J -- MICROFILM READER MAINTENANCE AND REPAIR SERVICES

Notice Date

December 18, 2000

Contracting Office

National Archives and Records Administration, Acquisitions Services Division (NAA), 8601 Adelphi Road, Room 3360, College Park, MD 20740-6001

ZIP Code

20740-6001

Solicitation Number

NAMA-01-Q-0003

Response Due

January 4, 2001

Point of Contact

Contact Point, Ms. Marion N. Bass-Dyer, Contract Specialist(301)713-6755,x239, Contracting Officer, Mr. Michael A. Zeleny, (301)713-6755, x227

Description

This is a combined synopsis/solicitation for commercial services 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; quotes are being requested and a written solicitation will not be issued. The solicitation number is NAMA-01-Q-0003 and is issued as a Request for Quotation (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-20. This acquisition is set aside 100% for small business. The NAICS code and the small business size standard are 811212 and $18 million, respectively. The Offerors must state in their quote their size status for this procurement. All qualified responsible small business sources may submit a quote which will be considered by the agency. The performance period is from April 1, 2001 to March 31, 2002 and four (4) one (1) year option periods. The purpose of this contract is to provide microfilm reader maintenance and repair services to the National Archives and Records Administration (NARA). CLIN 0001Microfilm Reader Maintenance and Repair Services and reports. Qty. 12 Months. CLIN 0101 Microfilm Reader Maintenance and Repair Services and reports. Qty. 12 Months. CLIN 0201 Microfilm Reader Maintenance and Repair Services and reports. Qty. 12 Months. CLIN 0301 Microfilm Reader Maintenance and Repair Services and reports. Qty. 12 Months. CLIN 0401 Microfilm Reader Maintenance and Repair Services and reports. Qty. 12 Months. Maintenance and Repair services must meet the following specifications. SCOPE. The Contractor must provide all labor, materials, equipment, parts (including light bulbs), test equipment, permits, fees, licenses, transportation, and tools for inspecting, reporting, servicing, and performing all preventive maintenance inspections and repairs necessary to maintain the microfilm readers in a safe and reliable operating condition. The Contractor must comply with the maintenance and repair requirements as stated in the manufacturer's specifications for the readers listed below. READER TYPES AND WORK LOCATIONS. Archives I, 700 Pennsylvania Ave., NW Room 400, Washington, DC 20408: Manufacturer Model Quantity a. Dukane Manual Direct Projector 62 b. Canon Library Researcher 10 c. Indus Super Carrel 28 d. Northwest NMI 2000 19 Archives II, 8601 Adelphi Road, Room 4050, College Park, MD 20740-6001: Manufacturer Model Quantity a. Dukane Manual Direct Projector 3 b. Dukane Automatic Projector 23 c. Northwest NMI 2000 5 WORK PROCEDURE. The Contractor must report to the Contracting Officer's Representative (COR) or his designated representative for each location prior to commencing work. Before beginning and upon completion of any scheduled or unscheduled service call, the Contractor's service representative must sign in and sign out with the designated representative for each location. REPAIR SERVICE HOURS. For Archives I, the readers that are in use in Room 400 will be available for repair or maintenance on site from 7:00 AM -- 8:45 AM Monday through Friday, excluding Government holidays. After 8:45 AM, the Contractor may repair or perform maintenance on readers in Room 10W1 that is located next to Room 400. The Government currently has nine (9) substitute readers in Room 10W1 that may be substituted for any inoperable readers located in Room 400 while repairs are performed on the inoperable readers. For Archives II, the readers that are in use in Room 4050 will be available for repair or maintenance on site from 8:45 AM -- 5:15 PM Monday through Friday, excluding Government holidays. In the event of a reader malfunction, the Contractor will be notified by the COR or his designated representative. The Contractor must respond via telephone to the COR or his designated representative within 2 hours after receipt of telephone notification. The Contractor must service the equipment during the next two (2) working days (Monday through Friday). All scheduled preventive maintenance must be coordinated with the COR or his designated representative at least three (3) working days in advance. PREVENTIVE MAINTENANCE. Preventive maintenance must be scheduled and completed at least quarterly and performed in accordance with the reader manufacturer's specifications. Preventive maintenance must include at a minimum: (1) Perform operational checks and correct any deficiencies noted in accordance with manufacturer's specifications. (2) Clean, lubricate, replace, and adjust mechanical parts in accordance with the manufacturer's specifications. (3) Replace excessively worn or defective parts. Excessively worn parts are those parts that if not replaced immediately may fail prior to the next scheduled preventive maintenance cycle. (4) Visually inspect the exterior of all readers for damage and cleanliness and report any discrepancies to the COR or his designated representative. (5) Consult with the COR or his designated representative regarding reader performance. The Contractor must maintain, at a minimum, a 95% (less reader preventive maintenance downtime) reader uptime or in service rate. In order to determine the uptime or in service rate, the COR, or his designated representative, on a daily basis, will randomly check all of the readers in the room to verify their operability and then calculate whether the 95% uptime or in service rate is being maintained. If the equipment uptime or in service rate drops below 95% at any time, the Contractor must furnish functionally equivalent machines in good operating condition to maintain the 95% equipment uptime or in service rate while the defective machines are being repaired. NOTE: For Archives I, the Contractor may use the substitute readers referenced above to achieve the 95% uptime or in service rate in Room 400. REPLACEMENT PARTS. The Contractor must use only manufacturer's new original or factory refurbished replacement parts in the performance of this contract. WARRANTY. The Contractor must perform all work within the strict terms and conditions of all existing commercial warranties (if any) on the equipment and must not perform work that would jeopardize said warranties. REPORTS. Upon work completion for each Contractor visit, the Contractor must submit a Contractor designed inspection report to the COR or his designated representative. The report must include: (1) Contract Number; (2) Date; (3) Reader Number; (4) Name of service technician; (5) Maintenance performed; (6) Equipment downtime; and (7) Signature and date from the COR or his designated representative. On a monthly basis, the Contractor must submit a Contractor designed report to the COR or his designated representative that documents the fact that a 95% or greater equipment uptime or in service rate has been maintained. The report must include the following: (1) Reader number; (2) Date; (3) Service downtime (hours); and (4) Total monthly downtime for all machines (hours and percent). PERSONNEL. The Contracting Officer/COR may request the Contractor to immediately prevent any employee(s) from performing work under this contract should it be determined that individuals performing services are disqualified for either suitability or security reasons, are found to be unfit to perform their duties, or pose an unacceptable risk to Government equipment. INSPECTIONS. NARA reserves the right, during working hours and without notice, to inspect the Contractor's processes, procedures, deliverables, etc., during the performance of this work. CLAUSES AND PROVISIONS. Offerors must provide the information required by FAR 52.212-1, Instructions to Offerors -- Commercial Items (Oct. 2000). FAR 52.212-2, Evaluation -- Commercial Items (Jan. 1999) is applicable, with the following addendum: The following factors will be used to evaluate offers and are listed in descending order of importance: (1) Technical Understanding, Approach, Capabilities, and Management. (Evaluation will be based on the Offeror's capabilities and demonstrated technical understanding of and approach to performance of the work required by the Specifications.) (2) Price. (3) Past Performance. (The Government will assess the Offeror's demonstrated recent/relevant experience and their quality of performance on similar work. The Offeror must provide this information.) Technical Understanding, Approach, Capabilities, and Management and Past Performance, when combined are significantly more important when compared to price. Offerors must include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (Oct. 2000) with its offer and may be obtained via the Internet at URL:http//farsite.hill. FAR 52.212-4, Contract Terms and Conditions-Commercial Items (May 1999) is applicable. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Aug. 2000) is applicable and the following identified clauses from paragraph (b) are incorporated by reference: 52.203-6, Restrictions on Subcontractor Sales to the Government (Jul. 1995), with Alternate I (Oct. 1995); 52.222-21, Prohibition of Segregated Facilities (Feb. 1999); 52.222-26, Equal Opportunity (Feb. 1999); 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era (Apr. 1998); 52.222-36, Affirmative Action for Handicapped Workers with Disabilities (Jun. 1998); 52.222-37, Employment Reports on Disabled Veterans and Veterans of the Vietnam Era (Jan. 1999); and 52.232-34, Payment by Electronic Funds Transfer-Other Than Central Contractor Registration (May 1999). PAYMENT. The Contractor must be capable of receiving payment by electronic funds transfer (EFT). No contract payments will be made by check. Payment at the Contractor's quoted price will be made monthly. The Contractor must submit a monthly invoice for payment. The invoice will be paid by electronic funds transfer (EFT). In order to provide timely replies to Offeror's inquiries, all written requests should be received no later than two weeks (10 working days) prior to the time set for receipt of quotes. Offerors are requested to transmit inquiries via both facsimile (301-713-6910, Attn: Ms. Marion Bass-Dyer) and U. S. Mail. The Government will reply promptly to inquiries received during the final two weeks, but will not extend the quote receipt date merely because of late submittal of questions. Quotes for the services described above are due by 3:30 p.m. E.S.T. 4 January 2001 and may be mailed to Ms. Marion Bass-Dyer, National Archives and Records Administration, Acquisition Services Division (NAA), Suite 3360, 8601 Adelphi Road, College Park, Maryland, 20740-6001. Quotes must include the solicitation number, discount/payment terms, identification of any special commercial terms, and must be signed by an authorized company representative. It is critical that Offerors provide adequate detail to allow evaluation of their quotes (See FAR 52.212-1(b)). Offerors will be responsible for downloading their own copy of this combined synopsis/solicitation and amendments (if any).*****

Record

Loren Data Corp. 20001220/JSOL011.HTM (W-353 SN5091A6)