REQUEST FOR QUOTES Maintenance and Repair Services for NEOPOST Equipment; Scanners, Scanner Printer, and Software (Hand Held Mail Tracking Equipment) Certified maintenance providers for existing equipment only RFQ# HQ0423-16-T-0037 This is a combined synopsis/solicitation (RFQ) maintenance, repair and software services at Defense Finance and Accounting Services (DFAS) site in Columbus, Ohio in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. This will be a Firm Fixed-Price (FFP) contract type . NAICS code for this announcement is 811219 with small business size standard $20.5 M. SOLICITATION CLOSING DATE : All quotes must be received by 1:00 P.M. (EST), September 13, 2016 . Preferred delivery method for submission of your quote is via email :
[email protected] . Quotes shall include at a minimum, in addition to the items listed in the section Basis for Award below, the following: Unit price per CLIN as described on pricing table found below. •· Vendor Contact Name, Phone Number and Email Address •· Company Cage Code or DUNS Number •· Tax Identification Number •· Business Size: Small/Large/Other: _______________ (See page 4 for template) QUESTIONS AND INQUIRIES CONCERNING THIS RFQ : All questions and inquiries concerning any aspect of this announcement must be submitted in writing to diane.m.hulett
[email protected] for clarification sufficiently in advance of the deadline of receipt of the quote to get an answer in time to meet that deadline. Telephone requests will not be honored . The Government's response to inquiries will be made in writing. Any resulting additions, deletions or changes to the RFQ will be made by issuances of a formal amendment. Quoters are instructed specifically to contact only the issuing contract office in connection with any aspect of this requirement prior to contract award. IMPORTANT REMINDER: Prior to submission of quote, please verify your registration is current and active via the System for Award Management (SAM): https://www.sam.gov/portal/public/SAM/ . DESCRIPTION OF REQUIREMENT : Maintenance and Repair Services for existing Neopost equipment; Five (5) Scanners, Scanner printer, and Software (using Window 7 Operating system): •§ NEOPOST Brand: portable delivery Scanner model number XP20 •§ Logbook Tracking System •§ Hasler Label Printer Zebra LP 2884 printer is used. Any offer shall be compatible with the existing equipment software and hardware. DELIVERABLES : •§ Maintenance, repairs, software updates for the five (5) signature capturing scanners, scanner printer during hours of operation. •§ Maintenance/Software updates every three (3) months made when appropriate and available. •§ Periodical maintenance upon request based on undetermined equipment failure. •§ The contractor shall provide all tools, parts, (non-consumables), labor, and the transportation necessary to provide maintenance support during the base year and three (3) option years. •§ Contractor shall provide a written receipt and/or invoice after the maintenance update or repair has been made. HOURS OF OPERATION : Operational Hours: Monday through Friday 7:00 a.m. to 5:30 p.m. EST. PERIOD OF PERFORMANCE : The period of performance will be for a base year and three (3) option periods of one year. Services shall begin 30 days after award date. CONFORMANCE WITH RFQ : You must provide the services in accordance with the RFQ. Unless an exception is specifically noted within your quote, your quote will be considered to be in complete conformance to the solicited requirements. BASIS FOR AWARD : Best price and credentials as a certified Neopost equipment service provider . The Government will award a contract resulting from this announcement to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. 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. An order may be issued based upon initial responses and awarded without discussions or negotiations. PRICE : A table has been included to assist with submission of pricing for your convenience (See page 3 for template). The provided information should clearly identify the price per month for the base year and four options years. DFAS reserves the right to issue an order to a vendor for reasons other than the lowest price. Option(s), inclusive of any potential extensions in accordance with FAR 52.217-8, will be evaluated at time of award. (Ref FAR 52.217-5) The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). Failure to submit quotes as requested under this RFQ may be considered non-responsive. To permit a thorough and effective evaluation, the quote should be as concise, complete, and as clear as possible to permit the Government to make evaluation of the quote without further information being required from the quoter. The Government reserves the right to make a determination whether a quote is acceptable or unacceptable solely on the basis of the information submitted and proceed without requesting additional information. Therefore, each response should be submitted in the most favorable terms satisfying the RFQ requirement. I NVOICES : Shall be submitted via Wide Area Workflow (WAWF) to a WAWF acceptor that will be identified in the resulting contract. Reference DFARS Clause 252.232-7006. FACILITY REQUIREMENTS: •§ ACCOUNTABILITY: A representative shall be called at least 48 hours in advance to allow access to DSCC- Defense Supply Center Columbus, and then Escort access to DFAS-Defense Finance and Accounting Service building. These names will be provided upon award. •§ DISPOSAL of DEBRIS: The Contractor's debris from work shall be removed from the DFAS Columbus Center. The premises shall be left neat and clean after service is completed. Receptacle(s) for Contractor's debris may only be placed at the building after permission for the use and placement of such given by the COR. •§ PROTECTION AND DAMAGE: The Contractor shall provide all labor, materials, and equipment necessary for the protection of the general public, equipment, furnishings, building, and improved grounds from damage caused by the Contractor's negligence. Equipment, furnishings, buildings, and improved land damaged due to work performed by the Contractor shall be repaired or replaced to its original condition and furnished at no additional cost to the Government. SECURITY REQUIREMENTS : In accordance with Columbus Facility. INVOICES : Shall be submitted via Wide Area Workflow (WAWF) to a WAWF acceptor that will be identified in the resulting contract. Reference DFARS Clause 252.232-7006. CONTRACTING 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 . PROVISIONS AND CLAUSES : The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-88 effective June 15, 2016. The Government intends to include the following DFAS, FAR and DFAR clauses and provisions, either by reference or in full text in the resulting award. NOTE: The FAR and DFARS clauses may be accessed in full text at http://farsite.hill.af.mil/ . DFAS Clauses may be accessed in full text under a separate attachment titled Full Text Clauses . FAR 52.204-9 Personal Identity Verification of Contractor Personnel JAN 2011 FAR 52.204-16 Commercial and Government Entity Code Reporting (Jul 2015) FAR 52.204-18 Commercial and Government Entity Code Maintenance (Jul 2015) FAR 52.212-1 Instruction to Offerors - Commercial (OCT 2015) FAR 52.212-3 Offeror Representation and Certifications - Commercial Items (OCT 2015) FAR 52.212-4 Contract Terms and Conditions Commercial Items (MAY 2015) FAR 52.212-5 Contract Terms and Conditions Required Implementing Statutes or Executive Orders -- Commercial Items (Oct 2015) (Note: This clause has been included in the document titled Full Text FAR 52.217-5 Evaluation of Options (JUL 1990) FAR 52.217-8 Option to Extend Services (NOV 1999) (Note: This clause has been included in the document titled Full Text Clauses) FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000) (Note: This clause has been included in the document titled Full Text Clauses ) FAR 52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certifications (OCT 2015) FAR 52.232-39 Unenforceability of Unauthorized Obligations (JUN 2013) FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) FAR 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (APR 1984) FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998) FAR 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (APR 1984) FAR 52.253-1 Computer Generated Form (JAN 1991) DFARS 252.201-7000 Contracting Officer's Representative. DFARS 252.203-7000 Requirements Relating to Compensation of Former DoD Officials (SEP 2011) DFARS 252.203-7005 Representation Relating to Compensation of Former DoD Officials (NOV 2011) DFARS 252.204 -7011 Alternative Line Item Structure (SEP 2011) DFARS 252.204-7012 Safeguarding of Unclassified Controlled Technical Information (NOV 2013) DFARS 252.204-7015 Disclosure of Information to Litigation Support Contractors (FEB 2014) DFARS 252.209-7991 REPRESENTATION BY CORPORATIONS REGARDING AN UNPAID DELINQUENT TAX LIABILITY OR A FELONY CONVICTION UNDER ANY FEDERAL LAW-FISCAL YEAR 2016 APPROPRIATIONS (DEVIATION 2016-O0002) (OCT 2015) DFARS 252.223-7008 Prohibition of Hexavalent Chromium (JUN 2013) DFARS 252.232-7003 Electronic Submission of Payment Requests (JUN 2012) DFARS 252.232-7006 Wide Area Workflow Payment Instructions (MAY 2013) DFARS 252.232-7010 Levies on Contract Payments (DEC 2006) DFARS 252.237-7010 Prohibition on Interrogation of Detainees by Contractor Personnel (JUN 2013) DFARS 252.244-7000 Subcontracts for Commercial Items (JUN 2013) DFARS 252.247-7023 Transportation of Supplies by Sea (APR 2014) Attachments: Attachment I -Full Text Clauses