Amendment 1 SOT SOW - 07-15-2021.pdf

Federal Aviation Administration (FAA)

Strategic Sourcing for the Acquisition of Various Equipment and Supplies (SAVES) and Simplified Purchase Team (SPT)

AAQ-5B0

STATEMENT OF WORK

For

PRINT CONSUMABLES

July 15, 2021

PART I - SECTION B

B.1 REQUIREMENT

The Contractor must supply the full range of Federal Aviation Administration’s (FAA) toner and printer consumables.

B.2 PRICING CATEGORIES

Includes toner and printer consumables.

B.3 SHIPPING

Free On Board (FOB) Destination for all shipping.

B.4 SCHEDULE OF PRICING

B.4.1 TONER AND PRINTER CONSUMABLES LISTS

Toner and Printer Consumable list will consist of 1,200 + items. Contractor must supply the toner and printer consumables as set forth in Attachment IV – Printer Consumables List at the MSRP pricing/discounts agreed upon. MSRP Pricing/Discounts may be updated annually and only with the written approval (including e-mail) from the FAA Contracting Officer (CO). Special requests to update sooner must be presented by the Contractor in writing via email to the Contracting Officer Representative (COR) and FAA CO. Contractor’s request for price adjustment (“Request”) shall be supplemented with justification and supporting manufacturer documentation. The FAA CO will approve or reject the Request, which must be done in writing.

Products on the Printer Consumables List may be updated by the FAA monthly to address additions, deletions, and substitutions based on the FAA’s requirements. Requests for additions by the FAA will be sent to the contractor via email by the COR and/or CO. The contractor shall reply with a quote for the addition(s) which will then be reviewed by the CO. Discounts will be discussed and negotiated at that time and once agreed upon, will be added to the Toner and Consumables list.

PART II - SECTION C

SCOPE OF WORK

C.1 BACKGROUND AND OVERVIEW

A primary objective of the Federal Aviation Administration (FAA) is to control costs while delivering quality customer service. To help achieve this objective, the FAA has in place an important agency-wide strategic sourcing program called SAVES (Strategic Sourcing for the Acquisition of Various Equipment and Supplies) issued by the FAA. The SAVES Program enables the FAA to purchase selected commodities for less while maintaining or improving the quality of purchases and supplier service levels.

This Statement of Work (SOW) outlines the products that fall within the strategic sourcing of office supplies.

C.2 DEFINITIONS AND TERMS

C.2.1 DEFINITIONS

Toner and Printer Consumables: including but not limited to cartridges and toners, and photoconductors. Refurbished or remanufactured items only permitted when brand name products are not available and/or discontinued.

CONUS Delivery: Delivery, free of charge, to the delivery point (individual office, room, or desk) specified at time of order placement, CONUS Delivery includes all locations within the 48 Continental United States (CONUS) and the District of Columbia.

• OCONUS Delivery: FOB Destination. OCONUS Delivery covers all locations outside the 48 Continental United States (OCONUS) and the District of Columbia.

Frequently used OCONUS locations will be Puerto Rico, Guam, Hawaii, Alaska, Virgin Islands, and Samoa. The Contractor must also have the capability to ship to Europe and other worldwide locations as needed. Business Hours: Monday through Friday between the hours of 7:00 AM and 8:00 PM Eastern Time.

• P-Card: Government issued purchase (credit) card.

Back-Ordered: An item will be considered “Back Ordered” for the purposes of this Contract when the item(s) ordered is not and will not be available in stock and is/will exceed the promised for an additional four (4) days or eight (8) days total delivery timeframe.

C.2.2 TERMS

The following terms must be considered synonymous:

• “provider”, “operator” and “Contractor”

• “agency”, “government”, “FAA” ,“Supply Order Tracking (SOT) staff” “SOT personnel”, and “end user”

• “contract” and “agreement”

C.3 TECHNICAL REQUIREMENTS

C.3.1 PRODUCT DESCRIPTION

The Contractor must supply the full range of FAA’s toner and printer consumables needs.

This includes toner and printer consumables as defined above in Attachment IV – Printer Consumables List. During the execution of this Contract, all products, and MSRP pricing, and discounts will be reviewed annually. All products, and MSRP pricing, and discounts may be adjusted as noted in paragraph B.4.1. The FAA maintains an inventory and has purchased approximately 1200 toner and printer consumables.

Toner and Printer Consumables removed as a result of being discontinued or deemed obsolete will be replaced only after the Contractor provides written notification to the Contracting Officer’s Representative (“COR”). The Contractor will be responsible for sending a substitute item(s) for the deleted item(s) as a replacement. The COR will provide final approval of substituted items proposed by the Contractor.

The FAA will review toner and printer consumable inventory monthly and will request new items during the performance period of the contract.

C.3.2 MANDATORY PRODUCT REQUIREMENTS

C.3.2.1 The Contractor must provide products (e.g., toner and printer consumables) composed of the highest percentage of bio-based material practicable. Refer to the Department of Agriculture (USDA) listing of bio-based products on the USDA bio- preferred website.

C.3.2.2 Electronic information technology (EIT) must be compliant with Section 508 of the Rehabilitation Act of 1973. CONUS/OCONUS Quote Response should be available as 508 compliant. Section 508 Compliance within 1 year of contract initiation.

C.3.2.3 Refurbished or remanufactured items only permitted when brand name products are not available and/or discontinued.

C.3.2.4 Toner and Printer Consumables. RECYCLING PROGRAM: The Contractor must provide an established process for recycling used Toner and Printer Consumables to include return shipping labels and boxes at no additional cost to the Government.

C.3.3 METHODS OF PURCHASE

C.3.3.1 Purchase-Cards (P-card) - The Contractor must have an established process to accept Government-wide commercial purchase card (P-Card) for delivery orders.

C.3.3.2 Tax Exemption - The Contractor must provide automatic tax exemption where applicable for all purchases covered under this Contract.

C.3.3.3 E-MAIL ORDERS

Email orders will also consist of orders completed through the FAA Supply Order Tracking tool (SOT). SOT is a shopping cart web-based application which leverages the FAA’s SharePoint environment for security and workflow. The purpose of this web site is to allow any FAA employee or contractor to order toner related printing supplies for any non-Managed Print networked or stand-alone printer. This system is only used by FAA employees and contractors. All orders completed through the SOT system will be consolidated in a Microsoft Excel spreadsheet and sent via email to the Contractor on a daily basis.

The Contractor must be capable of accepting email orders during normal business hours. The Contractor must be capable of accepting email orders consisting of electronic spreadsheets containing the items, quantities, delivery locations, and purchase order information. (See Attachment I – Quote Request Form (CONUS and OCONUS)). The Contractor must acknowledge receipt of the CONUS/OCONUS Quote Request Form using the SOT system generated Reference Number (REF #) via email within two (2) business hours. The REF # is a system generated unique identifier for each order and/or line item.

CONUS Quote Response provided to the FAA for SOT orders must include all columns as shown in the Attachment II – CONUS Quote Response. For OCONUS Quote Response, see Attachment III – OCONUS Quote Response.

The completed CONUS/OCONUS Quote Response (see Attachment II – CONUS Quote Response and Attachment III – OCONUS Quote Response) should show the vendor order number and order status and must be returned to the SOT personnel within two business days via email. FAA requires prior approval for shipping costs.

NOTE: The template must not be modified without prior written approval from FAA authorized personnel.

If an item is unavailable for any reason, that reason will be entered in the CONUS/OCONUS Quote Response. The CONUS/OCONUS Quote Response will be completed with one of the following reasons: discontinued, invalid, not available, restricted, back ordered (identify ETA), and out of stock (identify ETA).

C.3.3.4 Shipping/Tracking Information - The Contractor must provide an established process to send email or online shipping and tracking information within two (2) business days as shown in Attachment I – Quote Request Form (CONUS and OCONUS).

The Contractor must provide at a minimum, a web portal with the following capabilities and or characteristics:

Exclusive access and secure use by SOT personnel to obtain other status information Accept orders only from authorized registered SOT personnel.

SOT personnel must have ability to create an order.

The ability for SOT personnel to restrict/prohibit items and limit quantities.

On-line review of product availability, delivery options, order history, and order tracking.

The Contractor must provide order confirmation information and delivery information in the portal or via email to SOT personnel.

Provide detailed product information including FAA price and photograph when available.

Permit purchases by Government purchase card and pre-established account number.

Permit search by vendor Order Number, Contact name, REF #, and Ship to address Provide technical and program assistance via telephone and online customer support team during Business Hours as defined in Section E1 Reports and Deliveries.

Set default delivery option must be the timeframe specified in Section C, paragraph

C.3.5.2. (Four (4) business days.)

Provide the option to download and print a catalog of products.

The contractor is required to provide a Post Award demonstration of the vendor website with the SOT team to ensure accessibility among users. This will be an opportunity for the Government and Vendor to address questions and provide clarification as needed.

The demonstration will be scheduled by the COR following award.

C.3.4 CUSTOMER SUPPORT

Contractor support is required to address FAA inquiries related to items purchased under this Contract during normal business hours. Under rare circumstances, the Contractor may be required to provide support outside these normal hours to respond to critical or emergency situations.

The Contractor must provide a designated POC to handle SOT-related inquiries. The Contractor must provide a web site for SOT personnel to track orders and or to search for toner information, such as: Manufacturer Part #, SKU, toner description, unit cost and availability.

C.3.4.1 Order Confirmation - Within 2 business hours of receiving an order via email, the Contractor must send an email confirming receipt of the Quote Request Form. The contractor must respond to each order within two (2) business days with a quote for that order that includes the order number, an itemized list of ordered products, quantities, prices, unit costs, total cost and delivery date 90% of the time. If an item(s) is unavailable (out of stock, discontinued, etc.), the Contractor must note this on the Quote Response and the order must be processed without these items to avoid delay. If the item is back ordered, the Contractor must notify the customer within one business day of order placement that some of the items are back ordered and provide SOT personnel with an estimated delivery date 100% of the time. The customer must be given the option of requesting an equivalent substitution or cancelling the order.

C.3.5 DELIVERY SERVICE LEVEL

C.3.5.1 The Contractor must ensure inside desktop delivery FOB destination for all ordered items where desktop delivery is permitted by the location. These sites include over 850 facilities located in the 48 contiguous states and the District of Columbia (CONUS), as stated in paragraph C.2.1 above. FAA orders must include a delivery acknowledgment/proof of delivery for tracking purposes, made available via the web portal.

C.3.5.2 Contractor must deliver orders in good condition within 4 business days of order placement for items delivered within the 48 contiguous states and the District of Columbia at least 98% of the time.

C.3.5.3 Items delivered outside the 48 contiguous states and the District of Columbia (OCONUS) can charge additional shipping charges as applicable. The terms and conditions for OCONUS shipments must be negotiated with the CO prior to order placement.

C.3.5.4 The Contractor must provide an overnight, economic and/or priority shipping option and identify the additional cost for this service at the time of order placement.

C.3.5.5 The Contractor must maintain 98% on time delivery.

C.3.5.6 The Contractor will be responsible for security clearances and identification badging, if required, to make inside deliveries to locations specified, such as to specific offices or rooms inside large Government office buildings or facilities such as air traffic control towers and radar centers. Deliveries utilizing a building’s loading dock must be made during Business Hours, unless the time frame for the loading dock to accept deliveries has been otherwise identified on the delivery order or purchase card order.

C.3.5.7 The customer must be given the option of requesting an equivalent substitution or cancelling the order. An item will be considered “Back Ordered” for the purposes of this Contract when item(s) ordered is not and will not be available in stock and is/will exceed the promised delivery timeframe.

C.3.5.8 Partial orders - Contractor must notify the customer placing the order if there are any problems filling an order or any anticipated delivery delays. The FAA customer must have the option to cancel that item or wait for the later delivery. The

98% on time shipping baseline will not include any items for which the Contractor has notified the customer that items are back ordered or that there are delivery problems at time of order placement.

C.3.5.9 Returns - Return of damaged products is the Contractor’s financial responsibility and liability. If ordered items are received in damaged condition, the Contractor must replace items at the Contractor’s expense as soon as possible and upon written notification from FAA (including e-mail), but must not exceed an additional 48 hour delivery time upon written notice of receipt of damaged goods.

The Contractor must provide a returned merchandise authorization (RMA) and prepaid shipping label with each replacement order. If the number of items received exceeds the number ordered, the excess must be returned at the Contractor’s expense. If a refund is required, the Contractor must process the refund back to the original method of purchase (i.e. a credit to the purchase card used or a check returned to accounting for a delivery order).

C.3.6 REPORTING

C.3.6.1. Ad-Hoc Reporting - The Contractor must provide approved FAA users the capability to run reports on their own ordering history, including product categories, as well as the capability for the program office to run reporting on a global list of users, ship to addresses, and purchases.

C.3.6.2 Monthly Activity Reporting (MAR) - The Contractor must provide summarized reports (“Monthly Activity Report”). These Monthly Activity Reports must be provided monthly to the COR showing all purchases made by the agency.

The Monthly Activity Report must be provided no later than the 10th calendar day of the month following the reporting period. The Attachment V – Monthly Activity Report (MAR) has eight parts:

The Financial and Data Report contains information on items ordered such as item quantities and prices, Purchaser and shipping address.

The Delivery Report contains information on ordered items such as the order number, order date, delivery date, and tracking number.

The Quote Discrepancies Report contains discrepancies the FAA identifies on the CONUS/OCONUS Quote Response and error resolution.

The Invoice Discrepancies Report contains discrepancies the FAA identifies on the invoices and error resolution.

The SOT Invoice Short-Pay Report contains the semi-monthly invoice amounts, the discrepancy amount and the agreed upon amount to be paid by the FAA.

The Service Log contains information on service responses, order acknowledgements and order receipts.

The Customer Service Report tracks systemic or on-going errors, status and resolution.

The Resource Conservation/Recycling tracks the procurement of toner purchased annually and the procurement of recycled toner purchased annually.

The Monthly Activity Reports must be in electronic spreadsheet format (Microsoft Excel) and must include all the data fields as shown in the Attachment V – Monthly Activity Report (MAR).

C.3.6.3 All Monthly Activity Reports must be delivered with the required information. The Contractor’s internal classification will be used to define segments for the FAA. In addition to the fields provided in Attachment V – Monthly Activity Report (MAR), the Contractor must indicate which orders are unfilled/cancelled orders and late deliveries.

C.3.6.4 Disaster Recovery Plan - The Contractor must have in place a disaster recovery plan that ensures continued operations for a period of thirty (30) days in the event of a natural or manmade disaster.

C.3.6.5 Monthly and Quarterly Review Meetings - The FAA SAVES program office will schedule monthly and quarterly review meetings with the Contractor to review performance and administrative issues, including opportunities for cost efficiencies and savings. The monthly review meeting will be completed via teleconference.

Quarterly review meetings will also review deliverables as defined in the Attachment V – Monthly Activity Report (MAR). The Contractor must prepare minutes of the monthly and quarterly review meetings and meeting minutes must be sent to the COR by close of business on the following business day. Travel for quarterly and other meetings is the responsibility of the Contractor and reimbursement for travel will not be provided. Additional meetings may be required virtually if needed.

C. 3.7 CUSTOMER SERVICE RESPONSE TIME LIMITS

The Contractor must respond to all customer service requests by the FAA within two

(2) business hours at least 90% of the time. This includes requests from the SOT personnel, CO and COR. Request and response dates and times must be recorded in the Service Log of the Monthly Activity Report.

PART III - SECTION D

PACKAGING AND MARKING

D.1 PACKAGING

Preservation, packaging, and packing for shipment or mailing of all deliverables hereunder must be in accordance with Standard Practices for Commercial Packaging, sufficient to assure arrival at destination in a safe and undamaged condition. When practicable, preference must be given to lightweight packaging that reduces the weight and/or volume of the package, while still ensuring deliverables arrive in a safe and undamaged condition.

Supplies must be shipped prepaid by common carrier, parcel carrier or parcel post, unless otherwise specified on individual orders.

D.2 MARKING

Each package must be accompanied by a receipt whose content and format is consistent with best commercial practice and delivered as instructed by the purchaser.

PART IV - SECTION E

DELIVERIES AND PERFORMANCE

E.1 REPORTS AND DELIVERABLES

The Contractor must provide the following reports and meet the performance criteria as described in the schedule below and Section C.

Item Medium Measure

1. Customer Service Response Time Limits

Email

CONUS/OCONUS

Quote Response to SOT personnel

Provides all CONUS/OCONUS Quote Response for SOT Quote Request Form within two business days at least 90% of the time.

Phone call, email, meeting, etc. with SOT personnel

Responds to all customer service requests within 2 business hours at least 90% of the time (See Section C.3.7 CUSTOMER

SERVICE RESPONSE TIME

LIMITS).

Email to SOT personnel

Provides response to FAA Discrepancy Report including new order numbers and delivery dates within two business days.

Service Log (MS Excel)

Reports no later than the tenth (10th) calendar day of each month.

2. Invoices for SOT system orders

Email semimonthly invoices to SOT personnel, COR, and 9-

AMC-AMZ-FAA-

APInvoices

Provides all semimonthly invoices within five (5) calendar days after the semimonthly reporting period. Invoices cover the first period of the month, from 01-15th, and the second period of the month, from the 16th through the last day of the month.

Service Log (MS Excel)

Reports no later than the tenth (10th) calendar day of each month.

Item Medium Measure

3. Back ordering Email or phone call to SOT personnel

Notify customers within two business days of the initial request of order placement that some or all the items are back ordered and provide the SOT personnel with an estimated delivery date 100% of the time.

The customer must be given the option of requesting an equivalent substitution or cancelling the order.

4. Delivery Requirements Shipment delivery All items should be delivered within four (4) business days of completed CONUS/OCONUS Quote Response confirmation to SOT personnel.

5. Monthly Activity Reports (MAR)

Financial & Data Report, Delivery Report, Quote Discrepancies, Invoice Discrepancies, SOT Short-Pay Report, Service Log, and Customer Service Report. (Resource Conservation/Recycling reported annually)

Reports no later than the tenth (10th) calendar day of each month.

6. Quarterly Program Review Attendance

Teleconference, videoconference or in-person

Conducts quarterly, or as required by the Government.

7. Quarterly Program Review Minutes

MS Word document Send to COR by close of business on the following business day.

8. Ad-Hoc Meeting Minutes

MS Word document Send to COR by close of business on the following business day.

9. Disaster Recovery Plan MS Word document Send to COR within 60 calendar days of contract award.

E.2 LOCATIONS

The Contractor must deliver items purchased under the Contract to FAA locations worldwide. Refer to http://www.faa.gov/about/office_org/ for information on the location of FAA offices.

E.3 SHIPMENT AND RISK OF LOSS FOR

The Contractor must ship all items F.O.B. destination in accordance with AMS Clause 3.11-34 F.O.B. Destination (April 1999). Risk of loss or damage shall pass to the Government upon acceptance and inspection. The Contractor agrees to ship items with inside delivery included.

Items not addressed or shipped properly may, at the discretion of the Government, be returned to the Contractor at no cost to the Government.

E.4 DIVERSION OF SHIPMENT UNDER F.O.B. DESTINATION (applicable to shipments outside the contiguous 48 states)

a) When a place of delivery is changed in accordance with the Changes clause of this Contract, the Contract price shall be adjusted pursuant to that clause for any resulting increase or decrease in the cost of performance. No adjustment shall be made for changes in transportation costs when supplies are identically priced for delivery regionally or nationally and the place of delivery is changed within the area to which the identical price applies. In all other cases, price adjustments due to changes in transportation costs shall be determined by comparing the cost of—

(1) Shipments to the new destinations as evidenced by copy of paid freight bills to be supplied by the Contractor with the invoice; and

(2) Shipments to the original or old destination as evidenced by copy of the appropriate paid freight bills to be supplied by the Contractor, or, in the event no shipments were made, as evidenced by the applicable rates of a common or contract carrier. If carrier rates are not publicly filed with any regulatory body, (e.g., interstate shipments moving by rail piggyback service) the Contractor shall provide a copy of the contract, letter agreement or other written communication from carriers quoting the rates/changes that would have been applied for shipments to the original or old destination.

b) If (1) shipments to the new destination are made by the Contractor's owned or leased trucks and/or (2) shipments to the original destination were made or would have been made by the Contractor's owned or leased trucks, the Contractor shall so certify.

c) If any or all of the following data are not clearly shown on, or available from, copies of paid freight bills for each diverted shipment, the Contractor shall supply a statement showing the--

(1) Full name of the carrier or carriers in the routing

(2) Number of containers

(3) Gross shipping weight

(4) Actual date of shipment and

(5) Freight description for the supplies as indicated in the

"National Motor Freight Classification" or the "Uniform Freight Classification" (Rail).

d) For international shipments, the Contractor will make its best effort to change the destination address during shipment, as needed. However, each instance must be negotiated on a case-by-case basis.

F.1 SHIPPING TIME LIMITS

The Contractor must ship all orders placed in a calendar month within four (4) business days at least 98% of the time. Exceptions will be granted for special orders which have received prior approval from the COR. Shipping dates and times must be recorded in the Delivery Report of the Monthly Activity Report Timing assumes no industry-wide parts constraints or vendor parts shortages. The Contractor shall not be liable for any excess costs if the failure to perform the Contract arises out of causes beyond the control and without the fault or negligence of the Contractor. Such causes may include, but are not restricted to acts of God or of the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather but in every case the failure to perform must be beyond the control and without the fault or negligence of the Contractor.

Unless dictated otherwise at time of order placement, partial shipments are authorized.

F.2 OWNERSHIP

Ownership of property shall transfer to the Government upon final inspection by an authorized Government representative.

LIST OF ATTACHMENTS

ITEM DESCRIPTION

Attachment I – Quote Request Form (CONUS and

OCONUS)

Example request of a quote to vendor

Attachment II – CONUS Quote Response Example CONUS quote response from vendor Attachment III – OCONUS Quote Response Example OCONUS quote response from vendor Attachment IV – Printer Consumables List List of Printer Consumables Attachment V – Monthly Activity Report (MAR) Excel spreadsheet for reporting metrics (Excel Tabs)