Marketing Copier Maintenance


Subject: Marketing Copier Maintenance
Solicitation Number: FA489721Q0021
Notice Type: SOLICIT
NAICS: 811212
Set-Aside: Total Small Business
Notice Published: 05-03-21
Response Due: 05-28-21

Agency: Department of the Air Force
Office: FA4897 366 FAS PKP
Contact: Tammie Morlock This email address is being protected from spambots. You need JavaScript enabled to view it.
Office Address: MOUNTAIN HOME AFB, ID 83648-5296
Place of Performance: Mountain Home AFB, ID 83648


Click for official SAM (FBO) notice, additional information, and accompanying attachments

PERFORMANCE WORK STATEMENT FSS COPIER MAINTENANCE 1.0. DESCRIPTION OF SERVICES. 1.1. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items, and non-personal services to perform routine quarterly preventive maintenance to include but not limited to telephone service calls, emergency on-site repair services, IT support, and toner for one (1) Konica-Minolta BizHub C654E, serial # A2X101800050 Printer/Copier/Scanner. The office prints an average of 200,000 color, and 3,000 black and white copies annually. Some months, the office prints more than the average of 16,666 color and some months are less. On the months that are less, the marketing office requests color copies to be rolled over to the not to exceed end of year amount. In addition, all materials shall be delivered within 24 hours after ordering is submitted. Materials include toner in cyan, yellow, magenta and black colors, toner waste box and staples. 1.2. OBJECTIVES. The Contractor shall provide on-site service and/or repairs to the Konica-Minolta BizHub C654E, serial # A2X101800050 Printer/Copier/Scanner. The Contractor shall include a moving service due to the value and size of the printer/copier/scanner. The equipment shall be in working condition and be down no more than five (5) percent for any given calendar month. 1.3. SCOPE. Preventive maintenance and service shall be performed IAW manufacturers recommendations and normal commercial practices. 1.4. Replacement parts are required to be new or refurbished with full warranties. If new or refurbished parts are not obtainable, the Government will evaluate suitable substitutes for approval on a case-by-case basis. The Contractor shall be responsible for replacement parts up to $500.00 per occurrence. The CO shall approve all parts between $501.00 and $2,500.00. The CO shall approve all repairs and parts exceeding $2,500. 1.5. The Contractor shall, without any additional expense to the Government, be responsible for obtaining any necessary licenses and permits and for complying with any applicable Federal, State, and municipal laws, codes, and regulations in connection with the performance of work as outlined in this PWS. 2.0. CORRECTIVE MAINTENANCE. 2.1. The Contractor shall provide one (1) regular preventative maintenance inspection (PMI) on a quarterly basis. The quarterly inspection shall be scheduled through the Marketing Department Director or designated marketing representative with the Contractor any time during the quarter. All PMI, on-site service and repairs shall be conducted at 366 FSS Marketing Office, 480 5th Ave Bldg. 2610, Suite 137, Mountain Home AFB (MHAFB), ID. 3.0. SERVICE CALLS. The Contractor shall provide technical support by telephone for repairs. Technical support shall be available from 8:00 AM to 5:00 PM Monday - Friday at least 95 percent of the time. If the equipment problem remains unresolved after receiving telephonic technical assistance, the Contractor shall provide on-site service to the Government within 24 hours. The Contractor shall provide repair services at the Marketing Office within eight working hours during normal business hours stated above in this paragraph. If unresolved, the Contractor shall provide repair services the very next duty day, both service attempts provided at least 95 percent of the time. 4.0. REPORTING. Service personnel shall report to the 366 FSS Marketing Department. The service technician shall submit a service ticket/report prior to departing. The service ticket/report shall at a minimum include the following: name and signature of the service technician, a description of the service performed, service date, control number of the unit being serviced, and contract number, and an area for a Government representative to sign and acknowledge that work had been performed. 5.0. QUALITY CONTROL. 5.1. The Contractor shall develop, document, implement, maintain, and continuously improve a comprehensive QCP which provide continuous, cost effective, and efficient emergency repairs, as well as compliance with Federal, State, local regulations, and all the terms and conditions of the contract. 5.2. The Contractors QCP shall implement procedures to identify and prevent recurrence of deficiencies. At a minimum, the QCP shall address the areas identified the Contractors strategy to provide quality workmanship, continual process improvement, and how any deficiencies will be corrected. 6.0. DELIVERABLES. 6.1. The Contractor shall prepare and submit all post-repair operating records and reports containing repaired and/or replaced parts to the designated Government Official. 6.2. The Contractor shall submit their Quality Control Plan (QCP) to the CO NLT than ten (10) business days following contract award. 6.3. Contractor shall appoint in writing to the CO within 10 business days following contract award a contract manager and alternate(s). 6.4. The Contractor shall provide a completed 366 SFS Form 30 for each employee requiring installation access to the CO within five (5) business days following contract award. 7.0. ENVIRONMENTAL CONTROL. 7.1. Hazardous Material (HAZMAT) Inventory and Safety Data Sheets (SDS). SDS are required as specified in Federal Standard No. 313 for all potentially hazardous materials. SDSs must be submitted by the Contractor within ten (10) calendar days following contract award to the CO for a determination of whether or not a product is a HAZMAT and what additional requirements may be applicable/necessary. 7.2. Approval is required before bringing any hazardous materials (HAZMAT) onto the installation. The Government (HAZMART personnel) shall inventory all chemicals the Contractor brings on to MHAFB or any property under the control of MHAFB. Any products which meet the criteria of Hazardous Waste must be bar coded and tracked until permanently removed from Government property. The inventory shall be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261. 7.3. Material Storage and Use. The Contractor shall follow manufacturer's guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials. 7.4. Notification of Environmental Spills. If a spill occurs, the person discovering the spill shall make every effort to stop the product flow, when possible, warn personnel, shut off ignition sources, contain the spill, make notifications, and begin cleanup. If the spill is considered an emergency and there is a potential life, health, fire, or other safety hazard, the MHAFB Fire Department shall be notified IMMEDIATELY. Responsible units and activities shall clean up small spills safely and within their capabilities to do so. Generally, a spill of only a few gallons shall be recovered by the responsible unit or activity using absorbent materials or a spill kit located by the site. Recovered product and contaminated materials shall be packaged and staged for disposal IAW the installations hazardous waste procedures. Contact the Environmental Office (208-828-6351) for guidance. The liability for the spill or release of such substances rests solely with the Contractor and its agent. 7.5. Waste. Identify, label, handle, store, and dispose of hazardous waste or debris IAW Federal, State, and local regulations. 7.6. Ensure all waste has undergone the appropriate hazardous waste determination and documentation is retained for these determinations. 7.7. Do not dispose of hazardous waste on Government property. Do not discharge any waste to a sanitary sewer, storm drain, or to surface waters or conduct waste treatment or disposal on Government property without written approval of the CO and Environmental Office. 7.8. Consult with the Hazardous Waste Program Manager (366 FW/A7IE) at 208-828-1684/6351 prior to disposal of any waste. 7.9. ASBESTOS. The Contractor shall comply with Section 29 CFR 1910.1001(j)(7)(iv). VTE may be located in facilities that may contain Asbestos Containing Material (ACM) or Potential ACM. The Contractor (not the Government) shall determine if any exposure to ACM may result in performing work under the contract. 8.0. GENERAL INFORMATION 8.1. Normal operating hours are 0800 to 1530 Monday through Friday, except for Federal holidays or when the installation is officially closed by the 366th FW Commander. 8.2. Recognized Federal Holidays. A minimum of ten paid holidays per year: New Year's Day Martin Luther King Jr.'s Birthday Washington's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day. A Contractor may substitute for any of the named holidays another day off with pay in accordance with a plan communicated to the employees involved. 8.3. Work scheduled but not accomplished because of base closure due to exercises or real world events shall be accomplished as soon as possible after base reopening. 8.4. Contractor shall appoint in writing to the CO within 10 business days following contract award a contract manager and alternate(s). Any changes to this letter of appointment shall be provided to the CO within three (3) business days. These individual(s) shall be responsible for contract performance IAW the PWS. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters. The name of this person, and an alternate or alternates, will act for the Contractor when the primary is absent. 8.5. All Contractor personnel must present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing contractor-furnished clothing bearing the company name and/or logo. 8.6. The Contractor shall identify himself as a Contractor in meetings, telephone conversations, and e-mails and in any correspondence with the Government. 8.7. All employees shall fluently read, write, speak, and understand the English language. 8.8. The Government is authorized to restrict employment under the contract of any Contractor employee or prospective Contractor employee who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population. 8.9. For Official Use Only (FOUO). The Contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material. 9.0. SECURITY REQUIREMENTS. 9.1. The Contractor shall provide a completed 366 SFS Form 30 for each employee requiring installation access to the CO within five (5) business days following contract award. After approval, the CO shall notify the Contractor, Contractor will notify their employees to pick up installation access ID at the MHAFB Main Gate Visitors Center. 9.2. The Contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires i.e. terminated for cause, retirement, etc. 9.3. The Contractor and its employees shall comply with base traffic regulations. 9.4. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor owned vehicle or privately owned vehicle while on MHAFB. 9.5. The Contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Action (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting and safeguarding For Official Use Only (FOUO) material. 9.6. Contractor personnel shall report to an appropriate authority any information or circumstances which they are aware of and may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment. 9.7. The Contractor shall be responsible for safeguarding all government property. At the end of each work period, all government facilities, equipment, and materials shall be secured. 10.0. INCIDENTAL GOVERNMENT FURNISHED SERVICES: 10.1. Government telephone facilities shall be made available for local calls to the Contractor FOUO only. 10.2. The Government will provide general on-base security and fire protection services. Security Police telephone extension is 8-2256 (on-base) and 208-828-2256 (from all other phones) for both emergency and routine calls. Fire protection emergency phone is 8-0911(from on-base phone) and 208- 828-0911(from all other phones). 10.3. All reasonable quantities of electricity will be made available to the Contractor without charge. 10.4. Use of existing toilet facilities in the immediate work area will be permitted. The Contractor shall ensure facility cleanliness is maintained at all times to the extent of cleaning up after Contractor personnel only. 11.0. RECORDS MANAGEMENT. 11.1. All records, files, and documents, regardless of media (e.g., paper, electronic, etc), as described in this PWS, which are the responsibility of the Contractor are the property of the Government and shall remain so upon termination or completion of the contract. 11.2. The Contractor shall keep these item(s) current and maintain and dispose of them in accordance with the requirements established in AFI 33-322, Records Management Program, paragraph 10, AFMAN 33-363, paragraph 6.4, AFMAN 33-364, paragraph 2.10 and the Air Force Records Disposition Schedule which may be accessed from the following web address: https://www.my/af.mil/afrims/afrims/afrims/rims.cfm.4 11.3. Records shall be turned over to the Government upon completion of the TO unless otherwise stated. All records are subject to the Freedom of Information and Privacy Act. 12.0. INSURANCE. 12.1. Workman's Compensation and Employers Liability Insurance as required by law except this contract is to be performed in a state which does not require or permit private insurance, then compliance with the statutory or administrative requirements in any such state will be satisfactory. The required Workmen's compensation insurance shall extend to cover employer's liability for accidental bodily injury or death and for occupational diseases with a minimum liability limit of $100,000.00. 12.2. General liability insurance to cover bodily injury liability insurance, in the minimum limits of $500,000.00 per occurrence shall be required on the comprehensive form of policy. 12.3. Automobile insurance shall be required on the comprehensive form of policy and shall provide bodily injury liability and property damage liability covering the operation of all automobile used in connection with the performance of the contract. At least the minimum limits of $200,000.00 per person and $500,000.00 per occurrence for bodily injury and $20,000 per occurrence for property damage shall be required. 13.0. APPENDIX Appendix 1 - Customer Complaint Record - https://cs2.eis.af.mil/sites/10059/afcc/knowledge_center/templates/customer_complaint_record.pdf Appendix 2 - Performance Action Report - https://cs2.eis.af.mil/sites/10059/afcc/knowledge_center/templates/performance_assessment_report.pdf Appendix 3 - Corrective Action Report - https://cs2.eis.af.mil/sites/10059/afcc/knowledge_center/templates/corrective_action_report.pdf