J -- CANON READER/PRINTER MAINTENANCE AND REPAIR SERVICES

Notice Date

February 7, 2001

Contracting Office

National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3360, College Park, MD, 20740-6001

ZIP Code

20740-6001

Solicitation Number

NAMA-01-Q-0002

Response Due

February 26, 2001

Point of Contact

Marion Bass-Dyer, Contract Specialist, Phone 301-713-6755 x 239, Fax 301-713-6910, Email marion.bassdyer@arch2.nara.gov -- Harold Williams, Contracting Officer, Phone (301) 713-6755 XT 271, Fax (301) 713-6910, Email

E-Mail Address

Marion Bass-Dyer (marion.bassdyer@arch2.nara.gov)

Description

This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in FAR Part 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and a written solicitation will not be issued. The solicitation number is NAMA-01-Q-0002 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 97-21. A firm-fixed price Contract/Order for Commercial Items (SF 1449) utilizing simplified acquisition procedures will be used for award of this contract. This requirement is for the National Archives and Records Administration, National Personnel Records Center, 9700 Page Ave, St. Louis, MO 63132-5100. The National Archives and Records Administration (NARA) is giving notice of intent to award a sole source contract for maintenance/repair services for Canon MS 400 and Canon NP 980 Reader/Printers to the Regional Canon distributor, Dynamic Computer Solutions, Inc., 1940 Innerbelt Business Center, St. Louis, MO. 63114-5760. This award will be processed in accordance with FAR 6.302-1(a)(2) (Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements). NARA requires that the service provider be able to complete a large part of the maintenance and upkeep on-site. According to the manufacturer's warranty (Canon), Dynamic Computer Solutions is the only authorized service provider in the region. The contract period of performance is from March 1, 2001 through February 28, 2002, with four twelve-month option periods. During the base year, contract line items (CLIN) 0003 and 0004 are for the period of performance October 1, 2001 through February 28, 2002. Option periods may be exercised as provided for in FAR 52.217-9, Option to Extend the Term of the Contract (May 2000). Exercise of options is contingent upon availability of funds for the option period of performance (FAR 52.232-18, Availability of Funds) (Apr. 84). The Offeror must price each CLIN as a monthly price and extended amount for maintenance of the entire CLIN quantity for the base and each option year: CLIN 0001: Microfilm Reader Maintenance and Repair Services and Reports for 19 Canon MS 400 readers/printers; Qty. 12 Months. CLIN 0002: Microfilm Reader Maintenance and Repair Services and Reports for 12 Canon NP 980 readers/printers; Qty. 12 Months. CLIN 0003: Microfilm Reader Maintenance and Repair Services and Reports for 29 Canon MS 400 readers/printers; Qty. 5 Months. CLIN 0004: Microfilm Reader Maintenance and Repair Services and Reports for 4 Canon NP 980 readers/printers; Qty. 5 Months. CLIN 0101: Microfilm Reader Maintenance and Repair Services and Reports for 48 Canon MS 400 readers/printers; Qty. 12 Months. CLIN 0102: Microfilm Reader Maintenance and Repair Services and Reports for 16 Canon NP 980 readers/printers; Qty. 12 Months. CLIN 0201: Microfilm Reader Maintenance and Repair Services and Reports for 48 Canon MS 400 readers/printers; Qty. 12 Months. CLIN 0202: Microfilm Reader Maintenance and Repair Services and Reports for 16 Canon NP 980 readers/printers; Qty. 12 Months. CLIN 0301: Microfilm Reader Maintenance and Repair Services and Reports for 48 Canon MS 400 readers/printers; Qty. 12 Months. CLIN 0302: Microfilm Reader Maintenance and Repair Services and Reports for 16 Canon NP 980 readers/printers; Qty. 12 Months. CLIN 0401: Microfilm Reader Maintenance and Repair Services and Reports for 48 Canon MS 400 readers/printers; Qty. 12 Months. CLIN 0402: Microfilm Reader Maintenance and Repair Services and Reports for 16 Canon NP 980 readers/printers; Qty. 12 Months. 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 readers/printers in a safe and reliable operating condition. REPAIR AND MAINTENANCE SERVICE HOURS. The readers/printers 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). PREVENTIVE MAINTENANCE. Preventive maintenance must be scheduled at least three (3) working days in advance and completed at least semi-annually and performed in accordance with the reader/printer 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. 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 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. 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. The provision at FAR 52.212-1 Instructions to Offerors -- Commercial Items (Oct. 2000) is applicable to this solicitation. The offeror must include with their offer a completed copy of the provision at FAR 52.212-3 Offeror Representations and Certifications -- Commercial Items (Jan. 2001). A copy can be found at: http://farsite.hill.af.mil. Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (May 1999) is hereby incorporated by reference. Clause 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: 52.222-21, 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 Workers with Disabilities (Jun. 1998); 52.222-37, Employment Reports on Disabled Veterans and Veterans of the Vietnam Era (Jan. 1999); 52.225-3, Buy American Act -- North American Free Trade Agreement -- Israeli Trade Act -- Balance of Payments Program (Feb. 2000) with Alternate I (Feb. 2000), and 52.232-34, Payment by Electronic Funds Transfer -- Other Than Central Contractor Registration (May 1999). The Contractor must comply with FAR 52.245-2, Government Property (Fixed Price Contracts) (Dec. 89), hereby incorporated by reference. The full text of the above clauses and provisions can be obtained at http://farsite.hill.af.mil. 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). The quote must include the solicitation number, discount/payment terms, identification of any special commercial terms, and must be signed by an authorized company representative. The offeror will be responsible for downloading their own copy of this combined synopsis/solicitation and amendments (if any)at the following website: www.FedBizOpps.gov.*****

Web Link

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Record

Loren Data Corp. 20010209/JSOL003.HTM (D-038 SN50D0Q7)