MOD | R | Cost Per Copy Services | 07-Jun-12

FBO DAILY ISSUE OF JUNE 07, 2012 FBO #3848
MODIFICATION

R -- Cost Per Copy Services

Notice Date: 6/5/2012
Notice Type: Modification/Amendment
NAICS: 561439 — Other Business Service Centers (including Copy Shops)
Contracting Office: Railroad Retirement Board, Acquisition Management Division, OA, Procurement Section, 844 North Rush Street, 9th Floor NE, Chicago, Illinois, 60611-2092
ZIP Code: 60611-2092
Solicitation Number: RRB12R007
Point of Contact: Richard D. Ball, Phone: 3127514510, Paul T. Ahern, Phone: (312) 751-7130
E-Mail Address: richard.ball@rrb.gov, paul.ahern@rrb.gov
(richard.ball@rrb.gov, paul.ahern@rrb.gov)
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; proposals are being requested and a written solicitation will not be issued. OVERVIEW A. Agency Information The U.S. Railroad Retirement Board (RRB) is an independent federal agency that administers a retirement and survivor benefit program for railroad employees and their families. The RRB was established by the Railroad Retirement Acts of 1937 and 1974. Its benefit program was the forerunner of the more familiar social security system. The Railroad Retirement System is unique inasmuch as it is the only federally administered benefit program covering a single private industry. The RRB also administers the Railroad Unemployment Insurance Act which provides unemployment and sickness benefits to railroad employees. The RRB’s headquarters and the RRB’s Office of the Inspector General are located in Chicago, Illinois. The RRB also has 54 field offices, nationwide. B. Notice: Performance-Based Acquisition Performance-based acquisitions are structured around the results to be achieved as opposed to the manner in which the work is to be performed. The work to be performed is described in terms of the required results rather than either “how” the work is to be accomplished or the number of hours to be provided. Performance-based acquisitions enable assessments of work performance against measurable performance standards and rely on these standards as well as financial incentives in a competitive environment to encourage competitors to develop and institute innovative and cost-effective methods of performing the work. C. Project Information The RRB is seeking one contractor that can provide equipment, designated accessories, maintenance, materials and supplies (except paper) to conduct a walk-up photocopier cost-per- copy program to be located both at the RRB’s headquarters facility and at 54 field offices located throughout the continental United States. D. Contracting Officer’s Representative (COR) The COR provides technical direction and prioritization, as needed, as well as quality assurance monitoring of the work performance. The RRB’s COR information is as follows: Name: Lloyd A. Kingsbury Room No: 2nd Floor Address: U. S. RRB, 844 North Rush Street City, State, Zip Chicago, Illinois, 60611-2092 E-mail: Lloyd.Kingsbury@rrb.gov E. Inspection of Facility It is recommended that potential offers do a pre-inspection of the building/facility where contract performance will be held. Access to the building/facility may be obtained for inspection purposes by contacting Mr. Lloyd Kingsbury or Mr. Pedro Borjas at the Federal Building, 844 North Rush Street, Chicago, Illinois 60611-2092 between the hours of 8:00 a.m. and 3:00 p.m., Monday through Friday. Mr. Kingsbury can be reached on (312) 751-4522 and Mr. Borjas can be reached on (312) 751-4589. F. Post Award Conference In order to codify the implementation and procedural issues attendant upon contract performance start up, a post award conference will be held at the RRB Headquarters Facility, 844 North Rush Street, Chicago, Illinois 60611-2092. The contractor must attend this conference and be prepared to discuss an initial phase-in plan. The contractor will be responsible for all costs related to attending this conference. It is anticipated that this conference will be held within 5 workdays after contract award. OFFERORS SHOULD USE THE ATTACHED FORMATTED SOLICITATION TO REVIEW THE REQUIREMENTS ANS PROPOSAL SUBMISSION INSTRUCTIONS. II. THE SCHEDULE OF SERVICES A. The offeror shall provide equipment, maintenance services, and supplies, (except paper), to satisfy the RRB’s walk-up photocopier needs located at both headquarters and its field offices throughout the continental United States for a maximum of 4 years. The RRB’s current equipment configuration under the current CPC contract consists of the following: 1. Headquarters Equipment Configuration • Eleven (11) Canon 2270 photocopiers • Seventeen (17) Canon 3025 photocopiers • Three (3) Canon 3035 photocopiers 2. Field Office Equipment Configuration • Fifty-five (55) Canon 2270 photocopiers All duplicators/copiers listed above are provided under a cost-per-copy services program. The equipment remains sole property of the incumbent contractor, RICOH. Dry copies produced by the Hi-Speed photocopiers are not included in these statistics are beyond the scope of the CPC services contract sought by this RFP. The RRB intends to satisfy its current and future walk-up photocopier cost-per-copy services requirements through the use of this indefinite quantity/indefinite delivery contract. The contractor shall deliver, install and make the finalized configuration of the cost-per-copy equipment systems and services ready for use by the RRB’s Headquarters and Field Offices no later than September 15, 2012. B. The offeror shall enter in the spaces provided below a firm-fixed cost-per-copy price, and on overage price for copies above the guaranteed minimum copies (See III.W.) for each volume band listed, to provide all equipment, maintenance service and consumable supplies (with the exception paper), for the initial contract term and three option years, for the following requirements: 1. Minimum equipment/program requirements as outlined in section III, SOW. (See section III. B). a. Initial Contract Term: September 15, 2012 – September 14, 2013 SLIN Volume Band Estimated Quantity Price / Copy Minimum Program/Equipment Cost/Copy Services Overage Price / Copy Minimum Program/Equipment Cost/Copy Services 001AA 1 945,000 ______________ ______________ 001AB 2 1,345,000 ______________ ______________ 001AC 3 575,000 ______________ ______________ b. First Option Year: September 15, 2013 – September 14, 2014 SLIN Volume Band Estimated Quantity Price / Copy Minimum Program/Equipment Cost/Copy Services Overage Price / Copy Minimum Program/Equipment Cost/Copy Services 001AD 1 945,000 ______________ ______________ 001AE 2 1,345,000 ______________ ______________ 001AF 3 575,000 ______________ ______________ c. Second Option Year: September 15, 2014 – September 14, 2015 SLIN Volume Band Estimated Quantity Price / Copy Minimum Program/Equipment Cost/Copy Services Overage Price / Copy Minimum Program/Equipment Cost/Copy Services 001AG 1 945,000 ______________ ______________ 001AH 2 1,345,000 ______________ ______________ 001AI 3 575,000 ______________ ______________ d. Third Option Year: September 15, 2015 – September 14, 2016 SLIN Volume Band Estimated Quantity Price / Copy Minimum Program/Equipment Cost/Copy Services Overage Price / Copy Minimum Program/Equipment Cost/Copy Services 001AJ 1 945,000 ______________ ______________ 001AK 2 1,345,000 ______________ ______________ 001AL 3 575,000 ______________ ______________ 2. Desired/Optional equipment/program capabilities as outlined in section III, SOW. (See section III, C). The offer must include a description of the equipment, maintenance service, and consumable supplies, including computer networking specifications being offered as an option, for the initial contract term and all option years. a. Initial Contract Term: September 15, 2012 – September 14, 2013 SLIN Volume Band Estimated Quantity Price / Copy Desired/Optional Program/Equipment Cost/Copy Services Overage Price / Copy Desired/Optional Program/Equipment Cost/Copy Services 002AA 1 945,000 ______________ ______________ 002AB 2 1,345,000 ______________ ______________ 002AC 3 575,000 ______________ ______________ b. First Option Year: September 15, 2013 – September 14, 2014 SLIN Volume Band Estimated Quantity Price / Copy Desired/Optional Program/Equipment Cost/Copy Services Overage Price / Copy Desired/Optional Program/Equipment Cost/Copy Services 002AA 1 945,000 ______________ ______________ 002AB 2 1,345,000 ______________ ______________ 002AC 3 575,000 ______________ ______________ c. Second Option Year: September 15, 2014 – September 14, 2015 SLIN Volume Band Estimated Quantity Price / Copy Desired/Optional Program/Equipment Cost/Copy Services Overage Price / Copy Desired/Optional Program/Equipment Cost/Copy Services 002AA 1 945,000 ______________ ______________ 002AB 2 1,345,000 ______________ ______________ 002AC 3 575,000 ______________ ______________ d. Third Option Year: September 15, 2015 – September 14, 2016 SLIN Volume Band Estimated Quantity Price / Copy Desired/Optional Program/Equipment Cost/Copy Services Overage Price / Copy Desired/Optional Program/Equipment Cost/Copy Services 002AA 1 945,000 ______________ ______________ 002AB 2 1,345,000 ______________ ______________ 002AC 3 575,000 ______________ ______________ 3. The offeror shall enter in the space provided below a firm-fixed price for the relocation cost associated with moving any contractor furnished equipment, for the initial term and all option years. (The price shall not include any cost associated with the initial installation or replacement of inoperable equipment. (See Section III.V) SLIN Relocation Description Price per move 003AA Within the RRB headquarters facility: __________ 003AB Within a field office location facility. __________ 003AC From one field office location to another. __________ (Location within a 10 mile radius) 003AD From one field office location to another, __________ in the list of Appendix A or B. C. CONTRACTOR INFORMATION FOR ORDER ADMINISTRATION 1) Order Address: __________________________ __________________________ __________________________ __________________________ 2) Business size* __________________________ 3) Federal Tax ID # __________________________ For provision of TIN please read FAR clause in Section II.I 4) DUNS No. __________________________ 5) Remit Address __________________________ _________________________ __________________________ 6) GSA Contract No. __________________________ 7) Authorized representatives: Business Technical Name ________________ ______________ Phone ________________ ______________ Fax # ________________ ______________ E-mail ________________ ______________ 8) Central Contractor Registration (CCR) completed: YES [ ] NO [ ] Offeror must be registered on CCR (www.ccr.gov) to be eligible for award of a contract or order. * Business size must be properly annotated on CCR site. III. STATEMENT OF WORK (SOW) PHOTOCOPIER COST-PER-COPY SERVICES This Request for Proposals (RFP) describes a program in which the contractor would provide equipment, maintenance services, and supplies (except paper) necessary to satisfy the RRB’s walk-up photocopier duplicating needs that exist both at its Headquarters facility in Chicago, Illinois and at 54 field office located throughout the continental United States, for a maximum of four years. The RRB currently uses a total of 86 walk-up photocopiers under the existing cost-per-copy contract. Dry impressions produced by the RRB’s Data Center and Print Shop are separately contracted, are not included in these [statistics] and are beyond the scope of the contract anticipated by this RFP. The RRB intends to satisfy its current and future walk-up photocopier duplications requirements through the use of this indefinite delivery contract. The first delivery order shall comprise the “initial configuration” (See Attachments A & B). The initial configuration shall be delivered, installed, and made ready for use by the RRB not later than August 31, 2012 and shall consist of 86 walk-up photocopiers summarized by Volume Bands (VB) as follows: Category Quantity VB1 66 VB2 17 VB3 3 A. General Requirements (1) All models being offered are in current production as of the date an offer is submitted under this RFP. For purpose of this solicitation, “current production” shall mean that the photocopier model is being manufactured as new equipment for the United States market. Any model(s) being offered as “remanufactured” are also acceptable; however, they must have been inspected, tested and certified to the original equipment manufacturers standards. (2) Remanufactured Equipment – Means factory rebuilt to original specifications. (3) All photocopier models furnished after award, as new or newly remanufactured, must not have been used at any other time prior to delivery after the manufacturing or remanufacturing process. (4) Copiers shall perform satisfactorily at any temperature between 50 and 90 degrees Fahrenheit. Copiers shall perform satisfactorily at any relative humidity between 15 and 85 percent. (5) Copiers shall not contain either asbestos or polychlorinated biphenyls (PCB’s). (6) ELECTRICAL REQUIREMENTS: All furnished photocopiers shall be UL approved and shall meet either of the following electrical requirements: (a) 120 V SYSTEM: 120 volt ± 10%, single phase, 60 cycle circuit. Full load on circuit should not exceed 16 amps. Male cap (plug) must be two pole three wire grounded 20 A 125V NEMA rated No. 5-20. or (b) 208 V SYSTEM: 208 volt ± 10%, single or triple phase 60 Hz circuit. B. Minimum Equipment/Program Requirements (1) All walk-up photocopiers under this contract shall be digital with a minimum of 512 MB of memory. (See also volume band specific minimum requirements in sections III, D, E, 3, a – c, and F. (2) Walk-up photocopiers shall be capable of connecting to a computer network with the following specifications: • Network Operating System for Print Server: Windows Server 2003R2 + Windows 2008R2 Standard • Workstation Operating Systems: Windows XP Pro. Servers – Windows 2000, 2003, 2003R2, 2008R2. • Protocol: TCP/IP • Cabling: 100 BaseT (CAT 5e) • Switches: Cisco Catalyst 3650 • Network Interface Card: Walk-up photocopier shall be equipped with a 10/100/1000 BaseT network interface card. • Network and/or Desktop Drivers: Walkup photocopiers shall come equipped with all drivers and/or software necessary to all for network printing. (3) Walk-up photocopiers shall have a minimum output resolution of 600 dpi. (4) Walk-up photocopiers shall have the manufacturer’s serial number, manufacturer’s name and/or trademark, and model number legibly affixed on a major component in a readily accessible location. (5) An operator’s manual, or an URL for on-line help, shall be furnished with each placed photocopier. Manuals permanently affixed to equipment are acceptable in lieu of manuals furnished separately from equipment. (6) Walk-up photocopiers shall feature a definitive indicator of when the equipment is energized. This may be either a special “power on” light or an appropriate indicator on the control panel or display monitor. (7) Walk-up photocopiers shall have a self-diagnostic system, which indicates, at a minimum, the following conditions: (1) needs toner; (2) needs paper; and (3) paper misfeed or jam. The visual display should indicate the location / area of the misfeed or jam. (8) Walkup photocopiers shall be equipped with a lighten/darken contrast control. (9) Walk-up photocopiers shall have a minimum of two preset reduction ratios, which allows for the immediate reproduction of 8 1/2“x 14” and 11” x 17” originals onto 8 ½” x 11” copies. Photocopiers equipped with one or more of the following features are considered to be in compliance with this requirement: (a) Pre-set ratios: The ratios entered into the photocopier by the manufacturer and are quickly accessible by pressing the appropriate button; (b) Memory storage capability: Photocopier has several reduction memories available to be programmed by the user. While the required ratios may not necessarily be preset by the manufacturer, the user can easily program them into memory, so that they are readily accessible at any time; (c) Automatic magnification: Photocopier can automatically sense the size of the originals, and when the size of the copy is specified, can automatically set the necessary reduction ratio. (10) Walk-up photocopiers shall have a reduction/enlargement (zoom) feature allowing continuously variable reduction increments no larger than 1%. The reduction feature shall, at a minimum, cover a range from 50% through 100%. Photocopiers shall have a zoom feature allowing continuously variable enlargement in increments no larger than 1%. The zoom feature shall, at a minimum, cover a range from 100% through 141%. (11) Walk-up photocopiers platens (document glass) shall be 11" x 17" in size and be of the “flat-bed” type. (12) Walk-up photocopiers shall copy to within 1/4” of the leading edge of the paper and to within 1/8" of the remaining three edges. (13) Walk-up photocopiers shall have the capability to copy originals from bound documents. Copiers shall be capable of producing copies on transparencies and gummed labels. Copiers shall be capable of copying carbonless paper. Copiers must be able to use high recycled content paper. (14) Walk-up photocopiers of the tabletop design shall be furnished with standard commercial cabinets or stands. (15) Walk-up photocopiers shall be capable of performing all required tasks using 30% post consumer recycled content paper whose specifications are in accordance with the Joint Committee on Printing JCP-O-60 Specification Products (Attachment D) (the RRB will supply paper throughout the term of the contract). (16) Walk-up photocopiers shall be furnished with a document feeder capable of automatically feeding and inverting two-sided (when automatic duplexing is specified) originals up through 8½” x 14" in size, and also feeding 11" x 17" originals either semi-automatically or automatically. (17) Walk-up photocopiers shall be furnished with sorters which have a minimum of 10 bins, each bin having a minimum capacity of 25 sheets (8½” x 11") and the ability to receive copies up through 8½” x 14" in size. Copiers may be furnished with finishers in lieu of sorters. (18) Walk-up photocopiers shall be capable of performing automatic duplexing (1:2, 2:2, and 2:1), onto paper up through 8½” x 14" in size. (19) Walk-up photocopiers shall be capable of on-line stapling. (20) Walk-up photocopiers shall be able to support PCL5e/6 and PS3 emulation print languages. (21) Walk-up photocopiers shall be capable of scanning documents into either “TIFF” and/or “PDF” format or sending via computer network. (22) All walk-up photocopiers shall be furnished either with a removable hard disk drive, or with a feature that when activated by an authorized individual, would sanitize the hard disk drive(s) to prevent any unauthorized individuals from gaining access to and/or using the information contained on the photocopier hard disk drive(s) upon their permanent removal from the RRB. If the photocopier(s) only come equipped with a removable hard disk drive, the hard disk drive(s) will become the property of the RRB upon the permanent removal of any photocopier(s) from the RRB location. (23) Automatic Exposure Selection (AES): The exposure is adjusted automatically when copying from originals with different background shadings. (24) Automatic Magnification Selection (AMS): After detecting the correct size of each original document, the copier automatically calculates the correct magnification (zoom) ratio to fit the paper size selected by the operator (25) Automatic Paper Select (APS): A built-in sensor detects the size of each original and the copier selects the proper paper size. (26) Automatic Shut-off (ASO): To conserve energy, the copier will automatically shut off after a preset standby period which is usually programmable by the user. (27) Automatic Tray Switching (ATS): A feature that enables a copier to automatically switch from a depleted paper source to another (provided it’s the selected paper size) in the midst of a copy job, effectively increasing overall productivity. (28) Automatic Start (AS): Copiers with this feature may be programmed for a job by the operator before the copier is warmed up. Once programming is complete, the user presses the print button and the machine automatically begins copying after warm-up temperature is attained. (29) Book Copy: A feature (key stroke) that is used to produce two single copies (one from each page) from a book that is spread open on the platen. This eliminates the added step of repositioning the book for each page. (30) Booklet Mode: After originals have been scanned into memory, the copier automatically positions each image on the correct page, thus creating a signature. Copies can then be folded to create a booklet. (31) Copy Control: Access codes for tracking copy usage. The key operator can set copy limits and/or rest the usage data for each code. The copy control feature shall be capable of accommodating a minimum of 20 different account numbers. (32) Covers: The copier will automatically insert front and/or back covers into the completed sets. The copier draws the cover from alternate paper sources, so thick or color stock may be used. (33) Editing (mask/trim): Copiers with the ability to mask and area of an original and copy only that area or omit it from the copy. (34) Energy-Save: Once a copy is complete and a preset period of time has elapsed, the copier automatically goes into a standby mode in which partial fusing heat is maintained so that a full warm-up period is not necessary for the next copy job. (35) Erase: A feature that is used to erase a portion of the copy. (36) File Management Capability: A feature which lets users organize image files created via scanning, often by creating a software-screen metaphor for physical file cabinets, drawers, and folders. May be part of a program that provides PC scanning capabilities. (37) Image Insert: Allows the operator to merge images scanned from the platen glass, such as pages from a book, magazine or photos, with a document that has been scanned through the document feeder. (38) Image Overlay: This feature allows the user to overlay the image of one original onto another to produce a single composite copy. (39) Image Repeat: When image repeat is selected, the image on the original is repeatedly imaged onto the copy. The number of times the image is repeated is programmable by the user. (40) Image Rotate: This feature automatically rotates the orientation of an original that is scanned into memory if the paper source that was selected becomes empty during the copy job, provided that the correct size is loaded in another drawer. (41) Interrupt: An interrupt key is used to halt copying at any point during a copy run. (42) Job Build: When the number of originals exceeds the document feeder’s capacity, a feature that will allow a user to batch feed originals that will be merged automatically once all the originals have been scanned. (43) Job Programs: A feature that allows the user to store programmed jobs and recalls them at the touch of a key or keys. (44) Job Time: Once a copy job has been input (scanned), the approximate time it will take to produce the job is displayed on the control panel. While copying is in progress, the display counts down and indicate the time remaining to complete the job. (45) Margin Shift: The ability to shift the image to the left or right, on the front, back, or both sides of a copy, to allow for binding or three-hole punching. (46) Negative/Positive Reversal: This feature automatically reverses an image to “white on black” or “black on white”. (47) OHP Interleaving: This feature enables the copier to insert a blank or copied sheet between each transparency when copying sets of transparencies. (48) Photo Mode: With this feature, the original is automatically enlarged and copied in sections, allowing the operator to produce copies larger than ledger size. Once the copies are adjoined, a poster is created. (49) Program Ahead: Allows the operator to program the next copy while a job is running. (50) Sheet Insertion: With this feature, the maximum number of insert sheets that the copier can automatically insert into completed sets at certain pre-programmed positions is indicated. The copier draws the slip-sheet stock from alternate paper sources, allowing for either thick or color stock. (51) Stamping: A feature that allows the operator to place a stamp, such as a page or distribution number, date, watermark, or an image previously stored into memory, onto a copy. (52) Timer: A feature allows the copier to be programmed automatically to turn on and off at specified times. (53) “2-in-1”: A feature that allows the operator to combine and/or separate up to four or more different images onto one or both sides of a single page by reducing or enlarging each original, if necessary. Also known as image combination and image separation. C. Desired - Optional Equipment/Program Capabilities. The RRB desires, but does not require, copiers with the following features: (1) Advanced Document Security to help ensure document integrity at every stage of the creation and distribution process with comprehensive security that protects the agency’s important information assets: • An HDD Data Erase Kit that automatically overwrites previously stored data. • The ability to provide additional security by encrypting data before it’s committed to the hard drive. • Security options are EAL3 Common Criteria (CC) certification. • The ability to access the walk-up printer by using the RRB issued Personal Identity Verification (PIV) card via a card reader. • Additional layer of security with standard HDD Encryption and encode stored documents for maximum protection with Encrypted PDF. • The ability to send jobs to the walk-up printer and having them held in queue until the proper username and password are entered onto the photocopier. • The option of removing the hard drive before the photocopier is returned to the contractor. (2) Sustainable Efficiency – Conserve energy and paper • Provide photocopiers that reduce paper consumption with standard automatic duplexing. • Minimize power usage by having the photocopier warm up in under15 seconds or less from sleep mode and 40 seconds or less from main power off. • Save energy by producing the first copy in less than 10 seconds or less. (3) System memory 1 GB or larger. (4) Print Management Software that can help create “Policy Print” a culture of responsible printing and copying by RRB employees which can lead to defining policies for cost and waste reduction that automatically notify RRB employees via pop-ups on their workstations when their print jobs are not consistent with the rules. Policy Print should be able inform, warn, or deny printing privileges. Policy Print should have the ability to evolve into a rules based printing system. (5) Capable of fast fax transmission • Send or receive faxes electronically with internet faxing, using either a PC or conventional fax numbers via IP to save on transmission costs and paper. • The ability to preview faxed pagers before transmission to eliminate blank pages and decrease errors. • The ability to route inbound faxes to an e-mail address or network folder to ensure timely, accurately deliver. (6) Provide a side large tray capable of holding at a minimum 1,000 8 ½ x 11 sheets. (7) Have a feature that holds a job when resources are not available – such as a different paper size – and automatically prints the next job in the queue. D. Specific Volume Band 1 Requirements: (1 – 5,000 dry impressions per month). (1) Walk-up photocopiers shall have a minimum copy speed of 25 letter size (8 ½” x 11”) copies per minute. (2) Walk-up photocopiers shall be capable of reliably producing a maximum of 7,500 copies per month. (3) A minimum of two (2) paper trays shall be furnished with the photocopiers: one of which supplies 8 ½” x 11” papers and the other which will supply 8 ½” x 14 papers. (4) Walk-up photocopiers shall be capable of holding at a minimum 1,000 sheets of paper. E. Specific Volume Band 2 Requirements: (5,001 – 15,000 copies per month). (1) Walk-up photocopiers shall have a minimum copy speed of 30 letter size (8 ½” x 11”) copies per minute. (2) Walk-up photocopiers shall be capable of reliably producing a maximum of 15,000 copies per month. (3) Paper feeder/tray for copiers shall be of either the paper tray (i.e., cassette) type or the stack feed type. (a) Shall be furnished with a minimum of three (3) paper trays or feeders, additional tray(s)/feeder(s) to be furnished if required to handle paper sizes listed below. (b) Shall be capable of feeding paper in the following sizes: 8 ½” x 11” and 8 ½” x 14”. (c) One of the three required trays/feeders shall have a paper capacity of 500 sheets of 8 ½” x 11” papers. (4) Walk-up photocopiers shall be capable of holding a minimum 1,500 sheets of paper. F. Specific Volume Band 3 Requirements: (15,001 – 40,000 copies per month). (1) Walk-up photocopiers shall have a minimum copy speed of 35 letter size (8 ½” x 11”) copies per minute. (2) Walk-up photocopiers shall be capable of reliably producing a maximum of 40,000 copies per month. (3) Paper feeder/tray for copiers shall be of either the paper tray (i.e., cassette) type or the stack feed type. (a) Shall be furnished with a minimum of three (3) paper trays or feeders, additional tray(s)/feeder(s) to be furnished if required to handle paper sizes listed below. (b) Shall be capable of feeding paper in the following sizes: 8 ½” x 11” and 8 ½” x 14”. (c) Two of the three required trays/feeders shall have a paper capacity of 500 sheets of 8 ½” x 11” papers. (4) Walk-up photocopiers shall be capable of holding a minimum 2,000 sheets of paper. G. Pre-award Survey In order to determine responsibility of the Contractor, the Government reserves the right to conduct a pre-award survey of the Contractor’s capability by requiring evidence of technical, production, managerial and financial capability to perform prior to the award of a contract. H. Consumable Supplies (1) All consumable supplies (e.g., toner, developer, fuser agent, staples, etc.) with the exception of paper shall be provided by the contractor and delivered either to the specific field office (for walk-up photocopiers placed in the RRB’s field offices) or to a centralized storage area (for the walk-up photocopiers placed in the RRB’s headquarters facility) for the resulting contract. (2) The contractor will replenish the on-hand consumable supplies within the first 5 business days of each month to assure a continual surplus of supplies for 45 days. The Government shall not be responsible for the inventorying of the contractor-furnished supplies. In the event surplus supplies are exhausted prior to the beginning of the next stock replenishment cycle, the contractor shall, when requested by the Board, furnish emergency supplies. The emergency supplies shall be delivered within 2 workdays after receipt of the Board’s request and shall consist of sufficient quantity to sustain performance of the affected station(s) until the next replenishment of supply stock. I. Maintenance (1) The contractor shall provide maintenance service with respect to all machines furnished under this contract. Such service shall include all labor, parts and consumable supplies, except paper, required to keep the equipment in good working order. (2) The contractor shall notify the RRB of all on-site field modifications (engineering changes) made available by the original equipment manufacturer (OEM). The contractor shall explain the nature of the modification and shall indicate whether the change is optional or mandatory. Implementation of the change shall be effected when mutually agreed upon or within 60 days of availability, whichever is earlier. (3) Maintenance service shall not include electrical work external to the equipment; adding or removing accessories, attachments, or other devices; repair of damage resulting from RRB precipitated accident, neglect, or misuse; repair of damage resulting from failure of electrical power, air conditioning or humidity control. (4) (Preventive maintenance shall be performed by the contractor consistent with standard commercial practice. Within 30 days after contract award, the contractor shall submit a written preventive maintenance plan to the Contracting Officer’s Representative (COR) specifying both the frequency and duration of maintenance required. The schedule shall be subject to the Board’s approval. If a mutually agreed schedule cannot be established, the RRB reserves the right to specify a schedule. (5) Remedial maintenance service, including the provision of labor, parts and consumable supplies (except paper), shall be provided by the contractor during the principal period of maintenance service upon notification by the RRB that the equipment needs service. (a) The principal period of maintenance service (business hours) shall be 8:00 a.m. through 4:30 p.m. local time at all locations, Monday through Friday, except Federal holidays. (b) The contractor shall provide the RRB with a designated point of contact and shall ensure that its maintenance representative(s) promptly receive the Board’s request for remedial service by providing a local or toll-free telephone number, answering service or pager service during the principal period of maintenance service. (c) The contractor shall respond to a service call placed by the Board within 4 business hours after initial notification to affect the repair of any malfunctioning or otherwise inoperable machine. (d) If a copier cannot be repaired or made operable within 2 working days (16 business hours), the contractor shall, upon RRB request, install a backup copier of equal or greater capability than the malfunctioning machine in order to provide temporary relief while the malfunctioning copier is being repaired or replaced by another machine. The temporary backup copier shall be delivered and made ready to use within 1 working day after receipt of the Board’s request for a backup. It shall be billed at the same rate as the original unit and shall remain in place until the malfunctioning unit has been repaired or for 5 working days, whichever is earlier. If, at the end of the backup period, the malfunctioning machine has not been repaired, the contractor shall provide and install upon written request of the Board, a replacement copier (see Provision III.U). (6) The Government will provide, after award, a list in writing of persons authorized to place service calls and order emergency replenishment supplies for walk-up photocopiers furnished under the contract resulting from this RFP. The contractor will be notified, in writing, of any change(s) made to this list during the term of the contract. J. The contractor shall conduct basic walk-up photocopier training to personnel designated as key operators for each installed photocopier on the following basis: (1) At the time of or prior to the installation of each machine; (2) When notified by the COR, the contractor shall supply additional key operator training on an “as needed” basis within 5 working days of such request. The objective of this training is to ensure the smooth operation of one or more photocopiers provided/delivered under this Statement of Work. Such training shall cover the basic operational functions of the equipment, replenishment of toner, paper, staples, and clearing of machine-indicated paper jams. Key photocopier operators will then be available to assist all Government employees who have access and authorization to use the photocopier. K. Proposal of New and/or Improved Models The contractor may introduce new and/or improved models of copiers anytime during the contract period for copiers initially installed under this contract. Any proposed new and/or improved model(s) must be of equal or greater capability as the model to be replaced and shall be at the same negotiated rate as the original proposed model. Acceptance or rejection of technically approved new and/or improved models will be accomplished by the Contracting Officer. Acceptance will be accomplished by modification to the contract. Acceptance of such new models will not extend the basic and option terms of the contract. L. Discontinuation of Service Cost-per-copy service on any individual copier may be discontinued with 30 days written notice by the Government to the contractor. Service may be discontinued on shorter notice when agreed to by the contractor. The contractor shall remove from the Government premises discontinued machines and associated unused consumable supplies within 5 days after the date of service discontinuation. M. Contractor Responsibilities (1) Responsibility of Government Property - The Contractor assumes full responsibility for and shall indemnify the Government for any and all loss of or damage of whatsoever kind and nature to any and all Government property, including any equipment, supplies, accessories, or parts furnished, while in his custody and care for storage, repair or services to be performed under the terms of this contract, or any employee, agent, or representatives of the Contractor or subcontractor. (2) Hold Harmless and Indemnification Agreement - The Contractor shall hold harmless and indemnify the Government against any and all liability, claims and costs of whatsoever kind and nature for any injury to or death of any person or persons and for loss of or damage to any property occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operations, or performance of work under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of the contractor, any subcontractor, or any employee, agent or representative of the contractor or of any subcontractor. Notwithstanding the foregoing, the contractor will not be liable for consequential damages as defined in the Warranty Exclusion and Limitation of Damages provisions, if any contained herein. (3) Damage to Government Property from causes other than the Contractor’s Negligence - Nothing in the above paragraph shall be considered to preclude the Government from receiving the benefits of any insurance the Contractor may carry which provides for indemnification for any loss or destruction of, damage to property in the custody and care of the Contractor where such loss, destruction, or damage is to Government Property. The contractor shall do nothing to prejudice the Government’s right to recover against third parties for any loss, destruction of, or damage to Government property, and upon the request of the Contracting Officer shall, at the Government’s expense, furnish to the Government all reasonable assistance and cooperation (including assistance in the prosecution of suit and the execution of instruments of assignment in favor to the Government) in obtaining recovery. (4) Laws and Ordinances - The Offer shall comply with all laws, ordinances, and regulations (Federal, State, County, City or otherwise) covering work of this character and shall include all costs, if any, of such compliance in the prices quoted in this offer. N. Photocopier Replacement – Volume Underage/Overage Should the Contractor become aware of any particular site where a copier is being regularly overused or underused for a period of three consecutive months, the Contractor shall notify the Contracting Officer and COR of such a situation in writing and shall propose a replacement machine which would more effectively accommodate current usage. The proposal, including the discontinuance of the original machine and the ordering of the replacement unit would, if approved by the Contracting Officer, be effected in accordance with the terms of this contract. O. Within 10 days after contract award, the contractor shall submit a plan to the COR specifying the method in which meter readings shall be submitted by the Government to the contractor. P. During installation, the contractor must demonstrate that the walk-up photocopier is properly working. This demonstration must be accomplished pursuant to the operating instructions furnished with each photocopier and in the presence of the COR or his/her designated representative. Upon satisfactory completion of this demonstration, the appropriate RRB personnel authorized to accept equipment under the contract will sign any acceptance document(s). Q. Phase-In The contractor will provide all resources required to ensure a smooth transition. The Government requires the maintenance of customer support with minimal interruptions to operations. R. Phase-Out The contractor shall provide all resources required to ensure a smooth transition period in accordance with contract requirements. The Government intends to sustain a maximum level of customer support during this period. The contractor agrees to the performance requirements of the contract until all of the new copiers have been installed. The contractor will be reimbursed at the contract rate for all time exceeding the contract period in which equipment must remain. The incumbent contractor will be required to cooperate fully with the new contractor to ensure a smooth transition period. This cooperation includes, but is not limited to, tasks associated with the prompt removal of copier equipment and consumable supplies from all locations as requested by the COR or his/her authorized representative. S. Government personnel will be responsible for physically taking meter readings monthly at each copier site. The copy volumes will be shown on media supplied by the contractor. The media will contain the following data: Machine serial number, meter reading, an “unusable copies” count, the number of copies used during service calls, and an authorized machine operator signature. T. Uptime Efficiency Level (1) The contractor guarantees that each walk-up photocopier under this contract shall achieve a minimum uptime efficiency level of 90%. The efficiency level will be calculated on an individual machine basis by dividing the number of hours that a particular machine was operable in any month by the total number of operational hours in that month. For purposes of this contract only, the RRB’s walk-up photocopier operations schedule (workday) shall encompass 8.5 hours per day, five (5) days per week – Monday thru Friday, excluding Federal holidays. (2) If a machine maintained under this contract fails to achieve the minimum required efficiency level for two (2) consecutive months, the contractor shall, upon request by the Board, replace the under-performing machine at no additional cost to the RRB. The replacement copier shall be delivered, installed and ready for use within ten (10) working days notice. Replacement copiers shall be new or remanufactured equipment in production at the time of replacement and shall meet or exceed both the capability and contract specifications applicable to the machine being replaced. The replacement machine shall be billed at the same rate as the machine being replaced. U. Credit for Excessive Downtime Each copier furnished under the resulting contract shall perform at a monthly effectiveness level of 90%. The effectiveness level for the machine is computed by: (1) the total number of hour’s downtime, divided by the total production time in the month. Total productive time shall be computed by multiplying 8½ hours per day by the number of working days in the month (weekends and Federal holidays excluded). If the monthly effectiveness level is 90% or higher there is no credit due under this provision. Failure of any particular copier to achieve a monthly effectiveness of 90% shall entitle the Government to unilaterally take credit against the monthly billing for each day the equipment is inoperative. The credit shall be a percentage amount of the cost-per-copy monthly charge per machine, which shall be determined by subtracting the actual percentage of effectiveness level attained during the month from 100. V. Relocation of Walk-Up Photocopiers The Government reserves the right to relocate copiers furnished under the resultant contract under the following conditions: (1) The Contracting Officer (or his/her authorized representative) will make every effort to ensure that the contractor is provided with an accurate list of walk-up photocopier installations. However, during the course of the contract, photocopier relocations may be necessary. Therefore, any photocopier may be relocated (after initial installation) one (1) time per contract year at no charge to the Government. Thereafter, if that same photocopier is relocated, there will be no charge to the Government if activity personnel do the moving, if supervised by the contractor’s technical representative. If the contractor’s personnel perform the relocation, it will be performed at the firm fixed price specified in Provision II.F. Relocation of photocopiers will be made only by the contractor, except in cases where the contractor determines (prior to the move) that the relocation does not require trained moving technical personnel and can be performed by the RRB. (2) The contractor will be notified by the Contracting Officer (or his/her authorized representative) of intended equipment moves, which shall take place within 48 hours of notification. The contractor will be provided with the new location at this time. The RRB will issue a separate order to fund the relocation, requiring contractor action / services. W. Minimum Copy Guarantee (1) Notwithstanding the estimated quantity of production copies which appear throughout this solicitation, the Government shall order copies representing the production of the copies representing the production of the copy minimum per band listed below during the initial annual term of the contract.  VB1 1,250,000  VB2 1,345,000  VB3 600,000 (2) The following procedure shall be followed if any or all volume band minimums are not produced during the initial term of this contract. (a) Within 60 calendar days after completion of the initial term, the Contractor shall submit to the Contracting Officer a proposal detailing the dollars owed as a result of the RRB not meeting the specified volume band production minimums. (b) This proposal shall not include costs for supplies and maintenance services not required and/or provided under the actual volume band production levels. The Contractor shall have the right of appeal, under the Disputes clause, the determination of the Contracting Officer concerning the amount due to the contractor under this provision because of the failure of the government to meet volume-band minimum copy guarantees. If the Contractor fails to submit the proposal within the time provided in Paragraph D.2.a and fails to request a time extension, there is no right to appeal. X. Quality Assurance Surveillance Plan (1) Introduction: The procedures established in this plan will ensure that the RRB receives the quality of service specified in the contract. Close coordination and active cooperation on a daily basis between the Contractor and those representing the Contracting Officer are necessary to obtain a quality cost-per-copy service program. Under the Copier Quality Assurance Plan, the Contractor will be evaluated on a monthly basis. The contractor will be evaluated in two (2) areas: Quality of Service and Customer Complaints. (2) Evaluation Factors: A. Condition of Equipment Each copier location will be inspected by the RRB once every three months. During each evaluation, the COR, or his authorized representative, shall notate on the Copier Inspection Form (See Attachment F) any deficiencies observed during the inspection. Inspection results will be accumulated and totaled for each month. Copies of the form will be provided to the Contractor within three days after an inspection is conducted. • Poor - There are more than 12 deficiencies indicated on the Copier Inspection Reports. • Fair - There are no more than 12 deficiencies indicated on the Copier Inspection Reports. • Good - There is no more than 5 deficiencies indicated on the Copier Inspection Reports. • Excellent - There are no deficiencies indicated on the Copier Inspection Reports. B. Customer Complaints: Customer complaints is a means by which deficiencies can be reported and serve as the basis for unsatisfactory or nonperformance of work. The COR, or his authorized representative, will record and attempt to validate each customer complaint received. Many complaints will be difficult or impossible to validate, but should be recorded and reviewed to determine if there is a trend or pattern of complaints in the delivery of cost-per-copy services. Only complaints validated by the COR, which are not the result of operator error, will be counted for performance purposes.  Poor - There are more than 30 validated complaints per month documented on the Copier Complaint Log (See Attachment G).  Fair - There are no more than 30 validated complaints per month documented on the Copier Complaint Log.  Good - There are no more than 20 validated complaints per month validated on the Copier Complaint Log.  Excellent - There are no more than 5 validated complaints documented on the Customer Complaint Log. A quality cost-per-copy service is the primary goal of this contract. During the life of the contract, administrative procedures such as inspection, documentation, and retention of records which reflect contractor performance are to be prepared and retained. Deductions will be taken only for illegible copies (as a result of mechanical error) and for excessive downtime percentage (see Section III.U). Poor performance is undesirable; therefore, if the contractor’s performance remains less than fair and fails to adhere to the contract specifications, the contract may be canceled or terminated. The Government may also contract for the service and charge the contractor for all costs incurred by the Government. Monthly meetings will be held between the contractor and/or his on-site representative and the COR. The purpose of the meeting will be held to discuss the contractor’s performance, areas of deficiencies, areas of satisfaction and customer complaints/concerns. If the contractor is non-responsive, meetings and inspections will need to be conducted more frequently. Once a more reliable service record is established, then inspections and meetings with the contractor can be reduced to normal levels. (3) Other Information and Requirements Pertinent to Performance. IV. CONTRACT CLAUSES A. Security Information: The RRB is a social insurance agency. Privileged information for railroad employees and dependent beneficiaries is accessible from all mainframe terminals, terminal sessions on desktop PC workstations, and VLAN/WAN servers. Privileged information is also available in paper form, data disks, and data tapes throughout the Chicago headquarters facility and remote offices. Access to, and use of, this information is covered under the Privacy Act of 1975 and other U.S. Codes. The provision of the Federal Acquisition Regulation (FAR) section 52.239-1, Privacy or Security Safeguards (Aug 1996), is hereby incorporated by reference. No copies of railroad employee or beneficiary information can be removed from a RRB site or retained by any member of the contractor staff in any transferable media, be that paper or electronic. With the exception of cellular/digital telephones owned and used by the Contractor staff, no communications line other than those analog lines and data links installed and approved by the RRB will be allowed. All CDs and diskettes used by the Contractor in the course of this project will be retained by the RRB at the end of the work. B. PRIVACY OR SECURITY SAFEGUARDS FAR 52.239-1 (AUG 1996) (a) The Contractor shall not publish or disclose in any manner, without the Contracting Officer's written consent, the details of any safeguards either designed or developed by the Contractor under this contract or otherwise provided by the Government. (b) To the extent required to carry out a program of inspection to safeguard against threats and hazards to the security, integrity, and confidentiality of Government data, the Contractor shall afford the Government access to the Contractor's facilities, installations, technical capabilities, operations, documentation, records, and databases. (c) If new or unanticipated threats or hazards are discovered by either the Government or the Contractor, or if existing safeguards have ceased to function, the discoverer shall immediately bring the situation to the attention of the other party. C. PRIVACY ACT NOTIFICATION FAR 52.224-1 (APRIL 1984) The Contractor will be required to design, develop, or operate a system of records on individuals, to accomplish an agency function subject to the Privacy Act of 1974, Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Act may involve the imposition of criminal penalties. D. PRIVACY ACT (APR 1984) FAR 52.224-2 (a) The Contractor agrees to – (1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies - (i) The systems of records; and (ii) The design, development, or operation work that the contractor is to perform; (2) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a system of records on individuals that is subject to the Act; and (3) Include this clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a system of records. (b) In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a system of records on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a system of records on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a system of records on individuals to accomplish an agency function, the Contractor is considered to be an employee of the agency. (c)(1) "Operation of a system of records," as used in this clause, means performance of any of the activities associated with maintaining the system of records, including the collection, use, and dissemination of records. (2) "Record," as used in this clause, means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a fingerprint or voiceprint or a photograph. (3) "System of records on individuals," as used in this clause, means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual. E. PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL FAR 52.204-9 (JAN 2006) (1) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201. (2) The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have physical access to a federally-controlled facility or access to a Federal information system. (3) Personal Identity Verification (PIV) Requirements (a) Unless otherwise specified, the Contractor will submit to the COR ten work days after award of a contract a completed SF-85 OPM Questionnaire for Non-Sensitive Positions for all employees who have access to RRB facilities and/or information systems in performance of the contract work. This form will be submitted for replacement employees before entrance on duty. This form will be furnished by the Government. If the COR receives an unsuitable report on any employee after processing of this form, or if the COR finds a prospective employee to be unsuitable or unfit for his assigned duties, the contractor shall be advised immediately that such employee cannot continue to work or be assigned to work under the contract. (b) The Contractor’s staff employee whose application is initially determined ineligible may appeal pursuant to agency procedures (issued on award). The Contractor shall then submit alternative staff candidates’ qualifications to the COR for suitability screening for the contract work. Such new candidates must also undergo the PIV requirements process. (c) All contract employees may be required to undergo the PIV requirements process upon notification/request by the COR or if the employee has completed the PIV process within the last three years. (d) The Government has full and complete control over granting, denying, withholding or terminating Government facility or IT systems access and provision of a Government Identification card for Contractor employees. The Government may authorize and grant temporary facility/IT systems access to employees of the Contractor. However, the granting of a temporary access shall not be considered as assurance that full and continued access will follow. The granting of either temporary or full access shall not prevent, preclude or bar the withdrawal or termination of any such access by the Government. (e) Special screening of contractor personnel may be required by occupant agencies for access to certain areas covered under this contract. All such screening and access authorization will be as specified by the COR and the Contractor and Contractor’s employees shall be required to fulfill any such special requirements in order to gain access to these special areas to fulfill contract requirements. F. Billing: Contractor shall submit invoices with quantities for work completed and pricing as designated in Section II. B and indicating actions and dates. G. Contract Terms and Conditions Required to Implement Statutes or Executive Orders — Commercial Items, FAR 52.212-5, (May 2012). (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)). ___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)). (2) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553). (3) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Pub. L. 108-77, 108-78). (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: [Contracting Officer check as appropriate.] X (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402). __ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)). __ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (June 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.) __ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Feb 2012) (Pub. L. 109-282) (31 U.S.C. 6101 note). __ (5) 52.204-11, American Recovery and Reinvestment Act—Reporting Requirements (Jul 2010) (Pub. L. 111-5). __ (6) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Dec 2010) (31 U.S.C. 6101 note). __ (7) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Feb 2012) (41 U.S.C. 2313). __ (8) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (May 2012) (section 738 of Division C of Pub. L. 112-74, section 740 of Division C of Pub. L. 111-117, section 743 of Division D of Pub. L. 111-8, and section 745 of Division D of Pub. L. 110-161). __ (9) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Nov 2011) (15 U.S.C. 657a). __ (10) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Jan 2011) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a). __ (11) [Reserved] __ (12)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644). __ (ii) Alternate I (Nov 2011). __ (iii) Alternate II (Nov 2011). __ (13)(i) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C. 644). __ (ii) Alternate I (Oct 1995) of 52.219-7. __ (iii) Alternate II (Mar 2004) of 52.219-7. __ (14) 52.219-8, Utilization of Small Business Concerns (Jan 2011) (15 U.S.C. 637(d)(2) and (3)). __ (15)(i) 52.219-9, Small Business Subcontracting Plan (Jan 2011) (15 U.S.C. 637(d)(4)). __ (ii) Alternate I (Oct 2001) of 52.219-9. __ (iii) Alternate II (Oct 2001) of 52.219-9. __ (iv) Alternate III (Jul 2010) of 52.219-9. __ (16) 52.219-13, Notice of Set-Aside of Orders (Nov 2011)(15 U.S.C. 644(r)). __ (17) 52.219-14, Limitations on Subcontracting (Nov 2011) (15 U.S.C. 637(a)(14)). __ (18) 52.219-16, Liquidated Damages—Subcontracting Plan (Jan 1999) (15 U.S.C. 637(d)(4)(F)(i)). __ (19)(i) 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns (Oct 2008) (10 U.S.C. 2323) (if the offeror elects to waive the adjustment, it shall so indicate in its offer). __ (ii) Alternate I (June 2003) of 52.219-23. __ (20) 52.219-25, Small Disadvantaged Business Participation Program—Disadvantaged Status and Reporting (Dec 2010) (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323). __ (21) 52.219-26, Small Disadvantaged Business Participation Program— Incentive Subcontracting (Oct 2000) (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323). __ (22) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (Nov 2011) (15 U.S.C. 657 f). __ (23) 52.219-28, Post Award Small Business Program Re-representation (Apr 2012) (15 U.S.C. 632(a)(2)). __ (24) 52.219-29, Notice of Set-Aside for Economically Disadvantaged Women-Owned Small Business (EDWOSB) Concerns (Apr 2012) (15 U.S.C. 637(m)). __ (25) 52.219-30, Notice of Set-Aside for Women-Owned Small Business (WOSB) Concerns Eligible Under the WOSB Program (Apr 2012) (15 U.S.C. 637(m)). __ (26) 52.222-3, Convict Labor (June 2003) (E.O. 11755). __ (27) 52.222-19, Child Labor—Cooperation with Authorities and Remedies (Mar 2012) (E.O. 13126). __ (28) 52.222-21, Prohibition of Segregated Facilities (Feb 1999). __ (29) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). __ (30) 52.222-35, Equal Opportunity for Veterans (Sep 2010)(38 U.S.C. 4212). __ (31) 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793). __ (32) 52.222-37, Employment Reports on Veterans (Sep 2010) (38 U.S.C. 4212). __ (33) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496). __ (34) 52.222-54, Employment Eligibility Verification (Jan 2009). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.) __ (35)(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA–Designated Items (May 2008) (42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.) __ (ii) Alternate I (May 2008) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-the-shelf items.) __ (36) 52.223-15, Energy Efficiency in Energy-Consuming Products (Dec 2007) (42 U.S.C. 8259b). __ (37)(i) 52.223-16, IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products (Dec 2007) (E.O. 13423). __ (ii) Alternate I (Dec 2007) of 52.223-16. X (38) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) (E.O. 13513). __ (39) 52.225-1, Buy American Act—Supplies (Feb 2009) (41 U.S.C. 10a-10d). __ (40)(i) 52.225-3, Buy American Act—Free Trade Agreements—Israeli Trade Act (Mar 2012) (41 U.S.C. chapter 83, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, 19 U.S.C. 3805 note, 19 U.S.C. 4001 note, Pub. L. 103-182, Pub. L. 108-77, 108-78, 108-286, 108-302, 109-53, 109-169, 109-283, 110-138, and Pub. L. 112-41). __ (ii) Alternate I (Mar 2012) of 52.225-3. __ (iii) Alternate II (Mar 2012) of 52.225-3. __ (iv) Alternate III (Mar 2012) of 52.225-3. __ (41) 52.225-5, Trade Agreements (Mar 2012) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note). X (42) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). __ (43) 52.226-4, Notice of Disaster or Emergency Area Set-Aside (Nov 2007) (42 U.S.C. 5150). __ (44) 52.226-5, Restrictions on Subcontracting Outside Disaster or Emergency Area (Nov 2007) (42 U.S.C. 5150). __ (45) 52.232-29, Terms for Financing of Purchases of Commercial Items (Feb 2002) (41 U.S.C. 255(f), 10 U.S.C. 2307(f)). __ (46) 52.232-30, Installment Payments for Commercial Items (Oct 1995) (41 U.S.C. 255(f), 10 U.S.C. 2307(f)). X (47) 52.232-33, Payment by Electronic Funds Transfer—Central Contractor Registration (Oct 2003) (31 U.S.C. 3332). __ (48) 52.232-34, Payment by Electronic Funds Transfer—Other than Central Contractor Registration (May 1999) (31 U.S.C. 3332). __ (49) 52.232-36, Payment by Third Party (Feb 2010) (31 U.S.C. 3332). __ (50) 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a). __ (51)(i) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). __ (ii) Alternate I (Apr 2003) of 52.247-64. (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: [Contracting Officer check as appropriate.] __ (1) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.). __ (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). __ (3) 52.222-43, Fair Labor Standards Act and Service Contract Act—Price Adjustment (Multiple Year and Option Contracts) (Sep 2009) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). __ (4) 52.222-44, Fair Labor Standards Act and Service Contract Act—Price Adjustment (Sep 2009) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). __ (5) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment—Requirements (Nov 2007) (41 351, et seq.). __ (6) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services—Requirements (Feb 2009) (41 U.S.C. 351, et seq.). __ (7) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (Mar 2009) (Pub. L. 110-247). __ (8) 52.237-11, Accepting and Dispensing of $1 Coin (Sept 2008) (31 U.S.C. 5112(p)(1)). (d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records—Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor’s directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause— (i) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)). (ii) 52.219-8, Utilization of Small Business Concerns (Dec 2010) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $650,000 ($1.5 million for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities. (iii) [Reserved] (iv) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). (v) 52.222-35, Equal Opportunity for Veterans (Sep 2010) (38 U.S.C. 4212). (vi) 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793). (vii) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40. (viii) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.). (ix) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)). ___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)). (x) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (Nov 2007) (41 U.S.C. 351, et seq.). (xi) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements (Feb 2009) (41 U.S.C. 351, et seq.). (xii) 52.222-54, Employment Eligibility Verification (Jan 2009). (xiii) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (Mar 2009) (Pub. L. 110-247). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6. (xiv) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64. (2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. H. Clauses Incorporated by Reference FAR 52.252-1 (FEB 1998). This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: www.acquisition.gov/far. 1. The following FAR (Federal Acquisition Regulation) Clauses are incorporated by reference: a. 52.202 –1, Definitions (JAN 2012), b. 52.203 –5, Covenant Against Contingent Fees (APR 1984), c. 52.203 –7, Anti-Kickback Procedures (OCT 2010), d. 52.204 –7, Central Contractor Registration (FEB 2012), e. 52.212 – 4, Contract Terms and Conditions – Commercial items (FEB 2012), f. 52.217 – 8, Option to Extend Services (NOV 1999), g. 52.225 – 25, Prohibition on Contracting with Entities Engaging in Sanctioned Activities Relating to Iran—Representation and Certification (NOV 2011), h. 52.232 – 1, Payments (APR 1984), i. 52.232 –18, Availability of Funds (APR 1984), j. 52.232 – 25, Prompt Payment (OCT 2008), k. 52.233 – 4, Applicable Law for Breach of Contract Claim (OCT 2004), I. MISCELLANEOUS CONTRACT CLAUSES 1. Option to Extend the Term of the Contract, FAR 52.217-9, (MAR 2000). a) The Government may extend the term of this contract by written notice to the Contractor within 30 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days 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 48 months. 2. SERVICE OF PROTEST (SEP 2006) FAR 52.233-2 a. Protests, as defined in section 33.101 of the Federal Acquisition Regulation that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from: Contracting Officer U.S. Railroad Retirement Board 844 N. Rush Street Chicago, IL 60611-2092 b. The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO. c. Contractor must provide name address and phone number of parent company if any and local, as well as any other, points of contact necessary to facilitate the administration of this contract. 3. Technical Direction Performance of the work under this contract shall be subject to the technical direction of the Contracting Officer Representative (COR). The term “technical direction” is defined to comprise the following: a. Directions to the contractor which redirect the contract effort, shift work emphasis between work areas or tasks, require pursuit of certain lines of inquiry, fill in details or otherwise serve to accomplish the contractual statement of work. b. Provisions of information to the contractor which assists in the interpretation of drawings, specifications or technical portions of the work description. c. Review and, where required by the contract, approve technical reports, drawings, specifications and technical information to be delivered by the Contractor to the Government under this contract. Technical directions must be within the general scope of work stated in the contract. The COR does not have the authority to and may not issue any direction which (1) constitutes an assignment of additional work outside the general scope of the contract; (2) constitutes a change as defined in the contract article entitled “Changes”; (3) in any manner causes an increase or decrease in the estimated cost or the time required for contract performance; or (4) changes any of the expressed terms, conditions, or specifications of the contract. The Contractor shall proceed promptly with the performance of technical directions duly issued by the COR in the manner prescribed by this Section and within his authority under the provisions of this Section. If, in the opinion of the Contractor, any instruction or direction issued by the COR is within one of the categories as defined in (1) through (4) above, the Contractor shall not proceed but shall notify the Contracting Officer within five (5) working days after receipt of any such instruction or direction and shall request the Contracting Officer to modify the contract accordingly. Upon receiving such notification from the Contractor, the Contracting Officer shall issue an appropriate contract modification or advise the Contractor in writing that, in his opinion, the technical direction is within the scope of this Section and does not constitute a change under the Changes article of the contract. The Contractor shall thereupon proceed immediately with the direction given. A failure of the parties to agree upon the nature of the instruction or direction or upon the contract action to be taken with respect thereto shall be subject to the provisions of the contract article entitled “Disputes”. 4. Contracting Officer The Contracting Officer has the overall responsibility for the administration of this contract. He alone, without delegation, is authorized to take actions on behalf of the Government to: amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; issue final decisions regarding contract questions or matters under dispute. He may, however, delegate certain other responsibilities to his authorized representatives. 5. Place of Performance - The services to be provided under this contract shall be accomplished at the various RRB locations defined in Attachments A and B. 6. Term of Contract - Work under this contract is expected to commence no later than September 15, 2012. The initial term of award shall not exceed one year. 7. F.O.B. Destination, Within Consignee’s Premises (APR 1984) a. The term “f.o.b. destination, within consignee’s premises,” as used in this clause, means free of expense to the Government delivered and laid down within the doors of the consignee’s premises, including delivery to specific rooms within a building if so specified. b. The Contractor shall – (1) (i) Pack and mark the shipment to comply with contract specifications; or (ii) In the absence of specifications, prepare the shipment in conformance with carrier requirements. (2) Prepare and distribute commercial bills of lading; (3) Deliver the shipment in good order and condition to the point of delivery specified in the contract; (4) Be responsible for any loss of and/or damage to the goods occurring before receipt of the shipment by the consignee at the delivery point specified in the contract; (5) Furnish a delivery schedule and designate the mode of delivering carrier; and (6) Pay and bear all charges to the specified point of delivery. 8. F.O.B. Destination - Evidence of Shipment (FEB 1999) a. If this contract is awarded on a free on board (f.o.b.) destination basis, the contractor- (1) Shall not submit an invoice for payment until the supplies covered by the invoice have been shipped to the destination; and (2) Shall retain, and make available to the Government for review as necessary, the following evidence of shipment documentation for a period of 3 years after final payment under the contract: (i) If transportation is accomplished by common carrier, a signed copy of the commercial bill of lading for the supplies covered by the Contractor's invoice, indicating the carrier's intent to ship the supplies to the destination specified in the contract. (ii) If transportation is accomplished by parcel post, a copy of the certificate of mailing. (iii) If transportation is accomplished by other than common carrier or parcel post, a copy of the delivery document showing receipt at the destination specified in the contract. b. The Contractor is not required to submit evidence of shipment documentation with its invoice. 9. Order Limitations (Oct 1995), FAR 52.216-19 a. Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than 1,500 copies, the government is not obligated to purchase, nor is the contractor obligated to furnish those supplies or services under the contract. b. Maximum order. The Contractor is not obligated to honor – (1) Any order for a single item in excess of 50,000 copies. (2) Any order for a combination of items in excess of 2.3 million copies. (3) A series of orders from the same ordering office within 30 days that together call for quantities exceeding the limitation in subparagraph (1) or (2) above. c. If this a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) above. d. Notwithstanding paragraphs (b) and (c) above, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order(s) is returned to the ordering office within 5 days after issuance, with written notice stating the Contractor’s intent not to ship the item(s) called for and the reason(s). Upon receiving this notice, the government may acquire the supplies or services from another source. 10. Ordering. a. Any supplies and services to be furnished under this contract shall bordered by issuance of delivery orders by the individuals or activities designated in the Schedule. Such orders may be issued from date of award through end of the contract term. b. All delivery orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order and this contract, the contract shall control. c. If mailed, a delivery order is considered “issued” when the Government deposits the order in the mail. Orders may be issued orally or by written telecommunications only if authorized in the Schedule. 11. Initial Configuration Delivery Order The Board shall issue a delivery order for an initial configuration of machines and supplies within five (5) days after award of this contract. The initial configuration shall consist of thirty-two (32) machines configured as indicated in Attachments A & B. The Contractor shall, upon receipt of this order, furnish, deliver within the Board’s premises, and install and make the equipment ordered there under ready for use by the RRB no longer than September 14, 2012 providing such order is issued by August 01, 2012. The RRB may request an accelerated delivery schedule in order to meet the planned start-up date of September 14, 2012. The contractor shall submit to the Contracting Officer, within two (2) days after receipt of that request, a proposal to accommodate the Board’s accelerated delivery schedule. 12. OWNERSHIP OF COPIER Title to equipment provided under this contract shall remain with the contractor. All accessories furnished by the contractor shall accompany this equipment when returned to the contractor. While the copiers are installed on the Government premises, the contractor shall assume all responsibility for loss or damages to copiers except for loss or damages caused by the negligence or willful act of the government. If the damage and/or loss occurs to the equipment installed under resultant cost-per-copy copier service contract, and is caused by negligence or willful act of the government, reimbursement to the contractor may be made as follows: The contractor shall submit a voucher or invoice, and a written damage or loss evaluation/claim to the program manager, (or his/her authorized representative). If the damaged equipment can be repaired, the contractor will invoice the Government at the contractor’s current commercial price list rates for parts and labor; or at the contractor’s current multiple award schedule contracts rates for parts and labor, whichever is less. If the equipment damage results in the total loss of the equipment, the reimbursement to the contractor will be at the current GSA Multiple Award Schedule (36 IV) contract purchase price less depreciation, equal to 1/60 of the purchase price times the number of months the machine has been used in this GPC contract. If the contractor does not have a current GSA Multiple Award Schedule (36 IV) contract, reimbursement will be at the existing commercial purchase price less depreciation equal to 1/60 of the purchase price times the number of months the machine has been used in resultant cost-per copy contract. The submitted invoice or voucher may be converted to a claim under the Contract Disputes Act of 1978, by complying with the submission and certification requirements of FAR Clause 52.233-1, Disputes (4/84), if it is disputed by the Government, either as to liability or amount, or is not acted upon in a reasonable time. 13. Introduction of New Models At any time during the resultant contract period, should the contractor introduce new or improved models of copiers as replacements for models initially supplied under the resultant contract, they shall be allowed to propose the substitution of such new models. Such a proposal shall be made to the contracting officer, in writing. Any proposed new model offered must be of equal or greater capability as the model to be replaced. Acceptance of technically approved new models will be approved by the contracting officer in writing by modification of the contract. V. SUBMISSION OF PROPOSALS A. Instructions to Offerors – Commercial Items FAR 52.212-1 (FEB 2012) (a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code and small business size standard for this acquisition appear in Block 10 of the solicitation cover sheet (SF 1449). However, the small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees. (b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show— (1) The solicitation number; (2) The time specified in the solicitation for receipt of offers; (3) The name, address, and telephone number of the offeror; (4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; (5) Terms of any express warranty; (6) Price and any discount terms; (7) “Remit to” address, if different than mailing address; (8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically); (9) Acknowledgment of Solicitation Amendments; (10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and (11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. (c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. (d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during preaward testing. (e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately. (f) Late submissions, modifications, revisions, and withdrawals of offers. (1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due. (2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and— (A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or (B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or (C) If this solicitation is a request for proposals, it was the only proposal received. (ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted. (3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel. (4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. (5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer. (g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received. (h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer. (i) Availability of requirements documents cited in the solicitation. (1)(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to— GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925 Facsimile (202) 619-8978. (ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee. (2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites: (i) ASSIST (http://assist.daps.dla.mil). (ii) Quick Search (http://assist.daps.dla.mil/quicksearch). (iii) ASSISTdocs.com (http://assistdocs.com). (3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by— (i) Using the ASSIST Shopping Wizard (http://assist.daps.dla.mil/wizard); (ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or (iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462. (4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance. (j) Data Universal Numbering System (DUNS) Number. (Applies to all offers exceeding $3,000, and offers of $3,000 or less if the solicitation requires the Contractor to be registered in the Central Contractor Registration (CCR) database.) The offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation “DUNS” or “DUNS+4” followed by the DUNS or DUNS+4 number that identifies the offeror’s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the offeror to establish additional CCR records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the offeror does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. An offeror within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. An offeror located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The offeror should indicate that it is an offeror for a Government contract when contacting the local Dun and Bradstreet office. (k) Central Contractor Registration. Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the CCR database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. Offerors may obtain information on registration and annual confirmation requirements via the CCR database accessed through https://www.acquisition.gov or by calling 1-888-227-2423 or 269-961-5757. (l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable: (1) The agency’s evaluation of the significant weak or deficient factors in the debriefed offeror’s offer. (2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror. (3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection. (4) A summary of the rationale for award; (5) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror. (6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency. B. Offers are due by 11:00 AM local time on June 25, 2012. Original hard copies of proposals must be received by the time and date specified above. Electronic versions of quotations/proposals must also be submitted (in addition to the original hard copies) by e-mail to proposals@rrb.gov. Questions regarding this solicitation must be submitted by June 05, 2012 at 11:00 AM local time to the e-mail address listed above. C. Supplemental instructions to offerors: Offerors shall submit their quotation/proposal in two Volumes- a “Business Proposal” and a “Technical Proposal”. 1. Business Proposal shall be submitted in two (2) copies consisting of, at minimum: a. Two (2) original signed copies of Standard Form (SF) 1449 with blocks 12, 17a & b, 30a & b and completed. b. Contractor’s firm fixed price proposal as a completed Price schedule, section II.B and c. Contractor’s Business information outlined in Section II.C. above d. Contractor’s Representations and Certifications e. Offers are due by 11:00 AM local time on June 25, 2012. 2. Technical Proposal The offeror shall submit 4 copies of the Technical Proposal in a 3-ring binder and supply the information stated below. The information requested resists the assignment of dollar values but which, nonetheless, are of significant importance to the Government. The offeror shall fully and clearly address each factor in sufficient detail so that the Government’s technical evaluation panel can identify and comprehend the capability and resources the offeror intends to bring to this procurement. a. Past Performance Information The offeror shall submit, as part of its proposal, information on previously performed contracts or ongoing contracts that are similar to the statement of work in the solicitation performed for Federal, State, or local Governments and for commercial firms Information shall be provided on either: 1) all such contracts within the past three years, or 2) the last three such contracts performed, whichever is fewer, and shall be limited to the name and address of the organization for which the services were performed and the number (phone, fax, or Internet) of at least two contacts for each contract listed. The offeror should not describe past performance history in the proposal. The information may include, however, discussion of any major problems encountered on the contracts listed and the corrective actions taken to resolve them. The information may also include a description of any quality awards earned by the offeror. The RRB will obtain information from the contract references provided by the offeror using the Past Performance Questionnaire (Attachment C). The offeror is advised that the RRB may obtain past performance information from other than sources identified by the offeror. The RRB will use past performance information both for responsibility determination and the best value decision. i. Offerors that are newly formed entities without prior contracts should list contracts and subcontractors for all key personnel. Include the following information for each contract and/or subcontractors, entities without prior contracts should list contracts and subcontractors, as required above, for all key personnel. Include the following information for each contract and/or subcontractor: • Name of contracting activity; • Contract number; • Contract type; • Number of copiers installed; • Total contract value; • Contract work; • Contracting Officer and telephone number; • Program Manager and telephone number; • Administrative Contracting Officer and telephone number; List of major subcontractors. ii. The offeror shall provide information on problems encountered on the contracts and subcontracts identified above and corrective actions taken to resolve those problems. Offerors should not provide general information on their performance on the identified contracts. General performance information will be obtained from the reference. iii. The offeror shall describe any quality awards or certifications that indicate the offeror possesses a high-quality process for developing and producing the product or service required. Such awards or certifications include, for example, the Malcolm Baldridge Quality Award, other government quality awards, and private sector awards or certifications. (E.g. the automobile industry’s QS 9000 Semtech’s SSQA, or ANSI/EIA-599). b. Efficiency Level Inasmuch as the Board desires the most reliable service possible, it will grant consideration to offered efficiency levels (ref: Section VI.E.8) that exceed the solicitation required threshold (ref: Section III.T). Should an offeror proposing a higher level be accepted by the government, the proposed (higher) level would be substituted for the solicitation’s current minimum requirement of 90%. (See Section III.U, “Credit for Excessive Downtime”). c. Equipment Identification The offeror shall certify that each of the offered machines fully satisfies the general and specific requirements of the applicable volume band category and meet the original equipment manufacturer standards for new equipment. The offeror shall furnish technical data (e.g., brochures, manuals or specification sheets) with its proposal which would enable the Government evaluators to verify the offeror’s compliance certification. The offeror shall address the following concerns in respect to each machine offered: • Energy efficiency ratings; • Copier Hard Disk Drive Security; • Voltage requirements; • Environmental benefits; • Remanufactured status d. Maintenance/Supply Resources The offeror shall describe its resources in light of the solicitation’s nation-wide maintenance and supply requirements. The offeror shall discuss the procedures it would employ nation-wide to respond to requests for service and supplies from both a customer service and technical perspective. Proposed quality control effort, including the identification and prevention of machine breakdowns (preventive maintenance) and the follow-up of customer complaints should be included in this discussion. e. Implementation Plan The contractor shall submit a comprehensive plan which details how the transition will be accomplished with minimal disruption to agency operations. The Contractor’s plan shall clearly state: • Tasks to be taken by both the contractor and the RRB and time lines of each process beginning with contract signing to the initial configuration order (ref: Section V.C.12) and concluding with the contractor’s certification that the initial configuration is ready for use by the Board; • Contractor requirements for site survey(s); • Provision of start-up and on-going supplies; • Nation-wide training of key operators. f. The offeror is encouraged to identify in its offer energy-efficient office equipment. An example of energy-efficient office equipment is microcomputers and associated equipment identified by the Environmental Protection Agency (EPA) Energy Star Logo. (i) Definitions. “Energy-efficient office equipment,” as used in this clause, means office equipment that provides equivalent or better performance and value to users, but uses significantly less energy than competing models (e.g., through use of sleep mode or a power saver mode). VI. EVALUATION & AWARD A. Evaluation – Commercial Items, FAR 52.212-2, (JAN 1999) (1) 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 technical factors shall be used to evaluate offers in descending order of importance: (2) The ratio of technical to price score will be 2:1. (3) Offerors shall submit, at a minimum, a technical proposal and accompanying price proposal for the minimum configuration and technical and accompanying price proposal(s) for one or more offers that propose to fulfill the desired capabilities. RRB shall consider each set of matched technical and price proposals as a separate proposal evaluated against the evaluation factors in the solicitation. (a) Past Performance Past performance on similar contracts which demonstrate the offeror’s capability to meet the agency requirements including: 1. Quality of service, which includes the contractor’s compliance with contract requirements; 2. Timeliness of performance, which includes the contractor’s reliability as well as the ability to meet contractually established deadlines; 3. Customer satisfaction, which includes satisfaction of end user with the contractor’s service; 4. Business relations, which includes the contractor’s ability to cooperate with the client in addition to the ability to respond to inquiries in an effective manner; and 5. Similarity of scope of referenced contract to the RRB solicitation requirements, including multiple volume bands and supported locations throughout the country. 6. Assessment of the offeror’s past performance will be one means of evaluating the credibility of the offeror’s proposal and relative capability to meet performance requirements. a. Information utilized will be obtained from the reference listed in the proposal, other customers know to the Government, consumer protection organizations, and others who may have useful and relevant information. Information will also be considered regarding any significant subcontractors and key personnel records. b. Evaluation of past performance will often be quite subjective based on consideration of all relevant facts and circumstances. It will include determination of the offerors commitment to customer satisfaction and will include conclusions of informed judgment. However, the basis for conclusions of judgment will be documented. c. Award may be made from the initial offers, without discussions. However, if discussions are held, offerors will be given an opportunity to address unfavorable reports of past performance, if the offeror has not had a previous opportunity to review the rating. Recent contracts will be examined to ensure that corrective measures have been implemented. Prompt corrective action in isolated instances may not outweigh negative trends. d. If an offeror does not have a past performance history relating to the solicitation, the offeror will not be evaluated favorably or unfavorably on this factor. (b) Equipment Offered Consideration will be given to the equipment offeror. Offerors must meet RRB’s minimum equipment requirements. Additional value will be awarded based on the desired equipment capabilities offered by each contractor. (c) Equipment Implementation Plan Consideration will be given to the offeror’s implementation plan which demonstrates the following: 1. A clear and precise implementation plan which details the installation or equipment in RRB field offices and minimizes disruption to daily work activities being performed; 2. A clear and precise implementation plan which details the installation of equipment at the RRB headquarters facility and minimizes disruption to daily work activities being performed; 3. A timeline showing all tasks that must be performed to complete the equipment installation accurately and timely; 4. Provision of start-up and ongoing supplies; and 5. Training of designated key operators at RRB headquarters and in RRB field offices. (d) Maintenance Plan Consideration will be given to offers that exceed the solicitations minimum requirements in the following regards: 1. Less than two (2) hour response time for remedial maintenance service; 2. Sufficient replacement parts such as drums, fuser oil, developer, etc. kept on-site; and 3. Provide telephone numbers for service and technicians and/or an on-line internet link for Customer Service. (e) Uptime Efficiency Considerations will be given to an offered uptime efficiency level that exceeds the minimum solicitation requirement of 90%. (3) Technical Proposal a) Calculation of the “technical score” will be accomplished by adding all points earned through objective evaluation of each proposal. b) The technical factors are listed below in descending order of importance: 1. Past Performance (35 points) 2. Desired Equipment (35 points) 3. Implementation Plan (15 points) 4. Proposed Uptime Efficiency (10 points) 5. Maintenance ( 5 points) Total (100 points) (4) Business Proposal Evaluation 1. Calculation of the “Price Score” will be computed by multiplying the maximum point score available by a fraction representing the ratio of the lowest total evaluated price of all technically acceptable offers received by the Board to the total evaluated price of the offer being evaluated. 2. Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the government to exercise the option(s). (5) If the government elects to conduct negotiations and discussions, the government will conduct those written and/or oral discussions with those offerors determined by the Contracting Officer to be within the competitive range. Such offerors will be given an opportunity to submit Final Proposal Revisions. A common cut-off date will be established for receipt of Final Proposal Revisions. (6) Evaluation of the offeror’s Final Proposal Revision shall be conducted in accordance with the technical and price criteria contained in this section. (7) 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 offer’s 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. Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by the Government. VII. CERTIFICATION A. Copier Remanufacturing Process The offeror shall describe in detail any process used commercially, and that will be used under this procurement, to newly remanufacture a particular model or models of copier(s) offered herein to meet new machine specifications. This description shall include the types of parts that are replaced, and the testing procedures, etc. which are used to define “new machine” standards. Note: Any newly remanufactured equipment offered under this RFP must also be in current production at the time the offer is submitted. Remanufactured Equipment - Refers to equipment which has been subjected to certain processes including but not limited to the following: disassembly, cleaning, refinishing to the appearance of new equipment, replacement of all worn or defective components, and inspected and tested to new machine standards. No components other than those newly manufactured will be used as replacements except in applications that do not affect machine performance. In the following spaces, please enter the complete name and address of the remanufacturing facility and list the model(s) of copier(s) being offered as “newly remanufactured”. Name and Address Copier Model(s) _______________________ ________________ _______________________ ____ _______________________ ____ _______________________ B. Certification of Equipment Effectiveness Level The offeror certifies that equipment offered in response to this solicitation and resulting contract shall achieve a minimum efficiency level of _______ (90%) unless otherwise indicated. An offer of an efficiency level that is less than the Government’s minimum requirement (ref: Section III. T) shall be rejected. C. Offerors shall complete the EIT accessibility certification (Attachment D.) D. Offerors shall complete Offeror Representations and Certifications—Commercial Items FAR 52.212-3 (APR 2012). (Attachment H) VIII. Attachments  Attachment A – Initial Configuration of Copiers at the RRB Headquarters Bldg.  Attachment B – Initial Configuration of Copiers at RRB Field Office Locations  Attachment C – Past Performance Questionnaire  Attachment D – Section 508 of the Rehabilitation Act- EIT Accessibility Certification  Attachment E - Joint Committee on Printing (JCP)-Circular No. JCP O-60  Attachment F – Copier Inspection Report  Attachment G – Copier Complaint Log  Attachment H – Offerors shall complete Offeror Representations and Certifications—Commercial Items FAR 52.212-3 (APR 2012). The time for submission of offers, as reads: 11:59 PM, has been updated. The new time for submission of offers is 11:00 AM, The due date for submission of offers remains unchanged.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/RRB/BSS/PD/RRB12R007/listing.html)
Place of Performance: Address: 844 North Rush Street, Chicago, Illinois, 60611, United States; Zip Code: 60611
Record: SN02766176-W 20120607/120605234922-d61ac8c3c466cf60c4c1ede83145b3c9 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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