B08_-_140A1522Q0002.pdf

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.603, as supplemented with additional information included in this notice.

The Bureau of Indian Affairs (BIA) Eastern Regional Office intends to award a firm-fixed price contract in response to this Request for Quote (RFQ) on a Copy Maintenance Agreement for the Nashville Office.

The contractor must be an authorized Xerox dealer able to provide genuine Xerox administrative support services, and authorized service and repair.

THIS SOLICITATION IS A WOMAN OWNED BUSINESS SET-ASIDE.

The solicitation number for this procurement is 140A1522Q0002 and is issued as a Request for Quote

(RFQ).

DATE: May 2, 2022

The solicitation documents and incorporated provisions and clauses are those in effect as of 02MAY22.

Provisions and clauses of Federal Acquisition Regulation (FAR) 52.212-1 through 52.212-5 apply to any resulting award from this acquisition.

The associated North American Industry Classification System code (NAICS) is 811212 and the size standard is $30.0 MILLION.

Product Service Code (PSC) is J074.

PRICE SCHEDULE: the proposed pricing must be all inclusive plus all other costs pertinent to the performance of the contract.

Prices to be provided are B&W copies, Color copies, and any overage copy charge along with the base number of allowable copies. An average from the four most recent months total usage is 7,096.

This is a RFQ for: Copier Maintenance Agreement

Copier 1 – XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100279 – COLOR COPIER AND NETWORK

SCANNER, LOCATED REGIONAL DIRECTOR

Copier 2 – XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100372 – COLOR COPIER AND NETWORK

SCANNER, LOCATED NATURAL RESOURCE

Copier 3 – XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100261 – COLOR COPIER AND NETWORK

SCANNER, LOCATED MAIL ROOM

Copier 4 – XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100404 – COLOR COPIER AND NETWORK

SCANNER, LOCATED TRANSPORTATION

Statement of Work

Scope:

The Bureau of Indian Affairs (BIA), Eastern Region, Nashville requires a Copier Maintenance Agreement for the following machines:

XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100279 – COLOR COPIER AND NETWORK SCANNER, LOCATED REGIONAL DIRECTOR

XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100372 – COLOR COPIER AND NETWORK SCANNER, LOCATED NATURAL RESOURCE

XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100261 – COLOR COPIER AND NETWORK SCANNER, LOCATED MAIL ROOM

XEROX COLORQUEBE 9303, SERIAL NUMBER: XNE100404 – COLOR COPIER AND NETWORK SCANNER, LOCATED TRANSPORTATION

Physical Location:

BIA, Eastern Regional Office 545 Marriott Dr., Suite 700 Nashville, TN, 37214-5081

Period of Performance:

The base performance period shall be June 1, 2022, through May 31, 2023, with four option years to extend performances as follows:

Option #1: period of performance June 1, 2023, through May 31, 2024 Option #2: period of performance June 1, 2024, through May 31, 2025 Option #3: period of performance June 1, 2025, through May 31, 2026 Option #4: period of performance June 1, 2026, through May 31, 2027

Materials:

Vendor shall provide all replacement parts, ink/toner needed during the duration of the contract.

Description of Services:

The contractor shall receive call requests directly from authorized Government representatives. Calls shall be classified by the Government representative as emergency or regular maintenance. The contractor shall respond accordingly for emergency and regular maintenance calls. A log shall be maintained of all service calls received; a description of the problem or requested work, date and time received building name and number, ands caller’s name/telephone number shall be recorded for each call. The contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements with regard to established time limits and quality standards.

Includes: diagnostics, providing and installing new replacement parts, clearing persistent or severe paper jams, and correcting the cause any error messages indicating a defect in the machine This contract will for the maintenance and/or repair of machines listed above. Response time for emergency calls should be provided the day of the call. Regular maintenance calls shall be within 24 hours of the call.

The contractors shall respond to calls between working hours Monday-Friday 8:00 a.m. to 4:30 p.m. CST.

Copy jobs per machine shall be monitored on a monthly basis by providing a running total each billing period to the vendor. Vendor will request monthly copying job numbers from the Agency to determine copy count; overages, and color copies, if any, are charged by copy and not covered under the base costs of the maintenance agreement.

Current Xerox machines are end-of-life and will be replaced during the span of this contract so, ability to service and repair multiple brands will be a consideration factor for award.

Payment Terms:

Electronic Invoicing and Payment Requirements - Invoice Processing Platform (IPP) (April 2013)

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP).

"Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice: Official company invoice

The Contractor must use the IPP website to register access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) within 3 - 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

CLAUSES INCORPORATED BY REFERENCE:

FAR:

52.202-1 Definitions JUN 2020 52.203-5 Covenant Against Contingent Fees MAY 2014 52.203-6 Restrictions on Subcontractor Sales to the Government JUN 2020 52.203-7 Anti-Kickback Procedures JUN 2020 52.203-17 Contractor Employee Whistleblower Rights and Requirement to JUN 2020

Inform Employees of Whistleblower Rights 52.204-6 Unique Entity Identifier OCT 2016 52.204-7 System for Award Management OCT 2018 https://www.ipp.gov/ mailto:ippgroup@bos.frb.org

52.204-6 Unique Entity Identifier OCT 2016 52.204-7 System for Award Management OCT 2018 52.204-12 Unique Entity Identifier Maintenance OCT 2016 52.204-13 System for Award Management Maintenance OCT 2018

52.204.19 Incorporation by Reference of Representations and DEC 2014

Certifications 52.204-23 Prohibition on Contracting for Hardware, Software, and Services NOV 2021

Developed or Provided by Kaspersky Lab and Other Covered Entities

52.204-25 Prohibition on Contracting for Certain Telecommunications and NOV 2021 Video Surveillance Services or Equipment

52.212-1 Instructions to Offerors-Commercial Products and Commercial NOV 2021 Services

52.212-2 Evaluation-Commercial Products and Commercial Services NOV 2021 52.212-3 Offeror Representations and Certifications-Commercial Products NOV 2021

And Commercial Services 52.212-4 Contract Terms and Conditions-Commercial Items NOV 2021 52.212-5 Contract Terms and Conditions Required to Implement Statutes JAN 2022

Or Executive Orders-Commercial Products and Commercial Services

52.217-9 Option to Extend the Term of the Contract MAR 2000 52.222-41 Service Contract Labor Standards AUG 2018 52.222-50 Combating Trafficking in Persons NOV 2021 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While JUN 2020

Driving 52.225-1 Buy American-Supplies NOV 2021 52.225-13 Restrictions on Certain Foreign Purchases FEB 2021 52.225-25 Prohibition on Contracting with Entities Engaging in Sanctioned JUN 2020

Activities Relating to Iran-Representation and Certification 52.229-3 Federal, State, and Local Taxes FEB 2013 52.232-19 Availability of Funds for the Next Fiscal Year APR 1984 52.232-39 Unenforceability of Unauthorized Obligations JUN 2013 52.232-40 Providing Accelerated Payments to Small Business NOV 2021

Subcontractors 52.233-3 Protest After Award AUG 1996 52.233-4 Applicable Law for Breach of Contract Claim OCT 2004 52.244-6 Subcontracts for Commercial Items JUL 2021

DIAR:

1452.201-70 Authorities and Delegations SEP 2011 1452.203-70 Restrictions on Endorsements JUL 1996

1452.228-70 JUL 1996

1452.280-70

Liability Insurance Subcontracting Limitations JUL 2013