SOLICITATION NOTICE
99 -- Copy Card Access Control System
- Notice Date
- 3/1/2004
- Notice Type
- Solicitation Notice
- NAICS
- 339999
— All Other Miscellaneous Manufacturing
- Contracting Office
- National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3360, College Park, MD, 20740-6001
- ZIP Code
- 20740-6001
- Solicitation Number
- NAMA-04-Q-0013
- Response Due
- 3/16/2004
- Point of Contact
- Stuart Hitchings, Purchasing Agent, Phone 301-837-0310, Fax 301-837-3227, - Marty Cruz, Contract Specilaist, Phone 301-837-1633, Fax 301-837-3227,
- E-Mail Address
-
stuart.hitchings@nara.gov, narciso.cruz@nara.gov
- Description
- This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation: firm-fixed price proposals are being requested and a written solicitation will not be issued. The solicitation number is NAMA- 04-Q-0013 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 2001-14 effective June 23, 2003. The Term of the contract will be for a Base period of (12) months plus four (4) twelve (12) month Option Periods. This is a 100% small business set aside under NAICS 519120 with a size of $6 million. The Government reserves the right to make an award on the initial quote without discussions of this procurement. Award will be based on a best value determination, price and other factors considered. Other factors for award include past performance and a responsible offerors ability to meet the salient functional and technical requirements as listed below for the Replacement Copy Card Access Control System. Background: During FY 2002, nearly 12,000 new researchers registered for use of NARA?s Washington, DC area research rooms. Total visitors to these research rooms (new and repeat researchers) exceeded 100,000 for the year. These researchers used NARA?s self-service reprographics equipment to make nearly 3.4 million copies during FY 2002. The self-service reprographics access control system allows NARA to provide copying capability to researchers at three facilities in the Washington, DC metropolitan area: National Archives and Records Administration 700 Pennsylvania Avenue, NW Washington, DC 20408 National Archives and Records Administration 4205 Suitland Road, Suitland, MD 20746-8001 National Archives at College Park 8601 Adelphi Road College Park, MD 20740-6001 Presently, researchers using the NARA?s research rooms purchase a copy card from a card dispenser for $1. They can then increase the value of the card by reinserting it into the dispenser and inserting the desired amount of money. The dispenser updates the card and returns it to the user. Researchers use this card to make copies with the available reprographics equipment by inserting the card into the card reader attached to the equipment. The card reader displays the value of the card and decrements it as copies are made. NARA staff preprograms the copy cost into each card reader. Costs are different for different types of copy machines NARA employees use administrative cards to record copies against a user or department. When these cards are inserted into the card reader it increments the number of copies against the card number stored in the reader. NARA Staff print summary reports for each administrative card and consolidate it for billing purposes. As part of this upgrade NARA requires the ability to limit the maximum card amount and change that limit as required without programmer intervention, accept major credit cards and enter and record copy costs up to $99.99. The card dispensers because of weight, cost to count and cost to transport, must not accept coins. The NARA facilities are available outside of normal business hours. This will require that the equipment is easy to operate and very stable as NARA staff will not be available to assist users with problems. Requirements: The replacement system must be card-based and include components to vend copy cards to users, add value to existing copy cards, deduct the appropriate fee for each copy made on NARA?s self-service reprographics equipment, and report usage on the various components. The replacement system does not need to be compatible with the system currently used by NARA. Most users of the card system will be one-time or short time users so a "One-Card," multi-purpose, account card system will not be suitable. At a minimum, the replacement system must include the following components:  Magnetic stripe user cards  Card readers to be attached to a variety of reprographics equipment (paper-to paper copiers, microfilm reader-printers, book copiers, public access PC printers, etc.) from a number of manufactures (currently: OCE, Cannon, Xerox, Kodak and Minolta).  Customer self-service card vending dispensers capable of accepting US currency and encoding the currency value on the magnetic stripe card dispensed.  Customer self-service card vending dispensers capable of accepting US currency and major credit cards (VISA, MasterCard, Discover, American Express, etc.) and encoding the currency value on the magnetic stripe card dispensed.  Card encoders for designated staff use which do not require currency or credit cards to encode value on cards but which do require the use of a password to operate.  Portable printers or report writers to be used on card readers, dispensers, and encoders to periodically report activity on the particular component (card reader, etc.). Proposed equipment must meet the requirements of the Americans with Disabilities Act (ADA). In addition, all proposals must include service agreements, with guaranteed response time within 9 business hours, Monday through Friday, 2.1 Magnetic Stripe Cards The card must be made of a hard plastic, similar to a credit card. It should be customizable on its face with artwork unique to NARA. Cards must be uniquely coded for use only at NARA ?cards from similar systems installed at other institutions must not operate NARA equipment. Table 1 identifies the minimum number of cards required by NARA. Three types of cards will be needed:  Public use cards encoded with dollar values to be debited for each "copy" at the card reader.  Administrative use cards encoded with an account number that will authorize "bypass copies" to be recorded on the card reader.  Supervisor cards to be used in conjunction with a programmable password to reset sales unit fees on card readers, lock out lost administrative use cards, etc. NARA issues public use with an initial value of $0 or $1. They must be capable of regeneration in increments of $1 at a dispenser (no coins are allowed) or staff-encoder. Deductions from the value recorded on the card will be made in whole cents but the sale unit value may vary between 1? and $99.99 (cost per click). Cards will be encoded with a variable dollar amount, which will be debited by the appropriate amount at the reprographics equipment. The amount per reprographics vend will vary depending upon the type of copier to with the card reader is attached. NARA must be able to set a maximum limit on the value of a card. They must be able to change that limit with out programmer support at any time. NARA issues Administrative use cards with no value. They enable the card reader to operate in "credit" mode and record any copies made on copier in the attached card reader. To accomplish this, each card is encoded with a unique account (department) code. NARA Staff use Supervisor cards to reprogram/reset other components of the system. They cannot be used to enable copying. Two levels of passwords are desirable: Report/Reset and Reprogram. The Minimum Magnetic Stripe Cards Required For Public Users the Initial Purchase will be 35,0000 the Yearly Requirement will be 35,000. Administrative Cards the Initial Purchase will be 200 the Yearly Requirement will be 50. For Supervisor Cards the Initial Purchase will be 25 and the Yearly Requirement will be 5. 2.3 Card Readers Card readers will not be networked. They must operate in a stand-alone mode. The card reader must operate with all currently used reprographics equipment (multiple copier models, multiple microfilm reader-printer models) and such potentially chargeable copy devices as PC printers, fax machines, digital scanners, etc. Cable harnesses must be available to ensure compatibility with any replacement equipment that NARA may acquire in the future. NARA will require at least 52 card readers for initial deployment. Additional card readers may be required. The card reader should display silent prompts to the user. When a public use copy card is inserted, it should display the current balance on the card, updated as copies are made. When an administrative copy card is inserted, it should display the current copy count for the account (department). When the card reader malfunctions, it should display the appropriate error code(s) to be reported to the service department. In the event of a power failure, it should have an internal battery backup to retain copying usage information for up to 7 days. NARA staff must be able to reprogram copy fees on the card reader with the use of a supervisor card and a password. NARA staff should be able to reprogram the password without service intervention. Copy usage statistics should be available from the card reader in both display mode and print mode and optionally via download to electronic media. Proposals must specify the power requirements for the card readers. 2.4 Card Dispensers Two types of public use, copy card dispensers will be required. The first type will accept US currency only and the second type will accept US currency and major credit cards (VISA, Mastercard, Discover, and American Express). For initial deployment, NARA will require at least 5 credit card capable dispensers and at least 5 currency only dispensers. Dispensers must be capable of:  Issuing paper receipts for the customers that include date, time, amount of the sale, and the payment type (?Cash? and ?Credit? acceptable).  Displaying the balance remaining on a public use copy card.  Regenerating public use copy cards with new value  Accepting US paper currency in $1, $5, $10, and $20 denominations and encoding the value on the card dispensed (primary transaction) or regenerated. No coins will be accepted.  Being programmed for a maximum amount (to be determined by NARA) that can be encoded on a card.  Recognizing an administrative copy card and ejecting it without encoding  Accommodating up to 500 bills in currency acceptor bins.  Storing at least 300 cards in the card dispenser bins. Card dispensers must be lockable and uniquely keyed for NARA. Additional keys must be available to NARA. They must be updateable for currency recognition, including recognizing colors. They must fit the physical space of the current equipment 12?x 48? or incorporate their own stands. Proposals must specify the power requirements for the card dispensers, as well as any telecommunications requirements. Dispensers must display silent prompts to the user. They should have a digital screen that will guide the customer through the transaction. Menu-driven displays are acceptable, as are touch-screen displays. When the card dispenser malfunctions, it should display the appropriate error code(s) to be reported to the service department. In the event of a power failure, it should have an internal battery backup to retain sales information for up to 7 days. NARA staff must be able to reprogram/reset the sales information on the dispenser with the use of a supervisor card and a password. NARA staff should be able to reprogram the password without service intervention. Sales data should be available from the card dispenser in both display mode and print/download mode. 2.5 Staff Encoders Staff encoders will be used by designated NARA staff to encode value on public use copy cards for all payment types accepted by NARA (cash, credit card, purchase orders, etc.). The sale-specific data will be captured on the existing NARA POS system. The staff encoders must be capable of displaying the current balance on any public use copy card, even if that balance is not readable on a card reader or card dispenser. When the staff encoder malfunctions, it should display the appropriate error code(s) to be reported to the service department. In the event of a power failure, it should have an internal battery backup to retain statistical information for up to 7 days. NARA staff must be able to reprogram/reset the statistical information on the encoder with the use of a supervisor card and a password. NARA staff should be able to reprogram the password without service intervention. Statistical data should be available from the staff encoder in both display mode and print/download mode. At a minimum, the data must include the total value encoded and the number of cards encoded. Proposals must specify the power requirements for the staff encoders. NARA will required at least 6 staff encoders at initial deployment. 2.6 Portable Printers / Report Writers Proposals must include portable printers or portable report writers capable of extracting audit reports from each of the card handling system components. Proposed printers must include any cables or harnesses necessary for operations. Minimum report requirements are itemized in Attachment 1. NARA will require at least 4 printers/report writers at initial deployment. 3. Standards of Acceptable Performance 3.1 Hardware Installation Within one month of contract award the Contractor must install and test all initially requested hardware as identified in Table 2 below. Any subsequent requests for hardware will be forwarded to the contractor in writing. The contractor will have one month from the date of the request to install and test the requested hardware. Distribution of Initial Hardware Installation. Equipment needed in each location there will be a total of 52 Card readers 31 in College Park, 20 in Washington DC, 1 in Suitland. Card Dispensers that except cash only 3 in College Park, 2 in Washington DC, O in Suitland For a Total of 5, Card Dispensers that except cash/credit, College Park 2, Washington DC 2 Suitland 1 for a total of 5. Staff Encoders, College Park 3, Washington DC 2 Suitland 1 for a total of 6. Portable Printers 2 for College Park, 1 for Washington DC, 1 for Suitland for a total of 4 3.2 Hardware Maintenance and Support The contractor must respond to the Government with a repair technician within nine hours of being called, Monday ? Friday. Normally, all maintenance will be completed on site, but in the event that equipment must be removed for repair the contractor must supply a suitable replacement. 3.5 General Requirements To be considered for this effort the contractor must: Demonstrate the reliability and ease of use of their equipment. Demonstrate their expertise implementing similar card systems. Provide at least two references that use the proposed equipment that NARA staff may contact and possibly visit. Provide salient characteristics of all equipment including electrical specifications and physical dimensions. Provide a cost per copy card for the cards identified in Table 1. Specify any diversions from standard implementation practices required to support the NARA implementation and provide itemized costs for the modifications. Provide cost per unit information for NARA?s initial purchase of the equipment identified in Table 2 and note any price changes for units purchased at a later date. The cost must include any modifications required to support the NARA implementation. Offerors must submit a brief description of relevant experience duties and responsibilities. Vendor must except direct deposit for payment via electronic funds transfer. The following clauses and provisions are incorporated and are to remain in full force in any resultant fixed price purchase order: FAR Clause 52.212-1, Instructions to Offerors Commercail Items (OCT 2000): each offeror shall include a completed copy of the provision at FAR clause52.212-3, Offeror Representation and Certifications Commercial Items (June 2003) with the quotation. A copy of the provision can be found at http://www.arnet.gov/far/: FAR 52.212-4 Contract Terms and Conditions Commercial Terms (February 2002): FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (June 2003). Paragraph (b) of this clause incorporates by reference the following FAR clauses 52.222-3 Convict Labor, 52-222-36 Affirmative Action for Workers with Disabilities, 52,232-34 Payment by Electronic Funds Transfer Other than Central Contractor Registration, 52.232-36 Payment by Third party, and 52.233-3 Protest After Award. Two copies of each proposal must be mailed to the National Archives and Records Administration (NARA) Attention: Stuart Hitchings,8601 Adelphi Road, Room 3360, College Park, MD 20740-6001 by 4:00 PM ET on March 16th ,2004. Additionally, the detailed price proposal may also be e-mailed to :stuart.hitchings@nara.gov. Telephonic responses will not be processed.
- Place of Performance
- Address: National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3360
- Zip Code: 20740-6001
- Zip Code: 20740-6001
- Record
- SN00534628-W 20040303/040301223132 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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