Copier Device Lease and Maintenance

Solicitation: NB73000-14-00575 Agency/Office: National Institute of Standards and Technology (NIST) Location: Acquisition Management Division Title: Multi-Functional Networkable Device Leases and Maintenance Description(s): This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE BEING REQUESTED AND A WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED. This solicitation is a Request for Quotation (RFQ). This solicitation document and incorporated clauses are those in effect through Federal Acquisition Circular 2005-72. Offerors will be responsible for obtaining related amendments to this solicitation, if any, from www.fbo.gov. It is the responsibility of each potential offeror to monitor www.fbo.gov for any amendments or other information related to this solicitation. Any communications regarding this acquisition must be made in writing and forwarded via email to Jarreau A. Vieira Jarreau.Vieira@nist.gov and shall identify the solicitation number, company name, company address, as well as point of contact email address and phone number. This requirement is being competed as a Set-Aside 100% for Small Business concerns. The associated North American Industrial Classification System (NAICS) code for this procurement is 811212 with a size standard of $25 Million. The Government anticipates the award of a firm-fixed-price purchase order to the offeror who's offer the Best Value quote for a one time service. To be technically acceptable, quote shall meet all of the required service actions listed in this RFQ and any attached corresponding attached documents. Apparent successful awardee shall also have satisfactory past performance and will evaluated using the attached list of Evaluation Factors listed in this RFQ. The Government intends to make a single award for this requirement but reserves the right to make multiple awards. A. BACKGROUND INFORMATION Purpose The Engineering Laboratory at NIST needs to upgrade existing copiers without interruption to our copy/printing capabilities. Equipment will be managed by one point of contact, which will be more efficient for maintenance and minimize clerical requirements. Requirement is for lease of copier machines with black and white as well as color copies per month. Maintenance and service on these machines is also required as well as warranty to cover the period of the lease and technical support. *SEE ATTACHED STATEMENT OF WORK (SOW) FOR ALL SPECIFIAIONS OF THIS REQUIREMENT* B. BID SCHEDULE / AWARD STRUCTURE *See Attached Bid Schedule* - Vendor shall utilize either one of the attached bid schedules for submitted quotes. C. SOLICITATION SPECIFICS ***INSTRUCTIONS TO OFFERORS *** Interested offerors shall provide FOB Destination firm-fixed-pricing for the above in accordance with the attached bid schedule in this solicitation. Offeror is to include warranty and technical support and documentation/literature in the form of manuals/tutorials, and/or other written literature that thoroughly provides guidance on product use included. Contractor is use attached bid schedule for development of quote. Contractor is also required to submit quotes in Two Volumes. The following is a list of the required elements of the quotation. The quotation shall be submitted in two separate volumes (with any required attachments detailed below). Volume I shall be labeled as the Technical Volume. There shall be no pricing information contained in the Technical Volume whatsoever. Volume II shall be labeled as the Business Volume and shall contain all required pricing information for this quotation. Volume I- Technical Volume Volume I shall be composed of the following required elements: 1. A written and signed statement confirming that the Offeror understands the requirements detailed in the SOW and the terms and conditions of this RFQ. 2. A description of the labor category(ies) proposed for preventative maintenance services for this requirement. 3. Detailed specifications of the proposed machines in accordance with the attached Statement of Work. 4. Detailed list of preventative services to be performed Volume II- Business Volume Volume II shall be composed of the following required elements: 1. A total firm fixed price for the machines detailed in the attached SOW. The total firm fixed price shall be the summation of all areas as detailed on the attached bid schedule. Option Years are to be included in pricing. 2. A breakdown of the total firm fixed price showing the proposed labor category(ies), proposed fully burdened hourly labor rate for preventative maintenance costs with any discounts being proposed, and proposed number of hours per labor category. The purpose of this information is to show the derivation of the total firm fixed price. 3. Pricing shall be quoted as a monthly amount with a Quantity (QTY) and Unit of Issue as outlined on the attached bid schedule. 4. A list of all assumptions made by the Offeror in preparing this quotation. The offeror shall hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers. ***Please note that this procurement is not being conducted under the GSA Federal Supply Schedule (FSS) program or another Government-Wide Area Contract (GWAC). If an Offeror submits a quotation based upon an FSS or GWAC contract, the Government will accept the quoted price but will be deem it as open market pricing and be subject to terms and conditions of this RFQ and subsequent purchase order award. ***The due date and time for receipt of quotations is 21 March 2014 no later than 11:30AM Eastern Standard Time ***Offerors shall e-mail their quotation to Jarreau.vieira@nist.gov so that it is received by the response date/time for this solicitation. It is the responsibility of the offeror to confirm NIST's receipt of its quotation. Each quotation shall include sufficient data to allow the Government to determine the amount, realism and consistency of the quoted fixed price. NIST reserves the right to award a purchase order without discussions, based solely on the submission of the Contractor. EVALUATION FACTORS FOR AWARD: 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. Award determination shall be Best Value with the following factors shall be used to evaluate offers: (i) Technical capability and approach of information offered to meet the Government requirement; (ii) past performance; (iii) price. Technical and past performance (non-price factors), when combined are greater when compared to price. A minimum of Two (2) past performance references that clearly reflect applicable relevant experience to the contents of this requirement must be submitted. Contractor is also required to submit supporting documentation to explain in detail how quoted costs were determined/derived. (i.e. Labor Category of personnel performing work, Number of Hours worked, Action Performed, etc.) Volume of use shall be taken into consideration for preventative maintenance; contractor shall define emergency and response times. A separate Line Item for shipping/freight shall be quoted and separated Line Item for training per the attached Statement of Work. APPLICABLE PROVISIONS AND CLAUSES FOR THIS SOLICITATION: The following FAR provisions and clauses apply to this solicitation: FAR 52.204-7; FAR 52.212-1; FAR 52.212-2; FAR 52.212-3; FAR 52.212-4; FAR 52.212-5 and the following fill-ins in paragraph (b): 52.222-3; 52.203, 52.204-10, 52.209-6, 52.209-10, 52.219-6, 52.219-13, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.223-18, 52.225-13, 52.232-33 including, 52.222-50, 52.233-3, and 52.233-4 in paragraph (a)(1); FAR 23.204 All provisions and clauses viewed at http://acquisition.gov/comp/far/index.html. All interested offerors must be actively registered in the System for Award Management website at the www.sam.gov and must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3 Offerors Representations and Certifications- Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. A current registration is REQUIRED for award consideration. All Offerors Representation and Certifications must be completed and submitted as applicable. Addendum to Provision 52.212-1- Quotation Preparation and Submission Instructions All quotations shall be submitted electronically so that they are received at Jarreau.vieira@nist.gov no later than 21 March 2014 no later than 11:30AM Eastern Standard Time. All QUESTIONS have been asked. The window for submitting questions has closed as of 09:00am on 12 March 2014. No other questions will be accepted at this time. Paragraph (b) below replaces paragraph (b) in provision 52.212-1. (b) Submission of quotations. Submit dated quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on company letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must include- (1) The solicitation number; (2) The name, address, and telephone number of the offeror; (3) Technical description of the items being offered in sufficient detail to evaluate compliance with requirements in the solicitation. Item MUST meet exact specifications as laid out in the description attached. This may include product literature, or other documents, if necessary; (4) Terms of any expressed warranty; (5) Firm-fixed price for each CLIN and discount terms; (6) Any applicable shipping costs (7) Acknowledgement of solicitation amendment(s); (8) Include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. (9) Volume I: Technical Volume per the listed instructions- Contractor is also required to submit supporting documentation to explain in detail how quoted costs were determined/derived. (i.e. Labor Category of personnel performing work, Number of Hours worked, Action Performed, etc.) concerning performance of preventative maintenance for machines (10) Volume II: Business Volume per the listed instructions- Firm Fixed Price pricing per the attached bid schedule and in accordance with the Line Item structure (11) A minimum of Two (2) past performance references that clearly reflect applicable relevant experience to the contents of this requirement must be submitted. (12) NOTE: This requirement is for Base Year + Three (3) Option Years - ensure shall ensure to provide pricing for ALL years of service -See attached bid schedule