Xerox Printers/Boug Equipment Maintenance and Support

Request for Quotes FDA-SOL-19-1213177- AA Solicitation; FDA-SOL-19-1213177-AA Agency: Food & Drug Administration Location: ORA/OTED- Rockville MD Project Title: Xerox Printers/ Copier Maintenance and Support Services Synopisis This is a combined synopsis/solicitation for maintenance for duplication and binding equipment in accordance with FAR Regula (FAR)12.102(g) and in the format of Subpart 12.6 and 13.5 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation . Quotations are being requested and a written solicitation will not be issued. The solicitation number is FDA-SOL-19-1213177-AA and is issued as a request for Proposals (RFP). This solicitation documented incorporated all mandatory commercial item provisions and clauses that are in effect through the Federal Acquis ion circular 2019-03 dated 6/12/2019 dated The North American Industrial classification System is 333316 and the small size standard is 35M or 500L. This is a firm fixed priced contract and is being issued as a "Brand Name or Equal to". If OR Equal items are proposed, the Offeror shall provide product specifications for those items proposed (whether brand Name or EQUAL items proposed). Must satisfy the functional requirements/ salient characteristics set forth in this document. The contractor shall be the software original equipment manufacturer OEM or an authorized reseller/servicing agent of the software OEM. The contractor shall notify the Contact specialist/ contracting Officer immediately if this requirement is registered by a re-seller with the OEM 1. BACKGROUND The FDA, ORA/ Office of Education, Training and Development ( OTED) requires copier maintenance and support services for 6 Xerox Copiers and 1 Bourg BBF 2005 Binding System with Bourg BSFEX Dual Mode and knife trimmer. . The copiers were purchased in 2015 and the manufacturer's warranty has ended. OTED is requesting the maintenance to maintain the life of the copiers. Pre-inspection fees may apply. The specifics are as follows: Nuvera 120 SN#TB7004123 -1 each Nuvera 144SN# TB&004267A- 1each Xerox WC 5890's Sn# EC9017254, Sn# EX9017262, and SN# EX9017205 3 each Xerox C70 SN3 E2B023987N 1 each Bourg BBF 2005 Sn# 8JV-100210 Bourg BSFEX dual mode SN#X37-3030778 Xerox Knife Trimmer SN# KEH-192064 1 each 2. OBJECTIVE To service the 6 copiers and 1 binding system monthly. The copier and binding system will be listed in the deliverables. To included user-installable supplies such as toner cartridges, drums, etc., consumed to produce printer/ copier output. Factory-recommended replacement of worn parts based on time or throughput on machine. Includes "preventive maintenance". Clearing minor paper jams of configuring the system for network or computer communication. Vacuuming inside or the printers/ copiers as needed. 3. Characteristics for maintenance for Nuvera 120 1 each - Full Service maintenance to include all supplies, except staples - Monthly usage based on 100,000- 100,001 per print rate. - Pricing fixed for term - Excess meter reading is established and set within the perimeter of the agreement and charged as fixed price. - Ensure that copier functions and services are performed monthly when necessary to keep the copier operating at full capacity and free of malfunctions and part replacements (Preventative Maintenance). - To include all manufacturers approved parts, travel, phone support, labor and monthly meter readings. - Maintenance to be performed during normal business hours Monday- Friday 8:00am- 4:30pm. - Provision of support shall not impede equipment function or void any warranties/ guarantees that may remain on the equipment. - Maintenance: Hardware and software maintenance must be at least one year or OEM standard, which may be greater than one year if one year is not available. - Maintenance includes 24x7 telephone technical support, patches/fixes/upgrades for software, technical guides for troubleshooting, no-charge replacement of defective components, on-site next-business day 9x5 for hardware - Must be authorized and certified service provider of mgf. product - Pre-inspection fees may apply. 4.Salient Characteristics for Maintenance for Nuvera 144 1 each - Full Service maintenance to include all supplies, except staples - Monthly usage based on 100,000- 100,001 per print rate. - Pricing fixed for term - Set price to be established for black and white based upon above usage. - Excess meter reading is established and set within the perimeter of the agreement and charged as fixed price. - Ensure that copier functions and services are performed monthly when necessary to keep the copier operating at full capacity and free of malfunctions and part replacements (Preventative Maintenance). - To include all manufacturers approved parts, travel, phone support, labor and monthly meter readings. - Maintenance to be performed during normal business hours Monday- Friday 8:00am- 4:30pm. - Provision of support shall not impede equipment function or void any warranties/ guarantees that may remain on the equipment. - Pricing fixed for term. Consumable supplies included for all prints. - Maintenance: Hardware and software maintenance must be at least one year or OEM standard, which may be greater than one year if one year is not available. Maintenance includes 24x7 telephone technical support, patches/fixes/upgrades for software, technical guides for troubleshooting, no-charge replacement of defective components, on-site next-business day 9x5 for hardware - Must be authorized and certified service provider of mgf. Product - Pre-inspections fees may apply 5. Salient Characteristics for maintenance for 5890APTG 3 each - Full Service maintenance to include all supplies, except staples - Monthly usage based on 30,000 black & white monthly per machine. - Set price to be established for black and white based upon above usage. - Excess meter reading is established and set within the perimeter of the agreement and charged as fixed price. - Ensure that copier functions and services are performed monthly when necessary to keep the copier operating at full capacity and free of malfunctions and part replacements (Preventative Maintenance). - To include all manufacturers approved parts, travel, phone support, labor and monthly meter readings. - Maintenance to be performed during normal business hours Monday- Friday 8:00am- 4:30pm. - Provision of support shall not impede equipment function or void any warranties/ guarantees that may remain on the equipment.. - Maintenance: Hardware and software maintenance must be at least one year or OEM standard, which may be greater than one year if one year is not available. Maintenance includes 24x7 telephone technical support, patches/fixes/upgrades for software, technical guides for troubleshooting, no-charge replacement of defective components, on-site next-business day 9x5 for hardware. - Must be authorized and certified service provider of mgf. Product - Pre-inspection fees may apply 6. Salient Characteristics for maintenance for XC70 or equivalent 1 each - Full Service maintenance to include all supplies, except staples - Set price to be established for color and black and white based upon above usage. - Estimated color usage is 5250 mthly copies and 20808 black& white copies monthly - Excess meter reading is established and set within the perimeter of the agreement and charged as fixed price. - Ensure that copier functions and services are performed monthly when necessary to keep the copier operating at full capacity and free of malfunctions and part replacements (Preventative Maintenance). - To include all manufacturers approved parts, travel, phone support, labor and monthly meter readings. - Maintenance to be performed during normal business hours Monday- Friday 8:00am- 4:30pm. - Provision of support shall not impede equipment function or void any warranties/ guarantees that may remain on the equipment. - Maintenance: Hardware and software maintenance must be at least one year or OEM standard, which may be greater than one year if one year is not available. - Maintenance includes 24x7 telephone technical support, patches/fixes/upgrades for software, technical guides for troubleshooting, no-charge replacement of defective components, on-site next-business day 9x5 for hardware - Must be authorized and certified service provider of Mgf. Product - Pre-inspection fees may apply 7.Salient Characteristics for maintenance for Bourg BBF2005 with dual mode sheet feeder Bourg BSFEx dual mode & 3 knife trimmer 1 each - Full Service Maintenance to be performed during normal business hours Monday- Friday 8:00am- 4:30pm. - Supplies including glue, knives for 3 knife trimmers not included, purchased as needed - Pre-inspection fee may apply. 8.Salient Characteristics for Free Flow Make Ready . 1 each - Maintenance to be performed during normal business hours Monday- Friday 8:00am- 4:30pm. - Pre-inspection fees may apply. - 9. DELIVERABLES Quantity Manufacturer Part Number Description Projection and Display 1 Xerox DSP120 Nuvera Serial # TB7004123 To provide monthly maintenance on copier. Refer to salient characteristics for specifics. 1 Xerox DSP 144 Nuvera Serial #TB7004267A To provide monthly maintenance on copier. Refer to salient characteristics for specifics 1 Xerox Bourg BSFEx dual mode Serial# X37-303077 To provide monthly maintenance on copier. Refer to salient characteristics for specifics 3 Xerox Xerox Workcenter 5890 Serial# EX9017253 Serial#EX9017262 Serial#EX9017205 To provide monthly maintenance on copier. Refer to salient characteristics for specifics 1 Xerox Xerox Challenge CMT330 3 Knife Trimmer Serial#KEH-192064 To provide monthly maintenance on copier. Refer to salient characteristics for specifics 1 Bourg Bourg BBF 2005 Serial#8JV-100210 To provide monthly maintenance on copier Refer to salient characteristics for specifics 1 Xerox FFMKR (Makeready) Xerox C70 Serial#E2B023987N Update software; & training if needed. Pre- Press Software Tool Refer to salient characteristics for specifics - Local or toll free to call for services and supplies - Emergency response time report that list overall %of non-routine response times of 24 hour or less. Supporting documentation to be provided upon request. 10. Period of performance 12 months 11, 508 Chapter 1: Application and Administration E101 General E101.2 Equivalent Facilitation. The use of an alternative design or technology that results in substantially equivalent or greater accessibility and usability by individuals with disabilities than would be provided by conformance to one or more of the requirements in Chapters 4 and 5 of the Revised 508 Standards is permitted. The functional performance criteria in Chapter 3 shall be used to determine whether substantially equivalent or greater accessibility and usability is provided to individuals with disabilities. E203 Access to Functionality E203.1 General. Agencies shall ensure that all functionality of ICT is accessible to and usable by individuals with disabilities, either directly or by supporting the use of assistive technology and shall comply with E203. In providing access to all functionality of ICT, agencies shall ensure the following: A. That Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities; and B. That members of the public with disabilities who are seeking information or data from a Federal agency have access to and use of information and data that is comparable to that provided to members of the public who are not individuals with disabilities. E203.2 User Needs. When agencies procure, develop, maintain or use ICT they shall identify the needs of users with disabilities to determine: A. How users with disabilities will perform the functions supported by the ICT; and B. How the ICT will be developed, installed, configured, and maintained to support users with disabilities. E204 Functional Performance Criteria E204.1 General. Where the requirements in Chapters 4 and 5 do not address one or more functions of ICT, the functions not addressed shall conform to the Functional Performance Criteria specified in Chapter E205 Electronic Content E205.1 General. Electronic content shall comply with E205. E205.2 Public Facing. Electronic content that is public facing shall conform to the accessibility requirements specified in E205.4. E205.3 Agency Official Communication. Electronic content that is not public facing shall conform to the accessibility requirements specified in E205.4 when such content constitutes official business and is communicated by an agency through one or more of the following: A. An emergency notification; B. An initial or final decision adjudicating an administrative claim or proceeding; C. An internal or external program or policy announcement; D. A notice of benefits, program eligibility, employment opportunity, or personnel action; E. A formal acknowledgement of receipt 12.DELIVERY INFORMATION DELIVERY LOCATION: ORA/Division of Human Resource Development 11919 Rockville Pike Rockville MD 20852 DELIVERY DATE 30 days after award. 13. Confidential Treatment of Sensitive Information The Contractor shall guarantee strict confidentiality of the information/data that it is provided by the government during the performance of the task order. The Government has determined that the information/data that the Contractor will be providing during the performance of the task order is of a sensitive nature. Disclosure of the information/data, in whole or in part, by the Contractor can only be made after the Contractor receives prior written approval from the Contracting officer. Whenever the contractor is uncertain with regard to the proper handling of information/data under the contract, the Contractor shall obtain a written determination from the Contracting Officer. 14, Government Points of Contact Karen Conroy One Montvale Ave. 4th floor Stoneham, MA 02180 Tele:781-587-7452 Karen.Conroy@fda.hhs.gov Contracting Officer's Representative: To be Determined 15. Contracting Officer's Authority & Evaluation Method The Contracting Officer identified above has responsibility for ensuring the performance of all necessary actions for effective contracting; ensuring compliance with the terms of the contract and safeguarding the interests of the United States in its contractual relationship. The CO is the only individual who has the authority to enter contractual relationships. The CO is the only individual who has the authority to enter into, administer, or terminate this contract and is the only person authorized to approve change to any of the requirements under this contract, and notwithstanding any provision contained elsewhere in this contract, this authority remains solely with the CO. No statement, whether oral or written, by anyone other than the CO shall be interpreted as modifying the terms and condition of this requirement. It is the Contractor's responsibility to contact the CO immediately if there is even the appearance of any technical direction that is or may be outside the scope of the contract. The Government will not reimburse the Contractor for any work not authorized by the CO including work outside the scope of the Contract. Evaluation Method Quotes wo;; be evaluated on a lowest priced technically acceptable basis. Technically acceptability will be determined by a quoters ability to meet each of the salient characteristics, meet the required delivery date, and provide the service described in this solicitation. Among those quted determined to be technically acceptable, the government will award to the lowest priced quote. 16.Clauses, Provision, Terms and Conditions FAR 52.217-9 Option to Extend the Term of the Contract ( March 2000) Section 52.217-8: Option to Extend Services. 52.232-39: Unenforceability of Unauthorized Obligations (June 2013) 52.232-40: Providing Accelerated Payments to Small Business Subcontractors (Dec 2013) 52.252-2: Clauses Incorporated by Reference (Feb 1998) 52.203-19: Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements (Jan 2017) (a) The Contractor shall not require its employees or subcontractors to sign or comply with internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting waste, fraud, or abuse related to the performance of a Government contract to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information (e.g., agency Office of the Inspector General). (b) The Contractor shall notify current employees and subcontractors that prohibitions and restrictions of any preexisting internal confidentiality agreements or statements covered by this clause, to the extent that such prohibitions and restrictions are inconsistent with the prohibitions of this clause, are no longer in effect. (c) The prohibition in paragraph (a) of this clause does not contravene requirements applicable to Standard Form 312 (Classified Information Nondisclosure Agreement), Form 4414 (Sensitive Compartmented Information Nondisclosure Agreement), or any other form issued by a Federal department or agency governing the nondisclosure of classified information. (d) In accordance with section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015, (Pub. L. 113-235), and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions) use of funds appropriated (or otherwise made available) is prohibited, if the Government determines that the Contractor is not in compliance with the provisions of this clause. (e) The Contractor shall include the substance of this clause, including this paragraph (e), in subcontracts under such contracts. 52.203-18, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements-Representation (January 2017) (a) Definition. As used in this provision-- "Internal confidentiality agreement or statement", "subcontract", and "subcontractor", are defined in the clause at 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements. (b) In accordance with section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions), Government agencies are not permitted to use funds appropriated (or otherwise made available) for contracts with an entity that requires employees or subcontractors of such entity seeking to report waste, fraud, or abuse to sign internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. (c) The prohibition in paragraph (b) of this provision does not contravene requirements applicable to Standard Form 312, (Classified Information Nondisclosure Agreement), Form 4414 (Sensitive Compartmented Information Nondisclosure Agreement), or any other form issued by a Federal department or agency governing the nondisclosure of classified information. (d) Representation. By submission of its offer, the Offeror represents that it will not require its employees or subcontractors to sign or comply with internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting waste, fraud, or abuse related to the performance of a Government contract to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information (e.g., agency Office of the Inspector General). (End of provision) The following HHSAR clauses are incorporated by reference: - 352.201-Definitions ( Jan. 2006) - 352.270-12 Tobacco Free Facilities - 352-270-19 Electronic Information & Technology Accessibility These clauses may be downloaded from http://www.hhs.gov/oamp/policies/hssar.doc 17.Certificate of Maintainability: At such time as the services of the Contractor are terminated, expire contractually or are otherwise not extended, or upon request by the Contracting Officer at any time, the Contractor shall issue, within five (5) working days, a "Certificate of Maintainability" for any or all equipment acquired and/or maintained under this contract. The certificate shall state that preventive maintenance in accordance with the specifications of the Original Equipment Manufacturer (OEM) has been performed and that the equipment is performing in accordance with the OEM's specifications such that the OEM (or the OEM's successor in interest) would commit that it would assume maintenance of the equipment without billing any one-time charges (including but not limited to repair or inspection charges) if such maintenance were assumed effective the day after the Contractor's performance ceases. The Contractor is responsible for bearing all costs associated with obtaining such certification at no separate charge to the Government. Should the Contractor fail to issue the required Certificate of Maintainability in accordance with this clause, or should any equipment fail to perform in accordance with the certification, the Contractor shall be liable to the Government for any reasonable costs incurred by the Government for the purpose of bringing the equipment up to the required OEM maintenance level. If equipment is acquired under this contract, without maintenance of such equipment being concurrently acquired under the contract, the Contractor shall issue a Certificate of Maintainability for such equipment at the time of delivery for each piece of equipment. The certificate shall state that the equipment is in such condition that the OEM (or the OEM's successor in interest) would commit that it would assume maintenance of the equipment without billing any charges to the Government. All charges required obtaining the requisite performance of the equipment, up to the later of the time the equipment is accepted by the Government or the warranty expires, shall be borne by the Contractor. The time the equipment is accepted by the Government is the date that the Government determines that the equipment has passed acceptance testing, not the effective date of acceptance. The fact that the equipment may have been acquired with a warranty does not relieve the Contractor of its obligations under this clause. 18.Instruction to Offers: Offerors shall comply with the provisions at FAR 52.212-1(B) and submit an electronic copy to Karen Conroy via email @ karen.conroy@fda.hhs.gov no later 9/06/2019 @ @5;30pm eastern standard time Questions no later than 9/3/2019.@ 2;30pm eastern standard time. .Offerors shall submit a technical volume and a pricing volume. Volume One -Technical - Demonstrates the Offerors capability to meet each requirement as described in the Full Service Maintenance Agreement Requirements items#0003-0009 - Volume one shall not exceed five pages describing how they can perform. Volume Two- Pricing - Separate pricing for item#0003-10 for one year - Offerors responding to this RFQ must be registered in the Systems Acquisition Manage System located @http://www.sam.gov. Far Provision and clauses may be found at http: //www.acquisition.gov/far/index/html. - Quoters shall include a completed copy of the provision FAR 52-212-3 Offeror Representations and Certifications- Commercial Items (March 2015) which can be accessed electronically from the INTERNET at the following address: http://farsite.hill.af.mil/. - FAR 52-212-4 Contract Terms and Conditions- Commercial Item (May 2015) and FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (May 2015), applies as follows: 52.233.-3, 52.233-4, 52.203-6, 52.219-6, 52.219-8, 52.222-3, 52.222-21, 52.222-26, 52-222-35, 52.222-36, 52.222-37 52.225-13, 52.232-33. and 52.239-1.