United States - J--SAVAHCS Multi-Functional Device Service and Maintenance Contract

Description

Added: Apr 12, 2019 12:57 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 Multi-Functional Devices Service and Maintenance Services for the Southern Arizona VA Healthcare System s (SAVAHCS) main facility at 3601 S. 6th Avenue in Tucson, Arizona. The contractor shall provide all labor, supplies, materials, and travel to meet the needs of this solicitation. Prospective contractors must be OEM (Konica Minolta) 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.

DRAFT PERFORMANCE WORK STATEMENT (PWS) DRAFT

Title: Maintenance and Repair of Multi-Functional Devices

A. GENERAL GUIDANCE

1.0 Background: The Southern Arizona VA Healthcare System s (SAVAHCS) Engineering and Research departments have a need for a Contractor to provide all parts, labor, test equipment, materials, transportation, supervision, and original equipment manufacturers (OEM) trained technicians required for the maintenance and repair of Konica Minolta copier equipment listed in Appendix A for the main SAVAHCS facility located in Tucson, Arizona and its associated Community Base Outpatient Clinics (CBOCs) locations and Appendix B for SAVAHCS Research Department - collectively referred to as the Government and the Customer throughout this document. This contract requires strict adherence with OEM recommended preventative maintenance guidance/schedule and use of OEM parts and supplies, i.e.: toner. Service Technician(s) must be Konica Minolta certified. Certification must be verifiable prior to the beginning of each Option Year.

2.0 Pricing:

2.1 Multi-Functional Devices belonging to the Engineering Department shall be priced based on total usage. This allows some flexibility due to the addition and replacement of MFD s that occurs throughout SAVAHCS. Engineering expects their monthly usage to be as follows:

910,000 Black and White Copies per Month

110,000 Color Copies per Month

If the Engineering Department s MFD s exceeds their expected monthly usage per type of print, an overage fee would apply for each type of print.

2.2 Cost-Per-Copy: The Research Department has a preference for cost per copy maintenance agreement. The cost per copy maintenance program offers the Contractor a built-in incentive to maintain copier equipment in good working condition. Other maintenance programs can be submitted; however, they must contain sufficient detail that allows the Government to fairly evaluate the offer. Research expects their monthly usage to be as follows:

10,000 Black and White Copies per Month

1,000 Color Copies per Month

If the Research Department s MFD s exceeds their expected monthly usage per type of print, an overage fee would apply for each type of print.

B. GENERAL REQUIREMENTS

1. Customer Service: The Contractor shall provide customer service to address any requests for supplies and/or service during normal operating hours (8:00 am to 4:30 pm).

2. Response Time: The Contractor shall respond the Government s request for repair service within 4 hours following the request. Response is considered the date and time a factory trained/factory authorized technician arrives on the respective job site. Response times are measured in elapse hours during the normal business day.

3. Repair Period: Repair services shall be completed, and the equipment restored to fully operational condition within 24 hours after Government requests repair service.

4. Loaner Equipment: Any item or equipment that cannot be restored to fully operational status within 48 hours from the initial request for service shall be replaced with a like unit, at no additional cost to the government. The contractor shall supply toner cartridges for the loaner unit and any maintenance required while the equipment is in use as a loaner item.

5. Parts:

Routine: A routine order for repair parts or replacement components are orders for items that show wear and tear beyond the manufacturer s specifications, but do not currently impair the equipment from being fully functional. Routine orders shall be received within 72 hours and installed as soon as possible, but not later than Close of Business (COB) the next business day following date of receipt.

Emergency: An emergency order for repair parts or replacement components is orders for items that place the equipment in an inoperative status. Emergency orders shall be responded to within 24 hours and installed immediately.

Reconditioned Parts: The Government may accept reconditioned parts if certified by the manufacturer as meeting OEM specifications and respective reconditioned parts carry the same warranty as a newly installed part.

Salvaged Used Parts: The Government will accept salvage used parts from the Contractor when either an emergency part or component or a reconditioned part is not expected to be delivered within the prescribed 24 hours. Any salvaged used part that is installed shall be replaced with either a new or reconditioned part within five (5) business days.

Salvaged New Parts: The Government will accept a salvaged new part from the Contractor when either an emergency part or component or a reconditioned part is not expected to be delivered within the prescribed 24 hours. Any salvaged new part that is installed may be replaced at the Contractor s option, if replaced within five (5) business days.

Non-Available Parts: When a repair part or component is determined to be no longer available from any source the Contractor shall immediately notify the Government. The Contractor is expected to have exhausted all possible sources prior to such reporting. If repair parts are not obtainable the equipment shall be declared as non-repairable in writing.

Parts Inventory: The Contractor is expected to maintain the manufacturers recommended inventory of repair parts or components within its own inventory required to support the maintenance program for the copier models awarded under this contract; however, in no event will the contractor bill the government for these parts in advance or for any remaining unused parts at the end of the contract term.

6. Reports:

Emergency Maintenance Reports: Upon completion of emergency repairs, the Contractor shall submit a competed copy of the service ticket in person, or via email to:

The Engineering COR located in Bldg. 5, Rm 109 for equipment listed in Appendix A, or:

The Research COR located in Bldg. 77 for equipment listed in Appendix B.

Quarterly Report: The Contractor shall maintain a report of all repair and maintenance activity for the equipment awarded. The report shall be submitted to the Engineering Officer and Research COR s no later than 10 calendar days after the last business date of the quarter being reported and must be in Microsoft Excel Format. (Quarters ending are: December 31, March 31, June 30 and September 30.) The Quarterly Report must contain the service history (including Preventive Maintenance) reflecting the Equipment Identification, Model, Manufacturer, Serial Number, Meter Readings and dates of service. Describe the problem with the machine and the corrective action taken (i.e. cleaning, parts replacement, etc.). The name and part numbers of replacement parts must be listed. For parts under warranty, include warranty data such as yield number of copies .

Equipment Identification: For reports, meter readings, and all documentation relative to equipment covered under this contract, the Contractor shall identify each MFD by the number assigned by the Government Equipment Control Officer. The number is formatted as follows: 678 EE#####.

7. Supply Management:

Initial Supply: Upon award, the Contractor shall ensure that a spare toner cartridge is left with the end user in each department. The Contractor shall also ensure that the customer has been briefed on the correct procedures for installing the toner cartridge. Initial supply shall be completed within the first 30 calendar days to the contract.

Follow-on Supplies: The customer shall notify the contractor at the telephone number designated by the contractor when the spare toner cartridge is installed in the equipment. The customer shall record the date, time, and name of contractor representative. Within (10) calendar days, the contractor shall deliver a spare replacement toner cartridge to the MFD location.

8. Repair Request Procedures:

Request for Service: The Contractor shall affix a label near the Equipment Identification number on each MFD that contains the Contractor s name and contact information (telephone number and/or e-mail address) to be used for the Government s routine and emergency repair services. The Customer will call the telephone number identified on the front of the MFD during normal business hours. The customer will provide the Contractor s customer service representative with the equipment number, equipment location, and a brief description of the problem being experienced. If the MFD has a digital display of an error message, this information will also be provided. The customer service representative shall provide a confirmation number for the service call. The customer shall record the confirmation number, date and time of call, and the name of the representative. The confirmation number shall be used to simplify follow-up procedures that may become necessary. Any request outside normal routine service, contractor shall contact the COR and the CO for confirmation and approval for service to be performed.

Repairs or Parts Delay: The Contractor's service technician shall arrive at the work site within the prescribed four (4) hours following the initial request for emergency service. The repair technician shall resolve the issue as soon as possible. If a delay in repair is caused by lack of repair parts, the equipment shall be disabled until such time as repairs can be accomplished. The Repair Technician shall notify the customer of the delay. Those parts or components shall be placed on an expedited order immediately. (Reference: Loaner Equipment at paragraph B 3).

Completion, Notification and Reporting: The Contractor's technician upon completion of any emergency repair shall demonstrate to the end user that the equipment has been restored to fully operational condition and obtain their signature on the company's work order or service request form.

10. Scheduled Maintenance:

Scheduling: The Contractor shall schedule preventative maintenance services with the using activity the last week of the month prior to the month in which the services are to be performed, but in no instances less than one work week prior.

Maintenance: Preventative maintenance includes, but not limited to the replacement of parts or components worn beyond the manufacturer s OEM specifications, adjustments, lubrication, and cleaning. Extreme care shall be exercised using cleaning solvents and liquids in the hospital environment. Excess solvents, liquids, and toner shall be wiped from the surface of each machine.

Reporting: Preventative Maintenance services shall be reported on the quarterly report.

New and/or Replacement Machines: New/and or replacement machines added shall be added to this contract via a Contracting Officer s modification. At no time will the Contractor repair or service a piece of equipment without the equipment being added to contract.

11. Quality Assurance:

The government shall evaluate the contractor s performance under this contract in accordance with the Performance Metrics (Technical Exhibit 1). The Performance Metrics are primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the method of surveillance, and the minimum acceptable performance threshold(s).

Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with accepted commercial practices and the PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor s quality control program is how he assures himself that his work complies with the requirements of the contract. A quality Control Plan shall be submitted by the contractor to the Contracting Officer (CO) and Contracting Officer s Representative (COR) for review and approval no later than 15 days after contract award.

C. PAYMENT

Payment: Payment shall be based on the number of copies produced in the preceding calendar month and shall be paid on a monthly basis. The contractor will gather meter readings from each machine in person at the main SAVAHCS facility. To ensure accuracy of the copy count, the Contractor shall maintain a meter report of all equipment on contract. The report shall be submitted to the Engineering and Research CORs no later than 7 calendar days after the last business date of the month in Microsoft Excel Format. In addition to the meter report, the Research Department COR request all raw meter readings be provided also. Any request for payment outside normal routine service, contractor shall provide the COR a separate invoice, except in abuse cases as noted in section 10(e).

Invoices: Shall include the purchase order number and the period of performance (i.e. for the month of December 2020) with the other pertinent data.

Requests for Payment Outside Normal Routine Service: Shall be pre-approved, and a valid purchase order in place before any service begins. The Contractor will notate that purchase order on a separate invoice and submit it to the COR for credit card payment, except abuse cases as noted in section D.5

D. DEFINITIONSs:

Normal Business Hours/Business Days: Normal business hours are 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding Federal holidays. No work under this contract shall be performed outside of normal business hours. The Government shall not pay overtime rates for any work performed away from the work site or at the Contractor's Facility.

Federal Holidays: The following is a list of Federal Holidays observed by SAVAHCS:

New Year's Day

Martin Luther King s Birthday

President's Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

Any day declared by the President to be a National Holiday

Qualified Technician: This term may also be used to mean Contractor's Technician or Service Technician. In all cases the technicians must be factory trained/factory authorized to perform maintenance or repairs on specific equipment. The offeror must provide written evidence along with their offer.

Close of Business (COB): The last available time for work or submissions to be made is Monday through Friday at 4:30 p.m. Federal Holidays excluded.

Abuse: The Contractor's technician shall report any equipment abuse to the contract administrator immediately. Damages or repairs needed resulting from abuse shall be investigated and handled on a case-by-case basis. Repair charges resulting from abuse shall be invoiced separately and will be paid using the Emergency Services line item.

Improper Use: Improper use may result from lack of training or knowledge by users or use of products not specifically designed or designated for use with the copier unit, such items are generally transparency film, labels or difficulty installing toner and developer.

Training: Evidence of improper use should trigger the need for additional training or information identifying the manufacturer's part numbers for specific product for use with equipment model. The Contractor shall coordinate and provide training necessary or requested by the user at no additional cost. Training provided shall be entered on the quarterly report.

Work Location: All work under this contract is anticipated to be performed on site at the respective work sites listed on Appendix A.

Equipment Removal: In the event it becomes necessary to remove a piece of equipment from a job site for performance of maintenance or any required repairs, the Contractor will first obtain a property pass from the Equipment Control Officer. Any equipment removed shall be replaced with a loaner unit. Reference paragraph B 4.

E. HEALTH & SECURITY ISSUES:

Health Issues: Upon award of a contract, the Contractor must provide:

Documentation stating no active pulmonary disease or negative Tuberculosis (TB) Skin Test Documentation

Record of Measles, Mumps and Rubella (MMR) Immunization or Positive Titer Results

Record of Influenza Vaccination during Influenza season (Sept March)

Security: For the Contractor to engage in work at VA, you are required to ensure all Contractors and contract employees who will be working on the contract complete mandatory training programs titled VA Privacy and Information Security Awareness Training and Rules of Behavior and Privacy Training. This training is offered through the VA Talent Management System (TMS), a system that offers web-based training to VA employees and its partners.

Contractors and contract employees performing services on-site under this contract may be issued a security badge at the discretion of the Contracting Officer. This badge must be worn at all times while performing work under this contract. The Contractor is responsible for the security and safeguarding of the issued security badge. The badge shall remain the property of the Government and shall be surrendered upon completion of the contract, contract termination or upon demand by the Government, whichever event occurs first. In addition, the Contractor shall provide employees with a photo identification identifying the employee by name and the name of the Contractor's firm. Both the Government issued security badge, and the company provided ID shall be worn. Prior to any renewal, a physical inventory of all security badges issued shall be made.

The Contractor will be required to sign:

Statement of Compliance (see Attachment B), and

Confidentiality Agreement (see Attachment C)

C&A Requirements: Do not apply, and a Security Accreditation Package is not required.

F. FACILITY AND CBOC LOCATIONS:

Southern VA Health Care System (SAVAHCS) Main Campus

3601 S. 6th Avenue, Tucson, Arizona 85723

SAVAHCS Research Department, Building 77

3601 S. 6th Avenue, Tucson, Arizona 85723

Casa Grande CBOC

1876 E. Sabin Drive, Building A, Casa Grande, Arizona

Green Valley CBOC

380 W. Vista Hermosa, Suite #140, Green Valley, Arizona

Sierra Vista CBOC

101 N. Coronado Drive, Suite A, Sierra Vista, Arizona

Yuma CBOC

2555 E. Gila Ridge Road, Yuma, Arizona

VET Center

1450 E. 16th Street, Suite 103, Yuma, Arizona

Safford CBOC

711 S. 14th Ave, Safford, Arizona

Northwest CBOC

2945 W. Ina Road, Tucson, Arizona

Southeast CBOC

7395 S. Houghton Road, Suite #129, Tucson, Arizona

VET Center

2525 E. Broadway Blvd., Suite 100, Tucson, Arizona

PERFORMANCE METRICS

(Technical Exhibit 1)

Performance Objective

Standard

Performance Threshold (This is the maximum error rate. It could possibly be Zero deviation from standard )

Method of Surveillance

PRS # 1.

The contractor shall respond to Government requests for repair service.

The contractor shall respond to requests within 4 hours following the request. Response is considered the date and time a factory trained/authorized technician arrives on the job site.

The contractor shall meet the response time 95% of the time.

Inspection of service records; validated customer complaint

PRS # 2

The contractor shall complete repair service, i.e., equipment restored to fully operational condition.

Repair services shall be completed within 24 hours after the Government requests a repair service.

The contractor shall meet the repair time requirement 95% of the time.

Inspection of service records; validated customer complaint

PRS # 3

The contractor shall provide routine repair parts or replacement components for items that show wear and tear beyond the manufacturer s specifications.

Routine orders shall be received within 72 hours following the identification of the need to replace a part. Parts shall be installed within the next business day following receipt of the part.

The contractor shall meet the delivery/installation time 95% of the time.

Inspection of service records; validated customer complaint

PRS # 4

The contractor shall provide emergency repair parts or replacement components for items that place the equipment in an inoperative status.

Emergency orders shall be received within 24 hours following the identification of the need to replace a part. Parts shall be installed immediately upon receipt.

The contractor shall meet the delivery/installation time 98% of the time.

Inspection of service records; validated customer complaint

PRS # 5

The contractor shall schedule preventative maintenance services with the using activity.

Preventative maintenance services shall be scheduled with the using service the last week of the month prior to the month in which services are to be performed, but not less than one week prior to the service.

The contractor shall schedule preventative maintenance timely 98% of the time.

Inspection of quarterly report; validated customer complaint

PRS # 6

The contractor shall provide a quarterly report of all repair and maintenance activity for the equipment under this contract.

The quarterly report shall be delivered not later than 10 calendar days after the last business date of the quarter being reported.

The contractor shall deliver a timely quarterly report 98% of the time.

100% inspection

PRS #7

The contractor shall provide accurate and timely invoicing.

Invoices shall contain all required fields and shall be delivered by the 15the calendar day of the month following the month which is being invoiced.

The contractor shall deliver timely invoices 98% of the time.

100% inspection

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 www.sam.gov 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 http://vip.vetbiz.gov. 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 Michael.williams48@va.gov. 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 April 26, 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

26 April 2019

Value of contract

to be confirmed