Consumable supplies for Microplex Printers

AMENDMENT 2: Actions: EXTENDING RFQ to August 23, 2012. ADDING INSTRUCTIONS FOR QUOTING PURPOSES based on new information about availability of consumables for FY 12. NO CHANGE TO EVALUATION BASED ON PRICE. DFAS is requesting that vendors quote on all items listed on the spreadsheet originally provided on the RFQ dated August 14, 2012. Provide best deliveries for all available items and note prices and delivery for any backorder items. DFAS understands that some items may be on backorder. DFAS requires quotes on all items and best delivery including backorder items. Those items that are not available for delivery and shipped by September 28, 2012 will not be awarded under this requirement and may be procured at a later date. All other terms and conditions remain unchanged. AMENDMENT: PART NUMBER ERRORS- AND CLAUSE ADDED TO SOLICITATION Contracting has been notified that some of the part numbers listed in the spreadsheet for RFQ koein2ri009microplex have been changed (older numbers were used) and are different than listed. An additional attachment with the numbers that have changed is attached to this notification. The requirements of both the F80 and F155 parts as described are correct-only the part number may have changed. Additionally, FAR clause 52.232-99, Providing Accelerated Payment to Small Business Subcontractors (DEVIATION) is hereby added to the solicitation per policy memorandum M-12-16 (July 11,2012) and inplemented August 15, 2012. Please let me know if you have questions. Diane Hulett 614-701-2762 or [email protected]. 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. This requirement is an 100% Small Business Set-Aside IAW 19.502-2 This is solicitation number KOEIN2RI009 and is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular, Fac 2005-60, Effective July 26, 2012 The associated NAICS code is 334119, Other Computer Equipment Manufacturing, and the small business size standard is 1,000 employees. Point of Contact (POC): Diane Hulett DFAS Contract Services Directorate 3990 E. Broad Street Bldg. 21, Room 2B218 Columbus, OH 43213-1152 Phone Number: 614-701-2762 Fax Number: 614-701-2793 e-mail address: [email protected] E-mail quotes are acceptable and preferred. Furnish quotes to this POC on or before the closing time/date of 12:00 P.M. EST on August 20, 2012. 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 above. Quotes are to be valid for a period of 60 days. The contract type is: Firm Fixed Price. Requirement: The intent of the Agency is to establish a contract for consumable supplies used on check writing laser printer models Microplex F80 and F155. The individual part numbers and quantities are listed below: AN EXCEL DOCUMENT IS ATTACHED FOR EASIER READING AND FOR QUOTING PURPOSES. Description Part Number Quantity Unit Price Extended Price Microplex Solid F80 MICR Printer: 1 OPC Drum # 8053 2 $0.00 $0.00 2 Developer Mix Kit (MICR) # 8058 2 $0.00 3 Developing Unit (MICR) # 8070 1 $0.00 4 Hopper Unit # 8072 1 $0.00 5 Drum Cleaner Kit # 8073 1 $0.00 6 Main Charger # 8074 1 $0.00 7 Fuser Kit # 8075 2 $0.00 $0.00 Microplex Solid F155 Printer: $0.00 8 Toner Kit # 4851 28 $0.00 9 Waste Toner Box # 4853 15 $0.00 10 Developer Mix Kit # 4870 6 $0.00 11 Developer Unit # 4871 2 $0.00 12 OPC Drum # 4873 6 $0.00 13 Cleaning Unit # 4874 2 $0.00 14 Xenon Lamp # 4875 1 $0.00 15 Main Charger Unit # 4876 3 $0.00 16 Transfer Charger Unit # 4877 3 $0.00 17 Pre-Charge Unit # 4878 3 $0.00 18 Air Filter # 4879 4 $0.00 $0.00 Packaging: Each box shall be clearly labeled with the name of the contents and the contract number. Delivery Terms: 30 days after award. Delivery Location: DFAS Indianapolis Warehouse, Ref: Disbursing Operations, POC Gary Kaser, 3250 N. Post Road, West End, Bldg. #3 Suite 315, Indianapolis, IN 46226. The time of delivery is between the hours of 7:00 a.m. EST and 2:30 p.m. EST. FOB: Requirement is for FOB destination. Quality: Defective parts will be replaced at no cost to the Government. Upon notification, the Contractor shall provide a pre-paid shipping label to return defective parts. The Government will mail the defective parts to the Contractor at no charge. The replacement parts will be received by the Government within 5 days of notification of the defective parts. List any applicable standards: N/A List any Acceptance Criteria: N/A Basis for Selection: The factor used to evaluate quotes will be price. This is an "All or None" requirement meaning that only one award will be made for all line items so the overall total of the requirement will be used in determining the low quoter. A single award will be made to the responsible quoter whose quote conforms to the solicitation and is most advantageous to the Government. All quotes will be evaluated to determine that the quoted price(s) reflect a technical understanding of the requirement and those considered unrealistic may be rejected. The Government intends to award without discussions; however, the Government reserves the right to conduct discussions if deemed appropriate. Please provide pricing in the format of Attachment I. 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 Items (JUN 2008) FAR 52.212-2 Evaluation - Commercial Items (JAN 1999) FAR 52.212-3 Offeror representations and certification-Commercial Items (AUG 2009) FAR 52.212-4 Contract Terms and Conditions-Commercial Items (MAR 2009) FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (FEB 2010) (Deviation) FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998) FAR 252.204-7006 Billing Instructions (OCT 2005) FAR 252.204-7004 Alt A Central Contractor Registration (52.204-7) Alternate A (SEP 2007) FAR 252.212-7001 (Dev) Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (Deviation) (SEP 2008) FAR 52.211-6 Brand Name or Equal (Aug 1999) DFARS 252-232-7003, Electronic Submission of Payment Requests (MAR 2007) In addition, the following DFAS provisions are included in full text in this solicitation and will be included in any resulting order. 252.232-7006 Wide Area WorkFlow Payment Instructions. As prescribed in 232.7004(b), use the following clause: WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JUN 2012) (a) Definitions. As used in this clause- "Department of Defense Activity Address Code (DoDAAC)" is a six position code that uniquely identifies a unit, activity, or organization. "Document type" means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF). "Local processing office (LPO)" is the office responsible for payment certification when payment certification is done external to the entitlement system. (b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports. (c) WAWF access. To access WAWF, the Contractor shall- (1) Have a designated electronic business point of contact in the Central Contractor Registration at https://www.acquisition.gov; and (2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site. (d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the "Web Based Training" link on the WAWF home page at https://wawf.eb.mil/ (e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol. (f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order: (1) Document type. The Contractor shall use the following document type(s). Invoice (Contracting Officer: Insert applicable document type(s). Note: If a "Combo" document type is identified but not supportable by the Contractor's business systems, an "Invoice" (stand-alone) and "Receiving Report" (stand-alone) document type may be used instead.) (2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer. N/A (Contracting Officer: Insert inspection and acceptance locations or "Not applicable.") (3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system. Data to be determined at time of award Routing Data Table* Field Name in WAWF Data to be entered in WAWF Pay Official DoDAAC Issue By DoDAAC Admin DoDAAC Inspect By DoDAAC Ship To Code Ship From Code Mark For Code Service Approver (DoDAAC) Service Acceptor (DoDAAC) Accept at Other DoDAAC LPO DoDAAC DCAA Auditor DoDAAC Other DoDAAC(s) (*Contracting Officer: Insert applicable DoDAAC information or "See schedule" if multiple ship to/acceptance locations apply, or "Not applicable.") (4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request. (5) WAWF email notifications. The Contractor shall enter the e-mail address identified below in the "Send Additional Email Notifications" field of WAWF once a document is submitted in the system. ________________________________________________________________ ________________________________________________________________ (Contracting Officer: Insert applicable email addresses or "Not applicable.") (g) WAWF point of contact. (1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact. _________________________________________________________________ (Contracting Officer: Insert applicable information or "Not applicable.") (2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988. (End of clause) SOLICITATION PROVISION: DFAS 52.223-9000, "ENVIRONMENTALLY PREFERABLE PRODUCTS" (June 2012) 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), water-efficient, bio-based, environmentally preferable (e.g., Electronic Product Environmental Assessment Tool (EPEAT) certified), non-ozone depleting, contain recycled content, or are non-toxic or less-toxic alternatives, 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, by responding to this solicitation, 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. § 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. § 2 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. 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) Quoter 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 334119) Date: