J -- AMENDMENT TO PREVIOUS SYNOPSIS FOR MAINTENANCE -- DICTAPHONE EQUIPMENT/SOFTWARE

Notice Date

September 12, 2001

Contracting Office

Department of Veterans Affairs, Network Business Center, 5901 East Seventh Street, Bldg 149, Long Beach, CA 90822

ZIP Code

90822

Solicitation Number

RFQ 600-158-01tmt

Response Due

September 25, 2001

Point of Contact

Teresa M. Thomas, Contracting Officer, FAX 562-961-8067/PH 562-494-5896

Description

Modification to change sole source solicitation to sole source combined synopsis/solicitation. The text shall now read as follows: This is a combined synopsis/solicitation for commercial items prepared in accordance with subparts in the Federal Acquisition regulation 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The Department of Veterans Affairs, at the Greater Los Angeles Health Care System, Los Angeles, California, intends to negotiate a sole source procurement with Dictaphone Corporation located in Van Nuys, California This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-27. REQUIREMENTS: Based upon this Solicitation No. RFQ 600-158-01tmt, the Government intends to award a firm, fixed price contract for base year plus four (4) option years for appropriate maintenance, repair, upgrade and enhancement to L&H Dictaphone Enterprise Express voice service software, Voice System, Job Lister, Explorer, voice card, phones and hands free equipment. This requirement exists at the Greater Los Angeles Health Care System, Los Angeles, California. Contractor-furnished help-desk (24/7), on-site maintenance on an 8 X 5 basis and problem avoidance software. Also an ongoing service package to provide software maintenance and enhancement. There is also a requirement for hardware and software maintenance and customer support for the above systems with warranty coverage. This service is contained in the Dictaphone SMA, APP and extended support program. The contract shall provide a standard warranty/service support system. Work done on-site shall be coordinated and approved by the COTR. Contractor shall contact or be contacted by the COTR-or other designated point of contact (POC) for affected equipment to arrange all services, sign-in, and identify him/herself to the POC before commencing service. MAINTENANCE AND REPAIR SPECIFICATIONS: Maintenance and repair specifications are based on manufacturer-recommended service, procedures, and schedules, as well as on utilization of specified equipment. Verification shall conform to established performance criteria for that equipment. Each maintenance event shall include inspection for internal/external causes of with respect to manufacturer specifications; inspection for electrical safety and fire hazards; equipment cleaning and lubrication as required; repair or replacement of all defective components necessary to conform to equipment specifications; and documentation of proper equipment function/performance. Only standard, new/exchange parts, as suggested by original manufacturer, shall be furnished by Contractor in effecting repairs. Replacement parts and labor shall, as a minimum, carry standard, 90-day commercial warranties. EQUIPMENT LOCATIONS AND PM SCHEDULING. Upon contract award, a detailed list of L&H Dictaphone equipment with serial number, building location, and point of contact person for each piece of equipment shall be provided to the Contractor by the Government; this list shall be updated by the Government as needed to provide current location and contact information to the Contractor to facilitate timely access to equipment in accomplishment of maintenance performance. Field Service Reports shall be prepared for each component or piece of Dictaphone equipment/software for each visit. Service Technician shall identify on Field Service Reports, by part number as shown on manufacturer's schematics/Parts List, all parts replaced and actual cost of parts. Upon completion of each service call, Field Service Report shall be prepared to include: (a) date and total hours of service; (b) parts installed (part number and cost); (c) safety-check; and (d) service comments/ remarks. Service technician shall legibly document findings of problems, corrective action, and performance verification on the Field Service Report. Service Technician and COTR-designated POC shall sign Field Service Report. ORIGINAL Field Service Reports shall be given to the COTR-designated POC for affected equipment; the POC shall ensure submission to the COTR. Approval signature shall be withheld on any invoice reflecting billing for which no properly executed Field Service Report has been provided to verify satisfactory performance of work. INVOICES AND PAYMENT. Replacement parts shall be billed on invoice as NO CHARGE items. Contractor shall invoice monthly in arrears, based on contract coverage. COTR certification of invoices shall depend upon accomplishment of maintenance per contract and effective responses to requested site visits or customer service calls performed during the invoiced period. CLAUSES: Incorporated herein by reference are the following Federal Acquisition Regulation (FAR) Clauses: 52.212-1: Instructions to Offerors Commercial Items; 52.212-3: Offeror Representations and Certifications Commercial Items; 52.212-4: Contract Terms and Conditions Commercial Items; 52.212-5: Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items; 52.215-5: Facsimile Proposals (Facsimile offers are accepted at (562) 961-8067; 52.232-19: Availability of Funds for the Next Fiscal Year. offerors must hold prices firm in its offer for 30 calendar days from the date specified for receipt.). 52.211-16, Variation in Quantity (Apr 84), 52.243-1 Changes Fixed price (Aug 87), 52,242-2 Government Property (Fixed-Price Contracts, (Dec 89), 52.217-5 Evaluation of Options, (Aug 89), 52.217-8 Option To Extend Services (Aug 89). In addition, upon receipt of a facsimile expression interest in responding to this solicitation, a copy of FAR Clause 52.212-5: Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, with applicable statutes and Executive Orders marked, shall be provided via return fax. Incorporated herein by reference are the following VA Acquisition Regulation (VAAR) Clauses: 852.237-70: Contractor Responsibilities; 852.270-1: Representatives of Contracting Officers; and 852.270-4: Commercial Advertising. Contract clauses cited in this solicitation may be accessed electronically at these addresses: http://www.arnet.gov/far/ and http://www.va.gov/oa&mm/vaar/. INSTRUCTIONS, CONDITIONS & NOTICES TO OFFERORS: Department of Labor Wage Determination No. 1994-2047, Revision 18, (5/31/2001) applies to contract base year (available upon request). Quotation shall reference solicitation number RFQ 600-158-01tmt, and shall provide (a) unit price for each maintenance plan/agreement for software, hardware and firmware and (b) extended price (total price for the following line item for each contract year (i.e., Base, OY1, OY2, OY3, and OY4): SMA/APP (as appropriate) with extended support program for for the following equipment/software: Enterprise Express Voice Service, Voice System Initial APP Suite, Job Lister, Explorer, Port software package, port voice card, phone, hands free kit. (Price will include labor, tools, parts, material, supplies, and travel); unit month (mo); number of units 12. (Offeror may, additionally, insert name of plan if company offers a packaged plan affording requested services.). Offeror shall complete and return all information designated in FAR 52.212-1, "Instructions to Offerors Commercial Items" paragraph "b", prior to the time specified below in order to be considered for award. Address mail/FedEx offers to: Contracting Officer (600/NBC/MP), Department of Veterans Affairs, Attn: Teresa Thomas, 5901 East Seventh Street, Bldg. 149, Long Beach, CA 90822. Facsimile offers are accepted at (562) 961-8067. Quotations, regardless of method of delivery, are due by 4:00 p.m. California local time on September 25, 2001. Award of a firm-fixed price contract shall be made to the responsible offeror based on price and past performance in meeting similar standards. Contact Teresa Thomas at (562) 961-8061 for information regarding this solicitation. NAICS 8112113. See numbered Note 22.

Record

Loren Data Corp. 20010914/JSOL006.HTM (W-255 SN50X3P0)