SOLICITATION NOTICE
W -- Short Term Copier Rental
- Notice Date
- 4/6/2006
- Notice Type
- Solicitation Notice
- NAICS
- 532420
— Office Machinery and Equipment Rental and Leasing
- Contracting Office
- USPFO for Virginia, Building 316, Fort Pickett, Blackstone, VA 23824-6316
- ZIP Code
- 23824-6316
- Solicitation Number
- W912LQ-06-R-0004
- Response Due
- 4/20/2006
- Archive Date
- 6/19/2006
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constit utes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number W912LQ-06-R-0003 is issued as a Request for Quote (RFQ) and to incorporate provisions and clauses in effect through Federal Acquisiti on Circular 2005-07. This quotation is issued as a small business set-aside. The applicable NAICS code is 532420 - $21.0. Vendors must be registered in CCR (Central Contractor Registration) to be awarded this contract. The Virginia Army National Guard will award an indefinite delivery/indefinite quantity contract for the supply of Multifunctional Office Automation Machines (MOAM) at numerous locations throughout the state. This contract will be for one year with four on e-year option periods for a total term of five years. The VaARNG will contract for a flat rate cost per copy program. This program provides for the contractor retaining ownership of the equipment at the end of the contract. The VaARNG desires to contract using a minimum of 10 MOAMs per year; the maximum valu e of this award for the entire contract period is $500,000. This fixed fee contract covers the use of the equipment, maintenance, parts, service and all consumable supplies, excluding paper. The VaARNG envisions short-term delivery orders covering period s from 2 week to 6 months. This contract may be utilized by the Virginia Army National Guard. Fort Pickett and Fort A.P. Hill are anticipated to be the prominent locations where equipment will be utilized, but this contract will in no way be limited to t hese two sites. Equipment may be ordered and used by any Federal Government agency when authorized by the contracting officer for any area of the State of Virginia. Such agencies will pay invoices by government purchase/payment card. The equipment provi ded to such agencies will be listed on the monthly reports however, the Virginia Army National Guard will not be responsible for payment. All equipment will be delivered, set up and made fully functional within seven calendar days of issuance of a delivery order. A standard set up and delivery/pickup charge will be included in pricing. The state will be divided into five regions; pricing f or each region is to be inclusive of all charges, including gas and mileage for delivery, service charges etc. A map of these regions is attached. The cost of and installation of any/all software updates to maintain optimal equipment productivity will be included in contract pricing. The contractor will supply any software determined to be required during the term of the contract. . Once a delivery order has been placed, the government may alter, upgrade or downgrade a piece of equipment at any time depending on the use and/or to meet changing requirements. Consumable Supplies: All consumable supplies required for machine operations, including toner, staples, etc shall be included in the contract. Paper is not part of the contract. In order to ensure the ready availability of consumable supplies and to min imize downtime, the contractor will establish and maintain a full stock of all such supplies with each piece of equipment. The VaARNG shall not be responsible for either inventory or issuance of contractor furnished supplies. The government uses recycled paper; machines furnished must operate using recycled paper. The government will not purchase special paper for the fulfillment of this contract. Contractor furnished supplies shall be delivered from 0700 to 1330, Monday through Friday (excluding Federal holidays). Additional supplies will be made available to replace consumable supplies. The contractor will deliver additional consumable supplies the same day as receiving the order. The VaARNG shall not be responsible for any shipping charges associated with consumable supplies. Maintenance: A four hour minimum service call response time is required for any downed machine. The response time begins when the government issues the service call. A service call will be made telephonically and followed up in writing either by email o r facsimile. Service calls include weekends and holidays, as training often takes place during these timeframes. Equipment not meeting performance requirements will be replaced with like equipment if three service calls are made within ten (10) calendar days. Service Penalties: All terms and conditions for delivery and service will be met in a timely manner as outlined in this contract. If the 4-hour response time is not met, one days rental cost of the MOAM will be deducted from the contract period. For ev ery day equipment is inoperable either due to a repair need or a supply need, one days rental cost of the MOAM will be deducted from the contract period. This cost will be deducted from the monthly billing of that delivery order. Contingency Operations: In cases of contingency operations, the contractor will provide equipment for use at multiple training sites throughout the State of Virginia. The contractor will deliver and set up machines within 72 hours of a delivery order bei ng issued. Contingency operations consist of Federal or State emergencies. Such situations are to be priced separately from the remainder of the contract. Key operators: The VaARNG will appoint one person to act as the manager of the program, typically the Chief of Information Services or another designee in that office. In addition, the VaARNG will designate one person to be the key operator for each MOAM ; this person will be the point of contact for consumable supply and/or service needs. This key operator will assign codes to user groups that will routinely use the machine and will act as the trainer for all VaARNG users. The key operator will gather a nd provide data for each machine to the contractor for monthly invoices and reports. The contractor shall provide initial training for one (1) key operator for each piece of equipment. This equates to one training session per delivery order. Delivery Orders: A delivery order will be provided to the contractor each time a new requirement is to be fulfilled. Information provided on each delivery order will include: an individual delivery order number needed for all billings, number of MOAMs, Band and estimate of numbers of copies, term of period, building address, and key operator contact information (primary and secondary). Specifications for Copiers: " Digital " Capable of printing multiple copy sets " Single and double sided output (duplexed) " Reduction capability: 50% minimum, enlargement capability: 200% minimum " Duplex capability (automatic) single pass " Inverting document feeder capable of handling a minimum of 50 sheets of 8.5 x 11, 20 lb paper with auto sized paper recognition " Sustained output: o BAND I: 50-69 pages per minute 3000 copies per week (7 days) o BAND II: 24-49 pages per minute 3000 copies per week (7 days) o BAND III: 18-22 pages per minute 3000 copies per week (7 days) " Finisher stapler with multi-position stapling capability " Paper source: integrated 2 paper cassettes/drawers, each capable of handling a minimum of 500 sheets of 8.5 x 11, 20 lb paper or 250 sheets 8.5 x 11, 50 lb paper. " Finisher/sorter with minimum ? inch offset copy set output capability " Stapler/sorter " Capable of changing Simple Network Management Protocol settings " Equipped with a stand with front opening door for storing five (5) reams of paper " Surge protection with EMI/RFI filtration and a UL rating of 330V suppressed voltage or higher (all 3 modes). RJ 45 cable protection (Cat V) is required. Substitutions of equipment, including changes in models, must be su bmitted to and approved by the government prior to any substitution being made. Use of factory remanufactured machines is acceptable; refurbished equipment is not acceptable. Reports: Copier reports detailing the prior months usage will be provided electronically to the VaARNG contracting officer representative (COR) prior to the 10th of each month in Excel format. Due to security restrictions, internet access to each piece of equipment will not be available. A monthly activity report entitled VaARNG Service Delivery Report will be compiled based on delivery orders. Each report will consist of the following information: date of arrival, copies produced (meter-in, meter-ou t), pick up/in service date, total charges (base rate, delivery/set up, per copy overage charges). In addition, an order & rollup report entitled VaARNG Monthly Roll-Up Report will be provided for all equipment with the following information: month peri od end date, arrival date per piece of equipment, copies produced (meter-in, meter-out), pickup/in service date, total charges (base rate, deliver/set up, per copy overage charges). All reports will clearly state the contract number, delivery order number , a point of contact with service and supply telephone numbers. Point of contact: The vendor will provide one point of contact for customer service issues, including placing delivery orders, scheduling deliveries, ordering consumable items and resolving any invoice issues. Cancellation/Default: All terms and conditions of this contract will be met throughout the contract period. If the contractor is not satisfying any of these terms and conditions, the government will conduct default procedures in accordance with FAR Part 49. Bid pricing is to be broken down as follows: CLIN 0001: Base pricing for each band Subclin 0001A: BAND I 50-69 pages per minute 3000 copies per 7 day week Subclin 0001B: BAND II 24-49 pages per minute 3000 copies per 7 day week Subclin 0001C: BAND III 18-22 pages per minute 2000 copies per 7 day week CLIN 0002: Delivery & set up in each of 5 zones Subclin 0002A: Northern Virginia Subclin 0002B: Richmond Subclin 0002C: Northern Neck Subclin 0002D: Central Virginia Subclin 0002E: Roanoke & West CLIN 0003: Cost per copy over minimum for each band Subclin 0003A: Band I 50-69 pages per minute Subclin 0003B: Band II 24-49 pages per minute Subclin 0003C: Band III 18-22 pages per minute CLIN 0004: Contingency Bid packages are to include the following: a description and sample of the reports capability, a listing and specification sheets of the models offered, and a brief synopsis of how support will be provided for regular operations, consumable supplies and co ntingency operations. Bid evaluation for award: For evaluation of pricing to determine overall low offeror, the following quantities will be used: Base bid: Band I 15 machines annually, Band II 60 machines annually, Band III 5 machines annually; over minimum copies: 1000 copie s over minimum per machine per band. Award will be made to vendor providing the lowest priced, technically acceptable offer. The following clauses and provisions are hereby incorporated either by reference or full text and are to remain in full force and effect in any resultant contract: FAR 52.212-1, Instruction of Offerors-Commercial Items (JAN 2005) is hereby incorporated by reference; If the contractor is not registered at ORCA, the offeror shall include a completed copy of the provisions at FAR 52.212-3 Offeror Representations and Certifications-Commercial Items with the quotation. ORCA may be accessed at the following webs ite: http://orca.bpn.gov. FAR Clause 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2003), is hereby incorporated by reference. FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commerc ial Items (APR 2005) are hereby incorporated by reference. Additiona l clauses cited in 52.212-5 that apply to this acquisition are: 52.203-6, 52.219-6, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.225-13, 52.232-33, 52.232-36, and 52.222-41. Additional clauses that also apply to this acqui sition are: FAR Clause 52.217-5 Evaluation of Options, July 1990; 52.217-9 Option to Extend the Term of the Contract, March 2000; 52.253-1 Computer Generated Forms; DFARS 252.204-7004 Required Central Contractor Registration (Nov 2003) and DFARS 252.212-70 01 Contract Terms and Conditions Required to Implement Statues or Executive Orders Applicable to Defense Acquisition of Commercial Items (Jun 2005) apply to this acquisition and are incorporated by reference. These references may be viewed at www.arnet.go v. A single firm-fixed price award will result from this solicitation. Bid packages are due to the contracting office no later than 4:00 p.m. Eastern time, Thursday, 20 April 2006. Point of contact is Susan Quinn at susan.quinn@us.army.mil. All questions are to be submitted via email; no telephonic requests will be honored .
- Place of Performance
- Address: USPFO for Virginia Building 316, Fort Pickett, Blackstone VA
- Zip Code: 23824-6316
- Country: US
- Zip Code: 23824-6316
- Record
- SN01022251-W 20060408/060406221006 (fbodaily.com)
- Source
-
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