Office of Acquisition and Grants, 1710 GWYNN OAK AVENUE, BALTIMORE, MD, 21207-5279

58 -- MAINTENANCE OF VARIOUS FACSIMILE MACHINES SOL SSA-RFQ-99-3692 DUE 112398 POC LESLIE HYMAN, 410-965-9476 WEB: Download Solicitation when/if available, http://www.ssa.gov/oag. E-MAIL: Contracting Officer, SSA/OAG, LESLIE.HYMAN@ssa.gov. This is a combined synopsis/Request for Quotation (RFQ) for on-going maintenance and repair services of 467 Government- owned fax machines. This announcement, known as SSA-RFQ-99- 3692, constitutes the only solicitation. Quotations are hereby requested as follows, and a written solicitation will not be used. This RFQ is a total set-aside for small businesses. SIC 7378, Size Standard $18M. The facsimile transceivers are identified as follows: Xerox Model 7041 qty 253; Canon L4600 qty 2; Brother Models 1450MC qty 1, 2500 qty 3, 3550 qty 54, 4000ML qty 4 & 4500ML qty 114; Pitney Bowes 9910 qty 13; Panasonic UF770 qty 16; and Ricoh Models 2800M qty 1, 4500L qty 6 that are located throughout Social Security Administration (SSA) Headquarters Offices in Baltimore, Maryland; Washington, DC; and Falls Church, Virginia. WORK STATEMENT: C.1 SCOPE- The contractor shall provide on-site maintenance labor, documentation, repair parts, maintenance supplies, tools, test equipment, transportation and other related services to keep the facsimile transceivers in good operating condition. On-site maintenance service shall not include the following: electrical work external to the facsimile transceiver; furnishing of expendable supplies (i.e., paper, toner, drums, developers, etc.); repair of damage resulting from accidents, transportation between Government sites, negligence, misuse, failure of electrical power, air conditioning or humidity control or causes by the act of God. C.2 MAINTENANCE REQUIREMENTS-The contractor shall provide on-call maintenance service during the Principal Period of Maintenance (PPM) at a fixed-price monthly charge for a 12-month period beginning December 1, 1998. The Government shall have the option to add or replace equipment to be maintained. Additions or replacements that cause an increase or decrease in equipment quantity shall be adjusted in the monthly maintenance charge. The maintenance shall be performed after notification that facsimile transceiver is inoperative. The contractor shall provide to the Government, a single point of contact and a Toll Free "800" number for continuous telephone answering service coverage during the PPM and OPPM to permit the Government to make such contact. The contractor's maintenance personnel shall arrive on-site within 8 Government working hours and complete the repair within 24 hours upon receiving a repair call. On-site service shall be provided during the PPM, Monday through Friday, between the hours of 8 a.m. and 5 p.m., excluding Federally observed holidays. If the facsimile transceiver to be serviced cannot be repaired on- site within 24 hours after arrival of the contractor's repairperson, the contractor shall be responsible for immediately providing a loaner facsimile transceiver comparable to that equipment which is to be repaired. Loaner facsimile transceiver shall remain at the Government site until such time as the original equipment is returned or the Government authorizes the contractor to retrieve the loaner. MALFUNCTION REPORTS-The contractor shall furnish a signed malfunction incident report to the site upon completion of each maintenance call. The report shall include the following: a) contract number; b) location of facsimile transceiver; c) date and time notified of trouble; d) date and time of arrival on-site; e) facsimile transceiver make, model and serial number; f) time spent on repair; g) description of malfunction; h) parts replaced (if applicable); i) description of work; j) comments on the cause of the malfunction; k) date and time facsimile transceiver was returned to successful operation; l) and state if a loaner was provided or picked up. This report shall be signed by a Government representative at the site and by the contractor's repairperson. The contractor shall leave one copy of the malfunction report at the facsimile transceiver location, and one copy shall be given to the Project officer. In addition, the contractor shall furnish to the Project Officer a monthly malfunction report. The monthly malfunction report shall be a list of all malfunction transactions that have occurred throughout the month. This report shall be given to the Project officer within ten working days after the first of each month. Failure to provide the Government with a properly completed and a properly signed malfunction report (on-site malfunction reports and monthly malfunction transaction reports) may affect payment of invoices submitted by the contractor. Additionally, the contractor shall complete any other maintenance forms required by the Government. Non- Chargeable Maintenance Items-There shall be no additional charges for the replacement of parts for the facsimile transceivers covered under this contract unless damage was due to fault of the Government users. Maintenance Outside of PPM and No Trouble Found (NTF)-The Government shall have the option to request maintenance service outside the PPM on an on-call basis, or if a call results in no trouble found, charges for such services shall be based on an hourly rate. COMPENTENCY OF CONTRACTOR'S PERSONNEL-a) Maintenance services shall be provided by individuals fully experienced in working with the various manufactured facsimile transceivers covered by this contract. b) Any maintenance service performed by trainees shall be under the direct supervision of experienced personnel. c) The contractor shall provide a list of all representatives providing service under the terms of this contract including the facsimile transceivers they are qualified to service. Any changes to this list during the life of the contract shall be provided to the Government within 30 days of the change. SPARE PARTS INVENTORY-a) The contractor shall maintain an inventory of spare parts, repair parts, and tools, as necessary, to properly and efficiently maintain the facsimile transceivers for the life of the contract. b) Only new, standard parts, or parts equivalent to new in performance, for which a warranty is provided, shall be used in effecting repairs. Parts, which have been replaced, shall become the property of the contractor.EXPENDABLE SUPPLIES-The Contractor shall not be held responsible for expendable supplies such as toner cartridges, developer cartridges, drum cartridges, and etc. DISCONTINUANCE NOTICE-The Government shall give the contractor 30 working days prior written notice of the discontinuance of maintenance services, wholly or partially, or a shorter notice when agreed to by the parties, when individual units no longer require coverage. This clause does not waive the Government's right to terminate for default or convenience at any time during the contract life. PREVENTIVE MAINTENANCE-The contractor shall perform preventive maintenance (PM) for each unit of equipment as defined in applicable manufacturer manuals and publications, but not less than once per year. The PM shall be performed over the course of a year on a cyclical basis. This contract shall require a certain percentage of units to receive PM each month, either by type or by location, such that all units are checked over the course of the year. The Government reserves the right to specify the schedule for the performance of the PM, should it be necessary. The contractor shall provide the Project Officer with a monthly transaction report of all units provided PM service, and the report shall be given to the Project Officer within ten working days after the first of each month. This report shall include, but not be limited to: a) contract number; b) location of facsimile transceiver; c) date and time of PM; d) facsimile transceiver make, model and serial number; e) and, any comments that may be noteworthy for historical information. The award against this RFQ shall be based on the offeror whose offer is found technically acceptable and represents the best "value" to the Government based on past performance/experience and price which are equal in weight. Offerors are instructed to submit three (3) references that include: name of firm, a contact person and telephone number. Award may be made based on the initial submission and without discussions or negotiationswith offerors. Responses to this RFQ must be submitted by 3:00 p.m. EST on November 23, 1998, and shall be submitted to the attention of Leslie Hyman, 1710 Gwynn Oak Ave., Baltimore, MD 21207. Offers must reference SSA-RFQ-99-3692 on their response to this notice. Posted 11/04/98 (D-SN268410). (0308)

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