36C25922Q0336 Combined Synopsis-Solicitation.docx

SUBJECT*

HP DesignJet T1300 Plotter Printer Maintenance Agreement

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Jim Lewis james.lewis114fbb@va.gov

PLACE OF PERFORMANCE

1898 Fort Road

Bldg. 5

Sheridan, WY 82801

ADDITIONAL INFORMATION

Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

Page 1 of

Combined Synopsis/Solicitation for HP DesignJet Plotter Printer Maintenance I. 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; quotes are being requested, and a written solicitation document will not be issued.

II. Solicitation number 36C25922Q0336 is issued as a request for quote (RFQ).

III. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-06.

IV. This acquisition is set-aside for 100% 8(a) Small Disadvantaged Business. The North American Industry Classification System (NAICS) code is 811212 – Computer and Office Machine Repair and Maintenance with a small business size of $30 Million. The PSC is J074 – Maintenance, Repair, and Rebuilding of Equipment – Office Machines, Text Processing Systems, and Visible Record Equipment.

V. Department of Veterans Affairs, Network Contracting Office 19, 6162 S. Willow Drive, Suite 300, Greenwood Village, Colorado 80111, in support of the Sheridan VA Health Care System, 1898 Fort Road, Sheridan, WY 82801, is seeking to procure services in accordance with the Statement of Work (SOW) and price schedule. The Contractor shall price for all labor and supplies required.

VI. All interested 8(a) vendors shall provide quotations for the following services in accordance with the SOW.

Base Period: 09-01-2022 to 08-31-2023

Base Period: 09-01-2023 to 08-31-2024

Base Period: 09-01-2024 to 08-31-2025

Base Period: 09-01-2025 to 08-31-2026

Base Period: 09-01-2026 to 08-31-2027

VII. Place of performance is for this project is 1898 Fort Road, Bldg 5, Sheridan, WY 82801, USA. Base period of performance is 09-01-2022 to 08-31-2023, with four (4) 12-month option periods.

VIII. The provision at 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

OFFER SUBMITTAL INSTRUCTIONS:

1. Offeror shall submit offers by Due Date/Time specified in section XV. Late quotes will not be considered.

1. Offeror shall acknowledge all amendment acknowledgements as part of their quote.

1. Offeror shall submit the completed Price Schedule Table from Section V.

Offers received that do not comply with the terms and conditions of the solicitation and/or have missing documentation may be considered con-compliant and eliminated from evaluation.

(End of Provision) IX. The provision at 52.212-2 Evaluation – Commercial Items applies to this acquisition.

Addendum to 52.212-2 EVALUATION—SIMPLIFIED ACQUISITION PROCEDURES

(a) Basis of Award: This procurement is being conducted pursuant to FAR Part 13 procedures. The Government intends to award a contract resulting from this solicitation to the responsible offeror whose quote, conforming to the solicitation, quotes the lowest price, whose quoted price does not exceed the amount of funding available for the procurement, and whose quoted price is found to be reasonable. Price alone is the sole evaluation factor

(b) Evaluation Process: Quotes will be evaluated in the following manner. The lowest-priced quote will be identified. The lowest-priced quote will be evaluated to determine if the quoted price exceeds the amount of funding available for the procurement. If the quoted price does not exceed the amount of funding available for the procurement, the quoted price will be evaluated to determine if it is reasonable. If the quoted price is found to be reasonable, the offeror who submitted this quote will be identified as the “successful offeror.” The contracting officer will then determine if the successful offeror is responsible using the general standards of responsibility and the special standards of responsibility applicable to this procurement. If contract award cannot be made to the successful offeror, the contracting officer will evaluate the next lowest-priced quote following the procedures described above. This process will continue until a contract award can be made, or the contracting officer determines that no contract award can be made. The contracting officer may find all quotes not acceptable and cancel the solicitation if the lowest-priced quote exceeds the amount of funding available for the procurement. The contracting officer may likewise find a quote under evaluation, as well as all remaining quotes, not acceptable and cancel the solicitation if the quote currently under evaluation exceeds the amount of funding available for the procurement. The Government intends to evaluate quotes and award a contract without discussions with offerors. However, the Government reserves the right to conduct discussions at any time if determined by the contracting officer to be in the Government’s interest.

(End of Provision)

X. FAR 52.212-3 – OFFERORS REPRESENTATION AND CERTIFICATIONS – COMMERCIAL ITEMS

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

XI. FAR 52.212-4 – CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS (October 2018), applies to this requirement.

Addendum to XI. FAR 52.212-4 – CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS (October 2018)

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

52.252-2 Clauses Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR)

852.219-74 Limitations on Subcontracting – Monitoring and Compliance

XII. FAR 52.212-5 – CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS – COMMERCIAL ITEMS (January 2020), apples to this requirement. The additional clauses below are incorporated by reference.

52.204–10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2018) (Pub. L. 109–282) (31 U.S.C. 6101 note).

52.219-28, Post Award Small Business Program Representation (Jul 2013) (15 U.S.C 632(a)(2)).

52.222-3, Convict Labor (June 2003) (E.O. 11755).

52.222-21, Prohibition of Segregated Facilities (APR 2015).

52.222–26, Equal Opportunity (SEP 2016) (E.O. 11246).

52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793).

52.222-50, Combating Trafficking in Persons (JAN 2019) (22 U.S.C. chapter 78 and E.O. 13627).

52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.232-33, Payment by Electronic Funds Transfer—System for Award Management (Oct 2018) (31 U.S.C. 3332).

XIII. VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

(a) The Contractor agrees to comply with any provision or clause that is incorporated herein by reference to implement agency policy applicable to acquisition of commercial items or components. The following provisions and clauses that have been checked by the Contracting Officer are incorporated by reference.

852.203–70, Commercial Advertising.

852.209–70, Organizational Conflicts of Interest.

852.215-71, Evaluation Factor Commitments.

852.232–72, Electronic Submission of Payment Requests.

852.270–1, Representatives of Contracting Officers.

XIV. This is not a Defense Priorities and Allocations System (DPAS) rated requirement.

XV. Offers are due 08-25-2022 @ 4:00 PM MDT. All questions/inquiries must be submitted to the contract specialist via electronic mail (e-mail) not later than 08-21-2022 @ 2:00 PM MDT. Inquiries submitted via telephone calls will be re-directed to an e-mail submission.

XVI. Submit offers or any questions to the attention of Jim Lewis via email to: james.lewis114fbb@va.gov

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: HP DesignJet T 1300 Maintenance Contract

2. Scope of Work: This statement of work is for performance of services to the HP DesignJet Plotter located in Room 208 in Building 5 at the Sheridan VA Medical Center (VAMC). The Vendor shall provide services, equipment, staff, software updates and tools necessary to maintain this plotter. Repair parts and labor will be invoiced per the terms of this maintenance contract. Costs will not exceed the amounts established in this contract.

3. Background: The Sheridan VA Healthcare System (SVAHCS) has a HP DesignJet T 1300 plotter that has not been serviced since it was purchased approximately in 2012. The plotter is functional and has no known defects but needs to have an initial inspection to determine its maintenance status and to perform one normal preventative maintenance service as defined in this contract. Repair parts, software and labor to replace worn and broken parts are to be included in this maintenance contract for this initial service and will be provided by the vendor and shall not exceed the amounts established by this contract.

4. Performance Period: This work is to be accomplished during FY 2022 with option years of FY 2023, 2024, 2025 and 2026.

a. Normal preventative service work can only be performed during normal working hours of the VA. Normal hours are defined as Monday through Friday from 7:30 a.m. to 4:00 p.m., excluding Federal holidays. Hours may be adjusted with approval of Contract Officer Representative (COR) prior to scheduling.

b. The eleven holidays observed by the Federal Government are New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day, and any other day declared by the President of the United States to be a national holiday.

c. Emergent work can be performed during non-work hours as agreed to by the Contracting Officer Representative (COR) assigned to this contract.

B. CONTRACT AWARD MEETING: No “kick-off” meeting required.

C. GENERAL REQUIREMENTS

This statement of work is for performance of services to maintain the HP 1300 T Plotter located in Building 5 Room 208 the Sheridan VA Medical Center, 1898 Fort Road, Sheridan, WY 82801. The plotter is located on a level floor and is on wheels so that the repair technician can move the plotter so there is access to all sides of the plotter.

D. TASKS AND ASSOCIATED DELIVERABLES

Deliverables:

1. Initial Preventive Maintenance Services: The HP DesignJet T 1300 plotter has not been serviced since it was purchased 2012. The plotter is functional and has no known defects but needs to have an initial inspection to determine its maintenance status and to perform its first preventative maintenance service. The Initial Preventive Maintenance Service call rate will be as agreed to by this contract. The initial preventive maintenance service will occur within 30 days after this contract is in place.

a. Initial Preventive Maintenance Services shall at minimum provide the following:

i. Remove all covers and clean all accessible areas.

ii. Clean and lube carriage slide rails.

iii. Clean and inspect machine components for wear.

iv. Adjust plotter components as applicable.

v. Perform all copy quality adjustment and run test plots

vi. Keep the plotter up to factory specification.

vii. Provide and install any software updates that are required. Note: The VA cannot have software updated via the internet because of VA IT Security requirements. Software updates will have to be done separate from downloading from the internet. Disk, thumb drives and other portable devices must be scanned by the Sheridan IT Department to ensure that all devices are uncorrupted and virus free before use to update the software of the HP 1300 T Plotter.

viii. Replace damaged parts and worn parts are found that do not meet factory specification and make other repairs as required so that the plotter is fully functional.

2. Normal Preventive Maintenance Services: Normal Preventive Maintenance Service call rate will be as agreed to by this contract. There will be one initial preventive maintenance service call performed in the base year. After that there will be an annual service schedule every12 months for the following 4 option years.

a. Normal preventive maintenance services shall at minimum provide the following:

i. Remove all covers and clean all accessible areas.

ii. Clean and lube carriage slide rails.

iii. Clean and inspect machine components for wear.

iv. Adjust plotter components as applicable.

v. Perform all copy quality adjustment and run test plots

vi. Keep the plotter up to factory specification.

vii. Provide and install any software updates that are required. Note: The VA cannot have software updated via the internet because of VA IT Security requirements. Software updates will have to be done separate from downloading from the internet. Note: Disk, thumb drives and other portable devices must be scanned by the Sheridan IT Department to ensure that all devices are uncorrupted and virus free before use to update the software of the HP 1300 T Plotter.

viii. Make any recall repairs required by the manufacturer or factory of the plotter.

ix. Replace damaged parts and worn parts are found that do not meet factory specification and make other repairs as required to make the plotter fully functional.

x. Inspect for reliability. Evaluate the plotter for reliability based on availability of parts, supplies, and software. When it becomes evident that the plotter is no longer serviceable because parts, supplies or software have become obsolete or not available then provide an email to the COR. The email shall contain information about the condition of the plotter, why it is no longer serviceable or supported. If the plotter is still serviceable, then an email will not be required.

xi. Emergent Maintenance Services: Emergent service is any service requested by the COR that is not a schedule maintenance service. The vendor will make available to the COR contract information so if there is any emergent need about the plotter, the COR can call a Service Repair Technician. The COR will work with the Technician to troubleshoot and return the plotter back to service via phone service. Fixes that can’t be made over the phone will require the vendor to travel to fix the plotter as scheduled with the COR. Rates and parts will be covered as per this contract. The vendor shall make repairs as required to make the plotter fully functional.

E. VENDOR EXPERIENCE REQUIREMENTS

Vendor Requirements:

Vendor shall provide services, equipment, staff, and tools necessary to repair, test, inspect and place back into service the HP 1300 T Plotter. All service technician who are servicing this plotter must show proof that they are factory trained and certified in HP plotter repair upon request of the COR.

F. GOVERNMENT RESPONSIBILITIES: To clear around the plotter so that the technician can have access to the plotter on all sides.

G. VENDOR PERSONNEL SECURITY REQUIREMENTS

1. Vendors will be required to obtain a Vendor badge and wear it while performing work on VAMC property. For the repair technician to get a Vendor badge, he/she must provide one form of photo ID recognized by the Federal Government. A valid Driver’s License will suffice. Arrangements for a Vendor badge can be made by the COR.

2. Access to the plotter will require escort by the COR or his designee.

H. VENDOR REGISTRATION: The Vendor must have current registration through the System for Award Management at https://sam.gov.

I. PERFORMANCE PERIOD: This contract is a one-year contract for services with option to extend, as agreed on by both the government and vendor, for up to four additional years.

End of Statement of Work