Description
DESCRIPTION: The Black Hills Health Care System intends to negotiate a commercial sole source contract with Pitney Bowes, Inc., 1 Elmcroft Road, Stanford, CT, under the authority of FAR 6.302-1. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) FAC 2005-53. Only one responsible source and no other supplies or services will satisfy agency requirements. A justification for other than full and open competition is being prepared in support of this acquisition. This contractor is the proprietary owner of the postage equipment in need of maintenance. The following is the Statement of Work we are requesting this contractor to complete for us: STATEMENT OF WORK - PITNEY BOWES MAIL PROCESSING EQUIPMENT 1.0 Scope: This Statement of Work establishes the guidelines for preventive and emergency maintenance of the Pitney Bowes mail processing equipment currently owned by the VA Black Hills Health Care Systems. 2.0 Services Requirements: 2.1 Minimum of one annual preventive maintenance visit. 2.2 New or equivalent to new parts and assemblies needed due to normal wear. 2.3 Emergency calls for repairs or maintenance during normal working hours at no charge. Normal working hours are 8:00 AM to 5:00 PM Monday through Friday. 2.4 Response time to emergency calls shall be within 24 hours of VA contacting the contractor with expectation that the Contractor shall notify VA point of contact within 2 hours of notification with technician arrival time at the site to repair the equipment. 2.5 Services shall be completed on date of service to ensure continued operations unless a special part is not immediately available and requires special order. The Contract and Service Technician will work with VA point of contact to insure as minimal an impact to daily operations of the mail service as possible and reasonable. The Contractor or Service Technician shall notify the VA point of contact of any exceptions immediately and resolve items as soon as possible, not to exceed 5 business days. 2.6 Software maintenance and updates to the Intellilink Interface. 2.7 All lubricants and other materials needed to service equipment with the exception of consumable supplies. 2.8 Unlimited telephone support. 2.9 Maintenance reports for all services, preventive or emergent, shall be provided to the VA in writing within 10 days service is performed. 2.10 Equipment and Software List: DESCRIPTION MODEL SERIAL # LOCATION Maintenance and Emergency Repair services for Pitney Bowes postage machines, scale systems and other equipment as required including new or equivalent to new parts and assemblies needed due to normal wear for the period as stated in contract. Fort Meade Postal Security Service Rental 1MOO 4283180 Fort Meade IntelliLink Subscription 1DOO 0188332 Fort Meade Maintenance of DM1000 WOW Base: DWOO 0001868 Fort Meade Maintenance of 70/149 lb Weighing Platform MP49 0013789 Fort Meade Maintenance Power Stacker - Galaxy U7PS 0008683 Fort Meade Maintenance DMS Series Barcode Scanner 1E02 0006109 Fort Meade Maintenance Laser Printer J624 00013575 Fort Meade Maintenance US 3-Series 3-Station F359 1025482 Fort Meade Maintenance and Emergency Repair services for Pitney Bowes postage machines, scale systems and other equipment as required including new or equivalent to new parts and assemblies needed due to normal wear for the period as stated in contract. Hot Springs Postal Security Service Rental 1MOO 4285480 Hot Springs IntelliLink Subscription 1DOO 0192946 Hot Springs Maintenance of DM1000 WOW Base: DWOO 0001848 Hot Springs Maintenance of 70/149 lb Weighing Platform MP4R 0001501 Hot Springs Maintenance Power Stacker - Galaxy U7PS 0008685 Hot Springs Maintenance DMS Series Barcode Scanner 1E02 0006100 Hot Springs 3.0 Performance: 3.1 Period: Performance cycle shall commence upon contract implementation for the next contiguous 12 month period, considered as one year post contract implementation. Contract shall contain the option for up to four option years. 3.2 Place of Performance: The equipment is located at sites indicated in the following table, specifically at: Fort Meade: 113 Comanche Road Fort Meade, SD 57741 Building 145, Room 134 Hot Springs: 500 North 5th Street Hot Springs, SD 57747 Building 12, Room DB04 3.3 Payment Schedule: The Contractor shall generate an invoice based upon an identified payment schedule and submit to the Austin Texas Financial Center for remittance processing in accordance with VA policies. The payment schedule can be set up for at time of service, monthly, quarterly or annually as agreed upon in this contract. 3.4 Acceptance of Work: Work shall be coordinated with each facility point of contact. Acceptable work receipts shall be signed by the Service Technician and facility representative/point of contact with copy provided to the facility for tracking and processing work performed. Receipts will describe the work performed, identify the Service Technician, Company, date work performed, cost as required, and annotate any issues identified with service or equipment. 4.0 Security Requirements: 4.1 The Contractor shall comply with VA security requirements. These requirements may consist of, but are not limited to, obtaining, completing, and submitting application forms, background checks, fingerprints, photos, and badges through the VA at no cost. However, if the contractor elects to obtain these services through other sources, the VA will not reimburse the Contractor for any incurred costs or fees associated with the process. Directions relating to the security requirements will be provided by the Contracting Officer's Representative after contract award. Compliance with the security procedures of the VA will be required. Access to the facility will be coordinated with the facility points of contact and Section Supervisor.