DR-4421-IA.Copiers.RFQ.docx

REQUEST FOR Quotes (RFQ)

70FBR719Q00000006

Copier Rental and Service Federal Emergency Management Agency POC: Stephanie Lindner Phone: (816) 809-1596 Email: stephanie.lindner@fema.dhs.gov 2 April 2019

COMPANY NAME: _________________________________________________

PHONE #: _________________________________________________________

E-MAIL: __________________________________________________________

DUNS #: __________________________________________________________

REGISTERED IN SAM.GOV: YES ______ NO _____ (required for award)

DATE OF QUOTE: _________________________________________________

QUOTE PREPARED BY:

(Signature) (Printed Name and Title)

This is a Request for Quotes. This is NOT an order. Responses are due Not Later Than 4 April 2019 by 12:00 p.m. local KC time via email. Late responses will not be accepted. This document is not legally binding and does not commit the US Government in any way. Send questions to stephanie.lindner@fema.dhs.gov

I. Statement of Objectives:

Copier Rental and Services in support of DR-4421-IA

Deliver machines and provide service to the following location:

DHS/FEMA Region VII – DR-4421-IA 7900 Hickman Road Windsor Heights, IA 50324

Anticipated Period of Performance: 12 months from delivery of machines to up to 3 years. Due to FEMA funding limitations periods of performance will not exceed 3 month increments as identified below in in the schedule. FEMA reserves the right to cancel service with a fourteen day written notice to the contractor at no cost to the Government.

Government Furnished Equipment:

Maintenance:

Agreement includes all labor, preventive maintenance, parking, traveling fees and all parts such as: fusers, input units, electronic boards, mechanical parts, rollers, and jet direct cards etc. In addition, the order includes all supplies listed by each manufacturer such as maintenance kits, toner, imaging drums, transfer kits, fuser kits (color), print heads, and paper trays.

Hours of Coverage:

Normal FEMA Service working hours are Monday through Friday, 7:30 a.m. to 4:00 p.m. Central Time, excluding federal holidays and any other day designated by the President of the United States. All services/repairs shall be performed during normal hours of coverage.

Federal Holidays are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day designated but the President of the United States.

Preventative Maintenance, Unscheduled Maintenance and Repair Services:

Preventative maintenance procedures must be, at a minimum, those required or recommended by the equipment manufacturer. Contractor shall submit a schedule of PM’s to be performed within thirty (30) days of award.

The Contractor shall provide unscheduled maintenance and repair services as necessary to ensure the equipment remains in good operating condition. These repair services may consist of calibrating, cleaning, oiling, adjusting, replacing parts broken or worn beyond useful life, and maintain the equipment, including all intervening calls necessary between the scheduled services and calibrations. Repair shall be carried out with the objectives of minimizing downtime.

Response Time:

The Contractor shall respond to customer services call Monday through Friday (with the exception of federal holidays) between the hours of 7:30 a.m. to 4:00 p.m. Central Time. In response to the service calls the Contractor shall provide telephone technical support from a qualified technician within 2 hours of receipt of service call. If the malfunction cannot be resolved through the support call, a technician shall perform onsite service within 24 hours from receipt of the service call unless a portion of the response time falls on a weekend or federal holiday. If this occurs, the response time shall continue into the first business day after the weekend or holiday.

**At this time FEMA is working additional hours in support of this DR. Therefore, calls may occur on Saturday and Sunday as well as during the holidays.

Parts:

The Contractor shall furnish and replace all equipment failed parts with replacement parts. These parts shall be included in the price offered in the price schedule of this contract. The Contractor shall have ready access to all equipment parts, including unique and high mortality replacement parts, in order to minimize downtime and meet equipment uptime requirements.

Only new standard parts (manufactured by the maker of the equipment or equal to) shall be furnished by the Contractor. Rebuilt/Refurbished circuit boards may be installed. All parts supplied by Contractor shall be current manufacture and complete versatility with the presently installed equipment and apart of the contract value. All parts shall perform identically to original equipment specifications.

Removal of Equipment:

Approval of the CO and/or COR shall be obtained before removing equipment to Contractor’s plan. Removal of the equipment shall be done with no additional costs to the government. The Contractor will be responsible for loss or damage of equipment.

Temporary Replacement of Equipment:

If the multifunction device cannot be repaired within fourteen (14) business days from the date of service call, the Contractor shall provide at no additional cost to the government a temporary replacement machine with at least the same capabilities as the government printer until the government owned printer is repaired.

Service Manuals:

The Contractor shall obtain, have on file, and make available to FEMA, all operational and technical documentation (such as: operational and services manuals and schematics and parts list) which are necessary to meet the performance requirements of the contract.

Test Equipment:

All test equipment used by Contractor to perform services shall be maintained in proper calibration status as recommended by equipment manufacture.

Equipment Modifications:

All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with CO/COR.

CO and COR must receive notice at least one week in advance before any equipment updates, enhancements, and modifications have begun along with justifications (if Contractor suggested).

Check in/Check Out Procedures The Contractor shall be required to check in with the FEMA Service Security Guard and present proper photo identification (a USA state’s driver license is acceptable). The check in and check out procedures apply during normal working hours, prior to and after work is performed.

Special Clauses:

FAR 52.226-4 Notice of Disaster or Emergency Area Set-Aside (Nov 2007)

(a) Set-aside area. Offers are solicited only from businesses residing or primarily doing business in the following State of Iowa counties: Adair, Allamakee, Audubon, Boone, Bremer, Buena Vista, Butler, Calhoun, Carroll, Cass, Cherokee, Clay, Crawford, Dallas, Decatur, Dickinson, Emmet, Fayette, Franklin, Fremont, Greene, Guthrie, Hamilton, Hancock, Hardin, Harrison, Howard, Humboldt, Ida, Iowa, Jasper, Kossuth, Lyon, Madison, Mahaska, Marshall, Mills, Monona, Montgomery, O’Brien, Osceola, Page, Plymouth, Pocahontas, Polk, Pottawattamie, Sac, Shelby, Sioux, Tama, Union, Webster, Winnebago, Winneshiek, Woodbury, and Wright Counties. Offers received from other businesses shall not be considered.

(b) This set-aside is in addition to any small business set-aside contained in this contract.

(End of Clause)

A standard company generated form may be used to submit quote. If company form is used, please ensure all information below is provided.

Schedule

Copier Rental and Service contract for four (60 CPM) black and white, combined high speed copier scanner, printer, networking, memory, hard drive, stapling, collating, duplexing, sorting and document feeder capabilities. Price to include: toner cartridges, staplers, service repairs, 40,000 hard copies per month (pooled), hard copy instructions, delivery, demonstration upon delivery, set-up, purchase of hard-drive (hard drive to be removed and provided to FEMA before machine is removed from FEMA space), and pick-up of unit.

Month

Option 1: Continuation of service under CLIN 0001

Option 2: Continuation of service under CLIN 0001

Overages

Each

***Options may be exercised more than once.

II. Clauses FAR 52.204-19 Incorporation by Reference of Representation and Certifications (DEC 2014) FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) FAR 52.225-13 Restrictions on Certain Foreign Purchases (JUNE 2008) FAR 52.232-39 Unenforceability of Unauthorized Obligations (JUNE 2013) FAR 52.333-4 Applicable Law for Breach of Contract Claim (OCT 2004) FAR 52.244-6 Subcontracts for Commercial Items (NOV 2017)

FAR 52.217-6 Option for Increased Quantity (MAR 1989) The Government may increase the quantity of supplies called for in the Schedule at the unit price specified. The Contracting Officer may exercise the option by written notice to the Contractor within 1 day prior to award or up to 180 days after award. Delivery of the added items shall continue at the same rate as the like items called for under the contract, unless the parties otherwise agree.

(End of Clause)

52.217-8 Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 1 day of contract completion.

(End of clause)

FAR 52.217-9 option to Extend the Term of the Contract (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 1 day of contract completion; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 10 days before the contract expires. The preliminary notice does not commit the Government to an extension.

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

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 3 years.

(End of clause)

III. NAICS – 532420

FEMA intends to set this requirements aside for small business under FAR 52.219-6, HOWEVER, if no small businesses submit quotes, quotes from large businesses will be considered.

IV. Award Award will be based upon total best value to the government. Technical is significantly more important than cost or price. FAR Part 13 will be used for this solicitation and award.

V. Questions In addition to filling in the above Schedule please answer below.

1. Is your office or the office who will be supporting this request located in a declared county (identified above)?

2. This request is in support of current disaster activities. What is the earliest you would be able to deliver the bins to the location?