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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 05, 2018 FBO #6099
DOCUMENT

J -- Document Center Maintenance - Attachment

Notice Date

8/3/2018
 

Notice Type

Attachment
 

NAICS

811212 — Computer and Office Machine Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Great Lakes Acquisition Center (GLAC);1900 East Main Street;Danville IL 61832
 

ZIP Code

61832
 

Solicitation Number

36C25218Q9765
 

Archive Date

9/2/2018
 

Point of Contact

Kevin Adkins
 

E-Mail Address

4-4544<br
 

Small Business Set-Aside

N/A
 

Description

The VA Iliana Healthcare System in Danville Illinois is seeking sources with the capability to Provide a program of scheduled and unscheduled maintenance on the facilities document center fleet. Provide necessary consumable supplies for each unit. at the VA Iliana Health Care System (VAIHCS), Danville, IL. The NAICS code for the solicitation to be released is 811212, with a size standard of $27.5 million. Contractor shall respond with their capabilities, business size and socioeconomic status under the NAICS Code listed above. SDVOSB AND VOSB STATUS: For SDVOSBs/VOSBs: In order to receive credit, the Offeror shall submit a statement of compliance that it qualifies as an SDVOSB or VOSB in accordance with VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors. Offerors are cautioned that they must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov). Responses shall be due by 4PM CDT on Friday August 10,2018. Requirement information is as follows: Performance Work Statement VA Iliana Health Care System Document Center Fleet Maintenance Vision Provide a program of scheduled and unscheduled maintenance on the facilities document center fleet. Provide necessary consumable supplies for each unit. Introduction Background: The facility currently owns 22 multi-user document centers that are in various areas. These devices are used extensively and require regular maintenance and supplies to ensure continued use and prevent unavoidable downtime. General Requirements The vendor will provide a program of scheduled maintenance on each machine. This maintenance will include 2 scheduled visits during a 12-month period that will provide evaluation and normal replacement of worn parts. The vendor will respond to maintenance calls and provide as needed maintenance on each device. The vendor will provide all consumable supplies that will be needed for each device. Period of Performance The base period of performance of this contract will be October 1, 2018 to September 30, 2019. This contract will consist of a base year and 2 option years. Performance Requirements The Contractor shall provide both scheduled and as needed maintenance on each multifunctional document center that is maintained under this facility contract. The contractor shall provide at least 2 scheduled preventative maintenance visits on each machine during the period of performance. A schedule for each machine shall be provided to the facility within 30 days from the beginning of the period of performance. Also, the contractor shall provide an estimated, itemized list of the tasks that will comprise each preventative maintenance visit. The contractor shall conduct as needed maintenance for each machine. When an issue is identified by the end user, the contractor will be contacted. The contractor shall provide remote assistants within one hour of the initial contact. If the issue requires a service visit, the contractor will schedule a visit to take place no later than the next business day. Follow up visits shall be required as needed to restore the machine to an operational status. The Contractor Shall Provide consumable supplies for each machine. The contractor shall provide certain supplies for each machine on a scheduled basis. This would include supplies that can be anticipated by the contractor but may not be expected by the end user. This would entail such supplies as waste toner receptacles or other items that the end user may not know to request. The contractor shall provide consumable supplies as needed for each machine. Whenever the machine indicates that consumable supplies are required, the end user will request these supplies from the contractor. The delivery time for these supplies shall be no greater than 2 business days. If the machine is located in a direct patient area, the end user may request additional supplies as back up to ensure that that no downtime occurs while waiting for supplies to be delivered. The contractor shall provide monthly service and supply reports. The contractor shall submit a monthly report detailing any services that have been performed on each machine during the previous month. This is to include any repairs, part replacements and scheduled preventative maintenance. This report will also include any information detailing the current condition of the machine in relation to the service that has been provided. A rating scale will be used by the contractor to aid in the determination of the current condition. The contractor shall provide an itemized monthly list of all consumable supplies that have been delivered to each machine. This list must include both the request date and the ship date. Special Requirements Below is a list of the device models that the vendor must be certified to maintain: Kyocera ECOSYS 6530MFP Kyocera FS-3640MFP Kyocera PR740/ 4550C1 Kyocera TASKALFA 4551ci Kyocera TASKALFA 6551ci Sharp MX-M260 Sharp MX-M310 Any vendor staff that comes into the facility must complete a Privacy training worksheet and return it to the COR to be kept on file. The C&A requirements do not apply, and a Security Accreditation Package is not required. VA INFORMATION CUSTODIAL LANGUAGE Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. Deliverables Repair parts as required. Consumable supplies as requested. Quality Assurance Surveillance Plan The Chart below details the process for the Quality Assurance of this contract Task Standard Inspect What Inspect How Inspect Who 4.1.1 The contractor shall provide scheduled preventative maintenance on each machine. The schedule for each machine will be provided to the facility within 30 days of beginning of the period of performance. AQL: Each machine will receive at least 2 PM s during the period of performance Annual Schedule of maintenance. Maintenance completion as scheduled. Has the schedule been presented.? Sample observation of PM s Sample survey of end users. COR will engage the contractor for observation. COR will engage end users for feedback verification. 4.1.2 The contractor will conduct as needed maintenance for each machine. The contractor will assist the end user remotely within one hour of the initial contact. If the issue requires a service visit, the contractor will schedule a visit to occur no later than the next business day. AQL: Initial effort to solve maintenance issue will take place within 24 hours of complaint. Contractors response time, positive interaction, and success in solving the maintenance issue. Periodic surveys sent to the end user. Customer feedback form provided to the end users at the beginning of the contract. COR will conduct periodic surveys with the end user to determine the effectiveness of the maintenance visits. Customers will submit a customer feedback form any time they have a question, complaint, compliment, or suggestion in regard to the contractors service. 4.2.1 The contractor will provide on hand consumable supplies for each machine on a scheduled basis. These are supplies that are needed for the machine for its normal operations. Presents of these types of supplies Periodic visual inspection Can be conducted by the COR or end user. COR will initiate inspection. Task Standard Inspect What Inspect How Inspect Who 4.2.2 The contractor will provide consumable supplies as needed for each machine. As needed supplies will be delivered or shipped within 2 business days of the request. Units that are located in direct patient care areas will be permitted to request back up supplies. AQL: The contractor will work with the end user to ensure that no downtime errors occur due to supply shortages. Timeliness of supply delivery. Amount of supplies allotted for direct patient care areas. Periodic surveys sent to the end user. Customer feedback form provided to the end users at the beginning of the contract. COR will conduct periodic surveys with the end user to determine the timeliness of supply delivery. Customers will submit a customer feedback form any time they have a question, complaint, compliment, or suggestion in regard to machine supplies provided. 4.3.1 The contractor will submit a monthly report detailing the services provided for the previous month. The report will include any repairs, parts replacements and supplies delivered. AQL: This report will be presented each month prior to the certification of the monthly invoice. The completeness of the report. The content of the report. Monthly review of the report. The COR will review this report. 4.3.2 The contractor will provide an itemized list of supplies that have been provided for each machine. This will include all consumable supplies. AQL: This report will include the request date and the ship date for each item. Presentation of information in question. Periodic poll of the end user. The COR will engage the contractor for the report. Responses shall be submitted via U.S.P.S regular mail, commercial overnight delivery or hand-delivered. It may also be emailed to Kevin Adkins, Contracting Officer, at kevin.adkins@va.gov.The response shall be addressed to the office specified in the solicitation and shall show the time specified for receipt. Responses shall be submitted as described below: If submitting via U.S.P.S. regular mail, commercial overnight delivery or hand-delivered, submit the proposal to the following address: Kevin Adkins VA Illiana Healthcare System 1900 East Main Street Building 102 Room 103J Danville, Illinois 61832
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAGLHS/VAGLHCS/36C25218Q9765/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25218Q9765 36C25218Q9765.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4525583&FileName=36C25218Q9765-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4525583&FileName=36C25218Q9765-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN05020110-W 20180805/180803230920-ce50cca3a064375522579841c092e375 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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