SOLICITATION NOTICE
74 -- DIGITAL MAILING SYSTEM, LETTER OPENER AND MAINTENANCE
- Notice Date
- 3/19/2009
- Notice Type
- Modification/Amendment
- NAICS
- 333313
— Office Machinery Manufacturing
- Contracting Office
- Other Defense Agencies, Defense Finance and Accounting Service, Contract Services Directorate, Columbus, 3990 East Broad Street, Bldg #21, Room 2B218, Columbus, Ohio, 43218
- ZIP Code
- 43218
- Solicitation Number
- HQ0423-09-T-0015
- Archive Date
- 4/11/2009
- Point of Contact
- Erica A. Leach, Phone: 614-693-1971
- E-Mail Address
-
erica.leach@dfas.mil
- Small Business Set-Aside
- N/A
- Description
- 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; quotes are being requested and a written solicitation will not be issued. This is solicitation number HQ0423-09-T-0015 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, FAC 2005-30, Effective 17 Feb 2009 This requirement is UNRESTRICTED with a primary NAICS of 333313. Requirement: Supply a mailing machine, letter opener, meter rental and maintenance support in accordance with the Statement of Work. SOLICITATION CLOSING DATE: All quotes must be received by 8:00 a.m. EST, Friday, March 27, 2009. Preferred delivery method is via email: erica.leach@dfas.mil Description of items/services: STATEMENT OF WORK DIGITAL MAILING SYSTEM AND LETTER OPENER SPECIFICATIONS DFAS Limestone, ME 1. SCOPE: The contractor shall furnish and install a Mail Metering System with related equipment and a Letter Opener to the Defense Finance Accounting Service, 27 Arkansas Rd, Limestone, Maine 04751-6216. In addition, preventative and full service comprehensive maintenance shall be required and include all necessary labor, parts and material required to provide this service. Service includes the rental of (1) Electronic Meter Head. 2. PLACE OF PERFORMANCE: Installation shall be at the site noted above. Repairs shall be accomplished on-site at the location of the equipment. 3. GENERAL: 3.1. Unless otherwise coordinated with the Government Point of Contact (GPOC) maintenance and or repair services shall be provided during normal working hours, 0700 to 1500, Monday through Friday, excluding Federal Holidays. 3.2. Installation of the Mail Metering System with related equipment and Letter Opener shall be completed no later than 45 days after award of contract. 3.3. A factory warranty covering all parts and labor will begin on the first day of operation and shall for a minimum of 90 days. If the contractor's standard warranty is for a longer period, that longer period will apply. The maintenance agreement described in part 4 will be an option on the initial award and will be made effective at the end of the warranty period. 3.4. The GPOC will act, on-site, as the technical point-of-contact for the Government, initiate service calls, and perform acceptance of the equipment, maintenance, and repairs. The GPOC's authority is limited to technical issues and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer. 4. REQUIREMENTS: 4.1. Digital Mail System Equipment. The contractor shall provide and service a Digital Mailing System. The Digital Mailing system shall automatically weigh on the way, feed, seal, and imprint USPS postage at a speed of at least 95 letters per minute (including weighing mixed mail pieces). Must include a 15/30 pound Integrated Weighing Option with weighing platform, and mixed thickness feeding. The system must handle pieces of mail up to 5/8" thick with sizes ranging from post cards to 10X 13"flats at one time. The feed system should be self-aligning to ensure envelopes are fed straight to protect the contents and ensure precise postage imprinting (digital inkjet). Requires length, width, and thickness are verified to ensure the proper rate is calculated. 4.2. Letter Opener. The contractor shall provide and service a Letter Opener. The letter opener shall automatically feed and open 125 pieces of mail per minute and have the capability to cut through the front and back of all grades of natural paper envelopes, including heavy brown Kraft envelopes. 4.3. Preventive Maintenance. The contractor shall perform preventive maintenance two (2) times per 12-month period. The contractor shall provide a tentative preventive maintenance schedule to the GPOC within fifteen (15) days after contract award. Work performed shall include, but not limited to, cleaning, adjusting, aligning of each electronic and mechanical component, replacing parts where needed to maintain the machine in good operating condition. 4.4. Maintenance. The contractor shall provide on-site call maintenance to include all labor and replacement parts (excluding expendable operating supplies). Repairs shall be made in accordance with manufacturer specifications. The contractor shall respond on-site within four (4) working hours after notification of the repair call. The contractor shall be responsible for assuring repair is accomplished within twelve (12) working hours of the repair call. 4.5. Equipment Rental. The contractor shall provide one (1) each Electronic Meter Head for use with the mail metering system. The contractor is responsible for the control, operation, maintenance, and replacement of the meter in accordance with Federal and USPS Regulations. The contractor will also provide assistance in setting Meter Head postage accounts with the appropriate banks. 4.6. Remote Customer Support. The contractor shall provide online software support to troubleshoot and resolve problems via the telephone. The contractor must provide the GPOC a phone number for remote support service calls. This number must be monitored during normal working hours, Monday through Friday, except Federal Holidays. In the event the problem cannot be corrected via the phone, the contractor shall respond in accordance with paragraph 4.1. 4.7. Parts and Materials. Parts and materials used for repairs/maintenance shall be new and meet manufacturer specifications. The contractor shall maintain an adequate inventory of spare parts to accommodate the repair of equipment within the time limits specified in paragraph 4.4. 4.8. The contractor shall not be responsible for repairs caused by accident, misuse, abuse, neglect, theft, riot, vandalism, electrical power failure, fire, water, or other casualty. 4.9. Inspection/Certification. The equipment shall be fully operational and serviceable after installation and completion of maintenance and repairs. Prior to leaving the area, the contractor shall demonstrate to the GPOC or designated representative the equipment is operational. The GPOC or designated representative will certify that the equipment is performing satisfactorily. 4.10. Provide coverage for all carrier rate changes, i.e., prom updates throughout the year with a maximum of (6) updates. 4.11. The contractor shall provide equipment training for up to (4) employees and provide training guides or manuals to ensure operation of the mailing equipment is continued upon departure of the installer from DFAS Limestone. 5. SECURITY REQUIREMENTS: 5.1. Compliance with the security procedures of DFAS Limestone will be required. Contractor employees are required to present a valid picture ID (Drivers License) for access. They will then enter the facilities through the loading dock entrance of the building. Prior to arrival, the contractor shall provide the GPOC with the names of the contractor personnel requiring access and their expected date/time of arrival at the earliest practical moment. Upon arrival, please call extension 1116, 1119, or 1170, using the phone at the top of the stairs on the loading dock. The GPOC will initiate actions in accordance with the current DFAS-LI procedures concerning visitors to accommodate contractor employees. Performance in controlled areas requires escort by the GPOC. 6. GOVERNMENT POINT OF CONTACT (GPOC): 6.1. The GPOC / COR will act as the on-site technical point-of-contact for the Government. They will initiate requests and monitor performance. The GPOC / COR authority is limited to technical issues and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer. 6.2. The Primary GPOC / COR and Alternate are as follows: Louis Hanson Phone # (207) 328-1119 Clifford Durost Phone # (207) 328-1170 Address: Defense Finance Accounting Service (DFAS) DFAS-JBD 27 Arkansas Road, Suite 104 Limestone, ME 04751-6216 Delivery date: NLT 45 days after award of contract Place of Performance is Limestone, ME. FOB Destination. Provisions and clauses: The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-30. The Government intends to include the following DFAS, FAR and DFARS 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 attachment titled dfas_clauses. FAR 52.212-1 INSTUCTION TO OFFERORS-COMMERCIAL (JUNE 2008) FAR 52.212-2 EVALUATION COMMERCIAL ITEMS (JAN 1999) FAR 52.212-3 OFFEROR REPRESENTATION AND CERTIFICATIONS (JUNE 2008) FAR 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL ITEMS (FEB 2007) FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUES OF EXECUTIVE ORDER COMMERCIAL ITEMS (AUG 2007) DEVIATION FAR 52.219-28 POST-AWARD SMALL BUSINESS PROGRAM REREPPRESENTATION (JUNE 2007) FAR 52.252-2 CLAUSES INCORPORTED BY REFERENCE (FEB 1998) FAR 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (APR 1984) DFARS 252.232-7003 Electronic Submission of Payment Requests (MAR 2007) DAS 52.39-9000 Representation of Compliance with the Electronic and Information Technology Accessibility Standards (MAY 2003) DFAS 52.223-9000 Environmentally Preferable Products (Oct 2007) DFAS 252.232-9000 Wide Area Work Flow (WAWF) Instructions (NOV 2007) DFAS DCG 204.2 Replacement of Paper Document Distribution Electronic Document Access (EDA). INVOICES: Shall be submitted via Wide Area Workflow (WAWF) to a WAWF acceptor that will be identified in the resulting contract. Reference DFAS Clause 252.232-9000. Addendum: 52.217-8 Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 14 days prior to the expiration of the contract. 52.217-9 Option to Extend the Term of the Contract (Mar 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 14 days prior to the expiration of the contract; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 15 days [60 days unless a different number of days is inserted] before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 4 years and 2 months*. *ESTIMATED. Based on actual award date, duration will be adjusted accordingly. Evaluation -- Commercial Items (Jan 1999) (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. The following factors shall be used to evaluate offers: Price and Past Performance. Offerors should address the following: PAST PERFORMANCE: Offerors are allowed to submit up to a maximum of 5 pages of relevant past performance information for work and experience in similar projects including references. All pages after the first 5 pages, regardless of whether they are title pages, tables of content, etc., will not be evaluated. PRICE: Vendors shall provide a total offered fixed price. BASIC AWARD: 0001 - Delivery and Installation of Mailing System Price: 0002 - Maintenance Monthly Price: 0003 - Meter Rental Monthly Price: 0004 - Delivery and Installation of Letter Opener Price: OPTION YEAR 1: 0005 Maintenance Monthly Price: 0006 Meter Rental Monthly Price: OPTION YEAR 2: 0007 Maintenance Monthly Price: 0008 Meter Rental Monthly Price: OPTION YEAR 3: 0009 Maintenance Monthly Price: 00010 Meter Rental Monthly Price: OPTION YEAR 4: 00011 Maintenance Monthly Price: 00012 Meter Rental Monthly Price: Offerors are allowed to submit up to a maximum of 1 page of supporting information on their price; however this is not required. All pages after the first page, regardless of whether they are title pages, tables of content, etc., will not be evaluated. Quotes should NOT include more than 10 total pages of information five (5) pages for past performance, one (1) page for support pricing information, and four (4) pages will be allowed for miscellaneous information (eg. CAGE, Taxpayer ID Number (TIN), point of contact, term of quote validity, etc..). (b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offers specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. The Defense Priorities and Allocations System (DPAS) applies and the assigned rating for this requirement is DOC9. Offers are due by 8:00 a.m. EST on 27 March 2009. Facsimile and e-mail quotes are acceptable and preferred Offers may be submitted by mail and forwarded to: Point of Contact: Erica Leach DFAS Contract Services Directorate 3990 E. Broad Street Bldg. 21, Room 2B218 Columbus, OH 43213-1152 Phone Number: 614-693-1971 Fax Number: 614-693-1808 E-mail address: erica.leach@dfas.mil Facsimile and e-mail quotes are acceptable and preferred. Furnish quotes to this POC on or before the closing time listed in this RFQ.
- Web Link
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(https://www.fbo.gov/?s=opportunity&mode=form&id=1887d482c7094f2381a54086d2f3f766&tab=core&_cview=1)
- Place of Performance
- Address: Defense Finance Accounting Service (DFAS), DFAS-JBD, 27 Arkansas Road, Suite 104, Limestone, Maine, 04751-6216, United States
- Zip Code: 04751-6216
- Zip Code: 04751-6216
- Record
- SN01773561-W 20090321/090319220910-1887d482c7094f2381a54086d2f3f766 (fbodaily.com)
- Source
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