36C25922Q0336.docx

SUBJECT*

HP DesignJet T1300 Plotter Maintenance

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

PLACE OF PERFORMANCE

Sheridan, WY 82801

ADDITIONAL INFORMATION

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

SOURCES SOUGHT SYNOPSIS ONLY

1. The Department of Veterans Affairs, Network Contracting Office 19, is seeking sources for a potential agreement to provide Maintenance Services for an HP DesignJet T1300 Plotter at the Sheridan VA Health Care System. See the attached Statement of Work (SOW) for more details.

2. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (HUBZone, 8(a), small, small disadvantage, service-disabled veteran owned small business, veteran owned small business or large business) relative to NAICS 811212 – Computer and Office Machine Repair and Maintenance ($30 Million size standard). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought synopsis, a solicitation announcement may be published on Contract Opportunities or GSA. Responses to this Sources Sought synopsis are not considered adequate responses to the solicitation announcement.

3. 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) located at https://sam.gov at the time a quote is submitted. Additionally, all Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses who respond must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at https://vetbiz.va.gov/vip/.

4. This is a Sources Sought announcement ONLY and is NOT a request for proposals or quotes.

5. In response to this announcement, please provide the following information:

Company Name:

Address:

DUNS Number:

SAM Unique Entity ID Number:

Contact Name:

Phone No.:

Email:

6. This notice is neither a request for competitive proposal nor solicitation of offerors. This notice is to assist the VA in determining sources only and a solicitation is not currently available. If a solicitation is issued it will be announced later, and all interested parties must respond to that solicitation announcement separately from this response. Responses to this Sources Sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this announcement. Inquiries will only be accepted in writing via email to james.lewis114fbb@va.gov on or before May 12, 2022 by 4:00 pm MST.

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PERFORMANCE WORK STATEMENT

A. GENERAL INFORMATION

1. Title of Project: HP DesignJet T 1300 Maintenance Contract

2. Scope of Work: This statement of work is for performance of services to the HP DesignJet Plotter located in Room 208 in Building 5 at the Sheridan VA Medical Center (VAMC). The Vendor shall provide services, equipment, staff, software updates and tools necessary to maintain this plotter. Repair parts and labor will be invoiced per the terms of this maintenance contract. Costs will not exceed the amounts established in this contract.

3. Background: The Sheridan VA Healthcare System (SVAHCS) has a HP DesignJet T 1300 plotter that has not been serviced since it was purchased approximately in 2012. The plotter is functional and has no known defects but needs to have an initial inspection to determine its maintenance status and to perform one normal preventative maintenance service as defined in this contract. Repair part, software and labor to replace worn and broken are a part of this maintenance contract for this initial service and will be provided by the vendor and shall not exceed the amounts established by this contract.

4. Performance Period: This work is to be accomplished during FY 2022 with option years of FY 2023, 2024, 2025 and 2026.

a. Normal preventative service work can only be performed during normal working hours of the VA. Normal hours are defined as Monday through Friday from 7:30 a.m. to 4:00 p.m., excluding Federal holidays. Hours may be adjusted with approval of Contract Officer Representative (COR) prior to scheduling.

b. The eleven holidays observed by the Federal Government are New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day, and any other day declared by the President of the United States to be a national holiday.

c. Emergent work can be performed during non-work hours as agreed to by the Contracting Officer Representative (COR) assigned to this contract.

B. CONTRACT AWARD MEETING

No “kick-off” meeting required

C. GENERAL REQUIREMENTS

This statement of work is for performance of services to maintain the HP 1300 T Plotter located in Building 5 Room 208 the Sheridan VA Medical Center, 1898 Fort Road, Sheridan, WY 82801. The plotter is located on a level floor and is on wheels so that the repair technician can move the plotter so there is access to all sides of the plotter.

D. TASKS AND ASSOCIATED DELIVERABLES

Deliverables:

1. Initial Preventive Maintenance Services: The HP DesignJet T 1300 plotter has not been serviced since it was purchased 2012. The plotter is functional and has no known defects but needs to have an initial inspection to determine its maintenance status and to perform its first preventative maintenance service. The Initial Preventive Maintenance Service call rate will be as agreed to by this contract. The initial preventive maintenance service will occur within 30 days after this contract is in place.

a. Initial Preventive Maintenance Services shall at minimum provide the following:

i. Remove all covers and clean all accessible areas.

ii. Clean and lube carriage slide rails.

iii. Clean and inspect machine components for wear.

iv. Adjust plotter components as applicable.

v. Perform all copy quality adjustment and run test plots

vi. Keep the plotter up to factory specification.

vii. Provide and install any software updates that are required. Note: The VA cannot have software updated via the internet because of VA IT Security requirements. Software updates will have to be done separate from downloading from the internet. Disk, thumb drives and other portable devices must be scanned by the Sheridan IT Department to ensure that all devices are uncorrupted and virus free before use to update the software of the HP 1300 T Plotter.

viii. Replace damaged parts and worn parts are found that do not meet factory specification and make other repairs as required so that the plotter is fully functional.

2. Normal Preventive Maintenance Services: Normal Preventive Maintenance Service call rate will be as agreed to by this contract. There will be one initial preventive maintenance service call performed in the base year. After that there will be an annual service schedule every12 months for the following 4 option years.

a. Normal preventive maintenance services shall at minimum provide the following:

i. Remove all covers and clean all accessible areas.

ii. Clean and lube carriage slide rails.

iii. Clean and inspect machine components for wear.

iv. Adjust plotter components as applicable.

v. Perform all copy quality adjustment and run test plots

vi. Keep the plotter up to factory specification.

vii. Provide and install any software updates that are required. Note: The VA cannot have software updated via the internet because of VA IT Security requirements. Software updates will have to be done separate from downloading from the internet. Note: Disk, thumb drives and other portable devices must be scanned by the Sheridan IT Department to ensure that all devices are uncorrupted and virus free before use to update the software of the HP 1300 T Plotter.

viii. Make any recall repairs required by the manufacturer or factory of the plotter.

ix. Replace damaged parts and worn parts are found that do not meet factory specification and make other repairs as required to make the plotter fully functional.

x. Inspect for reliability. Evaluate the plotter for reliability based on availability of parts, supplies, and software. When it becomes evident that the plotter is no longer serviceable because parts, supplies or software have become obsolete or not available then provide an email to the COR. The email shall contain information about the condition of the plotter, why it is no longer serviceable or supported. If the plotter is still serviceable, then an email will not be required.

xi. Emergent Maintenance Services: Emergent service is any service requested by the COR that is not a schedule maintenance service. The vendor will make available to the COR contract information so if there is any emergent need about the plotter, the COR can call a Service Repair Technician. The COR will work with the Technician to troubleshoot and return the plotter back to service via phone service. Fixes that can’t be made over the phone will require the vendor to travel to fix the plotter as scheduled with the COR. Rates and parts will be covered as per this contract. The vendor shall make repairs as required to make the plotter fully functional.

E. VENDOR EXPERIENCE REQUIREMENTS

Vendor Requirements:

Vendor shall provide services, equipment, staff, and tools necessary to repair, test, inspect and place back into service the HP 1300 T Plotter. All service technician who are servicing this plotter must show proof that they are factory trained and certified in HP plotter repair upon request of the COR.

F. VENDOR PERSONNEL SECURITY REQUIREMENTS

1.1 Vendors will be required to obtain a Vendor badge and wear it while performing work on VAMC property. For the repair technician to get a Vendor badge, he/she must provide one form of photo ID recognized by the Federal Government. A valid Driver’s License will suffice. Arrangements for a Vendor badge can be made by the COR.

1.2 Access to the plotter will require escort by the COR or his designee.

G. Vendor Registration:

1.1 The Vendor must have current registration through the System for Award Management at https://sam.gov.

H. Performance Period:

1.1 This contract is a one-year contract for services with option to extend, as agreed on by both the government and vendor, for up to four additional years.

End of Statement of Work

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