COPIER/PRINTER SERVICE AGREEMENT

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This procurement is being conducted under Simplified Acquisition procedures pursuant to the authority of FAR Subpart 13.5, Test Programs for Certain Commercial Items (10 U.S.C. 2304(g) & 2305 & 41 U.S.C. 253(g) & 253a & 253b), FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994 (Public Law 103-355)), & FAR Subpart 37.4, Non-personal Health Care Services (10 U.S.C. 2304 and 41 U.S.C. 253). This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. The Aberdeen Area Indian Health Service (IHS) intends to award a firm-fixed price commercial item purchase order in accordance with the Request for Quotation (RFQ) 12-191, for Copier and Printer Maintenance Service Agreement for all machines currently operating in the Cheyenne River Health Center in Eagle Butte, SD for a base year plus four (4) option years. The period of performance for the base year will be from 9/17/12 until 9/16/13. The option years are from 9/17/13 until 9/16/17. The solicitation documents & incorporated provisions & clauses are those in effect through Federal Acquisition Circular 2005-53. The associated North American Industry Classification System code 811212 and the small business size standard is $25.5 million. BID SCHEDULE: COPIER/PRINTER MAINTENANCE SERVICE AGREEMENT FOR ALL MACHINES CURRENTLY OPERATING IN THE CHEYENNE RIVER HEALTH CENTER IN EAGLE BUTTE, SD: the quoted pricing must be all inclusive (to include but not be limited to travel, lodging, per diem, fringe benefits, federal, state and local taxes) plus all other costs pertinent to the performance of this purchase order. BASIS FOR AWARD: Please complete the following pricing schedule utilizing your most competitive and reasonable rates which the IHS will use to determine the lowest price/technically acceptable bid. 1. BASE YEAR (9/17/12 thru 9/16/13) COPIER/PRINTER MAINTENANCE SERVICE AGREEMENT FOR ALL MACHINES CURRENTLY OPERATING IN THE CHEYENNE RIVER HEALTH CENTER IN EAGLE BUTTE, SD: Dollar amount______________ per Year 2. OPTION YEAR ONE (9/17/13 thru 9/16/14) COPIER/PRINTER MAINTENANCE SERVICE AGREEMENT FOR ALL MACHINES CURRENTLY OPERATING IN THE CHEYENNE RIVER HEALTH CENTER IN EAGLE BUTTE, SD: Dollar amount______________ per Year 3. OPTION YEAR TWO (9/17/14 thru 9/16/15) COPIER/PRINTER MAINTENANCE SERVICE AGREEMENT FOR ALL MACHINES CURRENTLY OPERATING IN THE CHEYENNE RIVER HEALTH CENTER IN EAGLE BUTTE, SD: Dollar amount______________ per Year 4. OPTION YEAR THREE (9/17/15 thru 9/16/16) COPIER/PRINTER MAINTENANCE SERVICE AGREEMENT FOR ALL MACHINES CURRENTLY OPERATING IN THE CHEYENNE RIVER HEALTH CENTER IN EAGLE BUTTE, SD: Dollar amount______________ per Year 5. OPTION YEAR FOUR (9/17/16 thru 9/16/17) COPIER/PRINTER MAINTENANCE SERVICE AGREEMENT FOR ALL MACHINES CURRENTLY OPERATING IN THE CHEYENNE RIVER HEALTH CENTER IN EAGLE BUTTE, SD: Dollar amount______________ per Year BASIS FOR AWARD: Quoters are advised that the lowest price/technically acceptable quotes that meet the Government's minimum requirements and ability to meet the delivery schedule will be considered for award. All required information must be submitted in order to be considered responsive and eligible for award. INSTRUCTION TO QUOTERS: To be considered an acceptable quote, the following items MUST be completed and submitted by the due date stated above. 1. Provide documentation stating contractor's ability to meet the specifications. 2. Complete Taxpayer Identification Form (FAR Part 52.204-3 - Taxpayer Identification) 3. Complete Annual Representations & Certifications. 4. Contractor shall be able to perform maintenance on all brands of copiers and printers stated on the attached listing. ATTACHMENTS: (a) Taxpayer Identification (b) Annual Representations and Certifications (c) Clauses incorporated by reference and clauses in full text. (d) Descriptions/Specifications/Work Statement (e) List of Model Names and Numbers of Equipment Quotation must set forth, full, accurate and complete information as required by the Instructions and be returned no later than the date referenced. All required information must be submitted in order to be considered responsive and eligible for award. The Government reserves the right to accept or reject services if the level or work is unsatisfactory. . Project Officer - Mary Kaye Gesinger PERIOD OF PERFORMANCE: Performance of the contract(s) shall be from 9/17/12 through 9/16/13, plus 4 Option Years. CONTRACTING OFFICER AUTHORITY: Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer. PRO-CHILDREN ACT OF 1994: The Contractor certifies that it will comply with the provisions of Public Law 103-227, Pro-Children Act of 1994, which imposes restrictions on smoking where federally funded children's services are provided. INVOICE SUBMISSION AND PAYMENT: The Contractor shall submit its original invoice to the Aberdeen Area Indian Health Service, Financial Management branch, 115 4th Avenue SE, Aberdeen SD 57401. The Contractor agrees to include the following information on each invoice. (1) Contractors name, address; (2) Contract Number (entire contract number must be included); (3) Invoice number and date; (4) Cost or price; (5) Dates of Service including the number of hours worked; and (6) Remit to address. The Aberdeen Area Financial Management Branch, 115 4th Avenue SE, Aberdeen, SD 57401, shall make payment. Attached are the Federal Acquisition Regulations (FAR) & Health & Human Services Acquisition Regulation (HHSAR) clauses that are applicable including below. FAR 52.212-1 Instructions to Offerors-Commercial Items (June 2008). Quotes shall be submitted on company letterhead stationery. Signed and dated. And it shall include: 1. Solicitation number 2. Closing Date: September 12, 2012 at 12:00 pm CST 3. Name, address and telephone number of company and email address of contact person. 4. Technical description of the item/service being offered in sufficient detail to evaluate compliance with the requirements of 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 from mailing address. 8. A completed copy of the representations and certifications at FAR 52.212-3 or a copy of the contractor's Online Representations and Certifications Application (ORCA). 9. Acknowledgment of Solicitation Amendments (if any issued) 10. Past performance information, when included as a "best value" 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). FAR 52.212-2, Evaluation-Commercial Items (January 1999). The provision at 52.212-2 applies to this acquisition and is provided in full text. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and the following "best value" factors considered. (1) Past Performance - the government reserves the right to conduct their own investigation other than the contractors provided list. (2) Ability to meet the requirements in the statement of work. (3) Responsiveness to requirement. FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (May 2011). See attachment for full text and instructions for completion. FAR 52.212-4, Contract Terms and Conditions-Commercial Items (June 2010), applies to this acquisition and is incorporated by reference. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (May 2011). See attachment for full text. FAR 52.222-41, Service Contract Act of 1965. As prescribed in 22.1006(a), insert the following clause: "Service employee" means any person engaged in the performance of this contract other than any person employed in a bona fide executive, administrative, or professional capacity, as these terms are defined in Part 541 of Title 29, Code of Federal Regulations, as revised. It includes all such persons regardless of any contractual relationship that may be alleged to exist between a Contractor or subcontractor and such persons Submit quote to: Aberdeen Area Indian Health Service Attn: Kella With Horn, Contract Specialist 115 4th Ave. SE, Room 309 Aberdeen, SD 57401 Or fax to 605-226-7669 or email kella.withhorn@ihs.gov Contractors intending to conduct business with the Federal Government must register with the System Award Management (SAM) database prior to award. The SAM is the primary Government repository, which retains information on Government contractors. You may register via the Internet at https://www.sam.gov/portal/public/SAM/. No contract award shall be made to any vendor or provider listed on the OIG Exclusion List at http://exclusions.oig.hhs.gov throughout the duration of the contract. It shall be the responsibility of the contractor to notify the Acquisition Official if there is a change in provider. ACCEPTANCE PERIOD: Your quotation must stipulate that it is predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 60 days from the date of receipt by the Government.