VA249-18-AP-6237 MFD Service Copier Rental Contract
Combine Synopsis/Solicitation General Information Document Type: Combined Solicitation/Synopsis RFQ Number: 36C24918Q9632 Posted Date: 08/20/2018 Response Date: 08/24/2018 @ 1:00 AM CST Classification Code: 7490 NAICS Code: 532420 Contracting Office Address NCO 9 ATTN: Cheri Burton-Crutcher Department of Veterans Affairs Contracting Office, 4th Floor 1639 Medical Center Parkway Murfreesboro, TN 37129 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. Quotes are being requested and a written solicitation will not be issued. This is a request for quotations (RFQ). The quote document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-94, 2005-95 / 01-19-2017. The associated North American Industrial Classification System (NAICS) code for this procurement is 532420, with a small business size standard of 32.5 Million dollars.. . The Network Contracting Office 9 is seeking a vendor that will provideA the necessary requirement to the James H. Quillen Medical Center in Mountain Home, TN. All questions regarding this RFQ must be in writing and may be sent by e mail to cheri.burton-crutcher@va.gov Questions must be received no later than August 23, 2018 at Noon CST. No further questions will be accepted after that date and time. You are reminded that representatives from your company SHALL NOT contact any VA Medical Center employees to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer. QUOTE FORMAT AND EVALUATION CRITERIA Offerors shall provide only one quote. Quote should be emailed to cheri.burton-crutcher@va.gov NLT 8/24/2018 at 1:00 pm CST. Non-compliance with this requirement will result in disqualification of the quote. Award shall be made to the quoter whose quotation offers the best value to the government, considering price, technical capability, and past performance. All vendors must be registered and complete all entries in the System for Award Management (SAM) in order to be considered for award. Potential vendors may register at the following web site: https://www.sam.gov/portal/public/SAM Place of Performance: JAMES H. QUILLEN VA MEDICAL CENTER 809 LAMONT STREET, MOUNTAIN HOME, TN 37604 The government intends to award a contract as a result of this RFQ that will include the terms and conditions set forth herein. To facilitate the award process, ALL quotes shall include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the RFQ are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Offeror shall list exception(s) and rationale for the exception(s). Offerors must complete annual representations and certifications on-line at http://www.acquisition.gov in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. STATEMENT OF WORK: Multi-function Devices (MFD s) for the Veterans Affairs Medical Center (VAMC) Mountain Home, TN GENERAL INFORMATION The Veterans Affairs Medical Center (VAMC) Mountain Home, TN Multifunction Device (MFD) Lease Project Scope of Work: The contractor shall provide all resources necessary to provide flat rate multifunction (printing, faxing, copying, and network scanning) devices capable of supporting Secure Personal Identifier Verification (PIV) printing for both Veterans Health Information Systems & Technology Architecture (VISTA) and Microsoft print jobs, hardware maintenance support, all consumables except paper, and onsite user training required to support the printer consolidation initiative at the Mountain Home Veterans Affairs Medical Center (VAMC). As part of a Veterans Administration national green environmental initiative, the Mountain Home VAMC is tasked to reduce overall printing expenditures. This will decrease energy consumption and printer consumables (paper, toner, associated supplies, etc ) while at the same time reducing overall printer maintenance support cost. Additionally, secure printing functionality will significantly reduce privacy incidents. Failure to implement the national initiative will have a negative impact on mandated environmental goals and increase fiscal obligations to support underutilized printing devices. Performance Period: Base Year + 4 Option Years The period of performance is October 1, 2018 tough Sept 30, 2023 if all options are exercised. Type of Contract: Contract Type shall be a Base plus Four Option years exercised at the discretion of the government. This solicitation will be awarded to the Offeror that represents the Best Value to the Government. This process permits tradeoffs among price and non-cost factors and shall allow the VA to accept other than the lowest priced proposal. The perceived benefits of the higher priced proposal shall merit the additional cost. Place of Performance: The Mountain Home VAMC consists of the main Medical Center located at corner of Lamont & Veterans Way, Mountain Home, TN 37684 and the following: BRISTOL 2426 LEE HWY SUITE 200, BRISTOL, VA 24202 MORRISTOWN 925 E. MORRIS BLVD., MORRISTOWN, TN 37813 NORTON 654 HWY 58 EAST, NORTON, VA 24273 ROGERSVILLE 401 SCENIC DR., ROGERSVILLE, TN 37857 KNOXVILLE 1557 DOWNTOWN WEST BLVD., KNOXVILLE, TN 37919 KNOXVILLE RAY MEARS 8033 RAY MEARS, KNOXVILLE, TN 37919 SEVIERVILLE 1124 BLANTON DR., SUITE 100, SEVIERVILLE, TN 37766 CAMBELL CO 130 INDEPENDENCE LANE, LAFOLLETTE BURLINGTON BUILDING JOHNSON CITY VET CENTER, 2203 MCKINLEY RD, JOHNSON CITY, TN 37604 MARION (CBOC) 4453 LEE HWY, MARION VA, 24354-4270 JONESVILLE (CBOC) 32613 WILDERNESS ROAD, SUITE 101, JONESVILLE VA, 24263 VANSANT (CBOC) 1941 LOVERS GAP LANE, SUITE A, VANSANT VA, 24656-0310 7. Contract Management: The Contractor shall assign an Account Manager who will serve as the point of contact for the Mountain Home VAMC toughout the duration of contract performance. The contractor shall also designate an alternate Account Manager who will serve as the POC when the Account Manager is not available (illness, vacation, training, etc.). The Mountain Home VAMC will assign a Contracting Officer who will be the only individual authorized to effect changes in the contract. The Contracting Officer (CO) shall delegate the authority to manage all technical aspects of the multifunction printer lease project to a Contracting Officer s Representative (COR). Invoices - All invoicing by the Contractor for multifunction printer devices and device maintenance will be submitted monthly and in arrears electronically FSC e-Invoice Payment. Information on electronic invoice set up can be found at http://http://www.fsc.va.gov/fsc/einvoice.asp, or 1-877-489-6135. B. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting or has advised the contractor that a kick off meeting is waived. C. TECHNICAL SPECIFICATIONS/REQUIREMENTS The Contractor shall provide multifunction (printing, faxing, copying, and network scanning) devices capable of supporting Secure Personal Identifier Verification (PIV) printing for both Veterans Health Information Systems & Technology Architecture (VISTA) system hosted on a Linux platform (VistA Linux print environment) and Microsoft print jobs. Only offers including hardware meeting this requirement will be considered. Definition of standard: Must be equipped with PIV card reader with appropriate software and licenses to be compatible with the Mountain Home VAMC PIV ID cards. MFDs must support on-board PIV card authentication using government (DOD) PKI certificates. PIV card authentication must also integrate with Windows Active Directory via LDAP. MFDs must support secure release for VISTA print jobs (mainframe jobs as well as print jobs from Computerized Patient Record System (CPRS) and other Windows applications). User-initiated VISTA print jobs must be held in a print queue; user must be able to authenticate at any MFD on the network with their PIV card and view, release or delete only their own print jobs. Unclaimed print jobs must be deleted by the system at configurable time intervals. All user initiated print jobs are captured in a central print queue and released from any MFD on the network. This solution provides a maximum uptime environment for users since they can use any MFD in case their designated MFD is down. Holding print jobs on the MFD hard disk or memory is discouraged as it is limited (not a scalable solution) and does not meet compliance and security standards. The Secure Print solution must operate from the MFD touch-screen display. External displays or operator panels and third-party solutions will not be acceptable as they require additional multi-vendor support. In addition, the MFD will not show other user s jobs sitting in the queue. Only the authenticated user s job will be shown as not to present a security vulnerability target. Print jobs are not tied to only one MFD, but are accessible at any MFD for the user to release after PIV card authentication. References must be provided from two federal facilities where this solution is implemented and used successfully. Equipment must be TAA compliant. MFDs must support scanning to the user s Home Directory not a shared network folder. User must be able to authenticate with their PIV card at the MFD to access his/her own unique Home Directory. User registration is not acceptable; user s Home Directory should be automatically obtained from Active Directory when the user authenticates with their PIV card. When scanning a document at the MFD (following user PIV authentication) and sending via email, the user s email address will automatically be placed in the From field of the email to prevent anonymous emails the sender s email address is obtained from the user s PIV card during authentication. MFDs also allow the user to digitally sign and encrypt the email and attachments using PKI Certificate technology in accordance with government security policies. MFD must support authentication from both VA PIV/CAC card as well as a touch-screen keyboard using Windows Active directory. MFD configuration will be completed by vendor prior to lease including software and firmware updates (latest supported revision), network configuration (using VA provided information), loading proper certificate authority (provided by VA) and necessary embedded solutions to support VISTA and Microsoft secure PIV printing. Must provide one common user LCD interface for all MFDs to perform all MFD functions, e.g., printing, faxing, copying, and scanning. MFD LCD interface must be customizable giving ability to have screen programmed for alterations. MFD must have the ability to program the screen so that when faxing we can authenticate outside fax lines while not requiring authentication for inside fax lines. It is acceptable for all fax usage to be PIV authenticated. MFDs must have the ability to integrate with fax servers like RightFax, Streem and others. The MFD must be able to deliver fax image and metadata in the required format. Mountain Home is not currently using a fax server in conjunction with the MFD. This device should support both a fax server and analog fax capabilities. Must be equipped to scan documents into file formats including PDF, TIFF and JPEG. Vendor must provide centralized management software that remotely collects data from MFDs and provides information that can be used for page counts, replacement trends, audit trail, and error reporting. A web interface that requires us to log into every device to gather this information will NOT meet the requirement. All MFDs shall be standalone, desktop models not accepted. MFD must support duplex print, scan, fax and copy. Maintenance, installation, and repair of leased multifunction printers will be the sole responsibility of the vendor and will be included in leasing costs. All multifunction printer maintenance kits, repair parts and consumables (excluding paper) will be covered under the lease agreement and will be OEM. MFDs must be furnished with Hard Disk Data overwrite and Encryption for the full HDD. MFDs with installed hard drives or removable media become the sole property of the Department of Veteran Affairs and will be disposed of at end of lease period by the Department of Veterans Affairs in compliance with Department of Veterans Affairs Information Security Policies. Department of Veterans Affairs retains the right to hold at no charge all drive media on all equipment at no added expense. Vendor is responsible for hard drive removal at no expense to the Agency. Contractor shall comply with the accessibility standards under Section 508 of the Rehabilitation Act of 1973. Existing VPATs must be provided with each proposed model. Contractor must describe its initial phase-in plan for logistical management purposes. The current contractor will manage the current leased MFDs until the end of the contract (9/30/2018).A The awardee will be expected to begin to replace and install these MFDs no more than sixty (60) calendar days from the date of award of the order. The Contractor shall work with the Government to develop a transition strategy for the orderly replacement of all current MFDs within 90 days of award. A A The awardee will coordinate with Information Resource Management Service (OI & T) to configure devices with the latest supported software and firmware updates, network configuration, loading of proper certificate authority, and necessary embedded solutions to support VistA and Microsoft secure Personal Identifier Verification (PIV) printing.A Awardee will position replacement equipment at the beginning of the lease.A When MFDs require replacement, the contractor will remove the hard drive from the machine and provide the hard drive to the Mountain Home IRM for proper disposition.A A Contractor must provide a list of all proposed hardware and software to be installed/used as solutioned within their proposal. All proposed software (i.e. PIV enabled Print Release, Centralized Management, Data Collection) must be One-VA TRM approved. https://www.va.gov/TRM/SearchPage.aspx D. DELIVERY The contractor shall begin to deliver and install multi-functional devices (copiers), no more than sixty (60) calendar days from the date of award of the order for MFDs, the Contractor shall work with the Government to develop a transition strategy for the orderly replacement of all current MFDs within 90 days of award. A E. TRAINING & SUPPORT 1. Contractor shall provide onsite training to end users of the MFD's. Vendor training shall consist of onsite demonstration(s) to include the following functions: Printing, Finishing, Faxing, Scanning, Emailing, Copying, Secure print functionality using VA PIV card as well as clearing routine device errors, adding paper, staples, etc. Vendor shall provide one user manual per MFD. 2. Contractor Personnel Security Contractor shall not be required to obtain a background investigation as contractor staff will not have access to VA computer system or high value areas without a VA security escort with the appropriate clearance. 3. Government Responsibilities VA shall provide escorted security access into high security areas as needed to perform work during normal duty hours. The Government shall make available to the Contractor the necessary Government Furnished Equipment (GFE) to perform the duties of the Task Order (i.e. VM Servers (Windows Server 2012 R2) for Contractor required software). All installation will be performed by VA staff. 4. Service Calls The vendor will be required to provide full technical support both on-site and phone.A The phone support must be available during at least eight working hours, between 8:00 am and 5:00 pm, Monday tu Friday (Eastern Time) (excluding Federal Holidays.) The contractor shall respond to service calls during normal working hours (between 8:00 AM and 4:00 PM), Monday tough Friday, excluding holidays observed by the Mountain Home VAMC. On-site service must be provided by next business day. Technician will check in with IRM before reporting to the department for repair. All machines covered under this task order shall be maintained at 95% monthly effectiveness rate based on the standard federal work month.A Failure of the MFD fleet to achieve a monthly effectiveness level of 95% for more than two months shall result in reassessing the Contractor s performance and functional ability to perform for the term of the agreement. 5. Consumables Management: Vendor must provide a proactive consumables management system to automatically detect low toner situations and order toner as needed either from local VA inventory or from authorized consumables vendor. Cartridge model must be supported by automatic ordering process model; please describe how you would offer this service. Toner Cartridge Removal (1) Contractor shall work with the assigned VA point-of-contact to implement a process to recycle all MFD toner cartridges at no cost to the Government. (2) The Contractor s disposal process plan shall be provided to the assigned VA point-of-contact within one (1) month of Contract award for review and approval. (3) Contractor shall not dispose of toner, parts, or chemicals at VA facilities. (4) Toner cartridge and waste container recycling services are not required for existing VA MFDs not acquired under this solicitation. (5) To help with sustainability efforts, quarterly reports showing quantity of cartridges returned and total pounds of material recycled must be provided. 6. Automated Data Collection: Vendor must provide recommendations around tools that reside inside the VA network/firewall to securely collect asset information (statistics, alerts, interventions, meter reads, etc.), and transmit the information back to the vendor to take action when appropriate. This tool must push the information to the vendor over a secure communications channel; it cannot allow the vendor to pull the information from inside the VA network. This tool will help the VA obtain a complete picture of our output environment, identify opportunities for sustained operational cost savings, and help us transition to a true managed print environment. 7. Reports: Vendor must provide reports to help us determine what devices we have and where, what devices have been added recently, changed, are missing, and are under or over-utilized. The Contractor shall obtain a monthly meter reading of each machine following the end of each month for each location and shall transmit those readings electronically (Excel Spreadsheet) within five (5) business days of the subsequent month for verification by the facility COR. Meter readings are the sole responsibility of the Contractor for all networked MFDs containing a valid IP address. Government employees are only responsible for providing the meter readings to the Contractor of non-networked MFDs. Vendor must provide references from two federal facilities where all these tools and services are installed and used successfully. F. MFD REQUIREMENTS: CLIN 1: Standalone Mono A4 MFD, 50 PPM (Quantity 126) Minimum Monthly Duty Cycle of 150,000 pages Average Monthly Page Volume Per MFD 3,000 Must have a minimum total input of 1,200 sheets, including by-pass tray Capable of automatic print duplexingA PIV authentication Support PIV enabled Print Release in the Linux Environment Black White & Color Scanning 7 inch color touchscreenA minimum 1200 x 1200 DPI print resolution 7 seconds or less time to first page print Paper Size: 8.5 x 11 to 8.5 x 14 CLIN 2: Standalone Mono A3 MFD, 45 PPM (Quantity 10)A Minimum Monthly Duty Cycle of 200,000 pages Average Monthly Page Volume Per MFD 3,500 Must have a minimum total input of 2,000 sheets, including by-pass tray Capable of automatic print duplexingA PIV authentication Support PIV enabled Print Release in the Linux Environment Black White & Color Scanning Staple and Hole Punch Finishing (no convenience stapling) 10 inch color touchscreenA minimum 1200 x 1200 DPI print resolution 7 seconds or less time to first page print Paper Size: 8.5 x 11 to 11 x 17 CLIN 3: Standalone Color A4 MFD, 50 PPM (Quantity 1) Minimum Monthly Duty Cycle of 200,000 pages Average Monthly Page Volume Per MFD 4,000 Must have a minimum total input of 1,600, including by-pass tray Capable of automatic print duplexA PIV authentication Support PIV enabled Print Release in the Linux Environment Black White & Color Scanning 10 inch color touchscreenA minimum 1200 x 1200 DPI print resolution 7 seconds or less time to first page Paper Size: 8.5 x 11 to 8.5 x 14 G. PRICING Contract Type shall be a Base plus Four Option years exercised at the discretion of the government. Mountain Home VAMC is requesting flat rate lease pricing to include hardware and maintenance (supplies & service), except paper. B.7 PRICE SCHEDULE Contractor shall furnish MFD prices for a monthly flat lease rate based on meeting the requirement in the SOW. Contractor shall submit a Firm Fixed Price quote for all base and option year line items. Base Year Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 001 $______________ / MFD / month Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts. CLIN 002 $______________ / MFD / month Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 003 $______________ / MFD / month The following pricing applies to additional device(s) and/or service(s) acquired within the base 12-month period. Orders will be placed on an as needed basis (TBD) and the location(s) will be provided upon submittal. Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 001(a) $______________ / MFD / month Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts. CLIN 002(a) $______________ / MFD / month Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 003(a) $______________ / MFD / month OPTION YEAR 1 Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 001 $______________ / MFD / month Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts. CLIN 002 $______________ / MFD / month Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 003 $______________ / MFD / month The following pricing applies to additional device(s) and/or service(s) acquired within OPTION YEAR 1. Orders will be placed on an as needed basis (TBD) and the location(s) will be provided upon submittal. Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 001 (b) $______________ / MFD / month Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts. CLIN 002 (b) $______________ / MFD / month Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 003 (b) $______________ / MFD / month OPTION YEAR 2 Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 001 $______________ / MFD / month Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts. CLIN 002 $______________ / MFD / month Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 003 $______________ / MFD / month The following pricing applies to additional device(s) and/or service(s) acquired within OPTION YEAR 2. Orders will be placed on an as needed basis (TBD) and the location(s) will be provided upon submittal. Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 001 (c) $______________ / MFD / month Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts. CLIN 002 (c) $______________ / MFD / month Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 003 (c) $______________ / MFD / month OPTION YEAR 3 Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 001 $______________ / MFD / month Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts. CLIN 002 $______________ / MFD / month Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 003 $______________ / MFD / month The following pricing applies to additional device(s) and/or service(s) acquired within OPTION YEAR 3. Orders will be placed on an as needed basis (TBD) and the location(s) will be provided upon submittal. Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 001 (d) $______________ / MFD / month Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts. CLIN 002 (d) $______________ / MFD / month Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 003 (d) $______________ / MFD / month NO ADDITIONAL DEVICES CAN BE ADDED AFTER THE OPTION YEAR 3 PERIOD OPTION YEAR 4 Standalone Mono A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 001 $______________ / MFD / month Standalone Mono A3 MFD, 45 PPM, CAC/PIV Enabled Print, copy, scan, analog fax, staple & hole punch finishing.... including toner, staples, maintenance, service, and parts. CLIN 002 $______________ / MFD / month Standalone Color A4 MFD, 50 PPM, CAC/PIV Enabled Print, copy, scan, analog fax including toner, maintenance, service, and parts. CLIN 003 $______________ / MFD / month TOTAL: BASE AND ALL OPTION YEARS: _________________ 52.252-2 Clauses Incorporated by Reference (FEB 1998) This contract incorporates one or more clauses 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. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/index.asp 52.212-4 Contract Terms and Conditions Commercial Items (JAN 2017) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (JAN 2017) 52.203-6 Restrictions on Subcontractor Sales to the Government (SEPT 2006) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors 52.219-8 Utilization of Small Business Concerns (NOV 2016) Debarred, Suspended, or Proposed for Debarment (OCT 2015) 52.219-28 Post Award Small Business Program Re-representation (JUL 2013) 52.222-3 Convict Labor (JUNE 2003) 52.222-19 Child Labor--Cooperation with Authorities and Remedies (OCT 2016) 52.222-35 Equal Opportunity for Veterans (OCT 2015) 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) 52.222-50 Combating Trafficking in Persons (MAR 2015) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13 Restrictions on Certain Foreign Purchases (JUNE 2008) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (JUL 2013) (End of Clause) 852.203-70 Commercial Advertising (JAN 2008) The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor. (End of Clause) VAAR 852.211-73 Brand Name or Equal (JAN 2008) (Note: as used in this clause, the term "brand name" includes identification of products by make and model.) (a) If items called for by this invitation for bids have been identified in the schedule by a "brand name or equal" description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products that will be satisfactory. Bids offering "equal" products (including products of the brand name manufacturer other than the one described by brand name) will be considered for award if such products are clearly identified in the bids and are determined by the Government to meet fully the salient characteristics requirements listed in the invitation. (b) Unless the bidder clearly indicates in the bid that the bidder is offering an "equal" product, the bid shall be considered as offering a brand name product referenced in the invitation for bids. (c)(1) If the bidder proposes to furnish an "equal" product, the brand name, if any, of the product to be furnished shall be inserted in the space provided in the invitation for bids, or such product shall be otherwise clearly identified in the bid. The evaluation of bids and the determination as to equality of the product offered shall be the responsibility of the Government and will be based on information furnished by the bidder or identified in his/her bid as well as other information reasonably available to the purchasing activity. CAUTION TO BIDDERS. The purchasing activity is not responsible for locating or securing any information that is not identified in the bid and reasonably available to the purchasing activity. Accordingly, to insure that sufficient information is available, the bidder must furnish as a part of his/her bid all descriptive material (such as cuts, illustrations, drawings or other information) necessary for the purchasing activity to: (i) Determine whether the product offered meets the salient characteristics requirement of the Invitation for Bids, and (ii) Establish exactly what the bidder proposes to furnish and what the Government would be binding itself to purchase by making an award. The information furnished may include specific references to information previously furnished or to information otherwise available to the purchasing activity. (2) If the bidder proposes to modify a product so as to make it conform to the requirements of the Invitation for Bids, he/she shall: (i) Include in his/her bid a clear description of such proposed modifications, and (ii) Clearly mark any descriptive material to show the proposed modifications. (3) Modifications proposed after bid opening to make a product conform to a brand name product referenced in the Invitation for Bids will not be considered. (End of Clause) 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JULY 2016) (DEVIATION) (a) Definition. For the Department of Veterans Affairs, Service-disabled veteran-owned small business concern : (1) Means a small business concern: (i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans (or eligible surviving spouses); (ii) The management and daily business operations of which are controlled by one or more service-disabled veterans (or eligible surviving spouses) or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran; (iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; and (iv) The business has been verified for ownership and control and is so listed in the Vendor Information Pages database, (http://www.VetBiz.gov). (2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (b) General. (1) Offers are solicited only from service-disabled veteran-owned small business concerns. Offers received from concerns that are not service-disabled veteran-owned small business concerns shall not be considered. (2) Any award resulting from this solicitation shall be made to a service-disabled veteran-owned small business concern. (c) Agreement. A service-disabled veteran-owned small business concern agrees that in the performance of the contract, in the case of a contract for: (1) Services (except construction), at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other eligible service-disabled veteran-owned small business concerns; (2) Supplies (other than acquisition from a non-manufacturer of the supplies), at least 50 percent of the cost of manufacturing, excluding the cost of materials, will be performed by the concern or other eligible service-disabled veteran-owned small business concerns; (3) General construction, at least 15 percent of the cost of the contract performance incurred for personnel will be spent on the concern s employees or the employees of other eligible service-disabled veteran-owned small business concerns; or (4) Construction by special trade contractors, at least 25 percent of the cost of the contract performance incurred for personnel will be spent on the concern s employees or the employees of other eligible service-disabled veteran-owned small business concerns. (d) A joint venture may be considered a service-disabled veteran owned small business concern if (1) At least one member of the joint venture is a service-disabled veteran-owned small business concern, and makes the following representations: That it is a service-disabled veteran-owned small business concern, and that it is a small business concern under the North American Industry Classification Systems (NAICS) code assigned to the procurement; (2) Each other concern is small under the size standard corresponding to the NAICS code assigned to the procurement; and (3) The joint venture meets the requirements of paragraph 7 of the explanation of Affiliates in 19.101 of the Federal Acquisition Regulation. (4) The joint venture meets the requirements of 13 CFR 125.15(b). (e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program. (End of Clause) 852.232-72 Electronic Submission of Payment Requests (NOV2012) (a) Definitions. As used in this clause- (1) Contract financing payment has the meaning given in FAR 32.001. (2) Designated agency office has the meaning given in 5 CFR 1315.2(m). (3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, e-mail, and scanned documents are not acceptable electronic forms for submission of payment requests. (4) Invoice payment has the meaning given in FAR 32.001. (5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract. (b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required. (c) Data transmission. A contractor must ensure that the data transmission method and format are tough one of the following: (1) VA s Electronic Invoice Presentment and Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.) (2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) includes additional information on EDI 810 and 811 formats. (d) Invoice requirements. Invoices shall comply with FAR 32.905. (e) Exceptions. If, based on one of the circumstances below, the contracting officer directs that payment requests be made by mail, the contractor shall submit payment requests by mail tough the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for: (1) Awards made to foreign vendors for work performed outside the United States; (2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information; (3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies; (4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or (5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above. (End of Clause) 852.246-70 Guarantee (JAN 2008) The contractor guarantees the equipment against defective material, workmanship and performance for a period of one year, said guarantee to run from date of acceptance of the equipment by the Government. The contractor agrees to furnish, without cost to the Government, replacement of all parts and material that are found to be defective during the guarantee period. Replacement of material and parts will be furnished to the Government at the point of installation, if installation is within the continental United States, or f.o.b. the continental U.S. port to be designated by the contracting officer if installation is outside of the continental United States. Cost of installation of replacement material and parts shall be borne by the contractor. (End of Clause) 852.246-71 Inspection (JAN 2008) Rejected goods will be held subject to contractors order for not more than 15 days, after which the rejected merchandise will be returned to the contractor s address at his/her risk and expense. Expenses incident to the examination and testing of materials or supplies that have been rejected will be charged to the contractor s account. (End of Clause) The following RFQ provisions apply to this acquisition: 52.204-22 Alternative Line Item Proposal. (a) The Government recognizes that the line items established in this solicitation may not conform to the Offeror's practices. Failure to correct these issues can result in difficulties in acceptance of deliverables and processing payments. Therefore, the Offeror is invited to propose alternative line items for which bids, proposals, or quotes are requested in this solicitation to ensure that the resulting contract is economically and administratively advantageous to the Government and the Offeror. (b) The Offeror may submit one or more additional proposals with alternative line items, provided that alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation. However, acceptance of an alternative proposal is a unilateral decision made solely at the discretion of the Government. Offers that do not comply with the line items specified in this solicitation may be determined to be nonresponsive or unacceptable. (End of Provision) 52.211-6 Brand Name or Equal (AUG 1999) (a) If an item in this solicitation is identified as "brand name or equal," the purchase description reflects the characteristics and level of quality that will satisfy the Government's needs. The salient physical, functional, or performance characteristics that "equal" products must meet are specified in the solicitation. (b) To be considered for award, offers of "equal" products, including "equal" products of the brand name manufacturer, must (1) Meet the salient physical, functional, or performance characteristic specified in this solicitation; (2) Clearly identify the item by (i) Brand name, if any; and (ii) Make or model number; (3) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and (4) Clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications. (c) The Contracting Officer will evaluate "equal" products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer. (d) Unless the offeror clearly indicates in its offer that the product being offered is an "equal" product, the offeror shall provide the brand name product referenced in the solicitation. (End of Provision) Point of Contact Contract Specialist Name: Cheri Burton-Crutcher Organization: NCO 9 Phone No.: 615-225-6144 E-Mail Address: cheri.burton-crutcher@va.gov.
36C24918Q9632 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 9
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