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; proposals are being requested and a written solicitation will not be issued. The Bureau of Indian Affairs (BIA) Eastern Regional Office intends to award a firm-fixed price contract in response to this Request for Quote (RFQ) on a Copy Maintenance Agreement for the Nashville Office. The contractor must be an authorized Xerox dealer able to provide genuine Xerox administrative support services, and authorized service and repair. THIS SOLICITATION IS A TOTAL SMALL BUSINESS SET-ASIDE The solicitation number for this procurement is A17PS00616 and is issued as a Request for Quote (RFQ). The solicitation documents and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular FAC 2005-95 dated January 19, 2017. The associated North American Industry Classification System code (NAICS) is 811212 and the size standard is $27.5 MILLION. PRICE SCHEDULE: the proposed pricing must be all inclusive plus all other costs pertinent to the performance of the contract. Please complete the following pricing (bid schedule attached) utilizing your most competitive and reasonable rate (price per copy): This is a RFQ for: Copy Maintenance Agreement LINE ITEM 0010 XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100279 COLOR COPIER AND NETWORK SCANNER, LOCATED REGIONAL DIRECTOR LINE ITEM 0020 XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100372 COLOR COPIER AND NETWORK SCANNER, LOCATED NATURAL RESOURCE LINE ITEM 0030 XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100261 COLOR COPIER AND NETWORK SCANNER, LOCATED MAIL ROOM LINE ITEM 0040 XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100404 COLOR COPIER AND NETWORK SCANNER, LOCATED TRANSPORTATION Statement of Work Scope: The Bureau of Indian Affairs (BIA), Eastern Region, Nashville requires a Copier Maintenance Agreement for the following machines: XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100279 COLOR COPIER AND NETWORK SCANNER, LOCATED REGIONAL DIRECTOR XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100372 COLOR COPIER AND NETWORK SCANNER, LOCATED NATURAL RESOURCE XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100261 COLOR COPIER AND NETWORK SCANNER, LOCATED MAIL ROOM XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100404 COLOR COPIER AND NETWORK SCANNER, LOCATED TRANSPORTATION Physical Location: BIA, Eastern Regional Office 545 Marriott Dr., Suite 700 Nashville, TN, 37214 Period of Performance: The base of the performance shall be JUNE 1, 2017 through MAY 31, 2018, with a 4 year option to extend performances as follows: Option #1: period of performance JUNE 1, 2018 through MAY 31, 2019 Option #2: period of performance JUNE 1, 2019 through MAY 31, 2020 Option #3: period of performance JUNE 1, 2020 through MAY 31, 2021 Option #4: period of performance JUNE 1, 2021 through MAY 31, 2022 Materials: Vendor shall provide all replacement parts needed during the duration of the contract. Description of Services: The contractor shall receive call requests directly from authorized Government representatives. Calls shall be classified by the Government representative as emergency or regular maintenance. The contractor shall respond accordingly for emergency and regular maintenance calls. A log shall be maintained of all service calls received; a description of the problem or requested work, date and time received building name and number, ands caller's name/telephone number shall be recorded for each call. The contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements with regard to established time limits and quality standards. Includes: diagnostics, providing and installing new replacement parts, clearing persistent or severe paper jams and correcting the cause any error messages indicating a defect in the machine This contract will for the maintenance and/or repair of machines listed above. Response time for emergency calls should be provided the day of the call. Regular maintenance calls shall be within 24 hours of the call. The contractors shall respond to calls between working hours Monday-Friday 8:00 a.m. to 4:30 p.m. Copy jobs per machine shall be monitored on a monthly basis by providing a running total each billing period to the vendor. Vendor will request monthly copying job numbers from the Agency to determine copy count; overages, and color copies, if any, are charged by copy and not covered under the base costs of the maintenance agreement. Payment Terms: Invoices will be processed by Invoicing Processing Platform on a monthly basis after services have been accepted/rendered. Additional requirements: As prescribed 52.204-7 (d)-(f) System for Award Management (SAM) If the Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. (e) Processing time, which normally takes 48 hours, should be taken into consideration when registering. Offerors who are not registered should consider applying for registration immediately upon receipt of this solicitation. (f) Offerors may obtain information on registration at https://www.acquisition.gov . Any questions must be submitted to Ashley Warcewicz,
[email protected], at least 24 hours prior to the close of this announcement to ensure there is time to post the answers for all vendors. PROVISION FAR 52.212-1 -- INSTRUCTIONS TO OFFERORS -- COMMERCIAL ITEMS, applies to this acquisition. FAR 52.212-2 EVALUATION COMMERCIAL ITEMS (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Award will be made using a Lowest Price Technically Acceptable (LPTA) approach; the Government will award to the lowest priced offeror that is determined technically acceptable. The following factors shall be used to evaluate offers: Factor 1: Technical Capability Factor 2: Price Technical capability is equal to price. (b) Factor 1: Technical Capability 1. Technical capability of the item offered to meet the Government requirement shall be evaluated based on an evaluation of Technical Capability Factor; the factor will be rated as ¿Technically Acceptable¿ or ¿Technically Unacceptable. 2. Offeror shall meet all the requirements in RFQ and submit documentation to verify. 3. Technically Acceptable is defined as the item offered to the Government that meets the minimum requirements of the solicitation. 4. Technically Unacceptable is defined as the item offered to the Government that does not meet the minimum requirements of the solicitation. (c) Factor 2: Price 1. Price will be evaluated in order to determine if it is reasonable in accordance with FAR Parts 13.106-3 and 15.402(a)(2). Offers should be sufficiently detailed to demonstrate their reasonableness. (d) AWARD PROCESS: 1. The Government will first evaluate all quotations to ensure the quotation complies with all material aspects of the request for quotation thereby being determined as either ¿Responsive¿ or ¿Non-Responsive.¿ 2. Responsive quotes will then be submitted for Technical Evaluation to determine those that are either Technically Acceptable or Technically Unacceptable. 3. Technically Acceptable quotations will be then ranked according to Price. 4. The lowest priced offeror who is technically acceptable will receive the award. It is the firm's or individuals' responsibility to be familiar with applicable provisions and clauses. All FAR Provisions and Clauses may be viewed in full text at the Federal Acquisition Regulation Table of Contents via the Internet at https://www.acquisition.gov/browsefar The following Provisions and Clauses apply to this solicitation and are incorporated by reference: FAR 52.204-7 Central Contractor Registration (SAM) FAR 52.212-3 Offeror Representations and Certifications - Commercial Items FAR 52.212-4 Contract Terms and Conditions - Commercial Items FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items FAR 52.217-8 Option to Extend Services FAR 52.217-9 Option to Extend the Term of the Contract FAR 52.219-6 Notice of Total Small Business Set-Aside FAR 52.219-8 Utilization of Small Business Concerns FAR 52.222-3 Convict Labor FAR 52.222-19 Child Labor - Cooperation with Authorities and Remedies FAR 52.222-21 Prohibition of Segregated Facilities FAR 52.222-26 Equal Opportunity FAR 52.222-35 Equal Opportunity for Veterans FAR 52.222-36 Affirmative Action for Workers with Disabilities FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving FAR 52.225-1 Buy American Act - Supplies FAR 52.225-3 Buy American Act - Free Trade Agreements FAR 52.225-13 Restrictions on Certain Foreign Purchases FAR 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration FAR 52.233-4 Applicable Law for Breach of Contract FAR 52.243-1 Changes - Fixed Price FAR 52.244-6 Subcontracts for Commercial Items DIAR Clauses DOI ELECTRONIC INVOICING Electronic Invoicing and Payment Requirements - Invoice Processing Platform (IPP) (September 2011) Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP). "Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov. Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice: copy of the Invoice as outlined in the BPA description. The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in CCR) will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) within 3 - 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email
[email protected] or phone (866) 973-3131. All questions shall be submitted via email to Ashley Warcewicz at
[email protected] and Katheryn Impson at
[email protected]. NO PHONES CALLS PLEASE. Please reference solicitation number A17PS00616 in subject line of the email. Quotes are due on Friday, 26 May 2017 at 5:00 pm (CDT). Quotes may be sent via email to
[email protected]. Quotes shall be good for 30 calendar days after close of RFQ. Offerors should check the FedBizOpps/FedConnect websites often for any solicitation amendments.