A16PS00014_-_Additional_Terms_and_Conditions.pdf

Document No.

A16PS00014

Document Title

Desktop

SECTION 1 - INTRODUCTION

1.1 GENERAL

This requirement is being issued by the Department of the Interior (DOI)/Bureau of Indian

Affairs. DOI/BIA is issuing this competitive RFQ to solicit to the appropriate Native American owned vendors for the purpose of awarding a Fixed Price Purchase Order to purchase a Brand

Name or Equal Desktop. BIA will conduct this acquisition using FAR Part 12 of the Federal

Acquisition Regulation (FAR). BIA will handle the solicitation and resultant contract administration, as well as, payment of invoices.

If you are interested in this acquisition, you may participate by submitting your response in accordance with the instructions contained herein.

Offerors will not be reimbursed for any costs incurred in developing their submission in response to this RFQ.

1.2 ANTICIPATED AWARD TYPE

The Government anticipates an award of a Firm-Fixed-Price (FFP) Purchase Order as a result of this Request for Quote (RFQ).

[THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK]

Document Title

SECTION 2 – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

2.1. BACKGROUND

The Department of the Interior (DOI), Bureau of Indian Affairs (BIA) has a need to purchase

Brand Name or Equal products with warranty.

2.2. OBJECTIVE

This requirement is to acquire one (1) Brand Name or Equal desktop.

2.3. TECHNICAL REQUIREMENTS

See attachment 1 for specifications. Please refer to Section 4 – Quotation Preparation

Instructions, for specific details on pricing submissions instructions.

2.4 Quality Assurance

The COTR will review, for completeness, preliminary or draft documentation that the Contractor submits, and may return it to the Contractor for correction. Absence of any comments by the

COTR will not relieve the Contractor of the responsibility for complying with the requirements of this work statement. Final approval and acceptance of documentation required herein shall be by letter of approval and acceptance by COTR. The Contractor shall not construe any letter of acknowledgement of receipt material as a waiver of review, or as an acknowledgement that the material is in conformance with the work statement. Any approval given during preparation of the documentation, or approval for shipment shall not guarantee the final acceptance of the completed documentation.

Document Title

SECTION 3 – ADDITIONAL PURCHASE ORDER TERMS AND CONDITIONS

3.1. Federal Acquisition Regulations (FAR) and Department of the Interior Acquisition

Regulation (DIAR) Clauses

In addition to the Offeror’s terms and conditions, the following clauses and provisions from the

Federal Acquisition Regulations (FAR) and Department of the Interior Acquisition Regulation

(DIAR) are applicable to this requirement:

3.2. Period of Performance

The anticipated period of performance for this effort is within Thirty (30) days from the date of award. The Government shall not be obligated to reimburse the Contractor for costs in excess of the amount allotted, nor will the Contractor be obligated to continue performance and incur costs in excess of the amount allotted.

3.3. Place of Performance

Products will be delivered to the following address:

1001 Indian School Road, NW

Albuquerque, NM 87104

A point of contact will be provided at the time of award.

3.4. Payment for Unauthorized Work

No payments will be made for any unauthorized supplies and/or services, or for any unauthorized changes to the work specified herein. This includes any services performed by the

Contractor of their own volition or at the request of an individual other than a duly appointed

Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort.

3.5. Section 508 Compliance Requirements

Section 508 of the Rehabilitation Act of 1973 (found at 29 USC 794d) requires access use of information by individuals with disabilities. A deliverable such as electronic reports (ex., PDF files) to be placed on the web (either on the agency’s web server or the company’s), video footage, or other electronic data such as CD-ROMs to be distributed, are subject to Section 508 guidelines. Simplified, this means that PDF files need to be formatted so that they are “readable” by assistive technology devices such as screen readers. Video footage must be closed captioned.

CD-ROMs that contain HTML, PDF or word processor files must assessable.

Document Title

3.6. Authority to Obligate the Government

The Contracting Officer is the only individual who can legally commit or obligate the

Government to the expenditure of public funds. No cost chargeable to the proposed task order can be incurred before receipt of a fully executed task order or specific authorization from the

Contracting Officer.

3.7. Release of News Information

No news release (including photographs and films, public announcements, denial or confirmation of same) on any part of the subject matter of this effort or any phase of any program hereunder shall be made without the prior written approval of the Contracting Officer.

3.8. Release of Reports

The Contractor is prohibited from releasing to any source, other than the sponsoring activity any interim, draft and final reports or information pertaining to services performed under this task order until report approval or official review has been obtained. Furthermore, the contractor shall insure that the cover of all interim, draft and final reports contain the following statement:

“The view, opinions, and/or findings contained in the report are those of the author(s) and should not be construed as an official Government position, policy or decision, unless so designated by other documentation.”

3.9. Dissemination of Information

There shall be no dissemination or publication, except within and between the Contractor and any subcontractors, of information developed under this task order or contained in the reports to be furnished pursuant to this effort without prior written approval from the Contracting Officer.

3.10. Disclosure of Information

The contractor will maintain, transmit, retain in strictest confidence, and prevent the unauthorized duplication, use, and disclosure of personnel information. The contractor will provide personnel information only to employees, contractors, and subcontractors having a need to know such information in the performance of their duties for this project.

Information made available to the contractor by the Government for the performance of administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer.

The contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each contractor or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

Document Title

3.11. Notice Regarding Late Delivery/Delayed Performance

The contractor will immediately notify the Contracting Officer (CO) in writing in the event the contractor encounters difficulty in performance by giving pertinent details, including the date by which it expects to complete performance or make delivery. However, the notification will be informal only in character and will not be construed as a waiver by the Government of any contractual delivery schedule or date, or any rights or remedies provided by law or under this effort.

3.12. Administrative Considerations

3.12.1. Correspondence

To promote timely and effective administration, correspondence shall be subject to the following procedures:

(a) Technical correspondence (where technical issues relating to compliance with the requirements herein) shall be addressed to the Contracting Officer’s Representative (COR) with an information copy to the Contracting Officer (CO).

(b)All other correspondence, including invoices, (that which proposes or otherwise involves waivers, deviations or modifications to the requirements, terms or conditions of this contract) shall be addressed to the Contracting Officer with an information copy to the COR.

3.12.2. Points of Contact

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, administration of the contract will require maximum coordination between the

Government and the Contractor. The following information identifies the individuals responsible for this coordination.

1) Contract Specialist (CS) and Contracting Officer (CO)

A Contracting Officer, in accordance with Subpart 1.6 of the Federal Acquisition Regulation, is the only person authorized to make or approve any changes in any of the requirements of this contract, and notwithstanding any clauses contained elsewhere in this contract, the said authority remains solely with a Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than a Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof.

Additionally, no cost chargeable to any current and/or proposed contract can be incurred before receipt of a fully executed modification and/or contract or specific authorization from the

Contracting Officer. The Contracting Officer is the exclusive agent of the Government with authority to enter into and administer contracts. The Contracting Officer must therefore ensure that all requirements of law and regulation are followed.

Document Title

U.S. Department of the Interior

Bureau of Indian Affairs

ATTN: Jawaid Khan – Contract Specialist

Email: Jawaid.Khan@bia.gov

U.S Department of the Interior

Bureau of Indian Affairs

ATTN: – Contracting Officer

Email: Santiago.Almaraz@bia.gov

2) Contracting Officer’s Representative (COR)

The Contracting Officer’s authorized representative, herein after referred to as the COR, for this contract is as identified below:

U.S. Department of the Interior, Bureau of Indian Affairs

Name: TO BE DETERMINED AT TIME OF AWARD

Address:

Phone:

Email:

3.12.3. Additional Invoicing Instructions

Any payment under this task order to provide a service or deliver an article for the United States

Government may not be more than the value of the service already provided or the article already delivered. The Contractor shall bill either monthly or quarterly, in arrears, in accordance with 31

U.S.C 3324.

3.13. Hours of Operation

For this effort, the Contractor is expected to provide support as identified in Section 2.3.1, Software Requirements, during normal operating hours. The normal operating hours are 8:00

A.M. to 5:00 P.M. local time of each location the support is being provide, (timeframe can be changed to accommodate effort/requirements), Monday through Friday, with the exception of

Federal Government holidays.

Document Title

SECTION 4 – QUOTATION PREPARATION INSTRUCTIONS

4.1. General Instructions

(a) Your quote shall become the property of the Government and will not be returned. If your quote contains information that you do not wish disclosed to the public or used by the

Government for any purpose other than evaluation of your quote, such restrictions shall be clearly indicated on each sheet containing such information.

(b) Prior to submission of quotes, offerors are expected to reach an understanding of the requirements of this RFQ. If such a review establishes the need for correction or clarification, such information should immediately be brought to the attention of the Contracting Officer so that the matter can be resolved and, if necessary, official dissemination of such information can be made to all offerors.

(c) The Government reserves the right to request such additional information as may be necessary to determine the offeror’s qualifications for award or to clarify any aspects of the technical and/or cost/price submissions. Such information shall be furnished promptly upon the

Government’s request.

(d) Offerors shall not be reimbursed the costs of developing a proposal for this RFQ.

(e) One copy of each unsuccessful quote will be retained in the official file and all other copies will be destroyed. Additional copies of the successful quote(s) will be retained only as needed for contract administration and monitoring.

4.2. Quotation Contents

In order to participate under this acquisition all interested parties must submit a submission in accordance with the terms and conditions stated herein.

The submission must include the following information:

Purchase/Task/Delivery Order Number

Tax Identification Number (TIN)

Dun & Bradstreet Number (DUNS)

Complete Business Mailing Address

Contact Name

Contact Phone

Contact Fax Number

Contact Email Address

Quotation Number

Quotation Date

Document Title

4.2.1 Price Quote

The Contractor shall propose a pricing structure. The schedule contractor agrees to hold the price in its quotation firm for sixty (60) calendar days from the date specified for receipt of quotes or as requested in any subsequent amendment.

Partial quotes will not be accepted. The failure to submit any of the information requested in this

RFQ may lead to the rejection of your quote without further consideration.

4.2.2 Additional Submission Instructions

Submit an (electronic) copy of your contract, (including contract clauses), you are utilizing for this acquisition, which includes all applicable rates and identify any discounted rates being offered.

4.3 Assumptions, Conditions, or Exceptions to the RFQ

Offerors must submit, under separate cover, all (if any) assumptions, conditions, or exceptions with ANY of the terms and conditions of this RFQ. If not noted in this section of your submission, it will be assumed that the offeror proposed no assumptions for award, and agrees to comply with all of the terms and conditions as set forth herein. It is not the responsibility of the

Government to seek out and identify assumptions, conditions, or exceptions buried within the offerors submissions.

4.4 Questions

(a) All requests for RFQ clarification are due by 12:00 PM Eastern Time, Tuesday, November

24, 2015. All requests for clarification must be in writing to the address listed below: (email submissions are encouraged). All submissions must reference the RFQ number.

Department of the Interior, Bureau of Indian Affairs (DOI/BIA)

12220 Sunrise Valley Drive

Reston, VA 20191

Attn: Jawaid Khan, Jawaid.Khan@bia.gov

4.5 Quotation Due Date & Time

(a) Quotes must be received on or before 12:00 PM Eastern Time, Monday, November

30, 2015. Please note it is the offeror’s responsibility to ensure/verify that the Government receives their submission on or before the time specified. If the quote is not received by

Government on or before the date and time specified, the offeror’s submission may be considered late.

(b) The addressed designated for receipt of quotes is:

Document Title

Attn: Jawaid Khan, phone

Jawaid.Khan@bia.gov

(b) Requests transmitted via facsimile (fax) will not be accepted.

(c) Should any request for clarification be received after the date stated above, the Government reserves the right not to provide an answer. If, however, in the Government’s opinion, the request for clarification cites an issue of significant importance, the Government may provide written responses to all offerors. Please note, questions and comments will not be protected, by the Government, as proprietary.

Offerors are instructed to contact only the RFQ issuing office shown on page 1 (Block 5a and 5b of the SF18) for information about any aspect of this RFQ. Prospective offerors are cautioned against contact government technical personnel in regard to this RFQ prior to award of this procurement. If such a contact occurs and is found to be prejudicial to competing offerors, the offer making such a contact may be excluded from award consideration. Accordingly, all communications prior to award must be direct to the point of contact named on page 1 (Block 5a and 5b of the SF18). Where possible, inquires must be submitted in writing and may be sent by facsimile, e-mail or telegram. Questions should be worded so as to avoid disclosing bid strategies or proprietary solutions. Questions and answers to questions will be provided to all offerors being solicited.

4.6 Representations, Certifications and Other Statements of Offeror

Federal Acquisition Regulation (FAR) 4.12 requires offerors to submit representations and certifications electronically. Prospective contractors are required to complete, in conjunction with the Central Contractor Registration database, electronic annual representations and certifications via the BPN at: http://orca.bpn.gov. Vendors should also keep in mind that ORCA-completed representations and certifications are considered part of the vendor's offer anytime

ORCA-completed representations and certifications are used. Any changes to these representations and certifications would also be considered a change to your.

As part of the submission, offerors shall include a statement such as the following:

The offeror has completed the annual representations and certifications electronically via the

Online Representations and Certifications Application (ORCA) website at http://orca.bpn.gov.

After reviewing the ORCA database information, the offeror verifies by submission of the offer that the representations and certifications currently posted electronically have been entered or updated within the last 12 months, are current, accurate, complete, and applicable to this RFQ

(including the business size standard applicable to the NAICS code referenced for this RFQ), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201); except for the changes identified below [offeror to insert changes, identifying change by clause number, title, date]. These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and complete as of the date of this offer.

mailto:Terrie.Callahan@mms.gov http://orca.bpn.gov/ http://orca.bpn.gov/ http://www.acquisition.gov/comp/far/current/html/Subpart%204_12.html#wp1073667

Document Title

FAR Clause # Title Date Change

Any changes provided by the offeror are applicable to this RFQ only, and do not result in an update to the representations and certifications posted on ORCA.

4.7 North American Industry Classification System (NAICS) Code

The North American Industry Classification System (NAICS) code for this RFQ is 334111, “Electronic Computer Manufacturing” and the small business size standard is 1,000 employees.

Document Title

SECTION 5 - EVALUATION OF QUOTATIONS

5.1 General Instructions

Quotes shall be prepared in accordance with and comply with the requirements and instructions contained in Section 4 – Quotation Preparation Instructions and as specified herein.

5.2 Basis for Award/Evaluation

Each quote shall be evaluated for the ability to satisfy the requirements of the RFQ on an acceptable or unacceptable basis. In order to have an acceptable quote, the offeror must provide sufficient information demonstrating their ability to perform all of the requirements set forth or referenced in the Request for Quote. Additionally, the submission must identify the methods and techniques to be utilized in meeting the Government's requirements for this acquisition as appropriate.

The Government reserves the right to consider as acceptable only those quotes that are determined to satisfy all the requirements set forth or referenced in the RFQ.

Evaluation criteria form the basis by which the quotes shall be evaluated. Award will be made to the single, responsible offeror whose lowest price technically acceptable quote is most advantageous to the Government.

5.3 Discussions/Award without Discussions

The Government intends to make award without discussions. The schedule contractor’s initial quote should contain the schedule contractor’s best terms from a pricing and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. Failure to comply with instructions may result in an offer being determined as non-responsive.

As stated above the Government reserves the right to make an award without discussions, except for clarifications as described herein. Any exceptions or deviations by the offeror to the terms and conditions stated in this RFQ for inclusion in the resulting award may make the offer unacceptable for award without discussions. If an offeror proposes exceptions to any of the terms and conditions as stated herein or of the requirements, the Government may make an award, without discussions, to another offeror that did not take exception to the terms and conditions.

Clarifications are limited exchanges with offerors that may occur when award without discussions is contemplated. If award will be made without conducting discussions, offerors may be given the opportunity to clarify certain aspects of their submission or to resolve minor or clerical errors.