21- Amendment 0003_697DCK-25-R-00368.0003 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

10/09/2026

08/12/2026

1 20

10/8/2026

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-00368/0003

Period of Performance: 02/19/2027 to

02/18/2032

The purpose of Amendment 0003 is as follows:

1. The solicitation / SIR is amended as noted below with the revised conformed copy of each Section that was amended.

• Section J, List of Documents updated to include revised versions of:

*SIR Attachment 2 Pricing Model Evaluation Worksheet -REVISED FINAL updated 09-29-26 for Amendment 0003 (updated document name in SIR) *SIR Attachment 3 - Past Experience Information Form_REVISED 10-06-26 for Amendment 0003 (updated document name in SIR) *SIR Attachment 4 - Past Performance Questionnaire_REVISED 10-06-26 for Amendment 0003 *SIR Attachment 5 - Proposal Checklist_REVISED 10-06-26 for Amendment 0003 *SOW Attachment IV - Printer Consumables List - REVISED FINAL updated 09-29-26 for Amendment 0003 (updated document name in SIR)

• Section L.4 PROPOSAL CONTENT AND SUBMISSION – language added.

• Section L.4.1 VOLUME I - BUSINESS PROPOSAL amended: (d) and (e) added

• Section L.4.2.2 FACTOR 5 - PAST EXPERIENCE INFORMATION amended *To distinguish between “a) For all Offerors” and b) For Joint Venture (JV) Offerors only:

*Table 1- Past Experience Criteria Minimum, Scope and Complexity amended *Table 2 – JV Individual Member Past Experience Criteria added to the SIR *Other language added

• Section L.4.2.1 FACTORS 1 - 4, TECHNICAL, FACTOR 1B: Customer Support and Point of Contact, POC Qualifications amended to FACTOR 1 B: Single POC Designation

• Section L.4.2.3 FACTOR 6 - PAST PERFORMANCE QUESTIONNAIRE amended to add JV Language.

• Section L. 4.3 VOLUME III-PRICE PROPOSAL amended *To add (a) *Submission Requirements amended to fix the lettering and add (d)

• Section M.3 EVALUATION FACTORS, RATINGS, AND DEFINITIONS, M.3.1 FACTORS 1 - 4:

TECHNICAL EVALUATION, FACTOR 1B: Customer Support and Point of Contact, POC Qualifications amended to FACTOR 1B: Single POC Designation

• Section M.3.2 FACTOR 5: PAST EXPERIENCE EVALUATION amended *To distinguish between “a) For all Offerors” and b) For Joint Venture (JV) Offerors only:

*Table 1- Past Experience Criteria Minimum, Scope and Complexity amended *Table 2 – JV Individual Member Past Experience Criteria added to the SIR *Other language added

• Section M.3.3 FACTOR 6: PAST PERFORMANCE EVALUATION amended to add JV Language.

2. SAVES Print Questions Answers_697DCK-25-R-00368_Amendment0003 document containing the vendor questions and government answers is hereby provided.

3. Questions pertaining to Joint Venture or Single POC Designation (ONLY) affected by Amendment 0003 must be submitted to the FAA by 10/15/2026 at 5:00 PM ET.

4. The proposal due date is extended until 10/22/2026 at 5:00 PM ET.

5. All Offerors must submit a Proposal which is dated post Amendment 0003 posting date in accordance with

Section L of the SIR. If an Offeror submitted a Proposal before Amendment 0003 was posted, then they must resubmit their Proposal which should include the revised documents included with Amendment 0003.

6. All other terms and conditions remain unchanged.

7. 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

01d Amend 0003 SOW Attachment IV - Printer Consumables List - REVISED FINAL updated 09- 29-26 for Amendment 0003 09/29/2026 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

02 Amend 0003 SIR Attachment 2 Pricing Model Evaluation Worksheet -REVISED FINAL updated 09-29-26 for Amendment 0003 09/29/2026 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

03 Amend 0003 SIR Attachment 3 - Past Experience Information Form_REVISED 10-06-26 for Amendment 0003 10/06/2026 2

04 SIR Attachment 4 - Past Performance Questionnaire_08112026 08/11/2026 3

04 Amend 0003 SIR Attachment 4 - Past Performance Questionnaire_REVISED 10-06-26 for Amendment 0003 10/06/2026 3

05 SIR Attachment 5 - Proposal Checklist_08112026 08/11/2026 1

05 Amend 0003 SIR Attachment 5 - Proposal Checklist_REVISED 10-06-26 for Amendment 0003 10/06/2026 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 22, 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

Offerors also may only submit one offer (e.g. proposal). For example, Offerors may not submit proposals as both a prime contractor and as a member of a joint venture. If an Offeror submits more than one proposal, only the first proposal received will be considered for evaluation and all other proposals received will be rejected and not evaluated.

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 (A joint venture of two or more business concerns may submit an offer as a small business for an FAA procurement, subcontract or sale so long as each concern is small under the size standard corresponding to the NAICS code assigned to the contract or qualify as small under one of the exceptions to affiliation set forth in 13 CFR 121.103).

(e) In the case where the Offeror is a joint venture, the proposal must include a copy of the joint venture agreement. The joint venture agreement must meet the requirements set forth in AMS Procurement Guidance T3.6.1.B.6 and 13 CFR 125.8. The joint venture must be separately identified with its own name and have both a UEI and CAGE code in the System for Award Management (SAM). The joint venture will designate the entity type as a joint venture, with individual partners listed as the immediate owners.

*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 Single POC Designation: The FAA requires a single Point of Contact (POC) to maintain clarity and efficiency in managing SOT questions. The offeror must explicitly designate a single POC by name.

Furthermore, the proposal must include a clear, affirmative statement or narrative demonstrating that this single POC possesses the required authority, autonomy, and access to internal corporate systems necessary to independently resolve inquiries from SOT personnel without requiring further escalation. Inquiries from SOT Personnel would include customer support calls such as: product availability, order status and traceability, discontinued products and proposed replacements, invoice status, damaged products, incorrect delivered orders, etc.

o Customer Support Procedures: The proposal must outline 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

• 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: 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.

FACTOR 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

(a) For all Offerors:

Offerors must use SIR Attachment 3, Past Experience Information Form, 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

HP

Lexmark Okidata Xerox

Complexity Number of unique consumables part numbers 730

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.

(b) For Joint Venture (JV) offerors only:

In cases where the Prime Offeror is a Joint Venture (JV), the Offeror may submit two (2) past experience contract examples from the joint venture itself that meets all of the criteria in L.4.2.2 (a) above.

If there are no past experience examples for the JV itself that meets all of the criteria in L.4.2.2 (a) above, each individual member of the JV must submit no more than (2) past experience examples each (e.g. resulting in 4 past experience contract examples total if the JV had 2 members).

Two (2) of examples provided from each individual JV member (e.g. of the 4 total contract examples IF the JV member has two members) can be performing as either the prime contractor, subcontractor or as a member of a JV. *However, see size and complexity limitations relating to experience performing as a subcontractor or as a member of a JV in Table 2 below*

JV Offerors must use SIR Attachment 3, Past Experience Information Form, to provide 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.

*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 50% of contract examples provided by individual JV members must be from a Government agency (e.g. if there are 4 contract examples where a JV has two members 2 of the 4 examples must be from a Government agency).

To be considered acceptable, all individual JV member contract examples must have been active within the five (5) years prior to the issuance date of this SIR.

Table 2 – JV Individual Member Past Experience Criteria

Criteria Minimum

Size Two (2) examples must be provided for each individual JV member (e.g. 4 contract examples total IF the JV has two members) and can be performing as either the prime contractor, subcontractor or as a member of a JV. However, 50% the examples provided (e.g. 2 of the 4 contract examples total IF the JV has two members) must have a yearly value of the contract of $1M or more (the other cited contract(s) may have any yearly value of the contract) AND the same JV member performed as the prime contractor on the same cited contracts of $1M or more.

$1,000,000.00

Scope

Variety of brand names

Three of the following brand names must be included as part of the scope on required for each of the individual JV member experience contract examples::

Brother Canon

HP

Lexmark Okidata Xerox

Complexity Two (2) examples must be provided for each individual JV member (e.g. 4 contract examples total IF the JV has two members) and can be performing as either the prime contractor, subcontractor or as a member of a JV. However, 50% the examples provided (e.g. 2 of the 4 contract examples total IF the JV has two members) must have a number of unique consumables part numbers of 730 or more (the other cited contract(s) may have any have a number of unique consumables part numbers) AND the same JV member performed as the prime contractor on the same cited example of unique consumables part numbers of 730 or more.

Table 2: JV Individual 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 according to sections

(a) or (b) above.

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 SIR 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.

In cases where the Prime Offeror is a Joint Venture (JV), the Offeror may submit two (2) past performances examples performing as the JV or two (2) past performance examples for each individual member of the JV (e.g. resulting in 4 total if the JV member has two members)”).

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 SIR Attachment 2 -Pricing Model Evaluation Worksheet. This worksheet provides a comprehensive list of over 730 printer consumables. The Offeror should ensure that the pricing entered is reasonable, fair, and consistent with the SIR requirements.

(a) The Offeror must submit pricing for all items on SOW Attachment IV - Printer Consumables List.

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

(c) 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.

(d) The five (5) year pricing in SIR Attachment 2 Pricing Model Evaluation Worksheet 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.

(e) 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.

(f) 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.”

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

(d) While all items on the SOW Attachment IV - Printer Consumables List are verified OEM-available as of this SIR posting, Offerors must provide pricing for every item on the pricing sheet. If the Offeror believes an item is unavailable, the offeror is required to report the Item # to the FAA before the close of the current Question & Answer period.

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

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

(g) 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 SIR Attachment 2 – Pricing Model Evaluation Worksheet per instructions on SIR Attachment 2, so that the FAA may properly evaluate all proposals. Failure to comply with the requirements per SIR 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 Single POC Designation: The proposal must explicitly designate a single POC and clearly demonstrate that the designated individual possesses the necessary authority, autonomy, and internal system access to independently resolve order issues and inquiries from SOT personnel. Proposals that fail to designate a single POC, or fail to demonstrate the POC has the required independent authority and system access, will be rated "Unacceptable."

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 1 below.

Table 1 – Ratings for Factors 1 - 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 1: Technical Evaluation Ratings

M.3.2 FACTOR 5: PAST EXPERIENCE EVALUATION

(a) For all Offeror's:

Offerors must provide Past Experience in accordance with Section L using SIR Attachment 3 - Past Experience Information Form. 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 2 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 in Table 2 below.

Table 2 – 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

Table 2 – Past Experience Criteria Rating Criteria Minimum included as part of the scope:

Brother Canon

HP

Lexmark Okidata Xerox

Complexity Number of unique consumables part numbers

Table 2: 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.

b) For Joint Venture (JV) offerors only:

In cases where the Prime Offeror is a Joint Venture (JV), the Offeror may submit two (2) past experience contract examples from the joint venture itself that meets all of the criteria in M.3.2 FACTOR 5: PAST EXPERIENCE EVALUATION (a) above.

If there are no past experience examples for the JV itself that meets all of the criteria in M.3.2 FACTOR 5:

PAST EXPERIENCE EVALUATION (a) above, each individual member of the JV must submit no more than

(2) past experience examples each (e.g. resulting in 4 past experience contract examples total if the JV had 2 members).

Two (2) of examples provided from each individual JV member (e.g. of the 4 total contract examples IF the JV member has two members) can be performing as either the prime contractor, subcontractor or as a member of a JV. *However, see size and complexity limitations relating to experience performing as a subcontractor or as a member of a JV in Table 3- JV Individual Past Experience Criteria below.

JV Offerors must use Attachment 3, Past Experience Information Form, to provide 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.

*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 50% of contract examples provided by individual JV members must be from a Government agency (e.g. if there are 4 contract examples where a JV has two members 2 of the 4 examples must be from a Government agency).

To be considered acceptable, all individual JV member contract examples must have been active within the five

(5) years prior to the issuance date of this SIR.

Table 3 – JV Individual Member Past Experience Criteria

Criteria Minimum

Size Two (2) examples must be provided for each individual JV member (e.g. 4 contract examples total IF the JV has two members) and can be performing as either the prime contractor, subcontractor or as a member of a JV. However, 50% the examples provided (e.g. 2 of the 4 contract examples total IF the

$1,000,000.00

JV has two members) must have a yearly value of the contract of $1M or more (the other cited contract(s) may have any yearly value of the contract) AND the same JV member performed as the prime contractor on the same cited contracts of $1M or more.

Scope

Variety of brand names

Three of the following brand names must be included as part of the scope on required for each of the individual JV member experience contract examples::

Brother Canon

HP

Lexmark Okidata Xerox

Complexity Two (2) examples must be provided for each individual JV member (e.g. 4 contract examples total IF the JV has two members) and can be performing as either the prime contractor, subcontractor or as a member of a JV. However, 50% the examples provided (e.g. 2 of the 4 contract examples total IF the JV has two members) must have a number of unique consumables part numbers of 730 or more (the other cited contract(s) may have any have a number of unique consumables part numbers) AND the same JV member performed as the prime contractor on the same cited example of unique consumables part numbers of 730 or more.

Table 3: JV Individual 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's Technical Evaluation Team (TET) will review SIR Attachment 3 Past Experience Information Form provided in response to Factor 5 according to sections (a) or (b) above and a rating will be assigned as defined below in Table 4 below.

Table 4– Past Experience Ratings for Factor 5

Rating Definition

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

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 SIR Attachment 3 Past Experience Information Form 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 SIR 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.

In cases where the Prime Offeror is a JV, the Offeror may submit two (2) past performances examples performing as the JV or two (2) past performance examples…