Document Scanning System and Maintenance

Added: Sep 21, 2015 9:08 am This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written Solicitation will not be issued. This is a Total Small Business Set-Aside requirement only qualified offers may submit bids.

The Solicitation VA249-15-Q-0824 is issued as a Request for Quotation (RFQ).



A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-83.



NAICS Code is 541519 and size standard is $27,500,000. Any firm that does not meet the capability and size standard under this NAICS code should not submit a response to this notice.



Contract Type: The government anticipates awarding Firm Fixed Price base period of (12) months, plus four (4), twelve (12) month option year contract. Award will be made to the lowest price technically acceptable vendor quote which conforms to the requirements within this solicitation.



In order to be considered for a government award, the firm must be registered in SAM @ www.sam.gov.



Description of Services: This requirement is for the Huntington VA Medical Center. The Department of Veterans Affairs, Network Contracting Office located in Murfreesboro, Tennessee intends to issue a firm fixed priced base and four (4) option year contract. The contractor shall provide all services, labor, travel, material, and equipment necessary to perform maintenance and support service for the document scanning for the Department of Veterans Affairs Medical Center Huntington. The contractor shall perform these services on a according to the Statement of Work (SOW). The contractor shall ensure that all work is in accordance with all city, local, state and federal laws and regulations. See Statement of Work for complete details.



Place of Performance: Huntington VA Medical Center, 1540 Spring Valley Drive, Huntington, WV 25704.



Period of Performance: Base and four option year contract.



Base Year: October 1, 2015 - September 30, 2016

Option Year 1: October 1, 2016 - September 30, 2017

Option Year 2: October 1, 2017 - September 30, 2018

Option Year 3: October 1, 2018 - September 30, 2019

Option Year 4: October 1, 2019 - September 30, 2020



Quote Submission: Contractor shall submit their quote on company letterhead and shall include unit price, total , unit quantity and item description as specified in the Submission of Quotes section below, any discounts, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov, terms of any express warranty, unit price, overall total price, applicable shipping charges, completed copy of 52.212-3 Offerors Representations and Certifications- Commercial Items.





All questions regarding this solicitation must be submitted to the Contract Specialist in writing by e-mail to edrick.thomas@va.gov no later than 12:00PM CST, September 22, 2015. All responses to questions will be incorporated into a written amendment posted to the Federal Business Opportunities website (www.fbo.gov).

Amendments to this Solicitation: Offerors are encouraged to monitor the Federal Business Opportunities website with respect to this solicitation because any amendments to this Solicitation will be posted on that website (www.fbo.gov).

STATEMENT OF WORK





A. GENERAL INFORMATION



1. Title of Project: Document Scanning System/Maintenance



2. Scope of Work: The Contractor shall provide all resources necessary to accomplish the deliverables described in the statement of work (SOW), except as may otherwise be specified. The Contractor will provide hardware and software support for the AppExtender Software system utilized to scan documents. AppExtender license must be for 13 users in addition to a 1 user license for Image Capture.



3. Background: This system is used for scanning large amounts of fiscal/payroll records. This system has been in place for over 14 years and houses 14 years' worth of data. Contractor must provide an adequate quote and maintains the support staff capable of fulfilling this contract.



4. Performance Period: The period of performance is October 1, 2015 - September 30, 2016.



a. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).



5. Type of Contract: Firm-Fixed Price



6. Place of Performance: Huntington VA Medical Center, 1540 Spring Valley Drive, Huntington WV 25704.



B. GENERAL REQUIREMENTS



1. Contractor must be a certified reseller by EMC Corporation, the developer of the AppExtender Software.



2. Contractor must be a certified/authorized repair technician/reseller for Canon to maintain scanner hardware.





C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES



Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A of this SOW.



Perform two on-site preventative maintenance inspections per contract period, provide maintenance kits and part replacement as needed for scanner, emergency repairs on system, adjustments and other services to hardware as necessary to keep the system in good working conditions and updated to industry standard. To provide all software updates to the system as they become available from the software distributor. To provide, in addition to the two on-site inspections, up to 20 hours of software support annually to answer questions or provide troubleshooting via telephone or on-site service. On-site emergency service must be within four hours of initial notification to the contractor. Contractor will provide a two hour on-site training session to all end-users once per contract period.



Task One: The contractor will perform two preventative maintenance semi-annual inspections per contract period.



Deliverable One: The contractor will provide a written report on equipment status per inspection. This report shall show current status of hardware and software, any required updates to the system and any recommendations for future enhancements in accordance with industry standards.



Task Two: AppExtender Software updates and Canon hardware support



Deliverable Two: The contractor will provide all released software updates to maintain system at the latest version provided by the distributor. Software updates will require on-site support with escorted physical access. Contractor must be a certified reseller of AppExtender. Contractor will provide maintenance support on Canon scanner as needed during contract period to include all necessary kits or replacement parts. Contractor must be a certified/authorized technician/reseller for Canon.



Task Three: Contractor will provide telephonic user software support necessary to resolve user issues, set up new user accounts and scanning applications up to a maximum of twenty hours per contract period.



Deliverable Three: Contractor will provide telephonic user software support necessary to resolve user issues, set up new user accounts and scanning applications up to a maximum of twenty hours per contract period. Contractor will provide on-site emergency support within four hours of notification of system emergency / system failure. The contractor will provide the Contracting Officer or their representative with a quarterly statement showing the amount of support given within each quarter and a total for the contract period. This statement will also include the type of work performed, any hardware that was replaced and the amount of time necessary to perform the work. Any disputes between records kept by the contractor and the Contracting Officer or their representative, the time records maintained by the Contracting Officer or their representative shall be the official record. Any support exceeding the twenty hour maximum must be approved by the Contracting Officer prior to initialization.



Task Four: Contractor will provide two hours of on-site training to Medical Center personnel per contract year on the AppExtender Software and any applicable hardware being utilized by the end-user. Dates of training will be determined at a later date but will be within 30 days of contract initialization.



Deliverable Four: Contractor shall provide two hours of on-site training to applicable personnel within 30 days of contract initialization.



Task Five: Contractor shall provide software licensure for 13 users for AppXtender and provide one license for Image Capture.



Deliverable Five: Contractor shall provide software licensure for 13 users for AppXtender and provide one license for Image Capture.



D. SCHEDULE FOR DELIVERABLES



See Attachment A.



E. CHANGES TO STATEMENT OF WORK



Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.



F. REPORTING REQUIREMENTS



The contractor will provide a written report on equipment status per inspection.



G. TRAVEL



Any travel performed by the contractor will be at the contractor's cost and shall not be accountable to the terms of this contract or be included in the amount of time performed in support of the contract. Any questions regarding travel will be directed to the Contracting Officer prior to travel being conducted.



H. CONTRACTOR EXPERIENCE REQUIREMENTS - KEY PERSONNEL



These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders and option. These are defined as key personnel and are those persons whose resumes were submitted. The contractor will ensure that skilled personnel are assigned to the completion of this contract. Contractor must be a certified reseller of EMC and Canon as needed to perform software or hardware support.



I. SECURITY

Contractor will be escorted by VA personnel while performing any work on the system. Contractor will not have access to any VA computer system either physically or electronically. Access to VA systems will only be conducted by VA employees who shall be under the guidance of the contractor when required to perform any upgrades or system support.



J. ELECTRONIC AND INFORMATION TECHNOLOGY STANDARDS



Contractor will not have access to any VA computer system either physically or electronically. Access to VA systems will only be conducted by VA employees.



K. CONFIDENTIALITY AND NONDISCLOSURE



It is agreed that:



1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.





2. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response.





3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.



?



Attachment A

Schedule of Deliverables





Deliverable No.



One



Two semi-annual site visits during the contract period to ensure proper operation of supplied products. Quantity



2JB Delivery Date



Semi-annually





Two



Update of software to the latest version available at time of award





1JB



Within 30 calendar

days after award.



Three

















Four Provide technical support as required by station. Provide any on-site emergency support within 4 hours of notification of a system emergency/failure





Training session of two hours for all Fiscal Service employees 20HR

















2HR When needed during contract.















Within 30 calendar

days after award.





Five

Provide license for 13 users for AppXtender and provide one license for Image Capture.

1JB

Upon start of contract.



























Quotes must be received September 24, 2015 by 12:00 PM CST. Email your quote to edrick.thomas@va.gov . The subject line must specify VA-249-15-Q-0824 - Service Contract for Document Scanning System and Maintenance -Huntington VAMC and quotes should be broken down as such:

ITEM Description of Service Quantity Unit Price Amount

Item 001 Semi-Annual site visits during the performance period to ensure proper operation of supplied products. 1 JOB $ $

Item 002 Update of software to latest version available at time of award. 1 JOB $ $

Item 003 Provide technical support as required by station. Provide any onsite emergency support within 4 hours of notification of a system emergency/failure 20 HOURS $ $

Item 004 Training session of two hours for all Fiscal Service Employees 2 HOURS $ $

Item 005 Provide license for 13 user for AppXtender and provide one (1) license for Image Capture 1 JOB $ $



Base Year 10-01-2015 - 09-30-2016 $

Option Year 1: 10-01-2016 - 09-30-2017 $

Option Year 2: 10-01-2017 - 09-30-2018 $

Option Year 3: 10-01-2018- 09-30-2019 $

Option Year 4: 10-01-2019 - 09-30-2020 $

Total For Base & Option Years $

The award will be made on a lowest price technically acceptable basis.