Request for Quote Reference: KOACL1RV0131 / Maintenance Plan for 4 Fujitsu FI-5900 & 3 Fujitsu FI-5750 Scanners This requirement is Total Small Business Set-Aside with a primary NAICS of 811212. The Government will issue one purchase order for the services described in the Statement of Work. Quotes are due by 1:00 pm Eastern on 30 Jun 2011 Point of Contact (POC): Jeremy L. Houchen Phone Number: 614-693-5972 Fax Number: 614-693-1808 e-mail address:
[email protected] Facsimile and e-mail quotes are acceptable and preferred. Furnish quotes to the POC on or before the closing time listed in this RFQ. 1. Requirement: STATEMENT OF WORK Maintenance Plan for 4 Fujitsu FI-5900 & 3 Fujitsu FI-5750 Scanners 1. Objective: The objective is to support DFAS-Cleveland with maintenance for the following items: 4 Fujitsu FI-5900 & 3 Fujitsu FI-5750 Scanners. 2. Period of Performance: The initial period of performance for all items listed will be 01 Jul 2011 - 30 Jun 2012. . 3. Place of Performance: DFAS-Cleveland, 1240 E. Ninth St., Cleveland, OH 44199-2055 4. Scope of Requirement: The maintenance agreement shall include: • Warranty (Post) for one year onsite to include parts, labor and travel • Next Business Day (NBD) reponse time • Min. 1 periodic maintenance 5. Hours of Service: Days and hours of operation are Monday-Friday, except federal government holidays, 8:00 a.m.-5:00 p.m. Eastern. 6. Security: 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 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. Note: Invoicing: Vendor shall invoice monthly/quarterly in arrears. 2. Evaluation: The Government will award to the contractor whose proposal is determined to be the "best value" to the Government, price and other factors considered. The factors that will be considered are Price and Past Performance. Offerors should address the following: • Past Performance: Offerors should submit up to a maximum of 3 pages of past performance information for previous work experience on similar equipment, including outcomes and points of contact. All pages after the first 3 pages, regardless of whether they are title pages, tables of content, etc., may not be evaluated. These pages should be properly identified at the top of each page as Past Performance Information. • Price: Evaluation of price will be based on the total quoted price for all projects. Quoters may submit up to 2 pages of pricing support information. These pages should be properly identified at the top of each page as Pricing Information. Provide pricing in the following format. Item Requirement Quantity Unit Unit Price x Number of Scanners Total Price 0001 Maintenance Plan for Fujitsu FI-5900 Scanner 12 MO 4 0002 Maintenance Plan for Fujitsu FI-5750 Scanner 12 MO 3 Quotes should NOT include more than 6 total pages of information - 3 pages for Past Performance, 2 pages for Pricing Support information, and 1 additional page of basic quote information (eg. CAGE, Taxpayer ID Number (TIN), point of contact, term of quote validity, etc.). 3. Provisions and clauses: FAR 52.212-1, Instructions to Offerors - Commercial Items (Jun 2008) FAR 52.212-4, Contract Terms and Conditions -- Commercial Items (Jun 2010) FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (Deviation) (Apr 2011) FAR 52.219-6 Notice of Total Small Business Set-Aside (June 2003). FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (AUG 2009) ALTERNATE I (APR 2002) - (EXCERPT) An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (b) through (i) of this provision. (b) (1) Annual Representations and Certifications. Any changes provided by the offeror in paragraph (b)(2) of this provision do not automatically change the representations and certifications posted on the Online Representations and Certifications Application (ORCA) website. (2) The offeror has completed the annual representations and certifications electronically via the ORCA website at http://orca.bpn.gov. After reviewing the ORCA database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications--Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ______________________. (Offeror to identify the applicable paragraphs at (c) through (n) of this provision that the offeror has completed for the purposes of this solicitation only, if any.) These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and complete as of the date of this offer. Any changes provided by the offeror are applicable to this solicitation only, and do not result in an update to the representations and certifications posted on ORCA.] NOTE: As indicated above, if you have not completed your representations and certifications on the ORCA website, you must provide a completed copy of the full version of this provision. 52.222-41 - SERVICE CONTRACT ACT of 1965 (Nov 2007) Reference Wage Determination No. : 2005-2415 Revision Number: 10 Date of Revision 6/13/2011 DAS 52.39-9000 Representation of Compliance with the Electronic and Information Technology Accessibility Standards (May 2003) (a) Submission of the representation referenced in paragraph (b) and (c) is a prerequisite imposed by 36 CFR 1194 for making or entering into this contract. (b) By submitting an offer or quote, the offeror represents that the products and services offered in response to this solicitation comply with the Electronic and Information Technology (EIT) Accessibility Standards at 36 CFR 1194, unless stated otherwise within the quotation or proposal. (c) By submitting an offer or quote, the offeror further represents that any EIT products and services offered in response to this solicitation that are less than fully compliant are offered pursuant to extensive market research, which ensures that they are the most compliant products and services available to satisfy this solicitation's requirements. (End of Provision) Reference 36 CFR 1194.25 - Self Contained, closed products DFAS 252.232-9000 "WIDE AREA WORK FLOW (WAWF) - RECEIPT AND ACCEPTANCE (RA) INSTRUCTIONS" (January 2010) (a) As prescribed in DFAS CG 232.70, Wide Area Work Flow (Revision One) contractors must submit payment requests in electronic form. The Defense Finance and Accounting Service (DFAS) has implemented the DoD sanctioned Wide Area Work Flow-Receipt and Acceptance (WAWF-RA) for contractors to submit electronic payment requests and receiving reports. Payment requests/invoices for supplies/services rendered under this contract shall be submitted electronically through WAWF-RA using the invoice type identified in paragraph (d) below. Paper type payment requests/invoices will no longer be accepted or processed for payment unless the conditions of DFARS 252.232-7003(c) apply, and are specifically authorized in the contract. (b) The contractor shall ensure an Electronic Business Point of Contact is designated in the Central Contractor Registration at http://www.ccr.gov. The contractor must register to use WAWF-RA at https://wawf.eb.mil, within ten (10) days after award of the contract or modification incorporating WAWF-RA into the contract. Step by step procedures to register are available on the WAWF-RA website. (c) Guidance regarding WAWF is available. A free on-line computer based training module available at http://www.wawftraining.com/. Payment information is available in the "myInvoice" system, a web-based tool that provides current payment status of a WAWF invoice. MyInvoice is available at https://myinvoice.csd.disa.mil//index.html. Vendor registration is required. Additional information on WAWF is available at https://wawf.eb.mil. (d) Payments requests shall be submitted via WAWF-RA as (choose single type or multiple type invoices) a 2-in-1, Combo, or as Cost Voucher. (NOTE: Interim and final payment requests for Cost-Reimbursement (CR), Time-and-Materials (T&M), and Labor-Hour (LH) contracts/orders and CR, T&M, and LH CLINS on other types of contracts/orders shall utilize Cost Vouchers.) (e) WAWF-RA invoice types authorized for the submission of payment requests are: (1) Combo - To be used for payment requests for goods or any combination of goods and services. (2) 2-in-1: Normally used for services only contract payment requests; however, it may be used for goods and/or services payment requests. (3) Cost Voucher: Used if requesting payment for CR, T&M, and LH contracts/orders or CR, T&M, and LH CLINs on other types of contracts/orders payment requests. (NOTE: Interim CR, T&M, and LH contracts/orders/CLIN payment requests are to be submitted to DCAA for approval and final CR, T&M, and LH contracts/orders payment requests are to be submitted to the Contracting Officer for approval.) (4) Progress Payments: Used for payment requests when contracts/orders contain FAR 52.232-16, Progress Payments or DFARS 252.232-7004, DoD Progress Payment Rates. (5) Performance Based Payments: Used for payment requests when contracts/orders contain FAR 52.232-32, Performance-Based Payments. (f) DoD Address Activity Code (DoDAACs) or DoDAAC extensions. The contractor shall ensure the following DoDAACs are input when completing WAWF document(s) regardless of other DoDAACs used on the contract. (NOTE: If EDA is used to pre-populate the Address DoDAAC information on the WAWF document(s), the contractor must verify the data against the following information. If necessary, change the pre-populated WAWF input in accordance with the information provided below.) (1) Issued by DoDAAC (Can be found on contract as "Issued By" Code) (2) Admin DoDAAC (Can be found on contract as "Administered By" Code -Usually the same as the "Issued By" Code.). (3) Payment DoDAAC (Can be found on contract as "Payment Will Be Made By" Code) (4) Acceptor DoDAAC (Enter the DoDAAC for the office/individual authorized to reject, accept and approve documents for payment. The Contractor, prior to submitting invoices in WAWF, must contact the COR/GPOC to confirm the correct ACCEPTOR DoDAAC. (EXCEPTION: For CR, T&M, and LH contracts/orders and CR, T&M, and LH CLINs on other types of contracts, interim payment requests shall reflect the cognizant DCAA Office (Contractor should obtain this DoDAAC from the CO to confirm the correct DCAA ACCEPTOR DoDAAC.) and final payment requests must be marked as final by checking the box when WAWF asks if this is a final billing and routed to the ACO DoDACC for approval.)) (5) Inspected By DoDAAC (Leave blank unless inspected at the Source, in which case the source inspection DoDAAC is entered - generally a DCMA DoDAAC; or unless client uses an Inspected By DoDAAC.) (6) LPO DoDAAC/ EXT (Leave blank unless the DFAS activity is requesting the Local Processing Office (LPO) function be utilized and has provided the DoDAAC.) (g) The Contractor shall send e-mail notification to the following listed addresses when submitting payment requests in WAWF-RA, as applicable. Before closing out of an invoice session in WAWF-RA but after submitting your document or documents, the contractor will be prompted to send additional email notifications. Contractor shall click on "Send More E-mail Notification" on the page that appears and shall input applicable e-mail addresses (see below). NOTE: This additional notification to the government is required to ensure that the acceptor/receiver is aware that an invoice document has been submitted into the WAWF-RA system. For example, when submitting a cost voucher for payment of CR, T&M, and LH contracts/CLINs, the email notification will alert the COR to review the invoice prior to DCAA acceptance. (E-mail addresses can be obtained from COR or CO). (1) WAWF Acceptor (2) Contracting Officer Representative (COR) (3) Government Point of Contact (GPOC) (4) Alternate COR (ACOR) or GPOC (AGPOC) (5) Cognizant DCAA Office DFAS 52.223-9000, "ENVIRONMENTALLY PREFERABLE PRODUCTS" (OCT 2007) The Environmentally Preferable Products clause is included in this contract to articulate the Government's polices 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. The recently issued Executive Order 13423 (January 24, 2007) requires federal agencies to use sustainable environmental practices, including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products. Moreover, it now requires that paper of at least 30 percent post-consumer fiber content must be acquired or used in Agency acquisitions of goods and services. 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 RFP/RFQ, affirmatively acknowledges that they 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 RFQ/RFP 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. 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.