1.   SERVICE AREAS

a.  The maintenance and repair rates listed herein are applicable to any Government location within a 50 mile radius of the contractor's service points. If any additional charge is to apply because of the greater distance from the contractor's service locations, the mileage rate or other distance factor shall be stated in paragraph 5.c.(3) of this Special Item 132-18.

2.  MAINTENANCE ORDER

a. A written order shall be the only basis for maintenance in accordance with the terms of this contract. The contractor shall confirm orders within fifteen (15) calendar days from the date of receipt, except that confirmation of orders shall be considered automatic for renewals for maintenance (Special Item 132-12). Automatic acceptance of order renewals for maintenance service shall apply for machines, which may have been discontinued from use for temporary periods of time not longer than 120 calendar days. If the order is not confirmed by the contractor as prescribed by this paragraph, the order shall be considered to be confirmed by the contractor.

Written orders, EDI orders, credit card orders or, in the case of BPA’s or BOA’s, telephone orders are permissible.

b. The contractor shall honor orders for maintenance for periods of one year or less. Maintenance service shall commence on a mutually agreed to date, which will be written into the maintenance order. Maintenance orders shall not be made effective before the expiration of any applicable maintenance and parts guarantee period. Orders for maintenance service shall not extend beyond the end of the contract period.

c. Maintenance may be discontinued by the Government on thirty (30) calendar days written notice, or shorter notice when agreed to by the contractor; such notice to become effective thirty (30) calendar days from the date on the notification.

However, the Government may extend the original discontinuance date upon written notice to the contractor, provided that such notice is furnished at least ten (10) calendar days prior to the original discontinuance date.

d. Annual Funding. When annually appropriated fiscal funds are cited on a maintenance order, the period of maintenance shall automatically expire on September 30th of the contract period, or at the end of the contract period, whichever occurs first. Renewal of a maintenance order citing the new appropriation shall be required, if maintenance is to continue during any remainder of the contract period.

e. Cross-year Funding Within Contract Period. Where an ordering office's specific appropriation authority provides for a 12 month contract period which may cross fiscal years, the ordering office may place an order under this schedule contract for a period up to the expiration of the contract period notwithstanding the intervening fiscal years.

f. Ordering offices should notify the Contractor in writing thirty (30) calendar days prior to the expiration of maintenance service, if maintenance is to be terminated at that time. Orders for continued maintenance will be required if maintenance is to be continued during the subsequent period.

 

3.  REPAIR SERVICE AND REPAIR PARTS/SPARE PARTS ORDERS

a.  Agencies may use written orders, EDI orders, credit card orders, blanket purchase agreements (BPAs), or small order procedures for ordering repair service and/or repair parts/spare parts under this contract. Orders for repair service shall not extend beyond the end of the contract period.

b.  When repair service is ordered, only one chargeable repairman shall be dispatched to perform repair service, unless the ordering office agrees, in advance, that additional repair personnel are required to effect repairs.

4.  LOSS OR DAMAGE

When the contractor removes equipment to his establishment for repairs, the contractor shall be responsible for any damage or loss, from the time the equipment is removed from the Government installation, until the equipment is returned to such installation.

5.  SCOPE

a.  The contractor will be obligated to provide maintenance on all equipment listed herein as requested by the Government agency during the contract term.

b. Equipment being placed under a maintenance service contract shall be in good operating condition.

a.  Government personnel shall not perform maintenance or attempt repairs to equipment while such equipment is under the purview of this contract, unless agreed to by the contractor.

b.  Subject to security regulations, the Government shall permit access to the equipment, which is to be maintained.

7.  RESPONSIBILITIES OF THE CONTRACTOR

a. For equipment not covered by a maintenance contract or warranty, the contractor's repair service personnel shall complete repairs as soon as possible after notification by the Government that service is required. Within the service areas, this repair service should normally be done within 2 hours after notification.

b. GUARANTEE. All repair work will be unconditionally guaranteed for a period of ninety (90) calendar days.

Should the Government require that remedial maintenance be performed outside of Regular Hours, charges for such maintenance, if any, will be $250 per hour. Periods of less than one hour will be prorated to the nearest quarter hour.

d. TRAVEL AND TRANSPORTATION

If any charge is to apply, over and above the regular maintenance rates, because of the distance between the Government location and the contractor's service area, the charge will be: NONE

9.  REPAIR SERVICE RATE PROVISIONS

a. CHARGES. Charges for repair service will include the labor charge, computed at the rates set forth below, for the time during which repairmen are actually engaged in work, and, when applicable, the charge for travel or transportation.

b. MULTIPLE MACHINES. When repairs are ordered by a Government agency on two or more machines located in one or more buildings within walking distance of each other, the charges will be computed from the time the repairman commences work on the first machine, until the work is completed on the last machine. The time required to go from one machine to another, or from one building to another, will be considered actual work performance, and chargeable to the Government, provided the time consumed in going between machines (or buildings) is reasonable.

c. TRAVEL OR TRANSPORTATION

(1) AT THE CONTRACTOR'S SHOP

(a) When equipment is returned to the contractor's shop for adjustments or repairs which are not covered by the guarantee provision, the cost of transportation, packing, etc., from the Government location to the contractor's plant, and return to the Government location, shall be borne by the Government.

(b) The Government should not return defective equipment to the contractor for adjustments and repairs or replacement without his prior consultation and instruction.

(2) AT THE GOVERNMENT LOCATION (Within Established Service Areas)
When equipment is repaired at the Government location, and repair service rates are established for service areas or zones, the listed rates are applicable to any Government location within such service areas or zones. No extra charge, time, or expense will be allowed for travel or transportation of repairmen or machines to or from the Government office; such overhead is included in the repair service rates listed.

(3) AT THE GOVERNMENT LOCATION (Outside Established Service Areas)

(a) The repair service rates listed for subparagraph (2) above apply, except that a travel charge of .35 per mile for repairmen will apply to the round-trip distance between the geographic limits of the applicable service area and the Government location. Such charge will apply as an additional charge, but it will be limited to one round trip for each request that is made by the ordering activity for repair service, regardless of whether repairs are performed at the Government location or at the contractor's shop.

(b) When the overall travel charge computed at the above mileage rate is unreasonable, (considering the time required for travel, actual and necessary transportation costs, and the allowable Government per diem rate for each night the repairman is required to remain overnight at the Government location), the Government shall have the option of reimbursing the contractor for actual costs, provided that the actual costs are reasonable and allowable. The contractor shall furnish the Government with a report of travel performed and related expenses incurred. The report shall include departure and arrival dates, times, and the applicable mode of travel.

d. LABOR RATES

*MINIMUM CHARGES INCLUDE 2 FULL HOURS ON THE JOB.

**FRACTIONAL HOURS, AT THE END OF THE JOB, WILL BE PRORATED TO THE NEAREST QUARTER HOUR.

10. REPAIR PARTS/SPARE PARTS RATE PROVISIONS

All parts, furnished as spares or as repair parts in connection with the repair of equipment, unless otherwise indicated in this pricelist, shall be new, standard parts manufactured by the equipment manufacturer. All parts shall be furnished at prices indicated in the Contractor’s commercial pricelist dated 07/15/98 at a discount of 5% from such listed prices.

11.  GUARANTEE/WARRANTY-REPAIR SERVICE AND REPAIR PARTS/SPARE PARTS

a.  REPAIR SERVICE
All repair work will be guaranteed/warranted for a period of 30 days.

b.  REPAIR PARTS/SPARE PARTS
All parts, furnished either as spares or repair parts will be guaranteed/warranted for a period of 60 days.

a.  Maintenance Service