additional 1- 20 machines for the same price as needed over the next year for expansion. b)Installation ( Purchase): Contractor shall deliver and install equipment and accessories at the addresses and locations specified by the attached excel list. VAMC agrees to make available at each site, the appropriate space specified for each piece of equipment. The contractor will, at no additional charge, train those key operators designated by VAMC in the operation of equipment. c)WARRANTY PERFORMANCE MEASURES: The Performance Requirements Summary identifies the performance criteria, measurement, standards, and calculations for reporting purposes applicable to equipment and services provided under this contract. In the event the contractor fails to meet the performance standard set for particular criteria, the contractor shall include in its report a brief explanation as to why the standard was not met and any corrective action taken to remedy the situation 3)DEFINITIONS/ACRONYMS: a)BPA - Blanket Purchase Agreement b)CBOC-Community-Based Outpatient Clinics c)CLINS - Contract Line Items d)CO - Contracting Officer. The Federal employee who is warranted by the Government to enter into contracts on behalf of the Government and is the only person authorized to make changes to those contracts. e)COTR/COR - Contracting Officer's Technical Representative/Contracting Officers Representative. Individual designated by the CO to place orders, furnish technical guidance, advise, certify invoices, and provide general overseeing of the work performed under the executed contract. COTR/CORs, nor any other Government employee, supervises contract employees. f) FFP - Firm-Fixed Price g)Fully Loaded Labor Hours - Contract quantity type that includes hourly wages, fringe benefits, health insurance, and overhead together under one rate. h)NCO - Network Contracting Offices i) SAO-E - Service Area Office East; the regional office over the eastern region NCOs. j) TO - Task Order k)VA - Department of Veterans 4)DESCRIPTION/SPECIFICATIONS: a)Scope of Work: VAMC Northport, 79 Middleville Road, Northport, NY is looking to enter into THE PURCHASE and installation of approximately 150 fax machines to be located throughout the medical center and outlying VA CBOC's and facilities. In that regard, VAMC Northport anticipates fulfilling the agreement subject to the availability of appropriated funds and the continued needs of VAMC Northport. b)General Requirements: Purchase of facsimile machines which meet the Federal Communications Commission (FCC) regulations wherein each transmission to a telephone fax machine must clearly contain (in a margin at the top or bottom of each page or on the first page of the transmission) the date and time the fax was is sent, the identity of the sender and the telephone number of the sender or the transmitting machine. Each Machine will have a One (1) year warranty. Warranty Services will consist of those calls necessary to replace the down equipment with first-class operating condition equipment better than or equal to purchased items within 10 hours of call or one (1) working day. c)Installation: Contractor shall deliver and install Equipment and Accessories at the address and locations specified by VAMC Northport. VAMC Northport agrees to make available at each site, the electrical and phone service and appropriate space specified for each piece of equipment. The contractor will, at no additional charge, train in the operation of Equipment, those key operators designated by VAMC Northport. If a fax machine is not fully operational at the time of installation, VAMC Northport may, at its option, require the contractor to provide an immediate replacement fax machine. A fully operational fax machine can satisfactorily perform all the performance functions applicable to the fax machine. d)Warranty Replacement Fax Machine: Replacement fax machines are those fax machines that are installed in place of a malfunctioning fax machine under the original warranty. e)Operator's Training: Unless waived in the purchase order, the contractor shall provide operator training and operator manual for key operators as identified by the COR/COTR or other authorized representative at the time of or prior to installation for the initial equipment. On an "as needed" basis within 3-5 working days of such request by VAMC Northport, additional training may be required to maintain qualified key operators when personnel are relocated or retire etc. It is estimated that one key operator to an estimated 4 key operators will be trained for this equipment. f)Equipment Demonstration: Unless waived in the purchase order, the contractor shall demonstrate that the equipment is properly functioning at the time of installation. This demonstration shall be accomplished pursuant to the operating instructions furnished with the equipment and in the presence of the COR or an authorized representative. g)Equipment Acceptance: Upon determination that the equipment is acceptable, the COR or an authorized representative, having responsibility for accepting the equipment under the purchase order, will sign the equipment acceptance document. h)Contractor shall be registered in CCR and complete all necessary vendorization procedures to assure proper and prompt payment through the Financial Management System (FMS). 5)LABOR CATAGORIES - N/A 6)QUALITY CONTROL: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW and Warranty Plan. FINAL QC MUST BE SUBMITTED TO THE COTR WITHIN FIVE (5) BUSINESS DAYS OF RECEIPT OF AWARD OF TASK ORDER. 7) INSPECTION OF SERVICE a)"Services" as used in this section includes services performed, workmanship and material furnished or utilized in the performance of services. b)The contractor shall provide and maintain an inspection system acceptable to the COR/COTR covering all services under this contract. Complete records of all inspection work performed by the contractor shall be maintained and made available to the COR/COTR during contract performance and for as long afterward as the contract requires. c)The COR/COTR has the right to inspect all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The COR shall perform inspections in a manner that will not unduly delay the work. 8)SUBCONTRACTS: N/A 9)USE OF PREMISES AND REMOVAL OF DEBRIS: The contractor expressly undertakes, either directly or through its subcontractor(s): a)To perform this contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises or at the location of the work. b)To clean up frequently, all refuse, rubbish, scrap materials and debris caused by its operation, to the extent that at all times the site of the work shall present a neat, orderly and workmanlike appearance. 10) PERIOD OF PERFORMANCE (Estimated - Will be finalized in Award Document): 11)RECOGNIZED HOLIDAYS: The contractor is not required to perform services on the following holidays: i)New Year's DayLabor Day ii)Martin Luther King Jr.'s BirthdayColumbus Day iii)President's DayVeteran's Day iv)Memorial DayThanksgiving Day v)Independence DayChristmas Day 12)HOURS OF OPERATION : a)The contractor is responsible for conducting business, between the hours of (Personal generally start time is between 6-9AM) to (Personal generally end time is between 3-6PM), Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. b)Contractor may for his/her convenience request authorization in advance from the COR to work outside of regular working hours of regular work days at no additional cost to the Government. Authorization shall be at the discretion of the COR. 13)PLACE OF DELIVERY: The work to be performed under this contract will be performed at Northport, NY 11768 and surrounding CBOC's 14)TYPE OF CONTRACT: The government anticipates award of a Firm-Fixed Price (FFP) delivery order against the contractors federal supply schedule contract. 15)SECURITY REQUIREMENTS: Contractor staffs are required to conform to VHA's security and privacy requirements as described below. a)The Contractor will be responsible for ensuring compliance by its employees with the security regulations of VA, VHA and other Government installations or Contractor facilities where work is performed under this Contract. This includes the safekeeping and display of a Government-provided photo ID badge for employees of the Contractor and any subcontractors while these employees are in federally owned or leased property as described in Section 17, Place of Performance. The Contractor will ensure the security of all VA and VHA property, building ID badges, key cards and standard keys issued to Contractor staff. For employees leaving the project permanently or for an extended period of time, the Contractor will return all badges, property, key cards, parking placards, and keys, etc the same day the employees leave the project. b)Background Investigations: VHA's HCA work environment is considered sensitive but unclassified. VHA is required under the Homeland Security Presidential Directive (HSPD) 12 "Policy for a Common Identification Standard for Federal Employees and Contractors" to perform a National Agency Check with Inquiries (NACI) for Contractors. The NACI is a brief form of background investigation that is conducted through the Office of Personnel Management. This investigation will be conducted for Contractor staff assigned to this Contract. Contractor staff will be required to provide two forms of acceptable identification, provide a current photograph, and be finger-printed. Successful clearance is required for an employee to continue working under this Contract. i)Per the PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL clause of the Federal Acquisition Regulation (FAR 52.204-9): i)The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201. ii)The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have physical access to a federally-controlled facility or access to a Federal information system. 16)EMPLOYEES N/A 17) PRIVACY ACT: a)Disclosed Information: Though there is no anticipation of information protected by the provisions of the Privacy Act of 1974 to be disclosed during the performance of this task, all personnel assigned to this Contract are required to take proper precautions to protect privacy information from disclosure in the case that such disclosures are made. b)Commitment to Protect Sensitive Information: The Contractor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information: 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records) 18) KEY PERSONNEL: N/A 19)GOVERNMENT FURNISHED ITEMS AND SERVICES: N/A 20)CONTRACTOR FURNISHED ITEMS AND SERVICES: N/A 21)APPLICABLE PUBLICATIONS, REFERENCES, LAWS, REGULATIONS AND POLICIES a)The Privacy Act of 1974, PL 93-579, as amended b)Federal Acquisition Regulations c)Veteran Affairs Acquisition Regulations 2008 d)Veteran Affairs Acquisition Regulations 1997 e)Veteran Affairs ILs, SOPs, Internal Policies, Memos, and all other policy direction at time of contract period of performance. f)Veterans Health Administration ILs, SOPs, Internal Policies, Memos, and all other policy direction at time of contract period of performance. The contractor guarantees the equipment against defective material, workmanship and performance for a period of Warranty of one (1) year, said guarantee to run from date of acceptance of the equipment by the Government. The contractor agrees to furnish, without cost to the Government, replacement of all parts and material that are found to be defective during the guarantee period. Replacement of material and parts will be furnished to the Government at the point of installation, if installation is within the continental United States, or f.o.b. the continental U.S. port to be designated by the contracting officer if installation is outside of the continental United States. Cost of installation of replacement material and parts shall be borne by the contractor. SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS D.1 - ATTACHMENT 1 - INVOICING INSTRUCTIONS 1.Submit your invoice(s) in accordance with the terms of your contract, purchase, delivery, or task order "Invoices must be submitted in arrears (after delivery and acceptance of supply, service, construction progress, or lease term unless otherwise agreed upon in writing). "Hand delivery, postal mail, or electronic submission (email, internet, etc.) of invoices to the Contracting Office (CO) will NOT be accepted for payment. Invoices must be submitted to the Department of Veterans Affairs Financial Services Center (FSC) and the Point of Contact (to be filled in on award) 2.Payments will be made after invoices have been certified in VA On-Line Invoice Certification (OLCS) by Certifying Official. "Payment form is government check unless a bank account is set up in CCR for ACH Payment prior to invoice. IMPORTANT: Keep bank account current in CCR. 3.(Optional) Register in the vendor inquiry system https://www.vis.fsc.va.gov. Note: Registration process takes up to three (3) business days. Until VA Financial Services staff has reviewed your information and assigned appropriate vendor codes to account you will not have the option to perform status of payment inquiries. 4.Invoices will be rejected unless they contain the following MINIMUM information: a.VENDOR REQUIRED INVOICE CONTENT: Payable Invoices MUST use the word "INVOICE" prominently in the document, preferably at the top (header). Using any other term (e.g. "STATEMENT," "SUMMARY REPORT," etc �) is not an official invoice, and will not be paid. "The Word "INVOICE" Prominently at the top of the Invoice "Invoice Number: Any Numbering System is Sufficient "EIN/TIN Number: Must Coincide with CCR Record "Remittance Information: You're Business A/R Information "IFCAP Purchase Order (e.g. 101-C10001):VA-___-_-____ "Contract, Purchase, Delivery, or Task Order: VA240-12-_-____ "Item Description(s) See Sensitive Information Below 5.SENSITIVE INFORMATION: Frequently social security numbers, credit card numbers, etc. are not easily identifiable if they are not in standard format; when in doubt, err on the side of caution and remove potentially sensitive data from invoices. Below is a list of sensitive data elements that must not be used in ITEM DESCRIPTIONS. Personal and Financial Data "First name and last name "First initial and last name COMBINED WITH ANY OF THE DATA ELEMENTS BELOW "Social Security Number (SSN) or partial use thereof (e.g. "last-four") "Driver's License Number (DLN) or Identification Card Number "Account Number, Credit Card Number, Debit Card Number, Security Code, Access Code, or Password of an individual's financial account. "Tax Information "Credit Reports "Anything that can be used to facilitate identity theft (e.g. mother's maiden name) "Alias "Telephone Number "Fax Number "Vehicle Identifiers and Serial Numbers, including License Plate Numbers "Device Identifiers and Serial Numbers "Biometric Identifiers, including Finger and Voice Prints "Full Face Photographic Images and any comparable image Heath Insurance Portability and Accountability Act (HIPAA) Data "Health, Medical, or Psychological information "Heath Care Provider's Name(s) "Claim Number "Next of Kin "All elements of dates (except year) for dates directly related to an individual, including birth date, admission date, discharge date, date of death "Electronic mail addresses "Medical record number "Health plan beneficiary numbers "Account numbers "Certificate/license numbers 6.There are three methods of submitting you're invoice to the Department of Veterans Affairs Financial Services Center (FSC). "Fax NO "Cover Letter" or "Attention To:" required. If multiple Invoices, FAX INDIVIDUALLY Discounted Invoices (All): 512.460.5542 Supply/Merchandise Fax:512.460.5432 Service Orders:512.460.5540 Construction:512.460.5545 "e-Invoicingwww.ob10gov.com OB10 Phone: 877.752.0900 Email: usclientservices@ob10.com FEE NOTICE: There is a fee for processing electronic invoices using the e-Invoicing system. Please contact OB10 for information. There is no fee to fax your invoice Postal Mail: Department of Veterans Affairs Financial Services Center PO Box No. 149971 Austin, TX 78714-9971 1.QUESTIONS Contact: "FSC Vendor Support at 877.353.9791 "VA Contract Officer Technical Representative (COTR) if one is delegated. "VA Contract Officer (CO) or Administrative Contract Officer (ACO) assigned to your award (see 1b. above). D.2 - LOCATIONS Location of the 150 Fax machines that are purchased will be located per COR/COTR at the Northport VAMC, 79 Middleville Road, Northport NY. 11768
Web Link: FBO.gov Permalink
(https://www.fbo.gov/notices/f6ed613ebc0cfafcbb0cfb26b97be8d9)
Place of Performance: Address: Northport VAMC New York, New York; Zip Code: 11768
Record: SN02838753-W 20120816/120815000539-f6ed613ebc0cfafcbb0cfb26b97be8d9 (fbodaily.com)
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75 -- Fax Machines Purchase