SOURCES SOUGHT
J -- HP Plotter Maintenance
- Notice Date
- 3/26/2013
- Notice Type
- Sources Sought
- NAICS
- 811212
— Computer and Office Machine Repair and Maintenance
- Contracting Office
- Social Security Administration, Office of Budget, Finance, and Management, Office of Acquisition and Grants, 1st Floor, Rear Entrance, 7111 Security Blvd., Baltimore, Maryland, 21244
- ZIP Code
- 21244
- Solicitation Number
- SSA-RFI-13-6404
- Point of Contact
- Katherine B. Medeiros, Phone: 4109651067
- E-Mail Address
-
katherine.medeiros@ssa.gov
(katherine.medeiros@ssa.gov)
- Small Business Set-Aside
- N/A
- Description
- SOURCES SOUGHT SYNOPSIS Solicitation Number: Notice Type: SSA-RFI-13-6404 Sources Sought Classification Code: NAICS Code: J 811212 Synopsis: The Social Security Administration (SSA) is conducting a market survey/sources sought to help determine the availability and technical capability of qualified businesses capable of providing the requirement below. This market survey/sources sought announcement is not a request for proposals, and the Government is not committed to issue a solicitation or award a contract pursuant to this announcement or based on responses to this announcement. The information from this market research is only for planning purposes, and will assist the Government in its acquisition strategy. As such, the Government will not entertain questions concerning this synopsis, and will not pay any costs incurred in the preparation of information for responding to this market survey or the Government's use of the information. Proprietary information must be clearly identified as proprietary information. SSA has a requirement for a maintenance-only contract for two plotters. The plotters maintained under this contract are the Hewlett-Packard Designjet z6100ps and z3200ps. See statement of work below for full requirement. The North American Industry Classification System (NAICS) code is 811212 and the size standard is $25.5. Interested firms with the capability of providing the requirement, per applicable subcontracting rule limitations (e.g., those in FAR 52.219-3 and 52.219-14), shall submit capability statements that demonstrate their expertise in the above-described areas in sufficient detail, including any other specific and relevant information, so the Government can determine the firm's experience and capability to provide the requirements. Failure to demonstrate the capability of providing the requirement in response to this market survey may affect the Government's review of the industry's ability to perform or provide these requirements. In addition to capability statements, firms must include this information in their responses: (1) organization name, address, email address, website address, and telephone number; (2) size and type of ownership and socioeconomic designation for the organization [i.e. small business, small disadvantaged business, 8(a), etc.]; and 3) business experiences. Vendors must send written responses by 1:00PM April 11, 2013 to Katherine Medeiros, Purchasing Agent at Katherine.Medeiros@ssa.gov. NO PHONE CALLS PLEASE. Contracting Office Address: 1st Floor, Rear Entrance 7111 Security Blvd. Baltimore, Maryland 21244 Place of Performance: 5107 Leesburg Pike Falls Church, VA 22041 Primary Point of Contact: Katherine Medeiros Katherine.medeiros@ssa.gov STATEMENT OF WORK Introduction: The Social Security Administration (SSA) intends to establish a maintenance-only contract for two plotters. The plotters maintained under this contract are the Hewlett-Packard Designjet z6100ps and z3200ps. Maintenance: • The Contractor must provide service for the Falls Church, Virginia area. • The Contractor must provide a project manager who possesses the technical expertise to manage and oversee the maintenance contract. The project manager must be the single point of contact for the Reprographic Management Team (RMT) and the Contracting Officer. This person will act as the liaison between SSA and the Contractor covering all aspects of administration under the contract. • The Contractor must be able to clear personnel through SSA's Security and Suitability Office, within a 45-day time period, to begin work on November 1, 2013. • Contractor maintenance service must include preventative maintenance at manufacturer-recommended intervals. • The Contractor must be responsible for the collection and proper disposal of all equipment and supplies deemed waste, excess, or scrap. Proper disposal may include discarding, reusing, or recycling. • All hazardous materials as defined in 40 CFR 261-Identification and Listing of Hazardous Waste must be transported, stored and disposed of following CFR Title 40-Protection of the Environment, Chapter I-Environmental Protection Agency, Subchapter I-Solid Wastes (40 CFR 260 through 40 CFR 265). • In accordance with 29 CFR 1910.1200, the Contractor must evaluate the hazards for all chemicals required for performance of the contract, and must transmit information concerning hazards to Contractor employees before introducing the material to Government property. The Contractor must disseminate hazardous material information using a comprehensive hazard communication program, which shall include container labeling and other forms of warning, material safety data sheets and employee training. The Contractor must provide copies of all material safety data sheets to the SSA Office of Environmental Health and Occupational Safety no later than the delivery date for the first shipment of the material to Government property. • The Contractor may perform repair work at the Government site, or at the Contractor's local service branch. If the Contractor removes the equipment for repair, the Contractor must provide a comparable loaner machine to the Government. For any repair that requires a device to leave the site, the Contractor must provide certification to the Contracting Officer's Technical Representative (COTR) or receiving official that no data remain on the hard drive, prior to the device leaving Government property. If the Contractor provides a comparable loaner machine during any repairs, the Contractor must provide certification to the COTR or receiving official that no data remain on the hard drive, prior to the loaner machine leaving Government property. See the section "Erasure/Destruction/Sanitization of Hard Drives" on page 4. • The Contractor must provide one toll-free phone number for service and supplies. Government personnel must be able to access the number Monday through Friday between the hours of 8:00 AM and 5:00 PM, local prevailing time. This telephone number must include the availability of TTY access for the hearing-impaired. • The Contractor must respond to service calls within nine working hours of receipt of the service call. The Contractor must provide service during normal Government working hours for the Government facility where the equipment is located. If the Contractor cannot repair the equipment within three business days of the initial service response, the Contractor must provide a comparable loaner unit until the equipment is operational. • The Contractor must provide hard drive sanitization or encryption service as part of the standard maintenance costs in accordance with the Government's security policy. When possible, the Contractor may perform this process over the phone by instructing the SSA point of contact. • The Contractor must maintain a record of all service calls for each unit, including the following information: • Date and time the service call is received; • Description of the problem reported; • Response time; • Meter reading; • The final diagnosis of the problem; and • Date and time of the final corrective action. The format of this report must be legible, with all service codes defined and each particular action explained. The Contractor must provide these records to the Government within five working days from the date of the COTR's or receiving official's request. • The Contractor will be responsible for identifying patterns of machine overuse that result in excessive service calls. Overuse is defined as exceeding the manufacturer's recommended maximum monthly volume each month for a quarterly billing cycle. The Contractor must document patterns of overuse and notify the COTR or receiving official when overuse occurs. Upon Contractor notification of excessive use, the Government will try to reduce usage to under the maximum monthly volume by the end of the next quarter. If the Government fails to lower its usage or fails to arrange for an upgrade to a higher volume copier, the Contractor may negotiate an adjustment to the maintenance pricing for the overused machine. This adjustment will be justified in terms of additional repair visits and preventive maintenance calls. Relocations: • The Contractor must provide relocation services for all plotters under this maintenance agreement contract. Relocation services include de-installation, securing and packing, transporting, and re-installation of the plotter. The relocated plotter must be fully operational within nine working hours of the re-installation. The Government must provide written notice to the Contractor at least ten (10) business days prior to the relocation date of any copier. If any equipment damage occurs in the course of the relocation, the Contractor must restore the equipment to fully operational status at the time of re-installation at no cost to the Government. • The Contractor must provide a pre-determined pricing chart to use for relocation costs, based on the distance a plotter will be moved, for all relocations. • Prior to removing any plotter from an SSA facility for any reason (e.g., repair, relocation, or replacement), the Contractor must destroy all data on the hard drive of the unit if it is equipped with a hard drive. See the section -"Erasure/Destruction/Sanitization of Hard Drives" on page 4. Repairs: • The Contractor must provide any new parts needed for repairs. The Government will not accept used, remanufactured, or reconditioned components. Supplies: • The Contractor must provide copier consumables, excluding paper, that are not hazardous when used in the intended manner. All consumable supplies must be new. Erasure/Destruction/Sanitization of Hard Drives: • Prior to removing any plotter from an SSA facility for any reason (e.g., repair, relocation, or replacement), the Contractor must destroy all data on the hard drive of the unit if it is equipped with a hard drive. This requirement also applies to any Contractor provided loaner machines. • If the plotter in question does not have an enabled automatic hard drive sanitization capability, the Contractor must provide per-instance certification to the COTR or receiving official that no data remain on the specified hard drive of the plotter. The COTR or receiving official will keep the certification on file while the equipment remains in service at SSA to satisfy the Government's security requirement. • The Contractor must provide hard drive sanitization service as part of the standard maintenance costs in accordance with the Government's security policy. When there is urgency and an SSA point of contact is available to follow the sanitization instructions and sign the document, this service may be performed over the phone. • If the plotter in question does have an enabled automatic hard drive sanitization capability, the Contractor is not required to provide per-instance certification to the COTR or receiving official. The Contractor may provide written certification from the plotters' manufacturer that the plotter does have hard drive sanitization measures enabled. • At the Government's discretion, SSA may require at any time that the Contractor demonstrate or provide proof of hard drive sanitization measures. Meter Reading Reports: • The Contractor must collect and submit to the COTR or receiving official annual meter reading data for management information purposes. The meter reading report must include the following: • Make; • Model; • Serial Number; • Complete address (including building, street address, suite or room number, city, state, and zip code); • Previous year's meter reading; and • Current meter reading. • The COTR or receiving official must receive the report as an Excel spreadsheet on or before September 30 of each year of the contract, or as often as requested by the Government, not to exceed quarterly. The Contractor must not mail meter cards to the user for collecting monthly meter readings.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/SSA/DCFIAM/OAG/SSA-RFI-13-6404/listing.html)
- Place of Performance
- Address: 5107 Leesburg Pike, Falls Church, Virginia, 22041, United States
- Zip Code: 22041
- Zip Code: 22041
- Record
- SN03021242-W 20130328/130326235138-e9f463c97062e1f4efbc46234aaa29c5 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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