21- Amendment 0002_697DCK-25-R-00368.0002_Signed.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or telegram which includes a reference to the solicitation and amendment number. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: is not is required copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ.NO. 5. PROJECT NO. (If applicable)

7. ADMINISTERED BY (If other than Item 6)CODE

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NO.

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. is extended. is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required.)

copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

(x) A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. CONTRACT AUTHORITY

(Signature of Contracting Officer)

PAGESOF

Contractor

The hour and date specified for receipt of Offers to sign this document and return

Stephen J. Young

See continuation page

FEDERAL AVIATION ADMINISTRATION

AAQ-500 - REGIONAL ACQUISITIONS

10101 HILLWOOD PARKWAY

FORT WORTH TX 76177-1524

AAQ520FTW-AFN

697DCK-25-R-00368

09/25/2026

08/12/2026

1 16

9/25/2026

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGES

NAME OF OFFEROR OR CONTRACTOR

SUPPLIES/SERVICES

(B)

UNIT

(D)

UNIT PRICE

(E)

AMOUNT

(F)

ITEM NO.

(A)

QUANTITY

(C)

697DCK-25-R-00368/0002

Period of Performance: 02/19/2027 to

02/18/2032

The purpose of Amendment 0002 is as follows:

1. The solicitation is amended with the revised conformed copy attached.

*Section L.3 PROPOSAL VOLUME AND PAGE LIMITS Volume II Page Inclusions. amended to: "Submission must not exceed a total of 12 pages; Factors 2 and 4 should each be limited to (4) pages each; while Factors 1 and 3 should be limited to (2) pages each”.

*Section L.4.2.2 FACTOR 5 - PAST EXPERIENCE INFORMATION- Table 1- Past Experience Criteria amended to: "Three (3) of the following brand names must be included as part of the scope: Brother, Canon, Dell, Epson, HP, Lexmark, Okidata, Xerox”.

*Section L.4.2.3 FACTOR 6 - PAST PERFORMANCE QUESTIONNAIRE amended to: "A combination of one

(1) CPAR and one (1) PPQ are acceptable”.

*Section L.4.2.1 FACTORS 1 - 4, TECHNICAL, FACTOR 1 - PROGRAM MANAGEMENT, FACTOR 1A:

Program Administration, Order Tracking Features, Ship to, amended to add:

• Name: First Name, Last Name Phone Number: xxx-xxx-xxxx

• Address:

• Line 1: FAA Facility Name; free format

• Line 2: Street Address

• Line 3: more address if needed City, State, zip code

• Email Address

*Section M.3.2 FACTOR 5: PAST EXPERIENCE EVALUATION INFORMATION- Table 3 amended to: "Three

(3) of the following brand names must be included as part of the scope: Brother, Canon, Dell, Epson, HP, Lexmark, Okidata, Xerox.

*Section M.3.3 FACTOR 6: PAST PERFORMANCE EVALUATION amended to: "A combination of one (1) CPAR and one (1) PPQ are acceptable”.

*Section J amended to add: Attachments: "(06) SIR Attachment 6_ Invoice Sample", “(07) SIR Attachment 7_ SAVES NMR Waiver, and a revised version of "(03) SIR Attachment 3 - Past Experience Information Form_rev.0917202".

2. Questions and Answers: The attached document containing the vendor questions and government answers is hereby provided.

3. The proposal due date is extended to October 20, 2026 at 5:00 PM ET.

4. All other terms and conditions remain unchanged.

5. Future Amendment(s) are forthcoming.

6. Offerors must sign this amendment and incorporate it in Volume I of their proposal.

LIST OF CHANGES:

Section J - List of Documents, Exhibits and Other Attachments was revised as follows.

Attachment List was revised as follows.

Table has been revised and now reads as follows:

ATTACHMENT TITLE DATE NO. OF

PAGES

01 Printer Consumables SOW - 05-20-26 05/20/2026 12 01a SOW Attachment I Quote Request Form (CONUS and OCONUS) Template 04/08/2026 1 01b SOW Attachment II CONUS Quote Response (CONUS Template) 04/08/2026 1 01c SOW Attachment III OCONUS Quote Response (OCONUS Template) 04/08/2026 1 01d SOW Attachment IV - Printer Consumables List 08/11/2026 1 01e SOW Attachment V Monthly Activity Report (MAR) Template 04/08/2026 1

02 SIR Attachment 2 Pricing Model Evaluation Worksheet - REVISED FINAL - 08- 06-26 08/06/2026 6

03 SIR Attachment 3 - Past Experience Information Form 05-18-2026.docx 05/18/2026 2

03 SIR Attachment 3 - Past Experience Information Form_rev.09172026_Amend0002 09/24/2026 2

04 SIR Attachment 4 - Past Performance Questionnaire_08112026 08/11/2026 3 05 SIR Attachment 5 - Proposal Checklist_08112026 08/11/2026 1 06 SIR Attachment 6 - Invoice Sample_Amend0002 09/24/2026 1 07 SIR Attachment 7_ SAVES NMR Waiver_FE_Amend0002 09/24/2026 2

Section L - Instructions,Conditions, and Notices to Bidders was revised as follows.

Clause List was revised as follows.

L.1 GENERAL INSTRUCTIONS

(a) Offerors are expected to examine the entire SIR. The Offeror should ensure that the submissions required are complete and accurate. Failure to do so will be at the Offeror's own risk.

(b) Replies to this SIR must follow the outlines and/or instructions concerning format given below and must be free of grammatical errors.

(c) Offerors must address all SOW requirements, with a particular emphasis on the functionalities of the web portal, order processing, financial reporting, and delivery services.

(d) Each proposal should be organized according to the evaluation factors and subfactors outlined below.

(e) Late submissions will not be considered. The Offeror assumes the full responsibility of ensuring that proposals are submitted in the respected file, at the designated place, and by the date and time specified below:

· Address: The Offeror must submit the proposal to the Government Point of Contact (POC) at the following email address: kay.f.morello@faa.gov and stephen.young@faa.gov

· Date and Time: The proposal must be received no later than October 20, 2026, by 5:00 PM ET.

PLEASE NOTE: Lack of submission of any of the information required shall render a Offeror's proposal as non-responsible and will not be considered further for award.

The Offeror must provide a proposal that adequately addresses each of the three (3) volumes outlined in Section L.3 and Section L.4. The Offeror must respond to each factor separately. Clearly label and tab each section of the proposal for easy navigation.

The following naming convention should be used for all files submitted as part of an Offeror’s proposal: “SIR 697DCK-25-R-00368 - Company Name.” The FAA firewall will not permit emails with combined attachment file size of 10MB or greater; the Offeror may need to zip the attachments or transmit multiple emails. We require that all proposals with multiple emails be submitted in accordance with the following guideline:

· Solicitation Number - Company Name - Part X of Y (if applicable)

· Example: SIR 697DCK-25-R-00368 - Company Name - Part 1 of 3

L.2 PROPOSAL FORMAT INSTRUCTIONS

Proposal content, to include template proposed narrative submissions, must be formatted using Times New Roman, 11-point font (no reduction permitted), standard letter sized (8.5 x 11 inches), single-spaced, with 1-inch margins on all sides. All pages must be numbered. Tables, charts, graphics (including callout boxes or similar), captions, headers, footers, and figures must not use fonts smaller than 11-points.

L.3 PROPOSAL VOLUME AND PAGE LIMITS

The Offeror’s proposal must be submitted in individual volumes (i.e., individual electronic files) per the Proposal Organization Table below. Pages submitted beyond the specified page limitations will not be evaluated and will be removed from the proposal prior to the evaluation.

Proposal Section Description Page Inclusions Reference File Format

Volume I Business Proposal No page limit Sec L.4.1 PDF

Submission must not exceed a total of 12 pages;

Volume II Technical Proposal Factors 1 - 4

Factors 2 and 4 should each be limited to (4) pages each; while Factors 1 and 3 should each be limited to (2) pages each

Sec L.4.2.1 PDF

Volume II Technical Proposal Factor 5: Past Experience

IAW Attachment 3, Past Experience Information Form Page limited to (3) pages per example

Sec L.4.2.2 PDF or MS Word 2019 or later

Volume II Technical Proposal Factor 6: Past Performance

IAW Attachment 4, Past Performance Questionnaire (PPQ)

Sec L.4.2.3 PDF

Volume III Price Proposal IAW Government Furnished Template, Attachment 2, Pricing Model Evaluation Worksheet

Sec L.4.4 MS Excel 2019 or later

L.3.1 Q&A MATRIX FORMAT

Offerors must submit questions in a Microsoft (MS) Excel file type. Examples (“e.g.”) are provided in italic font.

Reference SIR Section

Reference SIR Subsection And Paragraph Number (ifapplicable)

Quote specific SIR language in question Question

Suggested resolution (if applicable) e.g., Section L e.g.,L.3.3.1,header e.g. Q&A Matrix Form at” e.g., Does Q&A mean Question and Answers?

e.g., Spell out acronym

L.3.2 EXPENSES RELATED TO OFFEROR SUBMISSIONS

The Government will not pay for the information solicited nor reimburse the Offeror for any costs incurred in: (1) preparing and submitting the response to this SIR; (2) responding to Government clarification requests; or (3) negotiating the contract terms and conditions or any other pre-award activities.

L.4 PROPOSAL CONTENT AND SUBMISSION

L.4.1 VOLUME I - BUSINESS PROPOSAL

Proposals must include the following:

(a) Cover letter signed by an individual who is authorized to contractually bind the Offeror. The cover letter must include a statement that no exceptions are taken to any specification requirements or contract terms and conditions or list a detailed summary of all exceptions taken. The cover letter must also include the following:

i. SIR number,

ii. Name and address of Offeror, CAGE code, and UEI Number; and

iii. Name, title, and point of contact information of authorized representative of the company.

(b) Signed Standard Form 33, SOLICITATION, OFFER AND AWARD FORM (Blocks 14 A, B, C & 15, 16, 17 and 13 if amendments are issued)

(c) Section K, REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS *

(d) Small Business certification from Small Business Administration

*PLEASE NOTE: Complete any SIR clause(s) and/or provisions that require information to be filled in by the Offeror.

L.4.2 VOLUME II - TECHINCAL PROPOSAL

L.4.2.1 FACTORS 1 - 4, TECHNICAL

Proposals must include the following:

FACTOR 1 - PROGRAM MANAGEMENT

• FACTOR 1A: Program Administration o Web Portal Design and Usability: The proposal must demonstrate that the portal's user interface is easy to navigate for tracking orders and accessing consumable information. It must ensure secure access for authorized users and compliance with Section 508 requirements.

o Order Tracking Features: The proposal must demonstrate that the portal provides real-time order tracking and status updates. It must include search functions for product availability and order status information based on the following fields and their respective formats:

▪ Manufacturer Part Number; manufacturer’s format

▪ Stock Keeping Unit (SKU); manufacturer format

▪ Search Start and End dates; MM/DD/YYYY format

▪ SOT system generated order numbers. These numbers will be provided by the SOT using the formats below based on “ServiceNow” platform-as-a-service (PaaS)

▪ Request (REQ); SOT Order number; REQXXXXXXX format where REQ is followed by

XXXXXXX seven digits

▪ Request Item (RITM); Line Items within the order; RITMXXXXXXX format where RE

Q is followed by XXXXXXX seven digits

▪ Vendor Order; any format the vendor may use

▪ Ship to:

▪ Name: First Name, Last Name Phone Number: xxx-xxx-xxxx

▪ Address:

• Line 1: FAA Facility Name; free format

• Line 2: Street Address

• Line 3: more address if needed City, State, zip code

• Email Address

▪ Order Status: The options for the order status should be one of the following depending o n the order status; 'Processing', 'Shipped-In Transit', 'Partially Shipped', 'Back Order', 'Delivered', 'Cancelled', or 'Unapproved'

▪ Purchase Order/Requisition Number; Vendor format

▪ Shipment Tracking Order; Shipping Company’s format

▪ Order Total Amount; currency format

FACTOR 1B: Customer Support and Point of Contact o POC Qualifications: The proposal must designate one Point of Contact (POC) to oversee inquiries and facilitate coordination with FAA personnel. This single point of contact is essential to ensure streamlined communication and prevent the complications that can arise from multiple contacts. The FAA requires this approach to maintain clarity and efficiency in managing SOT questions.

o Customer Support Procedures: The proposal must outline procedures to ensure that responses t o FAA inquiries occur within two business hours, 90% of the time. The proposal must include a plan for monitoring and ensuring this response time.

FACTOR 2-ORDER PROCESSING AND CONFIRMATION

FACTOR 2A: Order Processing Procedures

• Order Receipt and Confirmation: The proposal must describe the processes for order receipt, email confirmation, and quote response, including timelines via email and quality control measures (Within two (2) business hours of receiving an order). These processes must meet the outlined standards for timeliness and accuracy.

• Back order and Substitution Management: The proposal must explain the protocols for handling backordered or unavailable items, including how substitutions are communicated to the FAA. The proposal should demonstrate how the Vendor will notify the FAA within two (2) business days after receipt of order. Clear procedures must be documented to ensure effective communication and resolution.

FACTOR 3 - FINANCIAL AND CONTRACT MANAGEMENT

FACTOR 3A: Financial Reporting o Cost and Schedule Control: The proposal must demonstrate a financial control system that effectively manages and reports costs and schedules. Offerors must provide sample invoice reports IAW SOW 3.6 Deliverables Schedule (DS), DS-3.

FACTOR 3B: Contract Status Monitoring o Meeting Management: The proposal must describe processes for conducting monthly and quarterly meetings, including preparing agendas and documenting minutes and action items.

The processes should ensure that meetings are structured and outcomes clearly documented.

FACTOR 4 - PRODUCT AND SERVICE DELIVERY

FACTOR 4A: Procurement and Product Quality:

o Procurement of Consumables: The proposal must detail a clear approach to supplyingOEM and non-OEM products, including the process for obtaining approval for substitutions and handling discontinued items. The reliable procurement process must provide evidence that substitutions are not automatically processed, and Government approval must be received before substitutions for discontinued items are quoted or shipped.

4B: Product Delivery and Condition:

o Logistics and Delivery Performance: The proposal must outline logistics plans that ensure a 98% on-time delivery rate and guarantee damage-free deliveries. Proposals must include evidence of past performance or a detailed plan demonstrating the ability to meet these delivery standards.

L.4.2.2 FACTOR 5 - PAST EXPERIENCE INFORMATION

Offerors must use Attachment 3, Past Experience Information Sheet, to provide two (2) current or completed contract examples. The examples must be directly relevant to the requirements identified in the Statement of Work (SOW), including the recency and relevancy standards defined below. All cited past experience must reflect work performed by the Prime Offeror acting as a Prime Contractor.

Example contracts may include Government-wide Acquisition Contracts (GWACs) available through the GSA, similar Government agency contracts (Federal, State or Local), and/or commercial contracts that demonstrate the Offeror’s ability to perform the proposed effort. However, at least one (1) of the contract example must be from a Government agency.

To be considered acceptable, the two (2) contract examples must have been active within the five (5) years prior to the issuance date of this SIR. While the Government will evaluate the entire period of performance, both examples must meet all of the following criteria:

Table 1 – Past Experience Criteria

Criteria Minimum

Size Yearly value of the contract* $1,000,000.00

Scope

Variety of brand names

Three of the following brand names must be included as part of the scope:

Brother Canon Dell

Epson

HP

Lexmark Okidata Xerox

Complexity Number of unique consumables part numbers 750

Table 1: Past Experience Criteria

*Yearly value of the contract will be calculated by taking the value of the contract (whether it is a contract, IDIQ, or other contract type) divided by the number of months performed under the same the contract and then multiplied by 12 months.

The Government will evaluate the provided examples to determine the Offeror's ability to successfully manage and execute the different consumables for the Program.

The Past Experience example must be recent and relevant and must have been completed no more than five (5) years prior to the date of issuance of this solicitation, although the Government will evaluate the entire period of performance of the contract. The offeror has both the duty and discretion to determine which of its contracts are most recent and relevant to the requirements described in this solicitation.

Offerors must submit the same examples for both Past Experience and Past Performance.

Failure to demonstrate recent and relevant past experience as defined above or failure to complete the Attachment 3 will be treated negatively and result in an unacceptable rating

L.4.2.3 FACTOR 6 - PAST PERFORMANCE QUESTIONNAIRE

Offerors must submit two (2) Contractor Performance Assessment and Reporting System (CPARS) evaluations of the Past Performance references in response to the SIR. If CPARS evaluations are not available, offerors must submit two (2) Past Performance Questionnaires (PPQ) forms, which are attached to the SIR (Attachment 4).

A combination of one (1) CPAR and one (1) PPQ are acceptable.

The Offeror must forward the questionnaire to the contract customers to provide feedback. There is no page limit associated with the questionnaire submission. The Offeror must instruct customers to complete the PPQ and return it to the Government Point of Contacts (POC's) by email to: kay.f.morello@faa.gov and stephen.young@faa.gov by the deadline for proposal submissions. The PPQ must be completed and signed by the Offeror’s customer.

The Government may use the information provided by the Offerors in their Past Performance proposal to contact the reference as part of the evaluation of their Past Performance. The Government may use the reference to validate the accuracy of the Past Performance write-ups in order to evaluate Past Performance.

PPQ Instructions:

(a) The Offeror must complete Part I of the Past Performance Questionnaire (Attachment 4), for each example(s) provided in Factor 5, Experience. Offeror must, at a minimum, include this PPQ with Part 1 completed with their proposal.

(b) The Contractor is not permitted to submit a questionnaire for any experience that was not submitted for Factor 5, Past Experience Information.

(c) The Offeror must forward each questionnaire to the contract customer’s that is able to respond to Part II and Part III on pages 2 and 3 of Attachment 4.

(d) All past performance examples cited must be for work performed by the Offeror working as a Prime Vendor.

(e) All questionnaire responses must be received by the Government no later than the due date of the quote.

The Offeror’s Past Performance record will be assessed as unknown or neutral when there is no identifiable performance record in such cases where the Past Performance Questionnaire was not received, contract award was not input into the Contractor Performance Assessment Reporting System and/or no other Past Performance information could be obtained.

If a Contractor receives a rating below Satisfactory from the Offeror’s customer in a CPARS assessment or a PPQ, the overall Past Performance rating for that Offeror will be Unacceptable.

L.4.3 VOLUME III-PRICE PROPOSAL

Offerors must complete Attachment 2 -Pricing Model Evaluation Worksheet. This worksheet provides a comprehensive list of over 750 printer consumables. The Offeror should ensure that the pricing entered is reasonable, fair, and consistent with the SIR requirements.

The proposed discount percentages will be incorporated into the contract at the time of award.

These discount percentage will remain applicable for the life of the contract and will be applied to all items by brand name, including any new consumables introduced throughout the contract's duration.

The five (5) year pricing in Attachment 2 will be incorporated into the contract at the time of award. For new items added to the contract after award, the Offeror must provide the MSRP at that time.

The Percentage Discount per Brand, agreed at the time of award in Attachment 2, will be applied to each new item for the contract year being performed and the applicable escalation rate from Attachment 2 for each remaining Ordering period.

The sum of the Base and all Ordering Periods determines the total value for the LPTA evaluation.

Submission Requirements:

(a) The spreadsheet must be completed strictly according to the instructions within the worksheet.

(b) If the FAA locked or otherwise “protected” a cell, the cell must remain locked or otherwise “protected.”

(b) The Offeror must provide the Manufacturer's Suggested Retail Price (MSRP) for each item listed.

(c) Offerors must specify a "percentage discount per brand" that will apply to all items across all contract Ordering Periods.

(d) Offerors must propose an annual escalation rate for each option period, which will be used to calculate pricing for the five (5) year period.

(e) Verification and inclusion of correct formulas/calculations is the responsibility of the Offeror.

The remainder of this page has been intentionally left blank.

Section M - Evaluation Factors for Award was revised as follows.

Clause List was revised as follows.

M.1 GENERAL INFORMATION

M.1.1 AWARD WITHOUT COMMUNICATIONS

In accordance with FAA AMS, the FAA reserves the right to award a contract based on initial offers received without communication or negotiations. For this reason, each initial offer should be submitted on the most favorable terms from the standpoint of non-price and price factors. However, the FAA also reserves the right to conduct Offeror specific discussions or to conduct communications and permit Offerors to revise their proposals, if the Contracting Officer deems it appropriate and in the best interest of the FAA. The FAA reserves the right to reject any exception for any reason and may consider any exception or deviation to any term or condition of the SIR that is not expressly authorized by the SIR to be a deficiency and subject to elimination from further review for failure to conform with the SIR without further discussions.

M.1.2 GROUNDS FOR REJECTION OF PROPOSALS

The FAA reserves the right to reject proposals that are not responsive to solicitation requirements or unrealistic in terms of promised outcomes.

(a) Proposals that are grossly deficient (i.e. proposals that are so poorly constructed as to require a rewrite, and/or which substantially fail to present any evidence of qualifying with the requirements set forth in the SIR) may be considered non-responsive. Proposals that are non-responsive or are unrealistic in terms of technical content may be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the technical requirements and may render the proposal ineligible for further evaluation and no longer considered for contract award.

(b) Multiple exceptions and/or deviations, or one or more significant exceptions and/or deviations not providing benefit to the FAA, may result in rejection of a proposal as unacceptable or otherwise noncompliant. An exception is significant if it materially alters the terms under which the Offeror will perform or requires FAA to give up rights to which it would otherwise be entitled.

(c) This SIR does not authorize alternate proposals, and the FAA will not evaluate any alternate proposal received.

(d) An unacceptable rating in any factor in the SIR will eliminate the offeror from consideration for award.

(e) Offerors must complete and submit Government furnished Attachment 2 – Pricing Model Evaluation Worksheet per instructions on Attachment 2, so that the FAA may properly evaluate all proposals. Failure to comply with the requirements per Attachment 2 may be the cause for rejection of the entire offer.

M.1.3 RIGHT NOT TO AWARD

The FAA reserves the right to make no award in response to the solicitation if the Source Selection Official (SSO) determines that this action is in the FAA’s best interest.

M.2 EVALUATION METHODOLOGY

The government will make award to the Offeror offering the Lowest Priced, Technically Acceptable (LPTA) offer. As a result of this solicitation, the FAA anticipates awarding a single contract to the responsible Small Business whose proposal conforms to the solicitation terms and conditions, considering both non-price and price factors.

M.2.1 EVALUATION PROCESS

The two (2) lowest priced compliant proposals from responsible Offerors will be provided to the evaluation team. Only the two (2) lowest priced compliant quotes will be evaluated for technical acceptability. If it is found that one or more of the two (2) lowest priced proposals are deficient or unacceptable, the next lowest priced proposals(s) will be evaluated (and so on) until there are two (2) technically acceptable proposals from responsible Offerors. An award will be made to the responsible Offeror with the lowest technically acceptable proposal.

The FAA reserves the right to conduct written communications with any or all Offerors, as the situation warrants, or make no award at all. Communications may result in a request to submit revised quotes. The decision to conduct communications is at the sole discretion of the Government.

M.2.1.1 EVALUATION TEAM

A Government source evaluation team comprised of qualified personnel will evaluate information furnished by the Offerors. This includes proposals, written responses to clarification requests (if any), and revised proposals (if any). A separate evaluation team will evaluate price information furnished by the Offerors.

M.2.1.2 INITIAL SCREENING AND CONFORMANCE REVIEW

Upon receipt of proposals, the Contracting Officer will perform a conformance review to ensure the Offeror provided all of the documents required and that the proposal conforms with the requirements outlined in Section L. The proposal may be eliminated at the conformance review stage for failure to conform with the SIR without further discussions.

During the conformance review, a proposal that is grossly deficient and which does not address all of the requirements will be considered nonresponsive and unacceptable and may be a basis for eliminating the proposal from further consideration by the Contracting Officer. A proposal determined to be “grossly deficient” is so poorly constructed as to require a rewrite and/or substantially fails to present any evidence of qualifying with the requirements set forth in the SIR. Proposals that do not conform with the terms of the solicitation (e.g., missing or inadequate certifications, exceeding applicable page limits, including price information in the non-price volumes) may not be evaluated, at the Contracting Officer's discretion.

M.3 EVALUATION FACTORS, RATINGS, AND DEFINITIONS

Award will be made to the technically acceptable offer based on the evaluation criteria below. All elements are to be addressed and will be evaluated as part of its factor.

M.3.1 FACTORS 1 - 4: TECHNICAL EVALUATION

FACTOR 1: PROGRAM MANAGEMENT

• FACTOR 1A: Program Administration o Web Portal Design and Usability: Evaluate that the portal's user interface is easy to navigate for tracking orders and accessing consumable information. It must ensure secure access for authorized users and compliance with Section 508 requirements.

o Order Tracking Features: Proposals will be evaluated based on the following criteria related to order tracking features (real-time order tracking, status updates, and search functions) and their respective formats:

▪ Manufacturer Part Number; manufacturer’s format

▪ Stock Keeping Unit (SKU); manufacturer format

▪ Search Start and End dates; MM/DD/YYYY format

▪ SOT system generated order numbers. These numbers will be provided by the SOT using the formats below based on “ServiceNow” platform-as-a-service (PaaS)

▪ Request (REQ); SOT Order number; REQXXXXXXX format where REQ is followed by

XXXXXXX seven digits

▪ Request Item (RITM); Line Items within the order; RITMXXXXXXX format where REQ is followed by XXXXXXX seven digits

▪ Vendor Order; any format the vendor may use

▪ Ship to:

• Name: First Name, Last Name Phone Number: xxx-xxx-xxxx

• Address:

• Line 1: FAA Facility Name; free format

• Line 2: Street Address

• Line 3: more address if needed City, State, zip code

• Email Address

▪ Order Status: The options for the order status should be one of the following depending on the order status; 'Processing', 'Shipped-In Transit', 'Partially Shipped', 'Back Order', 'Delivered', 'Cancelled', or 'Unapproved'

▪ Purchase Order/Requisition Number; Vendor format

▪ Shipment Tracking Order; Shipping Company’s format

▪ Order Total Amount; currency format

• FACTOR 1B: Customer Support and Point of Contact o POC Qualifications: Evaluate whether the proposal designates one Point of Contact (POC) to oversee inquiries and facilitate coordination with FAA personnel. This single point of contact is essential to ensure streamlined communication and prevent the complications that can arise from multiple contacts. The FAA requires this approach to maintain clarity and efficiency in managing SOT questions.

o Customer Support Procedures: Evaluate the proposal for outlined procedures to ensure that responses to FAA inquiries occur within two business hours, 90% of the time. The proposal must include a plan for monitoring and ensuring this response time.

FACTOR 2: ORDER PROCESSING AND CONFIRMATION

•FACTOR 2A: Order Processing Procedures o Order Receipt and Confirmation: Evaluate the proposal to ensure that the the processes for order receipt, email confirmation, and quote response, including timelines via email and quality control measures (Within two (2) business hours of receiving an order) are included. These processes must meet the outlined standards for timeliness and accuracy.

o Backorder and Substitution Management: Ensure that the proposal explains the protocols for handling backordered or unavailable items, including how substitutions are communicated to the FAA. The proposal should demonstrate how the Vendor will notify the FAA within two

(2) business days after receipt of order. Clear procedures must be documented to ensure effective communication and resolution.

FACTOR 3: FINANCIAL AND CONTRACT MANAGEMENT

• FACTOR 3A: Financial Reporting o Cost and Schedule Control: Evaluate the proposal to ensure that it demonstrates a financial control system that effectively manages and reports costs and schedules. Offerors must provide sample invoice reports IAW SOW 3.6 Deliverables Schedule (DS), DS-3.

• FACTOR 3B: Contract Status Monitoring o Meeting Management: Evaluate to ensure that the proposal describes processes for conducting monthly and quarterly meetings, including preparing agendas and documenting minutes and action items. The processes should ensure that meetings are structured and outcomes are clearly documented.

FACTOR 4: PRODUCT AND SERVICE DELIVERY

• FACTOR 4A: Procurement and Product Quality o Procurement of Consumables: Evaluate the proposal to ensure that it details a clear approach to supplying OEM and non-OEM products, including the process for obtaining approval for substitutions and handling discontinued items. The reliable procurement process must provide evidence that substitutions are not automatically processed, and Government approval must be received before substitutions for discontinued items are quoted or shipped.

o Product Delivery and Condition: Evaluate the proposal to ensure that it outlines logistics plans that ensure a 98% on-time delivery rate and guarantee damage-free deliveries. Proposals must include evidence of past performance or a detailed plan demonstrating the ability to meet these delivery standards.

An acceptable proposal must explain how the vendor will accomplish Factors 1 - 4 above in accordance with the instructions in L.4.2.1 and will be assigned one of the ratings described in Table 2.

Table 2 – Ratings for Factors1 - 4

Rating Definition

Acceptable Meets the SIR's Technical Requirements as outlined in L.4.2.1 and M.3.1

Unacceptable Fails to meet the SIR's Technical Requirements as outlined in L.4.2.1 and M.3.1

Table 2: Technical Evaluation Ratings

M.3.2 FACTOR 5: PAST EXPERIENCE EVALUATION

Offerors must provide Past Experience in accordance with Section L using Attachment 3 - Past Experience Information Sheet. The Offeror must submit a narrative demonstrating examples that meets the size, scope and complexity requirements in order to be found acceptable for Experience.

All contract examples must have been performed recently, as defined in Section L, and must individually meet the minimum criteria for size, scope, and complexity.

Recency is generally expressed as a time period during which Past Experience references are considered relevant. For this SIR Past Experience is considered to have recency if performed within the past five (5) years.

Specifically describe and provide examples of the experience, which demonstrates the Offeror’s ability to perform the required effort as delineated within the SIR. Relevant experience is further defined by the size, scope, and complexity Table 3 below.

Example contracts may include Government-wide Acquisition Contracts (GWACs) available through the GSA, similar Government agency contracts (Federal, State or Local), and/or commercial contracts that demonstrate the Offeror’s ability to perform the proposed effort. However, at least one (1) of the contract example must be from a Government agency.

To be considered acceptable, the two (2) contract examples must have been active within the five (5) years prior to the issuance date of this SIR and both examples need to meet all of the criteria below.

Table 3 – Past Experience Criteria Rating Criteria Minimum Size Yearly value of the contract* $1,000,000.00 Scope

Variety of brand names

Three of the following brand names must be included as part of the scope:

Brother Canon Dell

Epson

HP

Lexmark Okidata Xerox

Complexity Number of unique consumables part numbers

Table 3: Past Experience Criteria Rating

*Yearly value of the contract will be calculated by taking the value of the contract (whether it is a contract, IDIQ, or other contract type) divided by the number of months performed under the same the contract and then multiplied by 12 months.

The Government's Technical Evaluation Team (TET) will review Attachment 3 provided in response to Factor 5 and a rating will be assigned as defined below in Table 4.

Table 4 – Past Experience Ratings for Factor 5

Rating Definition

Acceptable Meets the minimum requirements of size, scope and complexity for the SIR.

Table 4 – Past Experience Ratings for Factor 5

Rating Definition

Unacceptable Fails to meet the minimum requirements of size, scope and complexity for the

SIR.

Table 4: Past Experience Rating

If any of the information required is not included in the proposal, then the Offeror’s proposal will be considered non-responsive and evaluated as unacceptable.

The Past Experience example must be recent and relevant and must have been completed no more than five (5) years prior to the date of issuance of this solicitation, although the Government will evaluate the entire period of performance of the contract. The offeror has both the duty and discretion to determine which of its contracts are most recent and relevant to the requirements described in this solicitation.

Offerors must submit the same examples for both Past Experience and Past Performance.

Failure to demonstrate recent and relevant Past Experience as defined above or failure to complete the Attachment 3 will be treated negatively and result in an unacceptable rating.

M.3.3 FACTOR 6: PAST PERFORMANCE EVALUATION

Past Performance must be provided per Section L using Attachment 4 – Past Performance Questionnaire. Past Performance will be evaluated in accordance with AMS Guidance T.3.2.2.3.A.9(d) and as described below.

A combination of one (1) CPAR and one (1) PPQ are acceptable.

To be considered technically acceptable, Offerors must ensure that each question receives a minimum past performance rating of 'Satisfactory' or higher in the CPARS assessment or PPQ. If an Offeror receives a rating below Satisfactory from the Offeror’s customer in a CPARS assessment or PPQs, the overall Past Performance rating for that Offeror will be Unacceptable.

The Government reserves the right to consider outside past performance information in its evaluation process. This includes information deemed "Close at Hand” which refers to direct, relevant prior performance knowledge that the agency possesses. Offerors should be aware that such information may be used to ensure a comprehensive evaluation.

The Contractor’s Past Performance record will be assessed as unknown or neutral when there is no identifiable performance record in such cases where the Past Performance Questionnaire was not received, contract award was not input into the Contractor Performance Assessment Reporting System and/or no other Past Performance information could be obtained.

Negative References: Offerors will be provided the opportunity to address negative PPQ references. If an offeror provides adequate explanation for the negative reference and proves that the negative reference was not warranted or would not be indicative of future performance, the reference will be treated neutrally and will not affect the offeror negatively or positively.

Factor 6 will be assigned one of the ratings described in Table 5 below:

Table 5 – Past Performance Ratings for Factor 6

Rating Definition

Acceptable Offerors receive a 'Satisfactory' or higher on the CPARs or PPQ., or the Offeror’s performance record is unknown.

Table 5 – Past Performance Ratings for Factor 6

Rating Definition

Unacceptable Offerors receive a rating of 'Marginal,' 'Unacceptable,' or 'Not Acceptable’ on the CPARS or PPQ.

Table 5: Past Performance Rating

M.4 PRICE EVALUATION

Proposed pricing must be provided using Attachment 2 - Pricing Model Evaluation Worksheet. Failure to propose on all items per Attachment 2 - Pricing Model Evaluation Worksheet, will result in an Offeror’s proposal being removed from further consideration for award.

The Government will evaluate offers based on the following criteria:

(a) Manufacturer's Suggested Retail Price (MSRP): The MSRPs provided by offerors for the base contract period will be assessed for accuracy and fairness.

(b) Percentage Discount per Brand: Offerors must specify a "percentage discount per brand" applicable to all items across the base and option periods. This discount will be evaluated for competitiveness and fairness, ensuring that it provides value to the Government throughout the contract's duration.

(c) Annual Escalation Rate: The proposed annual escalation rate will be evaluated for its appropriateness and alignment with market conditions. This rate will be applied to each option period and will impact the overall pricing structure.

(d) Total Evaluated Price: The Total Evaluated Price will be calculated using the MSRPs submitted by the offeror for the base period, adjusted by the proposed annual escalation rate for each subsequent option period. This calculation will reflect the cumulative cost to the Government over the entire five-year contract term.

The FAA will evaluate proposals for reasonableness in accordance with AMS Policy Section 3.2.3 and AMS Procurement Guidance Section T3.2.3. A price is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person in the conduct of competitive business. When determining price reasonableness, the Government reserves the right to compare each Offeror’s proposed prices to competing offerors’ prices, the Independent Government Cost Estimate, previous prices paid for a similar effort, and/or any other method provided for in the Acquisition Management System (AMS).

The government will evaluate the reasonableness and completeness of the price proposal. The FAA reserves the right to perform price realism and/or cost realism in accordance with AMS T.3.2.3(A)(1).

M.5 BASIS FOR AWARD

A Firm-Fixed Price (FFP) contract will be awarded to the Lowest Priced Technically Acceptable (LPTA) offeror deemed responsible and whose proposal is responsive to the solicitation requirements. The Government will perform its Source Selection based on the evaluation criteria in Section M. Before the contract is awarded, the prospective offeror must be assessed as responsible according to AMS Guidance T3.2.2.7.A.1. To qualify for the award, the Offeror must meet all the requirements in the SIR.

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