Department of Veterans Affairs, Edward Hines Jr. Hospital, A&MMS (90C), Bldg. 2, 2nd Floor, Hines, IL 60141-5000

R -- OFF SITE APE STORAGE, BDG. 215, HINES VABDC, HINES, IL 60141 SOL 578-49-96 DUE 100796 POC Ronald E. Jenkins, Contracting Officer (90C4) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued Solicitation number 578-49-96 is issued as a Invitation For Bid (IFB). This solicitation document, incorporated provisions and clauses are those in effect through Federal Acquisition Circular 90-41. Contractor to provide security storage, personnel, equipment and resources necessary to transport and store round reel and data cartridge media for the Department of Veterans Affairs Benefits Delivery Center (VABDC), Bldg. 215, First Avenue North of 22nd Street, Hines, Il 60141 in accordance with the following terms, conditions and statement of work. I. BACKGROUND INFORMATION: a.) VABDC has an offsite storage requirement of approximately 39,000 back-up tapes per year. Additionally, there is a need to store a small number of various size cartridges, 3480, 4mm and 8mm, and it is anticipated that this volume will substantially increase in the future with a concomitant decrease in tape storage requirements. The contractor shall provide transportation and security storage for these tapes and cartridges. b.) Back-up tapes for shipment are generated on a daily, weekly and monthly basis. Typical shipment volume is 82 daily back-up tapes approximately 22 days per month, 325 weekly back-up tapes approximately 4 weeks per month and 48 monthly back-up tapes once per month for a total of approximately 3100 various back-up tapes per month. II. SCOPE: This contract shall provide VABDC with daily pickup and delivery of the back-up media. Normal pickups and deliveries shall be between the hours of 8:00 AM AND 4:00 PM, Monday through Saturday. Emergency service shall be available 24 hours a day, seven days a week. The contractor shall store media in accordance with retention periods designated by VABDC. The average retention period is 21 days. III. REQUIREMENTS: The Contractor shall furnish all equipment, labor and facilities and shall: a.) Initially furnish 20 large cases and 10 small cases which will be exchanged on a ''one to one'' basis. These cases shall be waterproof. If additional cases are required, such cases shall be furnished to VABDC within four hours of request and at no additional cost to the VABDC. b.) Provide a daily pickup-delivery, with Sunday upon request, of back-up media in an environmentally controlled vehicle. Provide backup transportation, if necessary, to ensure that while in transit magnetic media is not left unattended and/or exposed to adverse elements such as extreme temperatures. c.) Have an on-line computer system to track shipments and deliveries that will allow the VABDC remote computer access to the stored media database. The Contractor shall also provide hard copy documentation (input manifest) of all pickups and deliveries, using contractor supplied forms. Minimum form requirements are shown in the input manifest definition. d.) Store media in a secure storage building that is environmentally controlled for magnetic media. Temperature shall be seventy degrees, plus/minus ten degrees, with a range of forty-five percent to sixty percent (45%-60%) humidity. The media shall be protected from potential water damage. The building shall have a direct link to local fire and police departments. e.) Ensure the storage facility system complies with ANSI specifications for long term storage, such as filtration of airborne contaminants. f.) Have the capability to locate, retrieve and return any quantity of media on an emergency basis at any time within four hours or less. There would be three or less emergency requests during the life of this contract. g.) Ship requested security files to a designated back-up site within twenty-four (24) hours, which will be at VABDC expense. h.) Ensure tapes stored are returned to the VABDC one work day after the designated retention date. IV. DISCLOSURES/SECURITIES: The Contractor shall adhere to all local security policies set forth at the VABDC. These documents are available, upon request, at the VABDC facility. V. INSPECTION: The Government reserves the right to make unannounced on-site inspections of the Contractor's facilities to ensure compliance with this resultant contract. VI. DEFINITIONS: a.) Case, Large; holds approximately 20 round reel tapes or 48 cartridges. b.) Case, Small; holds approximately 10 round reels or 40 cartridges. c.) Storage Charge; case times the unit of time (i.e. 7 months, 6 months, etc.) case rate may vary with size and time is prorated over the length of the Contract. d.) Input Manifest; input manifest should contain, at least, customer number, customer name, department name, media code, description, retention date, prepared by date and signature and received by date and signature. e.) Transaction Charge; pick-up/delivery of one case (a transaction charge is applied for the pick-up or delivery of a case of material) initially, because of storage requirements, output will exceed input volume. Transaction volume is based on assumption of equal flow. MONTHLY VOLUME (21 DAYS) is computed by adding types of back-up tapes over the monthly period, i.e. Days ( 21 days x 82 daily back-up tapes = 1,722 trans.) + Weeks (4 weeks x 325 weekly back-up tapes = 1,300 trans.) + Month (1 month x 48 monthly back-up tapes = 48 trans.) Equals a total of approximately 3,070 back-up tapes per month. Ratio of large to small cases is three to one, Composite case size is 17.5 back-up tapes per case, number of transactions one way is 3,070 back-up tapes divided by 17.5 tapes per case resulting in approximately 350 transactions per month after retention period requirement are met. Resultant contract is to be for a one year base period with two option years. Bidders are to indicate PRICES PER MONTH for items number 1.) Storage Fee, Large Cases, 2.) Storage Fee, Small Cases, 3.) Storage Fee, Disk Packs and are to indicate PRICES PER EACH for Items number 4.) Transactions, 5.) Regular Courier Service, 6.) Emergency Courier Service. Bidders are to provide prices for items one through six for base year and for option years. Bidders that fail to provide pricing for base and option years will be found to be non-responsive and bid will be rejected. The provisions at 52.212-1, Instructions to Offerors-- Commercial Items, applies to this acquisition with no addenda. Offerors are to include a completed copy of the provisions at 52.212-3, Offerors Representations and Certifications--Commercial Items, with offer. The clause at 52.212-4, Contract Terms and Conditions--Commercial Items, applies to this acquisition with the clauses at 52.217-5, Evaluation of Options, 52.217-8 Option to Extend Services, 52.219-6, Notice of Small Business Set-Aside and 52.232-28, Electronic Funds Transfer Payment Methods as additional addenda. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders--Commercial Items, applies to this acquisition with the additional FAR clauses at 52.219-14, Limitations on Subcontracting, 52.222-26 Equal Opportunity, 52.222-35, Affirmative Action for Special Disabled and Vietnam Era Veterans, 52.222-36, Affirmative Action for Handicapped Workers and 52.222-41, Service Contract Act of 1965, As amended, cited in the clause being applicable to this acquisition. Offers are to be submitted as SEALED BIDS on October 7, 1996 by 1:30 PM Central Standard Time to Contracting Officer (90C4), Edward Hines Jr. Veterans Affairs Hospital, PO Box 5000, Bldg. 2, 2nd Floor, Hines, IL 60141. For information concerning this solicitation contact Ronald E. Jenkins at (708) 216-2605 or by fax at (708) 216-2030. Offers received after indicated date and time will not be considered. SIC is 4225 Small Business Size Standard is $12.5 Million. (0263)

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