36C10E22Q0080.docx

SUBJECT*

325-Cleveland Copier Maintenance Contract-FY2022 Copier Maintenance Contract Request

GENERAL INFORMATION

Veterans Benefits Administration Office of Acquisition 1800 G. Street N.W.

Washington DC 20006

POINT OF CONTACT*

Contract Specialist Eric Davidson eric.davidson@va.gov

PLACE OF PERFORMANCE

Veterans Benefits Administration

Cleveland Regional Offices

1240 E. 9th Street

Cleveland OH

ADDITIONAL INFORMATION

EMAIL DESCRIPTION

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Contracting Office Address The Department of Veterans Affairs Veterans Benefits Administration Acquisition Division 1800 G. Street N.W.

Washington, DC 20006 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. The Government reserves the right to make no award from this solicitation.

This solicitation is a request for quotations (RFQ). The government anticipates awarding a firm-fixed price purchase order resulting from this solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-02, dated November 23, 2020.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541519, Other Computer Related Services, with a small business size standard of $41.5 Million. This solicitation is a 100% set-aside for Service Disabled Veteran Owned Small Businesses. Offerors must be a verified SDVOSB in the Vendor Information Pages (VIP), https://www.vip.vetbiz.va.gov/, at the time of receipt of quotes and at the time of award.

The Department of Veterans Affairs, Veterans Benefits Administration, Acquisition Division is soliciting quotations from Service Disabled Veteran Owned Small Businesses to provide copier maintenance services for the Department of Veterans Affairs, Veterans Benefits Administration, Cleveland Regional Office 1240 E 9th St, Cleveland, OH 44199 . Respondents to this solicitation must fully demonstrate their capability by supplying detailed quote information along with any other documents necessary to support the requirements below.

All interested companies shall provide quotation(s) for the following:

Veterans Benefits Administration (VBA) Cleveland Regional Office (RO) Statement of Work I. Scope of Work The contractor will provide copier maintenance services to the Cleveland Regional Office, located at 1240 E. 9th St. Cleveland, OH 44199 . The demand for these services is intended to be on a biannual basis. The specifications for services will be outlined below. The resultant contract will be for one year, with four option years. It is anticipated that each optional year will be renewed, however, the Government reserves the right to not renew the option.

2. The Price/Cost Schedule at Paragraph B is replaced in its entirety with the following Price/Cost Schedule.

ITEM INFORMATION

The contractor shall provide all supplies, services, equipment, tools, labor, facilities, transportation, and supervision to provide the required copier services for Veterans Benefits Administration (VBA) Cleveland Regional Office in accordance with the attached Statement of Work.

PRODUCT/SERVICE CODE: 541519-Other Computer Related Services

PERIOD OF PERFORMANCE:

06/01/2022-05/31/2023

OPTION 1

The contractor shall provide all supplies, services, equipment, tools, labor, facilities, transportation, and supervision to provide the required copier services for Veterans Benefits Administration (VBA) Cleveland Regional Office in accordance with the attached Statement of Work.

PRODUCT/SERVICE CODE: 541519-Other Computer Related Services

06/01/2023-05/31/2024

OPTION 2

The contractor shall provide all supplies, services, equipment, tools, labor, facilities, transportation, and supervision to provide the required copier services for Veterans Benefits Administration (VBA) Cleveland Regional Office in accordance with the attached Statement of Work.

PRODUCT/SERVICE CODE: 541519-Other Computer Related Services

06/01/2024-05/31/2025

OPTION 3

The contractor shall provide all supplies, services, equipment, tools, labor, facilities, transportation, and supervision to provide the required copier services for Veterans Benefits Administration (VBA) Cleveland Regional Office in accordance with the attached Statement of Work.

PRODUCT/SERVICE CODE: 541519-Other Computer Related Services

PERIOD OF PERFORMANCE;

06/01/2025-05/31/2026

OPTION 4

The contractor shall provide all supplies, services, equipment, tools, labor, facilities, transportation, and supervision to provide the required copier services for Veterans Benefits Administration (VBA) Cleveland Regional Office in accordance with the attached Statement of Work.

PRODUCT/SERVICE CODE: 541519-Other Computer Related Services

06/01/2026-05/31/2027

GRAND TOTAL

i. Description of Requirement

Please see the attached Statement of Work (SOW) for details.

Please Note: A site visit has been deemed not necessary for this requirement. All requests for a site visit will be denied. Contractor shall review SOW.

ii. Period of Performance: In accordance with schedule above.

iii. FAR 52.212-1, Instructions to Offerors – Commercial Items (June 2020), applies to this solicitation. The following provisions are added as addenda:

52.204-7 System for Award Management (Oct 2018) 52.204-16 Commercial and Government Entity Code Reporting (Jul 2016) 52.217-5 Evaluation of Options (Jul 1990) 52.252-1 Solicitation Provisions Incorporated by Reference (Feb1998) 852.270-1 Representatives of Contracting Officers (Jan 2008) 852.273-74 Award without Exchanges (Jan 2003)

INSTRUCTIONS FOR QUOTATION SUBMISSION

The Simplified Acquisition Procedures of FAR Subpart 12.6 and 13.5 are being used to conduct this procurement.

CONTRACTORS SHALL INCLUDE THE FOLLOWING INFORMATION IN THEIR QUOTE TO RECEIVE FULL CONSIDERATION FOR AWARD:

1. A cover page including the following information: Business Name, Socioeconomic category (i.e. SDVOSB, VOSB), Address, EIU Number, Name, Phone number, and email address for the Primary Point of Contact, Tax Identification Number (TIN).

2. Pricing – Proposed pricing shall be submitted on the provided Price Schedule. Each quote must include an offer to provide all required goods or services.

3. Representations - Completed copy of the representations in 52.212-3 (unless already completed when registering at www.SAM.gov)

4. Acknowledgement of any amendments (if applicable).

5. Technical– Offeror shall include in their quote the following information to demonstrate technical capability:

1. Contractor shall provide a maximum of one or two paragraphs in bullet format what will be the services provided based on the SOW.

2. As part of its offer, any offeror who will perform services under the resultant contract utilizing subcontractors shall provide in their quote the name, address, contact information, business type (i.e., small business, woman owned business, service-disabled veteran owned business, etc.), and percentage of amount paid by the government to it that the offeror anticipates paying to said subcontractor in the performance of this contract.

3. Provide in one nor more than two paragraphs, your process for executing performance based on your understanding of the SOW attached. i.e. your process for providing the services expressed by the SOW.

6. Evidence of Successful Past Performance

Identify any federal, state and local government contracts as well as any private/commercial contracts of similar scope, size, complexity that are ongoing or were completed with the past two years. Include the following information for each contract:

a. Company Name and address;

b. Types of services performed;

c. Name, telephone number or e-mail address of responsible individuals who have firsthand knowledge of performance relative to the same type of services;

d. Dates of contract performance and;

e. Total contract value.

f. Past performance information is one indicator of an offeror’s ability to perform the contract successfully. Current and relevant information, source of information, context of data, and general trends in Contractor’s performance shall be considered as it pertains to the performance of work described in this request for quote. Offerors may provide information on problems encountered on identified contracts and the offeror’s corrective action. The Government shall consider this information as well as information obtained from any other sources when evaluating the offeror’s past performance.

Offerors with no relevant past performance or whom information is not available, shall not be evaluated favorably or unfavorably on past performance. However, the quote from a firm with no relevant past performance may not represent the most advantageous quote to the Government.

(End of Addendum to 52.212-1)

iv. FAR 52.212-2, Evaluation – Commercial Items (NOV 2021), applies to this solicitation. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, technical and past performance are more important than price. Price must be fair and reasonable and offer the best value.

v. The Government will evaluate quotes for award purposes by adding the total price for the base plus all options to the total price for the basic requirement to include the possible contract extensions under FAR Clause 52.217-8, Option to Extend Services. The Government will evaluate its option to extend services at FAR Clause 52.217-8 by adding six (6) months of the Offeror's proposed price for the final option period to the Offeror's total proposed price. The Government may determine that the quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

vi. Submission of Offers:

a. Offers are due no later than May 6, 2022 by 3:00 PM EST.

b. Offers shall be submitted electronically to eric.davidson@va.gov. The email subject line must contain the following: “Quote in Response to 36C10E22Q0080, Copier Maintenance Cleveland VBA Regional Office”.

c. Solicitation Questions: Questions of a technical nature shall be submitted to the Contracting Officer in writing via e-mail. Oral questions of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is May 03, 2022 by 3:00 EST. Questions received after this date and time may not be answered. Questions will be answered in a formal amendment to the solicitation, so all interested parties can see the answers.

d. Amendments: Amendments to this solicitation will be posted at http://www.sam.gov(SAM). Paper copies of the amendments will NOT be individually mailed. By registering to receive notifications on FBO, offerors will be notified by email of any new amendments that have been issued. No other notification of amendments will be provided. Potential Offerors are advised that they are responsible for obtaining and acknowledging any amendments to the solicitation. Failure to acknowledge an amendment may result in your offer being considered unacceptable.

vii. FAR 52.212-3, Offeror Representations and Certifications – Commercial Items (Nov 2021) applies to this solicitation. The offeror has completed the annual representations and certifications electronically via the SAM website access through http://www.acquisition.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications—Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs _NONE___________.

viii. FAR 52.212-4, Contract Terms and Conditions – Commercial Items (Nov 2021) applies to this solicitation. The following provisions clauses are added as addenda:

52.204-3 System for Award Management Maintenance (Oct 2018) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.217-8 Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

52.217-9 Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 15 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed four (4) years.

52.232-18 Availability of Funds (Apr 1984) Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

52,232-19 Availability of Funds for the Next Fiscal year (Apr1984) Funds are not presently available for performance under this contract beyond November 21, 2019. The Government’s obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond 21 November 2019, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec 2013) 52.252-2 Clauses Incorporated by Reference (Feb1998) 852.203-70 Commercial Advertising (May 2008) 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (Jul 2016) (DEVIATION) 852.219-74 Limitations on Subcontracting – Monitoring and Compliance (Jul 2018)

(a) This solicitation includes VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (JUL 2016) (DEVIATION).

(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

(End of Clause)

852.232-72 Electronic Submission of Payment Requests (Nov 2018) 852.237-70 Contractor Responsibilities (Apr 1984)

(End of Addendum to 52.212-4)

ix. 52.212-5, Terms and Conditions Required to Implement Executive Orders – Commercial Items (Jan 2022), applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation:

Paragraph “a” clauses applicable:

(1) 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017)

(2) 52.204-23 Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kapersky Lab and Other Covered Entities (Jul 2018)

(3) 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015)

(4) 52.232-23-Assignmnet of Claims (May 2014)

(5) 52.232-33 Payments by Electronic Funds Transfer-System for Award Management

Paragraph “b” clauses applicable:

Paragraph “c” clauses applicable:

(THIS IS NOT A WAGE DETERMINATION)

x. Additional Contract Requirements or terms and conditions:

Wage Determination 2015-4211 (Rev10), dated 07/16/2019, is hereby incorporated by reference and made part of this contract. This wage determination is for services performed in Newark NJ.

xi. Defense Priorities and Allocations Systems and assigned rating: N/A

xii. Offers are due no later than May 06, 2022 by 3:00 PM EST. Offers shall be submitted electronically to eric.davidson@va.gov .The email subject line must contain the following: “Quote in Response to 36C10E22Q0080, Copier Maintenance Cleveland, VBA Regional Office”. Vendors bear the burden of ensuring that quotes, and any applicable amendments, are emailed on time. All pages of the quote must be emailed before the deadline specified in this solicitation. Failure to provide any of the required information or the providing of inadequate or unclear information may result in the offer being considered unacceptable. Federal Acquisition Regulations require that federal contractors register in the System for Award Management (SAM) database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered.

xiii. For additional information, please contact the Contracting Officer, eric.davidson@va.gov via e-mail to eric.davidson@va.gov

See attached document: P09_PWS- 2022 Copier Maintenance RO325_Final.

See attached document: P10_6500 6 Appendix A-2022 Copier Maintenance RO325_Final_signed.

See attached document: Past Performance Questionnaire.