Pressure Sealer Maintenance_Agreement_Final.pdf

OBJECTIVE: The purpose of this Invitation to Bid (ITB) is to provide sufficient information to interested suppliers to prepare and submit bids for consideration by the State of Alabama, Department of Finance, State Business Systems Division (STATE) for the maintenance and repairs of one (1) existing Formax FD2096 high-capacity pressure sealer system and components (V-Stack36i Vertical Stacker and V-Stack36-10 Adjustable Stand), additional and/or support equipment and/or accessories.

Incurring Costs: The State is not liable for any costs or damages incurred by a bidder in responding to this SRC.

Equipment Covered: The bidder agrees to provide maintenance and repair services for the following equipment.

• Equipment: FD2096 Pressure Sealer

• Manufacturer: Formax

• Model: FD2096

• Model Number: FD200030

• Serial Number: G231336

• Equipment: V-Stacker36i Vertical Stacker

• Manufacturer: Formax

• Model: Vertical Stacker

• Serial Number: G231089

• Equipment: V-Stacker 36-10 Adjustable Stand

• Manufacturer: Formax

• Model: Vertical Stacker Stand

Scope of Services: The bidder must provide comprehensive maintenance services necessary to keep the equipment in proper operating condition, including:

• Preventive maintenance inspections.

• Cleaning, lubrication, and adjustment of equipment.

• Functional testing and calibration.

• Repair of mechanical and electrical components.

• Replacement of defective parts with Original Equipment Manufacturer (OEM) or equivalent parts.

• Operational testing following maintenance or repairs.

• Telephone and remote technical support during normal business hours.

Preventive Maintenance: The bidder must perform quarterly a minimum of four (4) preventive maintenance services annually. Preventive maintenance shall include:

• Inspection of all major components.

• Cleaning of rollers, feed mechanisms, sensors, and sealing components.

• Lubrication of moving parts where applicable.

• Adjustment of paper feed and alignment mechanisms.

• Inspection of electrical connections.

• Testing of safety features and operational controls.

• Verification of proper sealing and folding functions.

• A written service report shall be provided after each preventive maintenance visit.

Corrective Maintenance: Upon notification of equipment failure, the bidder must:

• Diagnose the reported problem.

• Repair or replace defective components.

• Test the equipment to verify proper operation before returning it to service.

Response Time: The bidder must provide the following service response times:

• Telephone or email response within six-eight (6-8) business hours.

• On-site service within one (1) business day after determining that on-site service is required.

• Emergency service must receive priority scheduling.

Replacement Parts: The bidder must furnish all parts required to maintain the equipment in proper operating condition. Replacement parts shall:

• Be new OEM parts or manufacturer-approved equivalent parts.

• Be compatible with the equipment.

• Be warranted against defects in materials and workmanship.

Service Hours: Routine maintenance services must be performed On-site during normal business hours: Monday through Friday, 8:00 a.m. – 5:00 p.m. Emergency service outside normal business hours may be provided upon request in accordance with the terms of the underlying contract.

The State of Alabama, State Business Systems (SBS) Responsibilities: The State Business Systems (SBS) must:

• Provide reasonable access to the equipment.

• Maintain an appropriate operating environment.

• Notify the bidder promptly of equipment malfunctions.

• Ensure that only authorized personnel operate the equipment.

Documentation: The bidder must maintain service records documenting:

• Date of service.

• Description of work performed.

• Parts replaced.

• Technician performing the work.

• Equipment operating status upon completion.

• Copies of service reports must be provided to the State Business Systems (SBS) after each service visit.

Vendor Qualifications: To be considered for selection, bidders must meet certain criteria and demonstrate their capability and experience in several key areas:

• The bidder must attach technical documentation/literature supporting the specifications of the equipment being bid.

• The bidder must warrant that all work and materials, to include but not limited to equipment, software, supplies, and support services furnished to the STATE under this ITB shall include the original equipment manufacturer's warranty and be free from defects of materials and workmanship.

• The bidder must provide the number of years servicing the equipment listed in the bid, the qualifications of the technicians performing the services, and average response times of said services.

• The bidder must assume responsibility for service for all equipment, software, supplies, etc., regardless of whether the bidder is the original equipment manufacturer (OEM).

• The bidder will be the sole point of contact regarding contractual matters, including performance of services and the payment of all charges resulting from contract obligations.

Any items offered in the ITB for which the bidder is not the OEM must be clearly identified and if requested, bidder must provide certification and/or statement from the OEM that they are an authorized dealer/service provider for equipment and services being bid.

• The bidder must ensure that personnel involved with any state agency project shall be advised of and acknowledge the confidential nature of information contained in state files as well as the safeguards required and criminal and civil sanctions of noncompliance in federal and state statutes.

• All maintenance services must be performed by qualified technicians who have received appropriate training on the equipment covered under this Agreement.

• The bidder must be an authorized maintenance service provider of equipment and the bidder must provide the service and not outsource to a third party.

Hardware Maintenance Pricing: Maintenance pricing bid becomes part of any contract resulting from this bid.

• All maintenance/warranty pricing must include all parts, labor, preventative maintenance, travel, and expenses necessary for the machine maintenance to ensure total satisfactory performance to the STATE.

• All maintenance/repair coverage will be on-site, Monday through Friday, 8:00 a.m. – 5:00 p.m. State of Alabama, State Business Systems (SBS) Division, Room 250, RSA Union Building, 100 North Union Street, Montgomery, AL 36130. The contact person is Debra Jarrett at 334-353-1838.

• All maintenance pricing must be quoted per monthly rate as equipment maintenance is paid monthly in arrears.