Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 17, 2015 FBO #4892
DOCUMENT

J -- Fax Machine Service Contract - Attachment

Notice Date

4/15/2015
 

Notice Type

Attachment
 

NAICS

561110 — Office Administrative Services
 

Contracting Office

Department of Veteran Affairs;James J. Peters VA Medical Center;Network Contracting Office 3 (10N3NCO);130 West Kingsbridge Road;Bronx NY 10468-3904
 

ZIP Code

10468-3904
 

Solicitation Number

VA24315N0779
 

Response Due

4/20/2015
 

Archive Date

4/30/2015
 

Point of Contact

John Redmond
 

E-Mail Address

John.Redmond2@va.gov
(John.Redmond2@va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT announcement ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does no obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought announcement MUST be in writing. The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified businesses. Responses to this notice shall include: A.Company Name B.Address C.Point of contact D.Phone, fax, and email E.DUNS number F.Cage Code G.Tax ID Number H.Socioeconomic Status: "Service Disabled Veteran Owned Small Business "Veteran Owned Small Business "8(a) HUB Zone "Women Owned Small Business "SBA Certified Small Disadvantaged Business "SBA Certified 8(a) "SBA Certified HUB-Zone "Small Business "Other than Small Business I.Must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below: Description: The Northport VA Medical Center is seeking to identify potential sources that can provide services for "Fax Machine Service Contract." See the attached Statement of Work, Specifications and brochure information. The North American Classification System (NAICS) code for this acquisition is 561110 (size standard to be considered small business is 7.5 Million). This inquiry must meet or exceed all of the specs in the SOW. Please provide a capabilities statement according to the SOW. STATEMENT OF WORK FAX MACHINE LEASE THE DEPARTMENT OF VETERANS AFFAIRS NORTHPORT MEDICAL CENTER Scope of Work: VAMC Northport, 79 Middleville Road, Northport, NY is looking to enter into a base plus four year agreement, for a certified Technician for service and/or maintenance of approximately 160 fax machines to be located throughout the medical center and outlying VA CBOC's and facilities. In that regard, VAMC Northport anticipates fulfilling this agreement subject to the availability of appropriated funds and the continued needs of VAMC Northport. General Requirements: Contractor shall provide a Service and Maintenance Contract for 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. Maintenance Services shall consist of preventative and repair (remedial) services. Preventative Maintenance Services consist of those scheduled service calls necessary to maintain the equipment in first-class operating condition (e.g., cleaning, lubricating, adjusting, and replacing parts when needed). Repair (remedial) services consist of those unscheduled service calls necessary for repairs and maintenance. Backup and Replacement Fax Machine: The contractor shall have backup and replacement fax machines available to support each designated area. Backup fax machines are those fax machines that are temporarily installed. Replacement fax machines are those fax machines that are installed in place of a malfunctioning fax machine and that are intended to remain in place for the remainder of the contract period. When a fax machine cannot be repaired within sixteen (16) working hours, Northport VAMC may require the contractor to provide a backup fax machine. The contractor shall deliver backup fax machines within eight (8) working hours of the ordering activity's notifying the contractor that a backup fax machine is required. Backup fax machines must equal or exceed the capabilities of the fax machine being replaced. If the original fax machine is not satisfactory repaired and returned to the ordering activity within a total of forty (40) working hours from the time of request for a service call, the contractor shall provide a replacement fax machine of the same make and model as the original fax machine or a replacement fax machine satisfactory to the ordering activity. If agreed to by the ordering activity, the backup fax machine may be used as the replacement fax machine. The contractor shall provide the ordering activity with the serial number, location, and model number of the replacement fax machine. Systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are: 1. Vendor must accept the system without the drive; 2. VA's initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or 3. VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. 4. Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then; 1. The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and 2. Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be pre-approved and described in the purchase order or contract. Federal Holidays: Contractor is not required to perform on those dates designated below: The ten (10) Federal Holidays observed by the Federal Government for this requirement are: Federal HolidayDate(s) Month New Year's Day 1 January Martin Luther King Jr. Third Monday January Washington's Birthday Third Monday February Memorial Day Last Monday May Independence Day4 July Labor Day First Monday September Columbus Day Second Monday October Veterans Day11 November Thanksgiving Day Fourth Thursday November Christmas Day 25 December When a Federal holiday falls on a Sunday, the following Monday shall be observed as a Federal holiday. When a Federal holiday falls on a Saturday, the proceeding Friday is observed as a Federal holiday by U.S. Government agencies. Also included, would be any other day, specifically declared by the President of the United States of America to be a Federal Holiday. Preventive Maintenance: The contractor shall provide, at a minimum, one yearly service call as a preventive maintenance service to ensure that each fax machine is maintained in fully operational condition. However, intervals between scheduled maintenance services shall be no greater than those provided to commercial customers for the same model of fax machine. Response to Service Calls: During normal working hours (7am - 4pm), Monday through Friday (excluding holidays observed by the Government), the contractor shall respond to verbal or written requests for service calls. The contractor shall repair the fax machine within either nine (9) working hours or sixteen (16) working hours (as specified by the using activity) after the verbal or written request for the service call. However, for fax machines identified as critical, the contractor shall respond to verbal requests for service calls and shall repair the fax machine within four (4) working hours. The contractor's response time on a service call starts when authorized personnel of an ordering activity place a verbal request to the contractor for a service call or a written request is received by the contractor requesting a service call, whichever is earlier. Qualification of Personnel: The contractor shall have qualified management, service technicians and delivery personnel in sufficient numbers to service and support the requirements under contract within the specified response times. Failure to maintain sufficient qualified personnel to meet the required response times may result in termination for default. The COR (Contracting Officer's Representative) assigned to the contract (or other designee to be determined) shall make decisions to ensure that the contract implementation and day-to-day operation is efficient and effective. Repair and Maintenance Service: Contractor shall submit and include in their pricelist's, a list of names, addresses, and phone number(s) of authorized representatives, responsible to the contractor, who may be contacted by ordering activities for repair and maintenance of equipment. Only those authorized representatives listed may render maintenance service, unless the list is subsequently modified by mutual agreement between the contractor and the Contracting Officer, to add or terminate authorized representatives. Replacement Fax Machine: Replacement fax machines are those fax machines that are installed in place of a malfunctioning fax machine and that are intended to remain in place for the remainder of the contract period. Parts and Supplies Availability: The contractor shall have parts and supplies in quantities sufficient to service the resulting contract. The contractor shall have a delivery system capable of delivery even under extreme emergency conditions. Risk of Loss or Damage: Northport VAMC is relieved from all risk of loss or damage to the equipment during periods of transportation, installation, and during the entire time the equipment is in possession of the medical center, except when loss or damage is due to the fault or negligence of the medical center. Northport VAMC shall assume risk of loss or damage to the equipment during relocation unless the Contractor shall undertake such relocation. Return of Equipment: The VAMC Northport will provide written instructions for the removal of the equipment and will provide serial numbers and exact location of equipment for pick up. Upon receipt of this notice the contractor shall remove the equipment within thirty (30) days or a mutually agreed date and time. The contractor shall conduct a timely inspection of the returned products and within thirty (30) days of the return, assert a claim if the condition of the equipment exceeds normal wear and tear. Equipment not removed by the contractor within thirty (30) days of the date of notification by the Northport VAMC shall be considered as abandoned and subject to such disposal as the Government may deem appropriate. All fax machines are never removed from VA protected environment for any reasons including repair and replacement. The fax machines are equipped with data security erase features which automatically erases when each job is complete. All fax machines will be sanitized in accordance with VA Handbook 6500.1 and VA Handbook 6500 before the devices are released from custody for disposal. Safety Precautions: The contractor shall identify to the ordering activity in writing (e.g., via instruction sheet, operators manual, maintenance manual) those safety precautions and hazardous materials as it relates to the purchase product made against this schedule. 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 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 per equipment per year will require training (e.g., for equipment that is in place for 4 years, it is estimated that 4 key operators will require training for that equipment). 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. 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. Payment: Invoices will be issued only by the contractor and payment therefore shall be made only to the contractor. Payment must be made to the "Remit To" address indicated on the Invoice. Each invoice is payable net 30 days from the date the invoice is received by the office specified in the order. Invoices shall be sent to the following address: Department of Veterans Affairs Financial Services Center PO Box 149971 Austin, TX 78714-8971 Contractor shall be registered in CCR and complete all necessary vendor procedures to assure proper and prompt payment through the Financial Management System (FMS). Reporting Requirements: The contractor shall provide at a minimum the following reports to the Contracting Officer. Unless otherwise stated, reports are due no later than the 5th of the month following the month being reported. If the 5th falls on a weekend or federally observed holiday the reports shall be due no later than the next normal business day. Reports shall be provided electronically via e-mail. (A) Maintenance Log Report. Report summarizing preventative and non-preventative maintenance performed on equipment covered by the contract. This report shall identify any equipment down time for repairs when down time exceeds one (1) hour. (B) Contractor Service Response Time Report. Report indicating the contractor response time responding to end-user calls for service or assistance for equipment covered by this contract. (C) Equipment Uptime Report. Report total uptime (or downtime) of equipment covered by this contract. Definitions: Contractor on-site personnel response: The contractor's on-site person response time is based on the time it takes the on-site person to respond to a call or notification from an end user of an equipment issue either by phone, email, or in person. For the purposes of this definition a "response" includes; at a working minimum acknowledgement of the call and an estimate of when the on-site person can resolve or begin working on the equipment issue in question. Service Response time: The time the Service Technician takes to respond on-site (or by phone if on site response is not required) to the contractor on-site person or government initiated service request. Downtime: Downtime shall mean the number of hours in any calendar month during which an item of equipment covered by this contract is inoperative for its intended use(s) during the month and such inoperability is not due to customer (end user) misuse, fire, or using the equipment in a manner other than its intended use. Downtime Calculation: Downtime is calculated from the point in time when the contractor receives the service request for inoperative equipment covered by this contract until such time as the equipment is operating per the contractor/manufacture specifications. Downtime includes machine repair time and response time when the equipment is inoperative for its intended use(s). Downtime excludes preventative maintenance, equipment move time, time consumed in service rendered due to user misuse. Performance Requirements Summary: 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. Performance CriteriaPerformance MeasurementPerformance /StandardCalculation 1Contractor Service Response TimeThe contractor repair person will respond to end user issues within SIX BUSINESS HOURS of notification Contractor must meet this requirement 95% of the time. The measurement the Contractor Service Response Time is calculated by dividing the total number of calls responded to in six hours or less by the total number of calls during each month 2Equipment Uptime ("Availability Hours")Equipment must be fully operational during normal business hours. Normal business hours are equal to the total number of working days per month times 8 hours for each shift. Equipment must be fully operational at least 95% of the time during available hoursThe measurement for Equipment Uptime is calculated by dividing the (Availability Hours-Equipment Downtime) by the Availability Hours. Example: One shift for the month of March with no holidays would be calculated as 8 hours x 21 days = 168 hours. EXAMPLE: Equipment Downtime = Response Time + Repair Time. Total Service Response Time: 6 hours Machine Repair Time: 1 hour Equipment Downtime = (6+1) = 7 Availability Hours (21 x 8) = 168 hours Equipment Uptime would be (168-7)/168 = 95% Invoices submitted for payment of goods or services provided under this contract must contain, as a minimum the following information: (1) name of the business concern (2) invoice date (3) contract number or other authorization for delivery of property or services (4) Proper Purchase Order Number (5) description, price and quantity of property or services actually delivered or executed (6) shipping and payment terms (7) name where practicable, title, telephone number, and complete mailing address of responsible official to whom payment is to be sent, (8) other substantiating documentation or information as required by the contract (9) Invoice must be electronically submitted to the financial services center (FSC) using the VA approved methods as indicated below: VA's Electronic Invoice Presentment and Payment System-The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please go to this website: http://ob10.com/us/en/veterans-affairs-us/to begin submitting electronic invoices, free of charge. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). This is the X12 EDI web site (http://www.x12.org). Notice to Potential Offerors: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought announcement. This announcement shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM) located on the web at www.sam.gov. It is desirable that any Offeror to have completed their business Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to this announcement must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at https://www.vip.vetbiz.gov/. All interested Offerors should submit information by e-mail (preferred) to John.Redmond2@va.gov or by mail Dept. of Veterans Affairs, Northport VA Medical Center, Network Contracting Office, (632/NCO), Bldg. 10 Room 216E Northport, NY 11768 Please include the RFQ (RFI) number, title of the project (Boiler Condition Assessments), and company name. All responses are to be received NO LATER THAN Monday, April 20, 2015, 9AM EST. Please refrain from telephonic communication.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BroVANAP/VAMD/VA24315N0779/listing.html)
 

Document(s)

Attachment
 

File Name: VA243-15-N-0779 VA243-15-N-0779.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1984136&FileName=VA243-15-N-0779-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1984136&FileName=VA243-15-N-0779-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: The Department of Veteran Affairs;Northport VA Medical Center;79 Middleview Rd;Norhtport, NY 11768

Zip Code: 11768
 

Record

SN03700453-W 20150417/150415234829-320aeaf6f2e99bccc37d9ad7ab78a46a (fbodaily.com)
 

Source

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

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