Dept. of Veterans Affairs Medical Center, 10000 Brecksville Road, Brecksville, OH 44141

J -- MAINTENANCE OF LANIER TRANSCRIPTION/DICTATION EQUIPMENT SOL IFB 541-156-97 DUE 050597 POC Marilyn E. Scheck, (216) 838-6088 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; Invitation for Bids (IFB) are being requested and a written solicitation will not be issued. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 45. The Standard Industrial Classification (SIC) Code is 7629 and the small business size is 500 employees. Contractor shall provide on site Preventive Maintenance Inspections and Intervening Repair Service at the VA Medical Center, 10000 Brecksville Road, Brecksville, Ohio 44141 and 10701 East Boulevard, Cleveland, Ohio 44106, for a basic year period commencing on date of award through September 30, 1997 with four one year pre-priced option years. Contractor shall provide services for the following list of Government owned Lanier Transcription Equipment: Items 1) Nine (9) each Lanier LX 219-1 Dictate Stations; 2) Eleven (11) each Lanier Voicewriter EX 123-1412 Transcribe Stations; 3) One (1) each Lanier SC 428 PS Management Console; 4) One (1) each Lanier SM-470 Diagnostic Console; 5) One (1) each Lanier FKB 4700 Management Console Keyboard; 6) one (1) each Lanier 9030-1 Management Console Printer; 7) Six (6) each Lanier P-109 Desktop Transcribers and 8) One (1) each Lanier P-139 Desktop Transcriber. Services are required twenty-four (24) hours per day, seven (7) days per week, including Federal holidays. Contractor shall respond to service calls within two (2) hours of notification and be on station at the VA within eight (8) hours. Contractor shall provide ongoing software maintenance, support and installation of software updates as they become available, and provide a minimum of fifteen (15) hours of on-site training and consultation of approximately six (6) originators, transcriptionists and system administrators to ensure total system utilization at all times. Contractor shall provide ongoing operational assistance via 1-800 telephone number for trained key personnel Monday through Friday 8:00 a.m. until 8:00 p.m., excluding Federal holidays. Contractor shall provide Healthcheck system monitoring on a continuous basis, 24-hours per day, seven (7) days per week for errors that could cause disruptions of normal flow, which shall consist of a small collection/monitoring device that is attached to the system being monitored and central collection site and special software that monitors each collection device in the field. Contractor shall provide preventive maintenance inspection (PMI's), to be performed at six (6) month intervals. These inspections are to be scheduled at least three days in advance with the Contracting Officer's Technical Representative (COTR) and are to be performed in accordance with manufacturer's instructions and will include the following: visual inspection, calibration checks, cleaning and lubrication, electrical checks and performance checks. For repair services performed during normal working hours, 8:00 a.m. until 4:30 p.m., Monday through Friday, the contractor's repairman shall report to the Contracting Officer's Technical Representative (COTR). After work is completed, contractor's repairman shall again report in person to the (COTR). The contractor's repairman shall submit in writing, a complete report of services rendered. As a minimum, this report shall contain details in accordance with standard commercial practice. The report shall also include any contractor's recommendations necessary to maintain the equipment in manufacturers specified operating condition. For repairs or services required after normal working hours, twenty-four (24) hours per day on Saturday, Sunday and Federal holidays and Monday through Friday, 4:31 p.m. to 7:59 a.m., contractor's repairman shall report to Police Security Offices. Contractor is still required to complete a report as prescribed above, however, contractor's repairman shall leave the report in transcription office with instructions to forward to the COTR. All work shall be performed by competent personnel who are experienced and qualified to work on the specific equipment. All work performed shall be accomplished in accordance with the manufacturer's instructions. Only new manufacturer standard parts shall be furnished by the contractor. All parts shall be of current manufacture and have versatility with presently installed equipment. Replaced parts are to be disposed of by the contractor after obtaining approval from the COTR. Operating and consumable supplies are not part of this contract. When parts required are not covered by preventive maintenance inspection or intervening services, such needs shall be reported to the COTR, along with an estimate of charges. Only those services specified within the contract are authorized. Invoices are to be forwarded to the following address: Chief, Fiscal Service 541/04(B), 10000 Brecksville Road, Brecksville, OH 44141. The following provisions apply to this acquisition: 52.212-1 Instructions to Offerors -- Commercial Items; 52.212-3 Offer Representations and Certifications Commercial Items; 51.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions to Implement Statutes or Executive Orders Commercial Items, including clauses incorporated by reference under Section (b)(1) through (3), and (6) through (10); 52.217-8 Option to Extend Services; and 52.217-9 Option to Extend the Term of the Contract with one (1) day notice given and contract duration not to exceed five (5) years; (4) 52.222-48 Exemption from Application of Service Contract Act Provisions for Contracts for Maintenance, Calibration, and/or Repair of Certain ADP, Scientific and Medical and/or Office and Business Equipment-Contractor Certification; (5) 52.228-5 Insurance-Work on a Government Installation; (6) 52.232-19 Availability of Funds for the Next Fiscal Year. Period for acceptance of bids is 60 calendar days. Bidders responding to this announcement shall submit their monthly maintenance price for each item for the basic year period and four one year option periods, along with the information required in 51.212-1, and a completed copy of provision 52.212-3 and 52.222-48 by May 5, 1997, 2:00 PM local time. Services beyond September 30 are contingent upon the availability of funds. Bidders are urged and expected to inspect the site where services are to be performed. A site visit is scheduled for Thursday, April 24, 1997 at 1:30 p.m. in Bldg. 1, Rm. A-112. Arrangements may be made by calling Marilyn E. Scheck, (216) 838-6088. (0106)

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