Mail System Equipment

Amendment 2 Reference : in FedbizOps as KOAIN5RI3435 Brand Name or Equal-(FAR 52.211-6) Title of Requirement: Indianapolis Mailing Systems This is solicitation number KOAIN5RI345 and is issued as a request for quotation (RFQ). Questions about the solicitation required responses, therefore the solicitation was extended through February 2, 2015 until 12:00 p.m. EST. Question 1: Is a LAN connection more desirable? Response 1: No, we would like to start out with an analog connection. Please advise if a LAN connection can be retrofitted later. Question 2: Stacker type. We want the power staker with more capacity than a drop type. Question 3: The numerical references are minimums/no less than. The client prefers an equal product to a Connect+ 3000 model (Pitney Bowes, mfg.) Amendment 1 NOTICE: THIS SOLICITATION HAS BEEN EXTENDED UNTIL: Monday, February 2, 2015 due to questions about the requirement. Clarification of questions submitted will be addressed and in a separate modification notice. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Brand Name or Equal-(FAR 52.211-6) Title of Requirement: Indianapolis Mailing Systems This is solicitation number KOAIN5RI345 and is issued as a request for quotation (RFQ). This requirement is a firm fixed priced solicitation for two (2) mail handling systems and components NAICS of 333318 Small Business Size is 1000 employees The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular, FAC 2005-78, Effective December 26, 2014. e-Mail quotes are preferred. Facsimile is acceptable. All or none award. Offers are due by 9:00 p.m. EST on January 28, 2015 Furnish quotes to this POC on or before the closing time/date of 9:00 A.M. EST on January 28, 2015. Vendors who submit a quote by email are strongly encouraged to ensure it was received by the Government by the time/date specified for closing. All questions regarding this Request for Quote (RFQ) shall be submitted in writing via facsimile or email to the point of contact below. Quotes are to be valid for a period of 60 days. Issue Date: January 21, 2015 Issued by: POC: Diane M Hulett DFAS Contract Services Directorate 3990 E. Broad Street Building 21, Room 2B043 Columbus, Ohio 43213-1152 Phone: 614-701-2762 Fax: 614-701-2918 E-Mail: [email protected] Contract type: Firm Fixed Price - All or none - Brand Name or Equal Description: The DFAS-IN Site Support Services office intends to purchase purchase Brand Name OR Equal (FAR 52.211-6): two (2) Mail handling Systems, components, meter rental, maintenance/repair agreement, and software support agreement. The rental, maintenance/ repair and software agreements will be under option years following the end of the terms provided. The Statement of Work (SOW) describing the requirement can be found on page 11 of this solicitation. The mailing systems offered at a minimum must be able to meet the following criteria for: Brand Name: Pitney Bowes Connect+ 3000 or Equivalent SALIENT FEATURES (specifications) at minimum, per machine required: Digital Mail System Equipment Features required: • Postage Scale (digital) to automatically weigh postage • Feed, seal, and imprint USPS postage (at a speed of at least 95 letters per minute) (including weighing mixed mail pieces). • Meter shall have the ability to connect to an analog phone line and replenish postage. • Must include a 30 pound Integrated Weighing Option with weighing platform, and mixed thickness feeding. • The system must handle pieces of mail up to 5/8" thick with sizes ranging from post cards to 10"X 13" flats at one time. • The feed system should be self-aligning to ensure envelopes are fed straight to protect the contents and ensure precise postage imprinting (digital inkjet). Requires length, width, and thickness are verified to ensure the proper rate is calculated. • Rate calculation. With the ability to calculate, date advance and reset postage. • Automatic feeder. • Envelope sealer. • Envelope advertising with the ability to imprint customized logos. • Stacker and catch tray. • Touch panel with the ability to save presets. • Reporting for a minimum of 500 accounting codes . • Security Features. Ability to password protect. • Hardware repair and maintenance agreement; including preventative schedule. • Software maintenance agreement for rate changes and any additional updates required Order Deliverables: • Delivery within 30-45 days after award or earlier if possible. Please indicate delivery timetable with response to the RFQ. • A 90 day factory standard warranty covering all parts and labor will begin on the first day of operation in accordance with policy of vendor. The maintenance agreement described in part 4.2 of the SOW will be and made effective at the end of the warranty period. Options contain coverage for the period of the contract for maintenance/repairs and preventative procedures. Delivery Location: Defense Finance Accounting Service (DFAS) 3250 North Post Road Building 3 Suite 315 Indianapolis, IN 46226-6536 Period of Performance: The period of performance will be for a base year and four (4) option periods established from date of award in 2015 through 2019. Options - Option pricing shall be provided by vendors. The Government will evaluate quotes for award purposes based on the total price including options. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). Proposed CLIN Structure U/I Quantity Unit Cost Extended Price Base Year CLIN 1 Mailing Systems/components ea 2 CLIN 2 Meter Rental quarterly 4 CLIN 3 Repair/Maintenance Agreement quarterly 4 CLIN 4 Software Updates quarterly 4 Option 1 CLIN 5 Meter Rental quarterly 4 CLIN 6 Repair/Maintenance Agreement quarterly 4 CLIN 7 Software Updates quarterly 4 Option 2 CLIN 8 Meter Rental quarterly 4 CLIN 9 Repair/Maintenance Agreement quarterly 4 CLIN 10 Software Updates quarterly 4 Option 3 CLIN 8 Meter Rental quarterly 4 CLIN 9 Repair/Maintenance Agreement quarterly 4 CLIN 10 Software Updates quarterly 4 Option 4 CLIN 8 Meter Rental quarterly 4 CLIN 9 Repair/Maintenance Agreement quarterly 4 CLIN 10 Software Updates quarterly 4 Total Basis for selection: The factors used to evaluate offers will be price, adherence to the RFQ, and a product equal to the brand name. Any exceptions to the Statement of Work must be clearly noted within the quote. Unless a specific exception to the Statement of Work is taken, the quote will be deemed to be in complete accordance with the Statement of Work as identified in this RFQ. The Government will award a contract resulting from this RFQ to the responsible offeror whose offer will be most advantageous to the Government. Contractor quotes are requested to remain valid for a minimum of 60 days. DFAS Columbus is seeking price reductions. Price Evaluation: Pricing will be evaluated using price analysis. Invoicing: Invoices shall be submitted to the GPOC (Acceptor) as a 2-in-1 or Combo invoice (as advised upon award), via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil. (ref. clause 252.232.7003). When the 2-in-1 or Combo invoice is received by the COR/GPOC via WAWF, the COR/GPOC will review the document and, if it is correct, accept it electronically and forward it for payment. Web Base Training is available at www.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link. Special Requirements: SAM: In order to do business with the Government, companies must be registered in SAM (System for Award Management) and the status "Active". The web site is https://www.sam.gov/portal/public/SAM/ Please Note: A quotation does not constitute an award; therefore, an obligation to your company is not official until you receive an order for this requirement. Failure to submit any information as requested above may result in the offeror being removed from consideration for award. Provisions and Clauses The Government intends to include the following FAR and DFARS clauses by reference or full text and will be included in the resulting award. NOTE: the FAR and DFARS clauses may be accessed in full text at http://farsite.hill.af.mil. FAR: 52.212-1 Instructions to Offerors - Commercial 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (OCT 2014) Note: An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically via http://www.acquisition.gov. If an offeror has not completed the annual representations and certifications electronically at the System for Award Management (SAM) website, the offeror shall complete only paragraphs (c) through (o) of this provision. 52.212-4 Contract Terms and Conditions -- Commercial Items. MAR 2009 52.204-7 System for Award Management JUL 2013 52.247-34 F.O.B. Destination NOV 1991 52.203-12 Limitation On Payments To Influence Certain Federal Transactions OCT 2010 52.204-7 System for Award Management JULY 2013 52.209-9 Updates of Publicly Available Information Regarding JULY 2013 Responsibility 52.219-8 Utilization of Small Business Concerns JUL 2013 52.217-5 Evaluation of Options JUL 1990 52.223-6 Drug-Free Workplace MAY 2001 52.232-7 Payments Under Time and Materials and Labor Contracts AUG 2012 52.232-39 Unenforceability of Unauthorized Obligations JUN 2013 52.245-1 Government Property JUN 2007 52.242-15 Stop-Work Order AUG 1989 52.252-6 Authorized Deviations in Clauses APR 1984 52.232-40 Providing Accelerated Payments to Small Business subcontractors DEC 2013 52.223-18 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING WHILE DRIVING AUG 2011 52.247-34 F.O.B. Destination NOV 1991 52.203-3 Gratuities APRIL 1984 DFARS: 252.201-7000 Contracting Officer's Representative DEC 1991 252.203-7000 Requirements Relating to Compensation of Former DoD Officials SEP 2011 252.203-7002 Requirement to Inform Employees of Whistleblower Rights JAN 2009 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS MAY 2013 252.204-7003 Control Of Government Personnel Work Product APR 1992 252.204-7006 Billing Instructions OCT 2005 252.209-7004 Subcontracting With Firms That Are Owned or Controlled By The Government of a Terrorist Country DEC 2006 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports JUN 2012 252.232-7010 Levies on Contract Payments DEC 2006 252.239-7001 Information Assurance Contractor Training and Certification JAN 2008 252.243-7002 Requests for Equitable Adjustment DEC 2012 252.232-7003 Electronic Submission of Payment Requests MAR 2007 252.243-7001 Pricing of Contract Modifications DEC 1991 The following DFAS provisions are included in full text in this solicitation and will be included in any resulting Order. 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL ITEMS (DEVIATION 2013-O0019) (OCT 2014)(a) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (a) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records -- Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (b) (1) Notwithstanding the requirements of any other clause in this contract, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (b)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause- (i) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)). (ii) 52.219-8, Utilization of Small Business Concerns (Dec 2010) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $650,000 ($1.5 million for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities. (iii) 52.222-17, Nondisplacement of Qualified Workers (Jan 2013) (E.O. 13495). Flow down required in accordance with paragraph (1) of FAR clause 52.222-17. (iv) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). (v) 52.222-35, Equal Opportunity for Veterans (Sep 2010) (38 U.S.C. 4212). (vi) 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793). (vii) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40. (viii) 52.222-41, Service Contract Act of 1965, (Nov 2007), (41 U.S.C. 351, et seq.) (ix) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)). n/a Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)). (x) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment--Requirements (Nov 2007) (41 U.S.C. 351, et seq.). (xi) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services--Requirements (Feb 2009) (41 U.S.C. 351, et seq.) (xii) 52.222-54, Employment Eligibility Verification (Jul 2012). (xiii) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations. (Mar 2009) (Pub. L. 110-247). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6. (xiv) 52.247-64, Preference for Privately-Owned U.S.- Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64. (2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. (End of Clause) 52.246-17 WARRANTY OF SUPPLIES OF A NONCOMPLEX NATURE (JUN 2003) (a) Definitions. As used in this clause -- Acceptance means the act of an authorized representative of the Government by which the Government assumes for itself, or as an agent of another, ownership of existing supplies, or approves specific services as partial or complete performance of the contract. Supplies means the end items furnished by the Contractor and related services required under this contract. The word does not include ``data.'' (b) Contractor's obligations. (1) Notwithstanding inspection and acceptance by the Government of supplies furnished under this contract, or any condition of this contract concerning the conclusiveness thereof, the Contractor warrants that for 90 days after award the equipment shall be covered and then shall be placed under repair/maintenance agreements for the life of the contract not to exceed 5 years. (i) All supplies furnished under this contract will be free from defects in material or workmanship and will conform with all requirements of this contract; and (ii) The preservation, packaging, packing, and marking, and the preparation for, and method of, shipment of such supplies will conform to the requirements of this contract. (2) When return, correction, or replacement is required, transportation charges and responsibility for the supplies while in transit shall be borne by the Contractor. However, the Contractor's liability for the transportation charges shall not exceed an amount equal to the cost of transportation by the usual commercial method of shipment between the place of delivery specified in this contract and the Contractor's plant, and return. (3) Any supplies or parts thereof, corrected or furnished in replacement under this clause, shall also be subject to the terms of this clause to the same extent as supplies initially delivered. The warranty, with respect to supplies or parts thereof, shall be equal in duration to that in paragraph (b)(1) of this clause and shall run from the date of delivery of the corrected or replaced supplies. (4) All implied warranties of merchantability and "fitness for a particular purpose" are excluded from any obligation contained in this contract. (c) Remedies available to the Government. (1) The Contracting Officer shall give written notice to the Contractor of any breach of warranties in paragraph (b)(1) of this clause within 45 days after the discovery of the defect. (2) Within a reasonable time after the notice, the Contracting Officer may either-- (i) Require, by written notice, the prompt correction or replacement of any supplies or parts thereof (including preservation, packaging, packing, and marking) that do not conform with the requirements of this contract within the meaning of paragraph (b)(1) of this clause; or (ii) Retain such supplies and reduce the contract price by an amount equitable under the circumstances. (3) (i) If the contract provides for inspection of supplies by sampling procedures, conformance of suppliers or components subject to warranty action shall be determined by the applicable sampling procedures in the contract. The Contracting Officer-- (A) May, for sampling purposes, group any supplies delivered under this contract; (B) Shall require the size of the sample to be that required by sampling procedures specified in the contract for the quantity of supplies on which warranty action is proposed; (C) May project warranty sampling results over supplies in the same shipment or other supplies contained in other shipments even though all of such supplies are not present at the point of reinspection; provided, that the supplies remaining are reasonably representative of the quantity on which warranty action is proposed; and (D) Need not use the same lot size as on original inspection or reconstitute the original inspection lots. (ii) Within a reasonable time after notice of any breach of the warranties specified in paragraph (b)(1) of this clause, the Contracting Officer may exercise one or more of the following options: (A) Require an equitable adjustment in the contract price for any group of supplies. (B) Screen the supplies grouped for warranty action under this clause at the Contractor's expense and return all nonconforming supplies to the Contractor for correction or replacement. (C) Require the Contractor to screen the supplies at locations designated by the Government within the contiguous United States and to correct or replace all nonconforming supplies. (D) Return the supplies grouped for warranty action under this clause to the Contractor (irrespective of the f.o.b. point or the point of acceptance) for screening and correction or replacement. (4) (i) The Contracting Officer may, by contract or otherwise, correct or replace the nonconforming supplies with similar supplies from another source and charge to the Contractor the cost occasioned to the Government thereby if the Contractor-- (A) Fails to make redelivery of the corrected or replaced supplies within the time established for their return; or (B) Fails either to accept return of the nonconforming supplies or fails to make progress after their return to correct or replace them so as to endanger performance of the delivery schedule, and in either of these circumstances does not cure such failure within a period of 10 days (or such longer period as the Contracting Officer may authorize in writing) after receipt of notice from the Contracting Officer specifying such failure. (ii) Instead of correction or replacement by the Government, the Contracting Officer may require an equitable adjustment of the contract price. In addition, if the Contractor fails to furnish timely disposition instructions, the Contracting Officer may dispose of the nonconforming supplies for the Contractor's account in a reasonable manner. The Government is entitled to reimbursement from the Contractor, or from the proceeds of such disposal, for the reasonable expenses of the care and disposition of the nonconforming supplies, as well as for excess costs incurred or to be incurred. (5) The rights and remedies of the Government provided in this clause are in addition to and do not limit any rights afforded to the Government by any other clause of this contract. (End of clause) DFAS 52.204-9000 "REPLACEMENT OF PAPER DOCUMENT DISTRIBUTION WITH ELECTRONIC DOCUMENT ACCESS (EDA)" (June 2012) Copies of DFAS contracts and modifications are available on the Electronic Document Access (EDA) website at http://eda.ogden.disa.mil. The website provides access information as well as EDA Help Desk Support. (END OF CLAUSE) 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within the period up to 14 days prior to the contract's expiration. (End of clause) 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within the period up to 14 days prior to the contract's expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 15 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years. (End of clause) 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (APR 1984) (a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause. (b) The use in this solicitation or contract of any Defense Federal Acquisition Regulation (48 CFR Chapter 2) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation. (End of clause) 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://farsite.hill.af.mil (End of clause) DFAS 52.223-9000, "ENVIRONMENTALLY PREFERABLE PRODUCTS" (July 2013) The Environmentally Preferable Products clause is included in this contract to articulate the Government's policies on Green Contracting. FAR 23.403 sets forth the Federal Government's policy to acquire items composed of the highest percentage of recycled-content practical, in a cost effective manner while still obtaining other contracting goals. Recycled-content products are identified in the Environmental Protection Agency's Comprehensive Procurement Guidelines (CPGs). The United States Department of Agriculture (USDA) will be producing a similar list which designates Bio-based products. EPA guideline items (and USDA designated bio-based products, when designated) are seen as the minimum that should be considered when evaluating environmentally preferable materials. Other environmentally preferable materials and products not listed, but commonly used in industry outside of the Government, should also be considered. Executive Order 13423 (January 24, 2007) required federal agencies to use sustainable environmental practices, including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products. Moreover, it required that paper of at least 30 percent post-consumer fiber content must be acquired or used in Agency acquisitions of goods and services. Executive Order 13514 (October 5, 2009), required federal agencies to analyze internal processes and revise reporting requirements in order to achieve such results as improvement of water use and efficiency, promoting pollution prevention and elimination of waste. But more particularly as related to procurement, an emphasis was placed on efforts to advance sustainable acquisitions to ensure that 95 percent of new contract actions including task and delivery orders, for products and services with the exception of acquisition of weapon systems, are energy-efficient (Energy Star or Federal Energy Management Program (FEMP) designated - FAR 52.223-15, and -16 when specific to computer products), water-efficient (Goals within Executive Order 13514), bio-based (FAR 52.223-1 & -2), environmentally preferable (FAR 52.223-10) and/or Electronic Product Environmental Assessment Tool (EPEAT - FAR 52.223-16) certified, non-ozone depleting (FAR 52.223-11), contain recycled content, or are non-toxic or less-toxic alternatives (FAR 52.223-3 & DFARS 252.223-7006), where such products and services meet agency performance requirements. § 1. Mandatory Use of Paper and Other Products with Recycled Content. (a) All paper utilized in the performance of this contract must be of at least 30 percent post-consumer fiber content. (b) The contractor affirmatively acknowledges that it will, to the maximum extent practicable, use sustainable environmental practices including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products in the performance of this contract that meet the recycled-content recommendations for EPA designated items, which are found at http://www.epa.gov/epaoswer/non-hw/procure/products.htm. In addition, by responding to this solicitation the contractor is certifying the deliverables required under this contract shall meet the recycled-content recommendations for EPA designated items (FAR 52.223-17). § 2 Notice of Green Alternatives in Offerors' Product/Service. (a) When offering a product or service that contains "Green" components as that term is defined at http://www.epa.gov/epaoswer/non-hw/procure/products.htm, the contractor shall make the Contracting Officer aware of such facts in the submission of their quote or proposal. (b) The contractor, when appropriate, shall comply with FAR Clause 52.223-9 Estimate of Percentage of Recovered Material Content for EPA Designated Products, and provide the certification required by FAR 52.223-4, when required. § 3 Affirmative Duty of Contractors to Adhere to Green Contracting Policy. (a) Whenever practicable, the Contractor has an affirmative duty to examine its packaging to eliminate or reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable material for non-recyclable material in packaging. (b) Whenever practicable, the Contractor has an affirmative duty to find other materials utilized in the delivery of services under this contract and examine whether it can reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable materials for non-recyclable materials of items consumed in the furnishing of their services. (End of clause) Vendor Information: This information must be included with your quote. Cage Code: Duns Number: ____________________________________ Company Name: Point of Contact: Telephone Number: Email Address: TIN (Taxpayer Identification Number): Business Size/Classification: (Applicable NAICS is 333318) STATEMENT OF WORK DIGITAL MAILING SYSTEM January 16, 2015 Document: KOAIN5RI345 Solicitation: Open Market -Brand Name or Equal as described in the RFQ Contract Type: Firm Fixed Price Options: Option years are being considered for continued support of hardware and software components for 48 months (four (4) option periods) Pricing: Firm Fixed Price for the base year and four (4) option periods are requested 1. SCOPE: Defense Finance and Accounting Service, Indianapolis Center, 8899 East 56th Street, Indianapolis, IN requires the purchase of two (2) Mailing Systems. The contractor shall furnish and install the Mail Systems with related equipment, rental of (2) Electronic Meter Heads and software updates, preventative maintenance and full service maintenance/repairs for equipment with all necessary labor, parts and materials required. 2. PLACE OF PERFORMANCE: Installation shall be in room B032-E mailroom. All repairs and maintenance shall be done on-site at the location of the equipment. 3. GENERAL: 3.1. Unless otherwise coordinated with the Contracting Officer's Representative (COR) maintenance and repair services shall be provided during normal working hours, 0700 to 1600, Monday through Friday, excluding Federal Holidays. 3.2. Installation of the Mail Metering Systems with related equipment shall be completed no later than 30 days or sooner after award of contract. 3.3. A factory warranty covering all parts and labor will begin on the first day of operation and shall for a minimum of 90 days. If the contractor's standard warranty is for a longer period, that longer period will apply. The maintenance agreement described in part 4 will be an option on the initial award and will be made effective at the end of the warranty period. 3.4. The GPOC will act, on-site, as the technical point-of-contact for the Government, initiate service calls, and perform acceptance of the equipment, maintenance, and repairs. The GPOC's authority is limited to technical issues and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer. 4. REQUIREMENTS: 4.1. Digital Mail System Equipment Features required: • Postage Scale (digital) to automatically weigh postage • Feed, seal, and imprint USPS postage (at a speed of at least 95 letters per minute) (including weighing mixed mail pieces). • Meter shall have the ability to connect to an analog phone line and replenish postage. • Must include a 30 pound Integrated Weighing Option with weighing platform, and mixed thickness feeding. • The system must handle pieces of mail up to 5/8" thick with sizes ranging from post cards to 10X 13"flats at one time. • The feed system should be self-aligning to ensure envelopes are fed straight to protect the contents and ensure precise postage imprinting (digital inkjet). Requires length, width, and thickness are verified to ensure the proper rate is calculated. • Rate calculation. With the ability to calculate, date advance and reset postage. • Automatic feeder. • Envelope sealer. • Envelope advertising with the ability to imprint customized logos. • Stacker and catch tray. • Touch panel with the ability to save presets. • Reporting: for a minimum of 500 accounting codes • Security Features. Ability to password protect. • Hardware repair and maintenance agreement; including preventative schedule. • Software maintenance agreement for rate changes and any additional updates required 4.2. Maintenance/Repairs and incorporates Preventative Maintenance four (4) times per 12-month period. The contractor shall provide on-site call maintenance to include all labor and replacement parts (excluding expendable operating supplies). Repairs shall be made in accordance with manufacturer specifications. The contractor shall respond on-site within four (4) working hours after notification of the repair call. The contractor shall be responsible for assuring repair is accomplished within twelve (12) working hours of the repair call. The contractor shall provide a preventive maintenance schedule to the GPOC within fifteen (15) days after contract award. Preventative work performed shall include, but not limited to, cleaning, adjusting, aligning of each electronic and mechanical component, replacing parts where needed to maintain the machine in good operating condition. 4.3. Equipment Rental. The contractor shall provide two (2) Electronic Meter Head for use with the two mail metering systems. The contractor is responsible for the control, operation, maintenance, and replacement of the meter in accordance with Federal and USPS Regulations. 4.4. Remote Customer Support. The contractor shall provide online software support to troubleshoot and resolve problems via the telephone. The contractor must provide the GPOC a phone number for remote support service calls. This number must be monitored during normal working hours, Monday through Friday, except Federal Holidays. In the event the problem cannot be corrected via the phone, the contractor shall respond in accordance with paragraph 4.3. 4.5. Parts and Materials. Parts and materials used for repairs/maintenance shall be new and meet manufacturer specifications. The contractor shall maintain an adequate inventory of spare parts to accommodate the repair of equipment within the time limits specified in paragraph 4.3. 4.6. The contractor shall not be responsible for repairs caused by accident, misuse, abuse, neglect, theft, riot, vandalism, electrical power failure, fire, water, or other casualty. 4.7. Inspection/Certification. The equipment shall be fully operational and serviceable after installation and completion of maintenance and repairs. Prior to leaving the area, the contractor shall demonstrate to the GPOC or designated representative the equipment is operational. The GPOC or designated representative will certify that the equipment is performing satisfactorily. 4.8. Provide coverage for all carrier rate changes, i.e., prom updates throughout the year. 4.9. The contractor shall provide equipment training for up to (10) employees and provide training guides or manuals to ensure operation of the mailing equipment is continued upon departure of the installer from DFAS Indianapolis. 5. SECURITY REQUIREMENTS-DFAS IN Procedures: 5.1. Compliance with the security procedures of DFAS Indianapolis will be required. All Contractor personnel or any representative of the Contractor entering any Government Facility or Government leased facility shall abide by all security regulations and be subject to security checks. Access to DFAS Indianapolis will be coordinated with the Contracting Officer's Representative (COR). The COR will initiate actions in accordance with the current DFAS-IN procedures concerning visitors to accommodate contractor Employees. Access to the DFAS-Indianapolis building, contractor employees must present a valid picture ID (Drivers License) for access. 6. GOVERNMENT POINT OF CONTACT (GPOC): 6.1. The GPOC / COR will act as the on-site technical point-of-contact for the Government. They will initiate requests and monitor performance. The GPOC / COR authority is limited to technical issues and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer. 6.2. The Primary GPOC / COR and Alternate will be named at the time of award. Address: Defense Finance Accounting Service (DFAS) Indianapolis Center 8899 East 56th Street Indianapolis, IN Delivery Address: Defense Finance Accounting Service (DFAS) 3250 North Post Road Building 3 Suite 315 Indianapolis, IN 46226-6536 7. Contractor Manpower Reporting The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Finance and Accounting Service (DFAS) via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.ecmra/mil. 8. Security Requirements On-site contractor operations will follow the security and training requirements in DFAS 2000.1, Force Protection Program, DoD 5200.1-R, Information Security Program, and DFAS 5200.1-I, Information Security Program. On-site contractor operations will follow all host security requirements IAW DoD 5220.22-M, paragraph 6-105. The contractor shall immediately report any occurrences of violation of stated regulations to the Contracting Officer (CO) or Contracting Officer's Representative (COR). Security Education and Training On-site contractor personnel will receive initial, continuous and refresher security education training IAW DoD 5200.1-R and DFAS 5200.1-I. On-site contractor personnel are also required to accomplish Antiterrorism Level I, Combating Trafficking in Persons, Information Security, and other required training available through the DFAS ePortal. Facility Requirements Contractor employees are required to enter through the location and sign in at the security officer's post for access during performance of this award. The contractor shall provide the GPOC with the name of the contractor personnel requiring access and their expected date/time of arrival at the earliest practical moment. The GPOC will initiate actions in accordance with the current location procedures concerning visitors.