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FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 24, 2013 FBO #4169
SOLICITATION NOTICE

J -- Canon Copier Maintenance - Word Doc of Solicitation

Notice Date: 4/22/2013
Notice Type: Combined Synopsis/Solicitation
NAICS: 811212 — Computer and Office Machine Repair and Maintenance
Contracting Office: Other Defense Agencies, Defense Finance and Accounting Service, Contract Services Directorate, Columbus, 3990 East Broad Street, Bldg #21, Room 2B218, Columbus, Ohio, 43218
ZIP Code: 43218
Solicitation Number: DFAS-EOAWA3RA001
Archive Date: 5/15/2013
Point of Contact: Diane M Hulett, Phone: 614-693-5527
E-Mail Address: diane.hulett@dfas.mil
(diane.hulett@dfas.mil)
Small Business Set-Aside: N/A
Description: Word Doc of Solicitation for clarity of charts-Canon Copier Maintenance. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Title of Requirement: Canon Copier Annual Maintenance This is solicitation number EOAWA3RA001 and is issued as a request for quotation (RFQ). This requirement is a firm fixed priced solicitation for Copier Maintenance Services NAICS of 811212 (Computer and Office Machine Repair and Maintenance) Small Business Size is $25.5 M The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular, FAC 2005-66, Effective April 1, 2013. Facsimile and e-mail quotes are acceptable and preferred. Offers are due by 1:00 p.m. EST on April 30, 2013 Provide delivery information with your quote. Furnish quotes to the POC on or before the closing time listed in this RFQ. NOTE*****If inspection of machines is required before a quote, arrangements to see the copiers can be made by calling: Ana Fernandez at 571-372-7204 or by email: ana.fernandez@dfas.mil and cc: diane.hulett@dfas.mil This arrangement will be available from the issue date to the closing time and will be at the expense of the vendor/inspector. Issue Date: April 22, 2013 Issued by: POC: Diane M Hulett DFAS Contract Services Directorate 3990 E. Broad Street Building 21, Room 2B043 Columbus, Ohio 43213-1152 Phone: 614-701-2762 Fax: 614-701-2918 E-Mail: diane.hulett@dfas.mil Furnish quotes to this POC on or before the closing time/date of 1:00 P.M. EST on April 24, 2013. Vendors who submit a quote by email are strongly encouraged to ensure it was received by the Government by the time/date specified for closing. All questions regarding this Request for Quote (RFQ) shall be submitted in writing via facsimile or email to the point of contact above. Quotes are to be valid for a period of 60 days. Contract type: Firm Fixed Price STATEMENT OF WORK April 17, 2013 Canon Copier Maintenance Contract Background: The Director's Office (DFAS and Chief of Staff) have exercised the option on the Canon Copier contract HQ0423-11-P-0057-P00001, to purchase 6 leased Image Runner Advance Digital Multi-function copiers. The purchase contract was signed July 26, 2012. They are currently being used without a maintenance contract in place. Location: 4800 Mark Center Drive, Ste 08J25-01, Alexandria, VA 22350-3000. Purpose: The purpose of this procurement is to obtain a copier maintenance contract to service the six (6) copiers currently being used at the Mark Center, Alexandria VA. Machine Models and Serial numbers Model Serial Number Quantity Monthly Estimated Black/White Per Machine Quantity MonthlyEstimated Color Per Machine Quantity C2020 GEB00517 1 5,800 1,450 C2020 GEB00528 1 5,800 1,450 C5030 EUV00649 1 14,250 9,500 C5030 EUV00662 1 14,250 9,500 C5035 EUQ50076 1 14,250 9,500 C5035 EUQ50136 1 14,250 9,500 Scope of Work/Requirements: The contractor will provide maintenance, on-call maintenance, repairs, and preventative maintenance to support six (6) color digital Multifunction Imaging systems for a base year and two option years. Vendor Criteria: A certified copier repair service vendor is required. Proof or certification is requested in order to consider a quote. Deliverables: The contractor shall provide all tools, parts, (non-consumables), labor, and the transportation necessary to provide maintenance support during the entire period of performance plus option years. There will be two (2) scheduled preventative maintenance (PM) calls per year shall be provided. Period of Performance: The period of performance will be for a base year and will include the one year option periods established from date of award. Response to Service Calls: Services and Maintenance will be during normal business hours, Monday through Friday, 8:00 a.m. - 4:00 p.m.EST. (excluding holidays observed by the Government). The contractor shall respond to verbal and written requests for service calls within 12 hours after call is placed. The contractor's response time on a service call starts when DFAS authorized personnel place a verbal request to the contractor for service call. Servicing technicians and contractors are required to present proper identification (valid picture ID) and demonstrate the purpose of their visit at sign-in before being allowed access to the Mark Center. Security Requirements. On-site contractor operations will follow the security and training requirements in DFAS 2000.1, "Force Protection Program," DoDM 5200.01-V1-4, "DoD Information Security Program," and DFAS 5200.1-I, "Information Security Program." On-site contractor operations will follow all host security requirements IAW DoD 5220.22-M, paragraph 6-105. The contractor shall immediately report any occurrences of violation of stated regulations to the Contracting Officer (CO) or Contracting Officer Representative (COR). Security Education and Training. On-site contractor personnel will receive initial, continuous and refresher security education training IAW DoDM 5200.01-V3, "DoD Information Security Program - Protection of Classified Information, and DFAS 5200.1-I." On-site contractor personnel are also required to accomplish all Safety, Protection, Infrastructure, Recovery, Integration Team (SPIRIT) training courses available through the DFAS ePortal. Facility Requirements: Contractor employees are required to enter through the Mark Center and sign in at the security officer's post for access during performance of this award. The contractor shall provide the COR with the name of the contractor personnel requiring access and their expected date/time of arrival at the earliest practical moment. The COR will initiate actions in accordance with the current Mark Center procedures concerning visitors to accommodate contractor employees. The contractor shall provide to the COR any Entry Authorization List (EAL) on company letterhead with the names of all employees who will require access to the installation. The EAL will contain the following information: Employee's full name, driver's license number and state of issue. All drivers and/or contractor personal must have in their possession the following documentation: valid driver's license (for passenger, a picture identification is required), vehicle registration and insurance card. Any driver or passenger who is not on the EAL will be turned away and denied access to the installation. Contractor Manpower Reporting: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Finance and Accounting Service (DFAS) via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.ecmra/mil. Contracting Officer's Representative The COR will act as the on-site technical point-of-contact for the Government. They will initiate requests and monitor performance. The CORs authority is limited to technical issues and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer. There will be a Contracting Officer's Representative (COR), an Alternate Contracting Officer's Representative (ACOR) and a WAWF acceptor for this contract to be named at the time of award. Invoices shall be submitted to the COR/GPOC (Acceptor) as a 2-in-1 or Combo invoice (as advised upon award), via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil. (ref. clause 252.232.7003). When the 2-in-1 or Combo invoice is received by the COR/GPOC via WAWF, the COR/GPOC will review the document and, if it is correct, accept it electronically and forward it for payment. Web Base Training is available at www.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link. (End of SOW) Description of requirement: DFAS Headquarters, Mark Center, in Alexandria, VA has a requirement to obtain annual full service maintenance which includes parts and labor for six (6) Canon copiers. These six (6) copiers were previously leased with an option to buy on August 15, 2011 and subsequently purchased July 26, 2012 under contract HQ0423- 11-P-0057, P00001. • Maintenance shall be provided during normal working hours of 8:00 a.m. and 4:00 p.m.EST, Monday through Friday except for observed government holidays. • Response time of no more than 12 hours is expected. • The contractor shall provide all tools, parts, (non-consumables), labor, and the transportation necessary to provide maintenance support during the entire period of performance plus option years and provide two (2) scheduled preventative maintenance calls per year. Option years are being considered for continued support for base year plus two (2) option periods. Options - The Government will evaluate quotes for award purposes on the total price for all CLINs including options by comparing rates and quantity price break discounts based usage quantities (provided). 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). Place of Performance: DFAS HQ 4800 Mark Center Drive Ste.08J25-01 Alexandria, VA 22350-3000 Anticipated Period of Performance Period of Performance: 12 month periods commencing upon award. Basis for selection: Best Price and certificate and/or credentials as a certified copier repair service. A single award will be made to the responsible quoter whose quote conforms to the solicitation and is most advantageous to the Government. All quotes will be evaluated to determine that the quoted price reflects a technical understanding of the requirement and those considered unrealistic may be rejected. The Government intends to award without discussions; however, the Government reserves the right to conduct discussions if deemed appropriate. Pricing -Firm Fixed-Price (FFP). The offeror shall provide a FFP amount for each of the following proposed Contract Line Item Numbers (CLINs), base and option periods (chart A) Chart A -Proposed CLIN Structure Model Serial Number Quantity Unit Unit Price Estimated Amount Yearly CLIN 1 On Call/Repairs C2020-GEB00517 C2020-GEB00528 *Invoiced per on-call Monetary Value $1.00 Total (Vendor fill in this field) Base " " " " Option 1 " " " " Option 2 " " " " CLIN 2 On Call/Repairs C5030-EUV00649 C5030-EUV00662 Base " " " " Option 1 " " " " Option 2 " " " " CLIN 3 On Call/Repairs C5035-EUQ50076 C5035-EUQ50136 Base " " " " Option 1 " " " " Option 2 " " " " CLIN 4 Semi-Annual Maintenance Quantity Each Unit Price (Vendor fill in this field) Total (Vendor fill in this field) Base " 2 Each Option 1 " 2 Each Option 2 " 2 Each Billing: Invoices are submitted in arrears for services rendered. A record of the service with a description of time, efforts, serial number, model, and any non-consumables supplied shall be provided with the invoice. CLINs 1, 2, and 3 are used for the on-call services and repairs for model categories. CLIN 4 is used for the semi-annual preventative maintenance (PM) for all models. Explanation of billing per above line items: Quantity would be "1" for an on-call; Monetary Value represents the cost of that visit multiplied by $1.00. The total amount is your estimated amount for 1 year of on-call services and repairs. Example: Qty=1, Unit=$250.00 Unit Price = $1.00. If the amount total was $3,000.00, then: $3,000.00 minus $250.00 would be used for payment leaving $2,700.00 for future calls. The on-calls are drawing down the allocated funding. Please use industry knowledge to estimate the yearly on-call requirement. For the semi-annual maintenance, estimate the total costs for two (2) visits to cover the six (6) machines per visit. The first maintenance would be a Qty of 1@ unit price; the second visit would be the same reducing that total to zero. Special Requirements: SAM: In order to do business with the Government, companies must be registered in SAM (System for Award Management) and the status "Active". The web site is https://www.sam.gov/portal/public/SAM/ Please Note: A quotation does not constitute an award; therefore, an obligation to your company is not official until you receive an order for this requirement. Failure to submit any information as requested above may result in the offeror being removed from consideration for award. Prior to RFQ closing, address questions to Diane M. Hulett by email at diane.hulett@dfas.mil or call at 614-693-5527. NOTE: the FAR and DFARS clauses may be accessed in full text at http://farsite.hill.af.mil Provisions and Clauses In addition to the clauses contained in the applicable GSA contract, the Government intends to include the following FAR and DFARS clauses by reference or full text and will be included in the resulting award. NOTE: the FAR and DFARS clauses may be accessed in full text at http://farsite.hill.af.mil. The provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition. Offerors are to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with their offer. The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition. The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (Deviation), applies to this acquisition. FAR 52.252-2, Clauses Incorporated by Reference (Feb 1998) FAR 52.252-6, Authorized Deviations in Clauses (Apr 1984) FAR 52.217-5, Evaluation of Options (Jul 1990) DFARS 252-232-7003, Electronic Submission of Payment Requests (MAR 2007) DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (DEC 2010) (DEVIATION) DFARS 252.204-7006, Billing Instructions (OCT 2005) DFARS 252-232-7003, Electronic Submission of Payment Requests (MAR 2007) 252.232-7006 Wide Area WorkFlow Payment Instructions. As prescribed in 232.7004(b), use the following clause: WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JUN 2012) (a) Definitions. As used in this clause- "Department of Defense Activity Address Code (DoDAAC)" is a six position code that uniquely identifies a unit, activity, or organization. "Document type" means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF). "Local processing office (LPO)" is the office responsible for payment certification when payment certification is done external to the entitlement system. (b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports. (c) WAWF access. To access WAWF, the Contractor shall- (1) Have a designated electronic business point of contact in the Central Contractor Registration at https://www.acquisition.gov; and (2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site. (d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the "Web Based Training" link on the WAWF home page at https://wawf.eb.mil/ (e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol. (f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order: (1) Document type. The Contractor shall use the following document type(s). (Contracting Officer: Insert applicable document type(s). Note: If a "Combo" document type is identified but not supportable by the Contractor's business systems, an "Invoice" (stand-alone) and "Receiving Report" (stand-alone) document type may be used instead.) (2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer. N/A (Contracting Officer: Insert inspection and acceptance locations or "Not applicable.") (3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system. Data to be determined at time of award Routing Data Table* Field Name in WAWF Data to be entered in WAWF Pay Official DoDAAC Issue By DoDAAC Admin DoDAAC Inspect By DoDAAC Ship To Code Ship From Code Mark For Code Service Approver (DoDAAC) Service Acceptor (DoDAAC) Accept at Other DoDAAC LPO DoDAAC DCAA Auditor DoDAAC Other DoDAAC(s) (*Contracting Officer: Insert applicable DoDAAC information or "See schedule" if multiple ship to/acceptance locations apply, or "Not applicable.") (4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request. (5) WAWF email notifications. The Contractor shall enter the e-mail address identified below in the "Send Additional Email Notifications" field of WAWF once a document is submitted in the system. ________________________________________________________________ ________________________________________________________________ (Contracting Officer: Insert applicable email addresses or "Not applicable.") (g) WAWF point of contact. (1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact. _________________________________________________________________ (Contracting Officer: Insert applicable information or "Not applicable.") (2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988. (End of clause) SOLICITATION PROVISION: DFAS 52.223-9000, "ENVIRONMENTALLY PREFERABLE PRODUCTS" (June 2012) The Environmentally Preferable Products clause is included in this contract to articulate the Government's policies on Green Contracting. FAR 23.403 sets forth the Federal Government's policy to acquire items composed of the highest percentage of recycled-content practical, in a cost effective manner while still obtaining other contracting goals. Recycled-content products are identified in the Environmental Protection Agency's Comprehensive Procurement Guidelines (CPGs). The United States Department of Agriculture (USDA) will be producing a similar list which designates Bio-based products. EPA guideline items (and USDA designated bio-based products, when designated) are seen as the minimum that should be considered when evaluating environmentally preferable materials. Other environmentally preferable materials and products not listed, but commonly used in industry outside of the Government, should also be considered. Executive Order 13423 (January 24, 2007) required federal agencies to use sustainable environmental practices, including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products. Moreover, it required that paper of at least 30 percent post-consumer fiber content must be acquired or used in Agency acquisitions of goods and services. Executive Order 13514 (October 5, 2009), required federal agencies to analyze internal processes and revise reporting requirements in order to achieve such results as improvement of water use and efficiency, promoting pollution prevention and elimination of waste. But more particularly as related to procurement, an emphasis was placed on efforts to advance sustainable acquisitions to ensure that 95 percent of new contract actions including task and delivery orders, for products and services with the exception of acquisition of weapon systems, are energy-efficient (Energy Star or Federal Energy Management Program (FEMP) designated), water-efficient, bio-based, environmentally preferable (e.g., Electronic Product Environmental Assessment Tool (EPEAT) certified), non-ozone depleting, contain recycled content, or are non-toxic or less-toxic alternatives, where such products and services meet agency performance requirements. § 1. Mandatory Use of Paper and Other Products with Recycled Content. (a) All paper utilized in the performance of this contract must be of at least 30 percent post-consumer fiber content. (b) The contractor, by responding to this solicitation, affirmatively acknowledges that it will, to the maximum extent practicable, use sustainable environmental practices including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products in the performance of this contract that meet the recycled-content recommendations for EPA designated items, which are found at http://www.epa.gov/epaoswer/non-hw/procure/products.htm. In addition, by responding to this solicitation the contractor is certifying the deliverables required under this contract shall meet the recycled-content recommendations for EPA designated items. § 2 Notice of Green Alternatives in Offerors' Product/Service. (a) When offering a product or service that contains "Green" components as that term is defined at http://www.epa.gov/epaoswer/non-hw/procure/products.htm, the contractor shall make the Contracting Officer aware of such facts in the submission of their quote or proposal. (b) The contractor, when appropriate, shall comply with FAR Clause 52.223-9 Estimate of Percentage of Recovered Material Content for EPA Designated Products. § 2 Affirmative Duty of Contractors to Adhere to Green Contracting Policy. (a) Whenever practicable, the Contractor has an affirmative duty to examine its packaging to eliminate or reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable material for non-recyclable material in packaging. (b) Whenever practicable, the Contractor has an affirmative duty to find other materials utilized in the delivery of services under this contract and examine whether it can reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable materials for non-recyclable materials of items consumed in the furnishing of their services. 52.217-8 Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within the period up to 14 days prior to the contract's expiration. (End of Clause) 52.217-9 Option to Extend the Term of the Contract. (Mar 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within the period up to 14 days prior to the contract's expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 15 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 five (5) years. (End of Clause) DFAS 52.204-9000 "REPLACEMENT OF PAPER DOCUMENT DISTRIBUTION WITH ELECTRONIC DOCUMENT ACCESS (EDA)" (June 2012) Copies of DFAS contracts and modifications are available on the Electronic Document Access (EDA) website at http://eda.ogden.disa.mil. The website provides access information as well as EDA Help Desk Support. (END OF CLAUSE) Quoter Information: This information must be included with your quote. Cage Code: Duns Number: ____________________________________ Company Name: Point of Contact: Telephone Number: Email Address: TIN (Taxpayer Identification Number): Business Size/Classification: (Applicable NAICS is 811212) Date:
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/ODA/DFAS/Columbus/DFAS-EOAWA3RA001/listing.html)
Place of Performance: Address: 4800 Mark Center Drive, Ste 08J25-01, Alexandria, VA 22350-3000, Alexandria, Virginia, 22350, United States; Zip Code: 22350
Record: SN03042757-W 20130424/130422234843-8c3bffa8bda63dfbb7e1db51a54ac9f7 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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J -- Canon Copier Maintenance - Word Doc of Solicitation