DOCUMENT
L -- PITNEY BOWES POSTAGE METER MACHINE - Attachment
- Notice Date
- 11/6/2015
- Notice Type
- Attachment
- NAICS
- 811213
— Communication Equipment Repair and Maintenance
- Contracting Office
- Department of Veterans 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
- VA24316N0023
- Response Due
- 10/16/2015
- Archive Date
- 10/19/2015
- Point of Contact
- John Redmond
- 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 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. STATEMENT OF WORK MAIL METER LEASE & SERVICE CONTRACT THE DEPARTMENT OF VETERANS AFFAIRS NORTHPORT MEDICAL CENTER Scope of Work: VAMC Northport, 79 Middleville Road, Northport, NY is looking to enter into a flat-rate monthly-fee plan, firm-fixed price, service maintenance Contract of Postal Meter Machine and folder/Inserter located the Mail room in the basement of building 9, room 5. In that regard, VAMC Northport anticipates fulfilling the service contract agreement funds and the continued needs of VAMC Northport VAMC Northport. General Requirements: Contractor shall provide Service Contract for Postal Meter Machine and Folder/ Inserter. The Postal Meter Machine must have the capabilities (e.g., automatic multi-envelope / postcard feed, automatic metering along with separate button for metered taped feeding. The equipment has to be equivalent to or better than Pitney Bowes Postage Machine Model DW00. Folder / Inserter must have several trays for insertions of multiple pages merge plus business reply envelope. Must have sealing capability to fold, dampen and seal envelope. The equipment has to be equivalent to or better than Pitney Bowes Mail Envelope Folder / Inserter Machine Model F7B0/F680. This equipment must be capable of handling on an average of 700,000 pieces of mail annually. 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. 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 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 Mail Meter Machine or Folder Inserter is not fully operational at the time of installation, VAMC Northport may, at its option, require the contractor to provide an immediate replacement machine. A fully operational postal machine or folder/inserter can satisfactorily perform all the performance functions applicable to the Postal Machine, Folder/Inserter. Backup and Replacement Postal, Folder & Inserter Machines: The contractor shall have backup and replacement machines available to support this designated area. Backup machines are those machines that are temporarily installed. Replacement machines are those machines that are installed in place of malfunctioning machines and that are intended to remain in place for the remainder of the contract period. When a machine cannot be repaired within sixteen (16) working hours, Northport VAMC may require the contractor to provide a backup machine. The contractor shall deliver backup machine within eight (8) working hours of the ordering activity's notifying the contractor that a backup machine is required. Backup machines must equal or exceed the capabilities of the machine being replaced. The contractor's charges for use of the backup machine shall be identical to the charges for use of the original machine being replaced. If the original 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 machine of the same make and model as the original machine or a replacement copier satisfactory to the ordering activity. If agreed to by the ordering activity, the backup machine may be used as the replacement machine. The contractor shall provide the ordering activity with the serial number, location, and model number of the replacement machine. Federal Holidays: 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 machine furnished under the resulting contract 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 equipment. Response to Service Calls: During normal working hours (8am - 4pm), Monday through Friday (excluding holidays observed by the Government), the contractor shall respond to verbal requests for service calls. The contractor shall repair the 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. 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. 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. In lieu of requiring a replacement of the postal, folder/inserter machine, the ordering COR or designee may require the contractor's authorized representative to certify (e.g., on the repair record) that sufficient maintenance has been performed to ensure a 95 percent or higher Monthly Effectiveness Level. If the ordering activity exercises this option, Northport VAMC shall still retain the right to unilaterally take credit against the monthly billing. If after certification, the equipment operates at less than 95 percent Monthly Effectiveness Level for the following month, the contractor shall replace the equipment with a brand new machine equivalent to the existing machine Northport VAMC may opt to terminate the contract for default. Consumable Supplies: Postal, Folder/Inserting equipment, accessories, attachments, control devices/systems, all consumable supplies (except Postal Metering Tape and Postal Ink), and full maintenance services (including repair parts) are provided by the contractor at no additional cost to the customer. All consumable supplies (with the exception of the Postal Meter Tape and Postal Ink) required for contract shall be included in the resulting price. Whether optional or standard with the equipment covered under the contract. Northport VAMC will not be responsible for providing any consumable supplies (with the exception of Postal Meter Tape and Postal Ink) and for moving, storing, inventorying, or issuing the contractor's consumable supplies. The VAMC Northport is not bound to purchase consumable supplies from the contractor. Consumables should be authentic to the equipment to ensure quality. 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 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. 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: 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. You must register at http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/. Invoices are payable net 30 days from the date the invoice is received by the office specified in the order. Invoices shall be sent electronically through Tungsten Network for Department of Veterans Affairs Financial Service Center. Contractor shall be registered in CCR and complete all necessary vendorization 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. Refer to Paragraph 14, Performance Requirements Summary, for specific information required on this report. (C)Equipment Uptime Report. Report indicating total uptime (or downtime) of equipment covered by this contract. Refer to Paragraph 14, Performance Requirements Summary, for specific information required on this report. Definitions: 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 notificationContractor 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 month2Equipment 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% 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% 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 and include the RFQ (RFI) number, title of the project (Automatic Swing Doors Operator), and company name in the email subject heading. All responses are to be received NO LATER THAN Wednesday, November 11, 2015, 12PM EST. Please refrain from telephone communication.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BroVANAP/VAMD/VA24316N0023/listing.html)
- Document(s)
- Attachment
- File Name: VA243-16-N-0023 VA243-16-N-0023.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2408695&FileName=VA243-16-N-0023-000.docx)
- Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2408695&FileName=VA243-16-N-0023-000.docx
- Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
- File Name: VA243-16-N-0023 VA243-16-N-0023.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2408695&FileName=VA243-16-N-0023-000.docx)
- Place of Performance
- Address: Department of Veteran Affairs;Northport VA;79 Middleview Rd.;Northport, NY
- Zip Code: 11768
- Zip Code: 11768
- Record
- SN03940481-W 20151108/151106234043-5024f6c1752e84b4e4af02ba96c499a4 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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