12FPC325Q0050 Combined Synopsis-Solicitation NWCC SCAN Maintenance Services 2026.docx

12FPC325Q0050

COMBINED SYNOPSIS/SOLICTITATION

For 2026 SCAN Maintenance Services USDA – National Water and Climate Center (NWCC)

PLEASE READ THIS NOTICE CAREFULLY AS IT CONSTITUTES THE ONLY NOTICE THAT WILL BE ISSUED

i. 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 announcement constitutes the only solicitation.

QUOTES ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED.

ii. The solicitation number 12FPC325Q0050 is being issued as a Request for Quotation (RFQ). The acquisition procedures at FAR Parts 12 & 13 are being utilized. The Government anticipates the award of one firm fixed-priced contract resulting from this solicitation. Award will be made to the responsible quoter whose quote responds to the terms of this RFQ and is the best value for the Government.

iii. This RFQ documents and incorporates provisions and clauses that are in effect through Federal Acquisition Circular (FAC) 2025-05 effective August 7, 2025.

iv. This solicitation is being conducted as a 100% small business set-aside. The North American Classification System Code (NAICS) is 811210, Electronic and Precision Equipment Repair and Maintenance; the size standard is $34M. For more information on size standards visit http://www.sba.gov/size. Active SAM registration is required in order to be awarded this contract and must remain active throughout the period of performance.

v. Contract Line Item Numbers (CLINS): See Attachment 2, Quote Sheet.

vi. Description of Services: The Contractor shall furnish the necessary personnel, supplies, materials, and incidentals necessary to provide SCAN Maintenance services in accordance with the 2026 SCAN Maintenance Statement of Work attached to and hereby made a part of this solicitation.

vii. Date(s) and Place(s) of Delivery and Acceptance: The performance period is estimated to be October 1, 2025 – December 31, 2026. Place of performance will be nationwide according to the attached 2026 SCAN Maintenance Statement of Work.

viii. The provision at 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition. Offerors must read and follow the additional instructions contained within this solicitation to receive consideration.

52.212-1 Instructions to Quoters-Commercial Items (Sep 2023)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the solicitation. However, the small business size standard for a concern which submits a quote in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.

(b) Submission of quotes. Submit signed and dated quotes to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotes may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotes;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in 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 than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.2123(b) for those representations and certifications that the quoter shall complete electronically);

(9) REMOVED;

(10) Past performance information, when included as an evaluation 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); and

(11) REMOVED.

(c) REMOVED.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during pre-award testing.

(e) REMOVED;

(f) Issuance of Purchase Order. Your quotation should contain your best technical and price terms. The Contracting Officer may reject any or all quotes. The Contracting Officer may issue a purchase order to other than the quoter with the lowest priced quotation. After the evaluation of quotes, the Contracting Officer may negotiate final terms with one or more quoters of the Government’s choice before issuing any purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government’s choice and will not use the formal source selection procedures described in FAR Part 15.

(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate quotes and award a contract without discussions with quoters. Therefore, the quoter’s initial quote should contain the quoter’s best terms from a price and technical standpoint. The Government may reject any or all quotes if such action is in the public interest as well as accept other than the lowest offer.

(h) REMOVED;

(i) Availability of requirements documents cited in the solicitation.

(1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925 Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

a. ASSIST ( https://assist.dla.mil/online/start/).

b. Quick Search ( http://quicksearch.dla.mil/).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier.(Applies to all offers that exceed the micro-purchase threshold, and offers at or below the micro-purchase threshold if the solicitation requires the Contractor to be registered in the System for Award Management (SAM).) The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Offeror's name and address. The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Offeror to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier. (k) [Reserved]

(l) REMOVED.

ix. 52.212-2, Evaluation - Commercial Products and Commercial Services (Nov 2021)

(a) The Government will award one (1) Firm Fixed Price contract resulting from this solicitation. Award will be made to the Lowest Price Technically Acceptable (LPTA) quote. The technical factors consist of three (3) factors. The evaluation team will give the technical factor an “Acceptable” or “Unacceptable” determination before moving onto the price analysis for those with an “Acceptable” technical determination. Once the evaluation team reaches its Lowest Price Technically Acceptable quote, the evaluation will stop and no other quotes will be considered for award. The following shall be used to evaluate quotes:

i. Technical Factor 1: Personnel Qualifications/Technical Capability: Technical capability includes qualifications, experience, capability, and strategy for executing the work.

ii. Technical Factor 2: Compliance/Capacity, Management Capability

iii. Technical Factor 3: Past Experience

iv. Factor 4: Price Pricing that is unrealistically low may be considered an indication that an offeror does not possess adequate understanding of the requirement or the requisite technical capability to successfully perform the work.

(b) A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful quoter within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quoter’s specified expiration time, the Government may accept a quote (or part of a quote) unless a written notice of withdrawal is received before award.

The following factors shall be used to evaluate offers:

TECHNICAL FACTOR 1 – Personnel Qualifications/Technical Capability Instructions to Contractor - The quoter shall identify the key personnel to be utilized in completing services. The prospective contractor shall demonstrate their ability to accomplish each of the following requirements detailed in the scope of work. Inability to accomplish these requirements should indicate that the company cannot fulfill this contract.

TECHNICAL FACTOR 2 – Compliance/ Capacity, Management Capability Instructions to Quoter: The quoter shall submit a well-defined approach to successfully accomplish, as a team, the work described in the statement of work. The offeror shall describe how they currently have the capacity and how they plan to meet production deadlines and schedules of the contract. The quoter shall also include a description of their quality assurance and quality control procedures. A description should be provided that demonstrates the offeror's understanding of the site access logistics in "the state", data collection protocol, and equipment required to collect data and meet production goals.

Evaluation Criteria: Quoters will be evaluated on the ability to comply with the terms and conditions of the Statement of Work (SOW).

TECHNICAL FACTOR 3 – Past Experience An evaluation panel will conduct a past experience evaluation that examines a quoter’s recent and relevant past performance record to determine a contractor's relevant history for work of similar size and score performed within the past five (5) years. The technical evaluation will consider the currency and relevance of the information, source of the information, and context of the data. The purpose of this technical factor evaluation is to allow the Government to assess the quoter’s ability to perform the effort described in this solicitation, based on the quoter’s historical experience.

Instructions to Quoter: Provide a list of no more than three (3) of the most relevant contracts performed for Federal agencies and commercial customers within the last five (5) years. Only references for relevant and recent past efforts/contracts are desired. The Government will evaluate relevant performance relative to the requirements of this RFQ, and the attached SOW. The Government will use information submitted by the quoter to independently verify Contractor Responsibility. The Government may review past performance records, such as CPARS, FAPIIS, verifying references, etc. Items that will be considered are general trends in the quoter’s performance, the number and severity of problems, the effectiveness of any corrective actions taken, and the offeror's overall performance record. The past performance should include the following information: (a) Company/Government Name, (b) complete address, (c) point of contact, (d) telephone/fax number, (e) contract number, (f) contract type, (g) contract amount at award, (h) contract amount at completion, (it) brief description of work provided.

Evaluation Criteria: The offeror will be evaluated by the following:

FACTOR 4 - Price Instructions to Quoter: Quoter should complete Attachment 2, Pricing Sheet.

Evaluation Criteria: To evaluate quotes for award purposes, the Government will apply the quoter’s proposed fixed-prices/rates to the estimated quantities included in the solicitation. These prices will be evaluated to determine reasonableness of the price. A comparison of the proposed prices, government estimate, and/or market values will be used. Quoters are put on notice that any quotes that are unrealistic in terms of technical commitment or unrealistically low in price, will be deemed reflective of an inherent lack of technical competence or indicative of failure to comprehend the complexity of contract requirements and may be grounds for rejection of the quote.

x. Quoters are required to complete the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items. This must be completed at SAM.gov and the registration in an “active” status and be designated as a small business.

xi. The clause at 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition and addenda are not attached.

xii. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Products and Commercial Services, applies to this acquisition and the following additional FAR clauses cited in the clause are applicable to this acquisition:

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in the contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

52.203-6 Restrictions on Subcontractor Sales to the Government (Jun 2020), with Alternate 1 (Nov2021) (41 U.S.C. 4704 and 10 U.S.C. 2402).

52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note) 52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (Jan 2025) ( 31 U.S.C. 6101 note) 52.219-6 Notice of Total Small Business Set-Aside (Nov 2020) 52.219-8 Utilization of Small Business Concerns (Jan 2025) (15 U.S.C. 637(d)(2) and (3)) 52.219-14 Limitations on Subcontracting (Oct 2022) (15 U.S.C. 657s) 52.219-28 Post Award Small Business Program Rerepresentation (JAN 2025) (15 U.S.C. 632(a)(2))52.222-3 Convict Labor (JAN 2025) 52.222-3, Convict Labor (JUN 2003) (E.O.11755) 52.222-21 Prohibition of Segregated Facilities (April 2015) 52.222-26 Equal Opportunity (Sept 2016) 52.222-35 Equal Opportunity for Veterans (Jun 2020) (38 U.S.C. 4212) 52.222-36 Equal Opportunity for Workers with Disabilities (Jun 2020) 52.222-37 Employment Reports on Veterans (Jun 2020) (38 U.S.C. 4212) 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496) 52.222-50 Combatting Trafficking in Persons (Nov 2021) 52.225-13 Restrictions on Certain Foreign Purchases (FEB 2021) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).

52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024) 52.232-33 Payment by Electronic Funds Transfer – System for Award Management (Oct 2018)

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in the contract by reference to implement provisions of law or Executive Orders applicable to acquisitions of commercial products and commercial services:

52.222-41 Service Contract Labor Standards (Aug 2018) 52.222-42 Statement of Equivalent Rates for Federal Hires (May 2014) 52.222-55 Minimum Wages for Contractor Workers Under Executive Order 13685 (Jan 2022) 52.222-62 Paid Sick Leave Under Executive Order 13706 (Jan 2022)

xiii. Additional contract requirement(s) or terms and conditions determined by the Contracting Officer to be necessary for this acquisition and consistent with customary commercial practices:

52.204-21 Basic Safeguarding of Covered Contractor Information Systems. (Nov 2021)

(a) Definitions. As used in this clause— Covered contractor information system means an information system that is owned or operated by a contractor that processes, stores, or transmits Federal contract information .

Federal contract information means information , not intended for public release, that is provided by or generated for the Government under a contract to develop or deliver a product or service to the Government, but not including information provided by the Government to the public (such as on public websites) or simple transactional information , such as necessary to process payments.

Information means any communication or representation of knowledge such as facts, data , or opinions, in any medium or form, including textual, numerical, graphic, cartographic, narrative, or audiovisual (Committee on National Security Systems Instruction (CNSSI) 4009).

Information system means a discrete set of information resources organized for the collection, processing, maintenance, use, sharing, dissemination, or disposition of information ( 44 U.S.C. 3502). Safeguarding means measures or controls that are prescribed to protect information systems .

(b) Safeguarding requirements and procedures.

(1) The Contractor shall apply the following basic safeguarding requirements and procedures to protect covered contractor information systems . Requirements and procedures for basic safeguarding of covered contractor information systems shall include, at a minimum, the following security controls:

(i) Limit information system access to authorized users, processes acting on behalf of authorized users, or devices (including other information systems ).

(ii) Limit information system access to the types of transactions and functions that authorized users are permitted to execute.

(iii) Verify and control/limit connections to and use of external information systems .

(iv) Control information posted or processed on publicly accessible information systems .

(v) Identify information system users, processes acting on behalf of users, or devices.

(vi) Authenticate (or verify) the identities of those users, processes, or devices, as a prerequisite to allowing access to organizational information systems.

(vii) Sanitize or destroy information system media containing Federal Contract Information before disposal or release for reuse.

(viii) Limit physical access to organizational information systems , equipment , and the respective operating environments to authorized individuals .

(ix) Escort visitors and monitor visitor activity; maintain audit logs of physical access; and control and manage physical access devices.

(x) Monitor, control, and protect organizational communications (i.e., information transmitted or received by organizational information systems ) at the external boundaries and key internal boundaries of the information systems .

(xi) Implement subnetworks for publicly accessible system components that are physically or logically separated from internal networks.

(xii) Identify, report, and correct information and information system flaws in a timely manner.

(xiii) Provide protection from malicious code at appropriate locations within organizational information systems .

(xiv) Update malicious code protection mechanisms when new releases are available.

(xv) Perform periodic scans of the information system and real-time scans of files from external sources as files are downloaded, opened, or executed.

(2) Other requirements. This clause does not relieve the Contractor of any other specific safeguarding requirements specified by Federal agencies and departments relating to covered contractor information systems generally or other Federal safeguarding requirements for controlled unclassified information (CUI) as established by Executive Order 13556.

(c) Subcontracts . The Contractor shall include the substance of this clause, including this paragraph (c), in subcontracts under this contract (including subcontracts for the acquisition of commercial products or commercial services , other than commercially available off-the-shelf items), in which the subcontractor may have Federal contract information residing in or transiting through its information system .

52.216-1 Type of Contract (Apr 1984) The Government contemplates award of one firm fixed-priced contract resulting from this solicitation.

52.247-21 Contractor Liability for Personal Injury and/or Property Damage (APR 1984)

(a) The Contractor assumes responsibility for all damage or injury to persons or property occasioned through the use, maintenance, and operation of the Contractor’s vehicles or other equipment by, or the action of, the Contractor or the Contractor’s employees and agents.

(b) The Contractor, at the Contractor’s expense, shall maintain adequate public liability and property damage insurance during the continuance of this contract, insuring the Contractor against all claims for injury or damage.

(c) The Contractor shall maintain Workers’ Compensation and other legally required insurance with respect to the Contractor’s own employees and agents.

(d) The Government shall in no event be liable or responsible for damage or injury to any person or property occasioned through the use, maintenance, or operation of any vehicle or other equipment by, or the action of, the Contractor or the Contractor’s employees and agents in performing under this contract, and the Government shall be indemnified and saved harmless against claims for damage or injury in such cases.

CONTRACTING OFFICER’S AUTHORITY

The Contracting Officer (CO) is the only person authorized to approve changes in any of the requirements of this contract. This authority remains solely with the CO. In the event that the Contractor effects any change at the direction of any person other than the CO, the change will be considered to have been made without authority and NO adjustment will be made in the contract price to cover any INCREASE in costs incurred as a result thereof.

ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE PAYMENT PLATFORM (IPP)

Invoices must be submitted electronically through the U.S. Department of the Treasury’s Invoice Payment Platform System (IPP) or the Contractor must be willing to accept payment by Government purchase card.

The Contractor must use the IPP website (https://www.ipp.gov) to register, access, and use IPP for submitting invoices. Contractor assistance with enrollment can be obtained by calling (866) 973-3131.

Invoices submitted by means other than IPP will not be accepted unless the Contracting Officer authorizes alternate procedures in writing.

452.204-70 Modification for Contract Closeout “Upon contract closeout for contracts utilizing Simplified Acquisition Procedures (SAP) according to FAR Part 13.

(a) If unobligated funds in the amount of $1000 or less remain on the contract, the Contracting Officer (CO) shall issue a unilateral modification for de-obligation. The contractor will receive a copy of the modification but will not be required to provide a signature. The CO shall immediately proceed with contract closeout upon completion of the period of performance, receipt and acceptance of supplies or services, and final payment.

(b) If unobligated funds of more than $1000 remain on the contract, the CO shall issue a bilateral modification for de-obligation. The contractor will receive a copy of the modification and will be required to provide a signature. (The CO may also request a Release of Claims be completed by the contractor, although not required for contract and orders using SAP.) If the bilateral modification and Release of Claims are not returned to the CO within 60 days, the CO shall release the modification as unilateral and proceed with contract closeout upon completion of the period of performance, receipt and acceptance of supplies or services, and final payment.”

xiv. Please refer to the following documents which are hereby incorporated and made a part of this solicitation:

· Attachment 1 – Scope of Work (93 pages)

· Attachment 2 – Quote Sheet (1 page)

· Attachment 3 – Vendor Information Sheet (1 page)

xv. Quotes are due no later than September 2, 2025, 5:00pm ET.

xvi. Quotes will be directed to the following:

Emailed quotes will be accepted. Quotes shall be submitted on company letterhead, signed, dated and sent via email to Amy Smith, Contract Specialist at amy.smith2@usda.gov no later than September 2, 2025, 5:00pm ET.

a. Pricing and Certifications Quoters shall utilize Attachment 2 to this solicitation to submit pricing quotations.

xvii. The Government intends to make an award based on the best value to the Government. In order to be considered, a contractor must submit the following in response to this RFQ (failure to provide this information will result in a non-responsive quote):

1. Technical Capability Narrative;

2. Completed Quote Sheet (Attachment 2);

3. Completed Vendor Information Sheet (Attachment 3); and

4. Active/complete registration in SAM (including designation as a Small Business).

xviii. Any questions must be submitted in writing to Amy Smith, Contract Specialist, at amy.smith2@usda.gov no later than August 25, 2025, 5:00pm ET.