Typewriter Maintenance Contract
• Vendor Information
• Preparing A Departmental Purchase Order
• Scope of Work
• Service/Maintenance Volume Report
• Pricing Schedule
NOTE: The prices for typewriter maintenance and repair shown in the table below must be increased by 3.2% beginning September 1, 2000. The information in the table will be corrected as time permits.
Vendor Information
- Spring Hollow Business Machines, Inc.
- P.O. Box 406
- Mt Jackson, VA 22842
- Phone - 540.477.4005
- Fax - 540.477.4074
- FIN - 54-1166205
Preparing a Departmental Purchase Order
Please be sure to include the following information when preparing your DPO for typewriter maintenance:
- manufacturer, model and serial number of each machine
- building name and room number
- the dates of the time period covered (a one year period)
- the contract number C3024DHT in the space marked "JMU or State Contract Number"
Click here to go directly to the price schedule.
Scope of Work
- The Contractor shall furnish all labor, parts, equipment,
tools, transportation, supervision and materials necessary
to maintain all makes and models of typewriters of James
Madison University (JMU) in accordance with manufacturer's
service manuals and all terms, conditions and provisions of
the contract.
- All parts furnished under this contract shall be genuine
manufacturer's recommended or authorized replacement parts.
Use of manufacturer rebuilt parts is authorized provided each
part is warranted for the same period and under the same
conditions as the new part. Use of used parts is strictly
prohibited. The contractor shall guarantee all parts for at
least thirty (30) days. Contractor shall maintain an
inventory of these items at its place of business to service
this contract in a satisfactory manner or have such parts
readily available.
- The contractor shall have qualified service personnel on the
job at the James Madison University work site not later than
the next work day following the time that the call for
service is received. This service shall be available during
regular working hours, 8:00 a.m. to 5:00 p.m. Monday through
Friday.
- The contractor shall keep a maintenance record card on each
piece of equipment. This record shall contain the
manufacturer's make and model number and manufacturer's
serial number. All services and repairs shall be posted to
this record and include the date and nature of work
performed. This record shall be available for inspection
during normal business hours by personnel from James Madison
University.
- All services shall be performed by service technicians who
are qualified through factory or other training for the
specific makes and types of equipment to be repaired and are
directly employed and supervised by the contractor. Evidence
of stated qualifications shall be made available to James
Madison University upon request. JMU reserves the right
to reject contractor's service personnel who, in JMU's judgment,
are not adequately qualified to perform the work.
- All repairs shall be made in a good workmanlike manner and
shall be in accordance with the manufacturer's specifications
and recommended procedures.
- The contractor shall guarantee all workmanship for a period
of thirty (30) days. Any repeated call for service for the
same reason or problems within this time period shall be made
at no cost to James Madison University. Should a third (3rd)
callback for the same service be necessary, the machine shall
automatically be taken to the shop for a complete overhaul
of the mechanism causing the problem, and a loaner machine
of the same capability and capacity shall be provided at no
cost to JMU. In no instance shall any repairs exceed
five (5) working days.
- The contractor shall include in the annual maintenance
coverage one cleaning per machine per year.
- In the event major repairs not covered under the normal
maintenance agreement require removal of machines to the
contractor's place of business, and it is estimated that
needed repairs costs will exceed $75.00, the contractor must
provide a written estimate of the cost of repairs to James
Madison University and receive authorization before
proceeding with repairs. Invoices for repairs made to any
machine without such authorization will not be processed for
payment.
- Additions/deletions of the number of machines on contract
shall be made as required by James Madison University, and
it is understood that if a machine or machines are deleted
or added during the contract period that this shall be done
on a pro rata basis based on contract per unit price.
- In the instance where the contractor is bidding his hourly
rate only, labor hours paid under this contract shall be only
for productive hours at the job site. Time spent for
transportation of workers or the acquisition, handling and
delivery of materials is not chargeable directly but is
overhead and must be included in the hourly rates bid for
labor. When estimates of costs are required, these are not
to be charged directly but must be included in the basic
labor rate bid amounts as overhead.
- In the instance where contractor is bidding his hourly rate
only, service shall be on a per-call basis as needed and will
be charged at an hourly rate with increments of 1/4 hour
after the first hour. Per-call does not mean telephone call
to vendor for service. Per-call means "service visit to
James Madison University's offices." If the service
technician repairs more than one machine per service call,
the contractor is not entitled to one hour minimum labor for
each machine repaired, but is entitled to bill for total time
required for repair of machines during that service call.
The contractor's personnel shall report to the responsible
operator or supervisor at the requesting James Madison
University department upon arrival and shall have a service
call receipt (job ticket) signed by the responsible operator
or supervisor upon completion of each service visit.
- In the instance where the contractor is bidding his hourly
rate only, the length of time allowed for service charges
will be measured from the time the service person reports to
the operator of the first machine to be repaired until the
completion of the last equipment repaired during the service
call. No charges will be allowed for time spent on lunch or
other extended break periods.
- All contractors shall provide James Madison University with
a telephone number where they can be reached at any time,
Monday through Friday, from 8:00 a.m. to 5:00 p.m., for
service problems/requests.
Service/Maintenance Volume Report
Contractors shall furnish James Madison University a usage report indicating the following:
- JMU Department
- Yearly Maintenance Option Chosen or Hourly Rate Option
- Type of Machine
- Was Service for Routine Cleaning
- Type of Problem with Machine
- Number of Service Calls Made for this Machine
This report shall be provided to James Madison University by June 1st of each year of this contract at the following address:
- James Madison University
- Procurement Services Department
- Attn: Typewriter Maintenance Buyer
- Harrisonburg, VA 22807
- Cancellation of Contract: James Madison University reserves
the right to cancel and terminate any resulting contract, in
part or in whole, without penalty, upon 60 days written
notice to the Contractor. In the event the initial contract
period is for more than 12 months, the resulting contract may
be terminated by either party, without penalty, after the
initial 12 months of the contract period upon 60 days written
notice to the other party. Any contract cancellation notice
shall not relieve the Contractor of the obligation to deliver
and/or perform on all orders issued prior to the effective
date of cancellation.
- Quantities: Quantities set forth in this solicitation are
estimates only, and the Contractor shall supply at bid prices
actual quantities as ordered, regardless of whether such
total quantities are more or less than those shown.
- Renewal of Contract: This contract may be renewed by the
Commonwealth upon written agreement of both parties for five
(5) successive one-year periods under the terms and
conditions of the original contract except as stated in 1.
and 2. below. Price increases may be negotiated only at the
time of renewal. Written notice of the Commonwealth's
intention to renew shall be given approximately 90 days prior
to the expiration date of each contract period.
- If the Commonwealth elects to exercise the option to renew
the contract for an additional one-year period, the
contract price(s) for the additional one year shall not
exceed the contract price(s) of the original contract
increased/decreased by no more than the percentage
increase/decrease of the "services" category of the CPI-W
section of the Consumer Price Index of the United States
Bureau of Labor Statistics for the latest twelve months for
which statistics are available.
- If during the first one-year extension the Commonwealth
elects to exercise the option to renew the contract for the
second additional one-year period, the contract price(s)
for the second additional one-year period shall not exceed
the contract price(s) of the first one-year renewal period
increased/decreased by no more than the percentage
increase/decrease of the "services" category of the CPI-W
section of the Consumer Price Index of the United States
Bureau of Labor Statistics for the latest twelve months for
which statistics are available.
The third and fourth and fifth one year renewals will be based on the previous years contract as described in scenarios 1 and 2.
- If the Commonwealth elects to exercise the option to renew
the contract for an additional one-year period, the
contract price(s) for the additional one year shall not
exceed the contract price(s) of the original contract
increased/decreased by no more than the percentage
increase/decrease of the "services" category of the CPI-W
section of the Consumer Price Index of the United States
Bureau of Labor Statistics for the latest twelve months for
which statistics are available.
- Work Site Damages: Any damage to existing utilities,
equipment or finished surfaces resulting from the performance
of this contract shall be repaired to the Commonwealth's
satisfaction at the Contractor's expense.
- The contractor shall be paid on the basis of invoices
submitted and shall mail such invoices to Accounts Payable,
Wilson Hall, James Madison University, Harrisonburg, VA
22807. For annual maintenance coverage, invoices shall not
be sent to James Madison University until such time as
contractor is in receipt of a purchase order signed by an
authorized representative of the Department of Procurement
and Material Management Services. In the case of work done
on an hourly basis, outside of annual agreement, invoices
shall be accompanies by a legible copy of the original
authenticated service call receipt. James Madison University
reserves the right to require the contractor to submit
copies of paid invoices for parts and materials as proof of
actual cost. The smallest billable unit of service is 1/4
hour and shall be billed based on the same firm hourly rate
charge as quoted in the bid.
Pricing Schedule
NOTE: The prices for typewriter maintenance and repair shown in the table below must be increased by 3.2% beginning September 1, 2000. The information in the table will be corrected as time permits.
| Description | Annual Contract Charge Per Machines | Hourly Charge* |
| IBM Selectric I (non-correcting) | $46.00 | $45.00 |
| IBM Selectric II (non-correcting) | 46.00 | 45.00 |
| IBM Selectric II (correcting) | 46.00 | 45.00 |
| IBM Selectric III (correcting) | 46.00 | 45.00 |
| IBM Quietwriter 8 | 95.00 | 45.00 |
| IBM Quietwriter II | 95.00 | 45.00 |
| IBM Memory Model 28 (50 Track) | 228.00 | 55.00 |
| IBM Electronic 75 | 95.00 | 55.00 |
| Optional Feature: IBM Memory Protection Feature | No charge w/typewriter | 55.00 |
| Royal 5000CD | 46.00 | 45.00 |
| Royal 5010 | 82.50 | 45.00 |
| Royal 5030 8K | 82.50 | 45.00 |
| Canon AP9417 | 46.00 | 45.00 |
| Swintec 600 | 46.00 | 45.00 |
| Swintec 2600 | 46.00 | 45.00 |
| Swintec 4040 | 46.00 | 45.00 |
| Swintec 7000 | 46.00 | 45.00 |
| Swintec 7001 | 46.00 | 45.00 |
| Swintec 7001/#8500 (60K) | 46.00 | 45.00 |
| Swintec 7003 | 46.00 | 45.00 |
| Swintec 7003/48K/FDD | 46.00 | 45.00 |
| Swintec 7040 | 46.00 | 45.00 |
| Swintec 8011 | 46.00 | 45.00 |
| Swintec 8014S | 46.00 | 45.00 |
| Swintec 8016 | 46.00 | 45.00 |
| Swintec 8016 w/ Disc | 46.00 | 45.00 |
| Optional Features: Swintec Spell Upgrade | No charge w/typewriter | 45.00 |
| Swintec Upgrade/7001 (Display/Memory) | No charge w/typewriter | 45.00 |
| Silver Reed EX60 | 67.50 | 45.00 |
| Silver Reed EX66 | 67.50 | 45.00 |
| Brother EM200 w/MD | 82.50 | 45.00 |
| Brother EM-501 | 82.50 | 45.00 |
| Brother CX-90 | 67.50 | 45.00 |
| Brother EM721FX W MER8B | 82.50 | 45.00 |
| Brother EM811 W MER8B & FB-300 | 82.50 | 45.00 |
| Brother EM-601 | 82.50 | 45.00 |
| Brother EM-701FX | 82.50 | 45.00 |
| Brother EM811FX | 82.50 | 45.00 |
| Brother EM-2050/D w/IF-506 | 82.50 | 45.00 |
| Optional Feature: Brother Spell Check Library | No charge w/typewriter | 45.00 |
| Panasonic KX-E700M w/16K | 76.00 | 45.00 |
| Panasonic KX-E700M w/24K w/Disk Drive | 76.00 | 45.00 |
| Panasonic KX-E700M w/16K w/Interface | 76.00 | 45.00 |
| Panasonic KX-7000 w/Disk Drive | 76.00 | 45.00 |
| Panasonic KX-E7000 | 76.00 | 45.00 |
| Panasonic KX-E400 | 76.00 | 45.00 |
| Optional Features: Panasonic KX-ED9, KX-EN1, KX-E31 | No charge w/typewriter | 45.00 |
| Optional Features: Panasonic KX-ED20 | No charge w/typewriter | 45.00 |
| Optional Features: Panasonic KXESC1 | No charge w/typewriter | 45.00 |
| Facit 7900 | 76.00 | 45.00 |
| Facit 8111-10K w/4811 Disk Drive | 76.00 | 45.00 |
| Facit 8111-18K w/4811 Disk Drive | 76.00 | 45.00 |
| Olivetti 2700 SD #07059X | 76.00 | 45.00 |
| Remington Rand 1550 | 46.00 | 45.00 |
| Sperry Remington SR101 (non-correcting) | 46.00 | 45.00 |
| Sperry Remington SR101 (correcting) | 46.00 | 45.00 |
* This section asks for the hourly rate for repair and/or cleaning services if no annual maintenance agreement is in force. it is understood that this rate will be exclusive of parts and travel time involved. If parts are required, they shall be provided at Contractor's actual invoice cost.