USA - J--Reproduction and Production Presses Preventative Maintenance and Service Contract (SAVAHCS)

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Provided by Open Opps
Opportunity closing date
17 May 2019
Opportunity publication date
11 May 2019
Value of contract
to be confirmed
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Added: May 10, 2019 5:07 pm

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

Network Contract Office (NCO) 22-Gilbert is seeking a qualified vendor to provide a Preventative Maintenance and Service Contract for Southern Arizona VA Healthcare System s (SAVAHCS) Production Presses and Printers at 3601 S. 6th Street in Tucson, Arizona. The contractor shall provide all labor, supplies, materials, and travel to meet the needs of this solicitation. Prospective contractors must be authorized/certified to provide the required service and must show proof with any provided documents at the time of responding to this Sources Sought announcement.


TITLE: Production Press and Printer Preventative Maintenance and Service Contract (SAVAHCS)


A.1 Network Contract Office (NCO) 22-Gilbert is seeking a Preventative Maintenance and Service Contract, to include all consumable supplies (except paper) and finishers on their Konica Minolta C7000 Digital Color Presses and 1250 Black and White Production Printers at the Southern Arizona VA Healthcare System (SAVAHCS) in Tucson, Arizona.


Contracting Officer Representative (COR): The COR is assigned by a Veterans Health Administration Contracting Officer to help manage the contract. The COR and/or authorized representative will be the direct point of contact to the vendor. Only the Contracting Officer or COR (or his/her authorized representative) has the authority to make requests within the scope of the contract.


A.3.1. Provide a preventative and maintenance service contract to include labor, supervision, travel, parts and supplies. This includes all finishers attached to the machines and consumable supplies (toners, waste containers, staples, drums, belts, rollers, fusers, sensors, and any other part) which are required for the machine to be fully operational in accordance with manufacturer specifications. This does not include paper.

A.3.2. To provide a contract for 5 years, a base year plus 4 option years.

A.3.3. Correspond with the vendor through email communications in lieu of hard copy letters and memoranda.

A.3.4. To receive invoicing electronically, via email or other method of electronic media to expedite the payment process.


A.4.1 SAVAHCS currently has two Konica Minolta BizHub C7000 digital color production printers. These machines have 3 to 5 finishers attached to them. SAVAHCS also has 2 Konica Minolta Bizhub 1250 black and white production presses. These machines have 4 to 6 finishers attached to them, all are currently under a maintenance agreement.

A.4.2. All production printers are/will be configured to the medical center s LAN network and tailored to the needs of each customer entity.

A.4.3. If technicians are unable to repair the machine(s) on-site, the vendor will replace the machine(s) with an equivalent machine (make and model) at no charge to the government.



Vendors will provide pricing proposals for preventative maintenance and service, including supplies based on cost per Color or Black & White copy, and accessory configuration. Estimated quantities and machine configurations are provided below:

B.1.2 SAVAHCS Primary and Secondary C7000 Production Presses.

Estimated 37,500 clicks (pages) per month, per machine.

Estimated 125,000 overages per year, per machine (10,416 per month per machine).

B.1.3. Konica Minolta 1250 Production Presses (Machines 1 and 2).

Estimated 125,000 clicks per month, per machine.

Estimated 120,000 overages per year, per machine.

Machine 1

Serial Number



Konica Minolta 1250 Production Press


PF-703 Paper Feed Unit


GP-501 Multi Punch


RU-510 Relay Unit


FD-503 Folding Unit


SD-506 Saddle Stitcher


FS-532 Finisher

Machine 2

Serial Number



Konica Minolta 1250 Production Press


PF-703 Paper Feed Unit


GP-502 Auto Ring Binder


RU-510 Relay Unit


FS-532 Finisher


B.2.1. Vendor must provide detailed information on products, services, and guarantees offered to the government.

B.2.2. Vendor will describe their internal quality control process used for ensuring compliance with contract terms and conditions, government defined response times, and machine performance specifications.

B.2.3. Vendor will provide certification that all technical personnel performing work have received certified factory training from the OEM. In addition, vendor will describe the organization structure, and business processes used for the government to obtain technical support, maintenance and repair services, and resolve problems.




C.1.2. Orders for consumable supplies shall state the location and serial number of the machine for which the additional supplies are being ordered.

C.1.3. The vendor must deliver consumable supplies within a period of seventy-two hours after receipt of order.

C.1.4. Supplies from the vendor shall be delivered between 7:30 a.m. and 4:00 p.m., Monday through Friday (excluding Federal holidays) directly to the production printer location.

C.1.5. The vendor will furnish one designated point of contact for coordination of supplies, delivery, and or maintenance.


C.2.1. The vendor shall maintain an inventory of original equipment manufacturer (OEM) parts and consumable supplies in quantities sufficient to service the resulting contract. The vendor must have an inventory and delivery system for OEM parts and consumable supplies.


C.3.1. Response to Service Calls: The vendor will respond to service calls during normal working hours, Monday through Friday, excluding holidays observed by the Federal Government. The vendor must respond to verbal service calls within four (4) working hours after notification of malfunction. The response time on a service call starts when the authorized personnel places a service call to the vendor. The service technician will report to the agency/activity requesting service and notify them of his/her arrival and verify the problem for which the service call was made. After the call is completed, the service technician will contact the service requester, key operator, or any government employee within the office, whether or not service is completed.

C.3.2. The vendor must provide a toll-free telephone number for service calls which must be answered during at least eight working hours, between 7:30 am and 4:00 pm, Monday through Friday, and manned in such a way that the caller will not be "on hold for more than three minutes in the process of reporting a service requirement.


C.4.1. The vendor must have sufficient management and qualified dedicated technicians to service the printers. The vendor must have a crew of qualified and trained service and delivery personnel in sufficient numbers to service and support the requirements under contract within the specified response times.


C.5.1. The vendor is expected to maintain a crew of original equipment manufacturer (OEM) certified technicians, plus delivery and management personnel in sufficient numbers to actively and efficiently support the scope of the contract during the period of performance. The vendor must designate a project manager who will be empowered to make daily decisions to ensure that contract implementation and day-to-day operation is as smooth as possible. Additionally, the vendor must have prior and similar work experience in supporting a copier program that demonstrates the company s ability to service this type of contract. This can include similar commercial experiences of this nature.


C.6.1. The C&A requirements do not apply, and that a Security Accreditation Package is not required

C.6.2. Access to classified information is not a requirement of the contract. However, due to the sensitive nature of equipment and data present in particular areas, the vendor may be obligated to obtain and maintain special badges for all personnel associated with the contract. As a minimum, such conformance may require all on-site personnel to be subjected to the following: (1) verification of U.S. citizenship, (2) completion of Personal Information Sheet, (3) interview, (4) local record checks (available personnel, base or military police, medical and security records) conducted, (5) local public agency inquiry, and (6) National Agency Check (NAC) to determine trustworthiness. Escort will be provided as required in sensitive work areas.


C.7.1. Production printers have certain performance characteristics, i.e. paper jams, malfunctions that cause unacceptable copy quality, etc. These factors are not in the control of the copiers operator but can become a noticeable expense. When such problems become evident during the course of the resultant contract, the operator shall notify the vendor regarding the situation. The vendor is required to respond within the time specified for service calls. Copies that are unacceptable shall be deducted from each machine's monthly copy count for payment. This provision is not intended to cover defects in copy quality when they are the result of operator errors (incorrect paper selection, operation of machine with insufficient toner, etc.). NOTE: All copies produced in the course of maintenance and/or repair work shall be considered as unusable copies and shall not be billed to the-government.


C.8.1. Monthly Reports. The vendor shall maintain a record identifying all services rendered under this contract. This record shall be provided to the COR by the 20th day of the following month that service was received, and shall include: Agency name, location, equipment location, make, model, and serial number of machine; Record of performed maintenance and repair; Monthly volume of copies produced by machine; Total billing for all copying/duplicating services provided under this contract during the period. Prior to the issuance of an invoice, the monthly report will be forwarded to the COR in digital form. The digital form may or may not include the record of performed maintenance and repair.

C.8.1. Semi-Annual Reports. The vendor shall provide a semi-annual usage report to the COR for each location by machine. At this time, the contractor may opt to suggest any changes of copier volume due to over usage or under usage.

C.8.2. Maintenance Reports. The vendor will complete a maintenance report upon the completion of each maintenance service/repair call. Report will include time or arrival on-site; date and time of service completed; and a description of service(s) rendered. A copy of the reports will be forwarded to the COR.


C.9.1. The vendor may perform only services covered in the scope of the contract. Any requests for services outside of the terms and conditions of the contract are not authorized for action by the vendor.

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811212 ($27.5M).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at All interested Offerors should submit information by e-mail, mail or ground carrier to: Southern AZ VA HealthCare System, 3601 S. 6th Avenue, Tucson, AZ 85723 or by e-mail to All information submissions to be marked Attn: Michael Williams, Contracting Specialist (9-90C) and should be received no later than 3:30 pm Pacific Time on May 17, 2019. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.

Opportunity closing date
17 May 2019
Value of contract
to be confirmed

About the buyer

Department of Veterans Affairs Department of Veterans Affairs Southern Arizona Health Care System United States

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