EES Copier Machine Maintenance and Supplies (VA-19-00027508)

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Offeror s Submittal of Interest:
Interested and capable firms are requested to provide the following data/information to the attention of the Contract Specialist identified herein.
a) Company s name:
b) Company s address:
c) Company s point of contact name:
d) Company s phone, fax, and email address:
e) Company s Tax ID Number:
f) Company s DUNS number and Cage Code:
g) Type of business, e.g. Small Service Disabled Veteran Owned Small Business, Veteran Owned Small Business, SBA Certified 8(a) Firm, SBA Certified HUBZone Firm, Women Owned Small Business, SBA Certified Small Disadvantaged Business, Small Business, or Other than Small Business, relative to NAICS code 811212:
h) Federal Supply Schedule number (if applicable):
i) Statement of Capability that demonstrates the offeror's capability and past performance in providing and meeting the type of service requirement; to include the data and information stated herein.
e-Mail submissions will be acceptable to Contract Specialist Michael O Donnell at mike.odonnell3@va.gov. The purpose of this Sources Sought Notice is for Market Research purposes only and to find interested and capable vendors. Final statement of capability response submissions and this form must be submitted via email no later than 11:00 a.m. CST on February 1, 2019.
NO FAX/ FACSIMILE SUBMISSIONS WILL BE ACCEPTED.
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) website, located at www.sam.gov.
It is desirable that Offerors complete their business Online Representations and Certifications Application (ORCA).
Additionally, all Service Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses who respond to a solicitation must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov.
Disclaimer: The purpose of this Sources Sought Notice is to gain knowledge of potential qualified sources and their business size classification, and is issued solely for information and planning purposes only and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. 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. All information received in response to this Sources Sought Notice that is marked as proprietary will be handled accordingly. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice. The Government is not obligated to nor will it pay for or reimburse respondent parties for any costs associated with responding to this Sources Sought Synopsis Announcement.
NOTE: No proprietary, classified, confidential, or sensitive information should be included in your response to this Sources Sought Announcement. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation.
At this time no solicitation exists; therefore, do not request a copy of the Solicitation. After a review of the responses received, a Pre-Solicitation Notice and Solicitation may be published on Federal Business Opportunities (FedBizOpps) website or GSA E-buy.
It is the potential Offeror's responsibility to monitor FedBizOpps and GSA E-buy for release of any future solicitations that may result from this Sources Sought Announcement.
However, responses to this Sources Sought Announcement will not be considered adequate responses to any resultant solicitation.
Comments/Concerns: Please provide the Contract Specialist, under company/firm s letterhead, any comments and/or concerns you may have regarding this Sources Sought Announcement.
Michael O Donnell
Michael O Donnell, Contract Specialist
Department of Veterans Affairs
Program Contract Activity Central
(PCAC) - St. Louis, MO
314-894-6656 x 65118
Mike.ODonnell3@va.gov
TITLE: Employee Education System Copier Machine Maintenance and Supplies
1. Background: The Department of Veterans Affairs has a variety of makes and models of copy/scan/fax equipment that require maintenance and repair service contract in order to maintain the equipment in good working order and to be operationally ready. Please see the itemized equipment table listed in Table 1 to be covered under this contract. The table in the Model Description and Location includes the estimated amounts of copies produced annually per copier.
2. Scope of Work/Services: The contractor shall provide all personnel, material, equipment, supplies, tools, and non-personal services necessary to perform full service preventive maintenance and repair services on twenty-nine (29) Government owned Xerox copiers as defined in this Performance Work Statement (PWS). The contractor shall furnish all repair parts, labor, transportation, and supplies required to accomplish inspecting, cleaning, lubricating, adjusting, calibrating, vacuuming (if required), and repairing of equipment. Contractor shall maintain the twenty-nine (29) Government-owned equipment in the resultant contract at levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications. This is a non-personal services contract to be performed at various Employee Education Resource Centers located in Birmingham, AL, Cleveland, OH, North Little Rock, AR, Long Beach, CA, Orlando, FL, Minneapolis, MN, Northport, NY, St. Louis, MO, Salt Lake City, UT, Arlington, VA and Washington, DC.
The contractor shall be required to provide fully qualified and manufacturer trained or certified service, delivery, and management personnel in sufficient numbers to actively and efficiently service and support the equipment in place during the contract period.
While in performance of the resultant contract, the contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA) and adhere to VAAR 852.237-70 Contractor responsibilities.
3.0. Specific Tasks:
Task 3.1 Service Calls: The contractor shall respond to service calls during normal working hours, Monday through Friday between 8:00 a.m. and 4:30 p.m. local time, excluding holidays observed by the Federal Government. The contractor shall provide a toll-free telephone number for service calls which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday local standard time. The contractor shall respond to verbal service calls and is expected to initiate the repairs within four (4) working hours after notification of malfunction. The response time on a service call starts when the service call is placed to the contractor. The service technician shall report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician shall contact the government s designated representative and provide a detailed explanation as to why the equipment was not repaired and provide an estimated time for completion of the required repairs. The contractor shall complete the repairs and satisfactorily resolve the problem by effectively restoring the equipment to normal operating capability within 24 hours of responding. The contractor shall furnish all personnel, materials, supplies including toner and developer, and equipment required to perform work under the contract, to include but not limited to, tools and expendable items with the exception of paper and staples.
Deliverable 3.1: Contractor shall email COR with a Service Call Repair Report that describes the copier, location, service and supplies rendered by Contractor. Reference paragraph 10.0 for report requirements.
Task 3.1.1 Preventive Maintenance: The contractor shall provide one annual preventive maintenance service call to ensure that all Government-owned equipment is maintained in fully operational condition in coordination with the COR. Contractor shall maintain the equipment in the resultant contract at levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications.
Deliverable 3.1.1: Contractor shall email COR with a Preventative Maintenance Report that describes the preventative maintenance service rendered by Contractor. Reference paragraph 10.0 for report requirements.
Task 3.1.2 In coordination with the COR on the same day of each month at each location the contractor shall ensure that each copier is furnished with sufficient consumable supplies (i.e. parts, toner, developer, photoconductors, with the exception of paper and staples) to produce a volume of copies equal to the levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications.
The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance response times specified in PWS. In order to ensure the availability of consumable supplies, the contractor shall be required to establish and maintain a full stock of all supplies.
Deliverable 3.1.2: Contractor shall email COR with a signed checklist that lists the specific scheduled consumables delivered and the date of monthly visit by Contractor. Reference paragraph 10.0 for report requirements.
Task 3.1.3: The contractor shall respond to verbal requests for additional consumable supplies under the following conditions:
The COR may make verbal emergency requests for consumable supplies. Requests will state the quantity and type of consumable supplies required and the location and serial number of the copier for which the additional consumable supplies are being ordered. The contractor shall deliver additional consumable supplies within a period of twenty-four (24) hours after receipt of verbal order from the COR.
Deliverable 3.1.3: Contractor shall email COR with an Unscheduled Consumable Supply Request Report that describes the copier/serial number, location, and the consumable supply rendered by Contractor. Report is due within 4 business days of unscheduled request.
Task 3.1.4 Contract Post-Award Meeting: The Contractor shall not commence performance on the tasks in this PWS until the CO has conducted a post-award meeting or has advised the Contractor that the post-award meeting has been waived.
Deliverable 3.1.4: Minutes of meeting.
4.0 Deliverable Table:
Deliverable
Description
Quantity
Due Date
3.1
Service Call Repair Report
1
Reference paragraph 10.0 for report requirements.
3.1.1
Preventative Maintenance Report
1
Reference paragraph 10.0 for report requirements.
3.1.2
Scheduled Consumables Delivered Report
1
Reference paragraph 10.0 for report requirements.
3.1.3
Unscheduled Consumables Delivered Report
1
Report is due within 4 business days of unscheduled request.
5.0 Period of Performance: The period of performance shall be from the 1st of April 2019 31 March 2020. The government also request one additional one-year option.
6.0 Place of Performance: Birmingham, AL, Cleveland, OH, North Little Rock, AR, Long Beach, CA, Orlando, FL, Minneapolis, MN, Northport, NY, St. Louis, MO, Salt Lake City, UT, Arlington, VA and Washington, DC.
While in performance of the resultant contract, the contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA). Supplies from the contractor shall be delivered between 8:00 a.m. and 4:30 p.m. local time, Monday through Friday (excluding Federal holidays) directly to the copier location
6.1 Government Owned Equipment:
The following table includes the make (all copiers are Xerox brand), model, location, serial numbers, and annual estimated usage per copier as indicated. The Government shall supply paper and staples for all equipment listed.
Table 1
Location
Room #
Model # (All copiers are Xerox brand)
Serial #
Estimated # of B & W and Color Copies Per Month
 Birmingham, AL 35203 = 3
950 22nd Street North
Suite 500
Birmingham AL 35203
 501
 W7855PTG
MX4133049
Black & White = 1210
Color = 550
950 22nd Street North
Suite 500
Birmingham AL 35203
 523
 W7855PTG
MX4133115
Black & White = 1210
Color = 2640
950 22nd Street North
Suite 500
Birmingham AL 35203
 523
 W7855PTG
MX4133113
Black & White = 2420
Color = 3850
Cleveland, OH 44106 = 2
1620 E 105th St.,
3rd Floor,
Cleveland, OH 44106
 3M643
 W7855PTG
MX4133048
Black & White = 2100
Color = 4300
1620 E 105th St.,
3rd Floor,
Cleveland, OH 44106
 3M643
 W7855PTG
MX4208656
Black & White = 1300
Color = 1800
Little Rock, AR 72114 = 3
2200 Fort Roots Dr, Bldg. 11
N. Little Rock, AR 72114
113Â
 W7855PTG
MX4132861
Black & White = 4100
Color = 4000
2200 Fort Roots Dr,
Bldg. 38
N. Little Rock, AR 72114
103
W7855PTG
MX4132319
Black & White = 330
Color = 850
2200 Fort Roots Dr,
Bldg. 105
N. Little Rock, AR 72114
117A
W7855PTG
MX4132892
Black & White = 450
Color = 225
Long Beach, CA 90822 = 1
5901 E 7th St.
Bldg 165,
Long Beach, CA 90822
C216
W7855PTG
MX4133098
Black & White = 4200
Color = 3800
Minneapolis, MN 55417 = 1
5445 Minnehaha Ave., South, Bldg 9, Minneapolis, MN 55417
1
W7855PTG
MX4132700
Black & White = 2200
Color = 4300
Salt Lake City, UT 85113 = 2
550 Foothill Drive,
Suite 100
Salt Lake City, UT 84113
 29
 W7855PTG
MX4133002
Black & White = 1800
Color = 1000
550 Foothill Drive,
Suite 100
Salt Lake City, UT 84113
 29
 W7855PTG
MX4133434
Black & White = 1200
Color = 1100
Orlando, FL 32822 = 2
6490 Hazeltine National Dr. Suite 120
Orlando, Fl 32822
13
WC7970
B0W174185
Black & White = 3250
Color = 5200
6490 Hazeltine National Dr.
Suite 120
Orlando, FL 32822
13
WC7970
B0W174017
Black & White = 3250
Color = 5200
Orlando, FL 32832=2
13800 VETERANS WAY
BLDG 13
ORLANDO, FL 32832
1A106
WC7970
B0W174138
Black & White = 3250
Color = 5200
13800 VETERANS WAY
BLDG 13
ORLANDO, FL 32832
1A106
W7855PTG
MX4208636
Black & White = 1275
Color = 1670
Washington, DC 20420 = 1
 810-Vermont Ave., NW, Washington DC 20420
 881E
W7855PTG
MX4133117
Black & White = 1600
Color = 3100
Arlington, VA 22202 = 4
2011 Crystal Dr, Ste 150
Arlington, VA 22202
105
WC7970
B0W174150
Black & White = 3050
Color = 5200
2011 Crystal Dr, Ste 150
Arlington, VA 22202
150
W7855PTG
MX4208605
Black & White = 1890
Color = 2610
2011 Crystal Dr, Ste 150
Arlington, VA 22202
R137
W7855PTG
MX4208670
Black & White = 1890
Color = 2610
2011 Crystal Dr, Ste 150
Arlington, VA 22202
130
W7855PTG
MX4208848
Black & White = 1890
Color = 2610
St. Louis, MO 63125 = 6
1 Jefferson Barracks Dr.,
Bldg. 56
St. Louis, MO 63125
3A117
 4595CPGC
 FBG111639
Black & White = 3500
Color = 0
1 Jefferson Barracks Dr.,
Bldg. 2
St. Louis, MO 63125
3A117
 W7855PTG
MX4132697
Black & White = 6200
Color = 5200
1 Jefferson Barracks Dr.,
Bldg. 2
St. Louis, MO 63125
 H202
W7855PTG
MX4133058
Black & White = 2500
Color = 2500
1 Jefferson Barracks Dr.,
Bldg. 102T
St. Louis, MO 63125
137
W7855PTG
MX4132873
Black & White = 1100
Color = 1800
1 Jefferson Barracks Dr.,
Bldg. 48
St. Louis, MO 63125
 A135
W7855PTG
 MX4132338
Black & White = 1800
Color = 2300
1 Jefferson Barracks Dr.,
Bldg. 2
St. Louis, MO 63125
313
W7855PTG
 MX4208548
Black & White = 1400
Color = 2250
St. Louis, MO 63129=2
EES Business Operations Center
4401 D Meramec Bottom Rd
St Louis, MO 63129
107
 W7855PTG
MX4208662
Black & White = 1200
Color =2000
EES Business Operations Center
4401 D Meramec Bottom Rd
St Louis, MO 63129
131
 WC7970
B0W174196
Black & White = 1400
Color =2250
6.0 Travel: N/A
7.0 Government Recognized Holidays: Unless specifically authorized in writing by the Contracting Officer, no services will be provided and no charges will be incurred and/or billed to any order on this contract on any of the Federal Holidays listed below.         Â
New Year s Day January 1
Independence Day                 July 4
Veterans Day                           November 11
Christmas Day                         December 25
If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six holidays are set by a day of the week and month:
Martin Luther King's Birthday Third Monday in January
Washington's Birthday Third Monday in February
Memorial Day Last Monday in May
Labor Day First Monday in September
Columbus Day Second Monday in October
Thanksgiving Fourth Thursday in November
8.0 Type of Contract: The Government anticipates award of a Firm Fixed Price contract.
9.0 Contractor-Furnished Items and Services: The contractor shall furnish a designated point of contact (POC) to the COR for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day copier contract oversight meets the terms and conditions of this contract. The contractor shall leave all work areas in a clean and presentable manner. The Government shall not be responsible for either the inventorying or issuance of the contractor-furnished supplies.
10.0 Formal Acceptance or Rejection of Deliverables: The Government will review each deliverable within 4 business days and provide comments. The Contractor shall have 3 business days to incorporate the Government s comments and make appropriate revisions.
10.1. Contractor s Unauthorized Work Performance: The contractor shall not perform work that deviates from contract requirements and specifications. If the contractor deviates from contract requirements and specifications without approval of the COR, such deviations shall be at the risk of the contractor and any cost related thereto, shall be borne by the contractor.
11.0 Security Requirements: A security clearance is not required for contractor personnel performing work during the maintenance service visits and when delivering consumable supplies. The designated contractor personnel will be required to contact POC at each location as identified in Table 1 upon arrival when reporting for service calls or delivering supplies. The contractor shall be responsible for the security of all organizational information.
The contractor shall not disclose or cause to disseminate any information concerning operations of Department of Veterans Affairs. Such action(s) could result in violation of the contract and possible legal actions.
All inquiries, comments, or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the COR.
Security/Internal Hard Drive
In reference to the Xerox internal hard drives, if they malfunction the technician will pull and give to VA IT staff. The VA IT staff will dispose in accordance with VA regulations.
The contractor will not be on station or have access to any VA system or information. Therefore the C & A requirements do not apply and a Security Accreditation Package is not required. The contractor must be escorted when on-site by authorized VA personnel.
12.0. Billing & Invoicing:
Invoice Submission: http://www.fsc.va.gov/einvoice.asp
Invoice Requirements: The Contractor shall submit an invoice upon the completion of each task to the FSC to initiate the certification and payment process. The Contractor shall also forward a copy of the invoice to both the Program Office and the Contracting Officer for their review and for file. Contractor shall include the Purchase Order number on all invoices. For inquiries regarding payment, please contact the Vendor Inquiry Line toll free at (877) 353-9791.
12.1 Services performed under this contract will be billed in arrears monthly.
12.2 The contractor shall provide an invoice that will include:
Contract Number (PO #)
Company Name and Address
Invoice Date
Invoice Number (Note: Each invoice must have a different Invoice Number).
Description of items/services provided as well as referencing the appropriate Contract Line Item Number (CLIN). This way the proper CLIN can be billed for the Invoice.
Terms for any discount for prompt payment.
Name, title and phone number of company point of contact to notify in case of a defective invoice..