CB14-RFQ0002amend001_Copiers.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO.

CB2014-0164

5. PROJECT NO. (If applicable)

AOCBOCODE

Acquisitions Office Congressional Budget Office 425B FHOB 2nd & D Streets, SW Acquisitions@cbo.gov Washington, DC 20515

6. ISSUED BY CODE7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

CB14-RFQ0002

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

08/06/2014

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 11)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended, is not extended, 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 ____copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. 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 your 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.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE 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 date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return _______ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitaiton/contract subject matter where feasible.)

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.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

Document Type: Q4 Document Number: CB14-RFQ0002 Page 1 of 6

Questions and Answers for Copier Replacements Solicitation # CB14-RFQ0003

August 21, 2014

Question 1: How many color and black and white copies will be made on the devices, preferably broken down by model number? Do you have an estimated monthly usage/volume for the MFPs (color and b&w for the color units)?

Response: Average color copies are 1,500 pages. Average Black & White Copies are 5,000 pages. (See also Question 10.)

Question 2: For line item 1, the RFQ specifies 10 Konica-Minolta BizHub 751/601 copiers however those are two different models. The 751 is 75 pages per minute and the 601 is 60 ppm.

What speed is required, 75 or 60 ppm?

Response: The replacement MFDs must meet or exceed the Bizhub 751 specs. [Ref. RFQ SOW ¶1A] This includes a minimum speed of 75ppm.

Question 3: On page 5 of the solicitation, the requirement is:

“1. Konica-Minolta BizHub Replacements...

C. Line Item 003: Equivalent replacement for existing color Konica-Minolta BizHub C552 copier machines. Equivalent must meet or exceed the specifications for the BizHub C552, including the ability to print duplex and scan documents and send over the internal network using smtp protocol. Accessories MUST include a Stapling Finisher, a Large Capacity Paper Unit. One unit must also have a finisher that makes slim stapled pamphlets.”

Do you have an example of or can you describe the “slim stapled pamphlet” (i.e., finished size and max # of pages)? Would saddle stitch or booklet finishing satisfy this requirement?

Response: The unit is the FS 526 finisher with modules that can do stapling, hole punching, and saddle stitching; it can fold the paper for a booklet. It cannot do a Z-fold, but that capability is not needed. The unit can do booklets that include up to 20 sheets of 11" x 17" paper. The finished size is an 8.5" x 11" booklet — that is, 11" x 17" paper folded in half. Saddle stitch or booklet finishing is acceptable.

Question 4: Are you looking for responses to the solicitation utilizing GSA Contract pricing and terms and conditions?

Response: Regarding GSA or Open Market, this RFQ is not restricted to GSA contract-holders only. We are simply looking for the best value available, between capabilities and pricing.

Offerors may propose any structure that they feel will provide the best value to CBO.

Question 5: Can you please define input capacity by number of sheets for Konica Minolta BizHub replacements Lines 001, 002, 003?

Response: Minimum capacity for the Large Capacity Tray is 4000 Sheets of 8 ½” x 11” paper.

Question 6: For line item 003, the requirement for slim pamphlets, do these pamphlets need to be saddle-stitched booklets?

Response: Yes, pamphlets need to be saddle-stitched booklets. (See also Question 3.)

Question 7: Preventative maintenance for copiers is offered as a per copy rate. How can we show a per copy rate in your pricing schedule? If we have to show a total in the pricing schedule we would need a monochrome copy and color copy volume to quote for these machines. Can you provide a base volume to quote on?

Response: B&W: 5,000 pages per month; Color: 500 pages per month.

Question 8: For the pricing schedule under the leasing schedule the unit price would be the monthly lease cost, so quantity would be 12 for the number of months in 1 year. That would be the only way to show a total cost for leasing per year. Can the pricing schedule be altered to accommodate?

Response: Yes, offerors may adjust the quantity and unit on the pricing schedules to conform to their commercial pricing format, provided the adjustment satisfies the requirement for a 1-year period of coverage.

Question 9: Can you provide the current meter readings for all 14 machines so I can figure out what their average monthly volume is?

Response:

1. 238,831

2. 280,045

3. 462,054

4. 709,253

5. 224,316

6. 595,877

7. 675,902

8. 208,173

9. 154,108

10. 285,584

11. Color 223,241/ B&W 152,041

12. Color 102,462/ B&W 351,419

Question 10: Please provide any historical data or provide the monthly volume for each model, including production that you would like included in the maintenance pricing.

Response: Models listed are the BizHub 601 unless indicated otherwise:

1. Average 5,000 monthly

2. Average 1,500 monthly

3. Average 3,000 monthly

4. Average 7,000 monthly

5. Average 800 monthly

6. Average 4,000 monthly

7. Average 6,000 monthly

8. Average 1,000 monthly (model 501)

9. Average 400 monthly

10. Average 5,000 monthly

11. Average Color 1,000/ B&W 10,000 monthly (Model C552/Fiery Ctlr)

12. Average Color 700/ B&W 12,000 monthly (Model C552)

Question 11: Will non-TAA (China-made) equipment be accepted for this opportunity?

Response: Clause CBO 19, Compliance with Laws, states, in part: “In addition, to the greatest extent practicable, all equipment and products delivered under this Contract shall be American-made.”

Question 12: Would the customer consider splitting this solicitation and having two solicitations, one with the Heidelberg/Kodak DigiMaster 9110 high-performance printer and the other for the Konica-Minolta BizHub copiers?

Response: We included both replacement requirements for the Konica-Minolta Bizhubs and the Heidelberg in one RFQ to try to combine all our printing needs and related maintenance under one contractor. However, we realize that there may be companies who are unable to satisfy both requirements. Since we do not want to reduce competition, we may make multiple awards if it is advantageous for us.

Paragraph (h), Multiple awards, of provision CBO 212-01 states, in part, “The government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations.” We explain how this applies to this RFQ in paragraph 1 of the Continuation of Blocks from SF-1449 section: “During quote evaluation, the agency will determine whether to issue one or two purchase orders, and whether they will purchase or lease 13 multi-function devices (MFDs) and 1 high performance printer (HPP).” The SOW also includes a similar paragraph:

“CBO intends to make a single contract award for the purchase or lease of the MFDs and HPP and the first year of maintenance and support. CBO may award two separate contracts for the purchase or lease of the MFDs and the HPP and the first year of maintenance at the discretion of the Contract Officer.”

Two pricing schedules are included for each possibility (buy vs. lease) so that we can select the best mix depending on how the offers are evaluated. Our intent was that a company could submit an offer on all or part of the requirement (Konicas and/or the Heidelberg). A clarifying sentence has been added to paragraph 1 of the “Continuation of Blocks from SF-1449” section.

Question 13: Does the proposed Heidelberg/Kodak replacement solution need to be compatible with the Kodak Smartboard software?

Response: Yes, it will need to be compatible with Kodak Smart Software

Question 14: In Section 4 of the SOW, Delivery and Installation, the 14-day delivery timeframe is very short. Please extend the delivery timeframe to thirty (30) days after Contractor’s receipt of award.

Response: The delivery time has been revised to allow 30 days (see revised SOW paragraph 4, Delivery and Installation, and subparagraph (a) of clause CBO 211-101, Performance Period – Base Contract and Options).

Request for Quote No. CB14-RFQ0002 – Amendment 001 Page 2 of 25

Continuation of Blocks from SF-1449

1. Blocks 19 through 24: Schedule of Supplies/Services This is a firm fixed-price contract with four option years. During quote evaluation, the agency will determine whether to issue one or two purchase orders, and whether they will purchase or lease 13 multi-function devices (MFDs) and 1 high performance printer (HPP). A Base Period of one year of maintenance will be included in all purchase orders issued. The determination will be based on prices quoted, available funding, and the most advantageous arrangement for the agency.

If the agency decides to issue a purchase order for purchasing the MFDs and the HPP, award will be made using Schedules 1A and 1B. If the agency decides to issue a purchase order for leasing the MFDs and the HPP, award will be made using Schedules 2A and 2B. Offerors shall enter pricing for all applicable line items in Schedules 1A, 1B, 2A and 2B. If a line item is not applicable, offerors shall enter N/A or $0. Offerors may add lines for fees or charges, such as overages or per-page charges, as necessary. Offerors may submit an offer on just the MFDs, or just the HPP, or both.

Schedule 1A – Purchase MFDs w/ Option Years for Maintenance Line Item No.

Description Quantity Unit Unit Price Total Price

001 Equivalent replacement for B&W Konica-Minolta BizHub 751 / 601 copier machines 10 Each

002 Equivalent replacement for B&W

Konica-Minolta BizHub 501 copier machine 1 Each

003 Equivalent replacement for color

Konica-Minolta BizHub C552 copier machines 2 Each

004 Removal of existing equipment / installation delivery of new 1 Fee

005 Trade-in credit (if applicable) 1 Credit 006 Base Year:

Preventive Maintenance Services 1 YR

007 Option Year 1:

008 Option Year 2:

009 Option Year 3:

010 Option Year 4:

Total for Schedule 1A

Schedule 1B – Purchase High-Speed Printer w/ Option Years for Maintenance Line Item No.

Description Quantity Unit Total Price

001 Equivalent replacement for Heidelberg/Kodak DigiMaster 9110 1 Each

002 Removal of existing equipment / installation delivery of new 1 Fee

003 Trade-in credit (if applicable) 1 Credit 004 Base Year:

Request for Quote No. CB14-RFQ0002 – Amendment 001 Page 6 of 25

10. Support for 17-lb. bond to 110-lb. index paper

11. Automatic duplexing

12. Minimum toner yield of 80,000 impressions

13. Adobe Postscript 3; PCL 5e and PCL 6 PDL support

Value-added features that CBO is willing to consider include, but are not limited to, 2- and 3-hole paper punching, and the ability to customize printer driver settings for individual users based on their standard job settings.

The operating environment is a basement room. The space available for the replacement unit is currently occupied by the 64” by 20’ by 43” Heidelberg machine (HxLxD). An additional 3’ is available for the length to accommodate the walkthrough between the Heidelberg and the wall. Electrical power available at the site is 30 Amp/220 Volt. Existing receptacle is an L6-30R which can be reconfigured.

3. Maintenance Agreement The Contractor shall provide all required maintenance on the MFDs and HPP to ensure uninterrupted use of the units throughout the period of performance. Maintenance shall include supplying consumables (toner, staples, etc., but not paper), providing preventive maintenance (PM) and upgrades, and on-call repair services (including labor and parts).

The Contractor shall provide same-day or next-business-day service to repair and/or service equipment. For any repairs requiring 48 hours or longer to resolve, the Contractor shall provide a temporary replacement that can meet CBO’s requirements.

Payment shall be made according to the Contractor’s usual schedule, but not more frequently than monthly and not less frequently than quarterly.

4. Delivery and Installation The MFDs and HPP shall be delivered and installed within 3014 days following award. The Contractor shall work in close coordination with the COTR to ensure that there is a seamless transition from the existing units used by CBO to the newly installed units. To assist in the transition from old MFDs and HPP to new, the Contractor shall provide delivery date(s) at least one week in advance. To ensure a seamless transition, prior hardware must remain in place for CBO staff use until the day of delivery and installation of the new MFDs and HPP. The Contractor shall be responsible for removal of existing equipment.

5. On-Site Training Within 3 days after delivery and installation of the MFDs and HPP, the Contractor shall provide training to approximately 5 employees on the features and usage of the equipment. Final acceptance and initial payment will not occur until the on—site training of designated CBO staff is satisfactorily completed. The on-site training shall cover all facets and functions of the MFDs and HPP, including but not limited to:

• Print/scan drivers, network print queue/job cancellation;

• Duplex copying;

• Finisher processing including staples, sorting, hole punch, booklets, binding;

• Paper management/paper trays;

• Basic error recovery, clearing paper jams, changing toner, ADF use, different-sized originals, enlarging, decreasing, adding markings at the borders such as date/time stamps, etc.

Text1: Project Title: Copiers and High Performance Printer

Purpose of the Amendment: This amendment 1) issues the answers to questions submitted by vendors, and 2) makes minor revisions to the RFQ. The due date for receipt of offers remains August 22, 2014 (as extended online at FedBizOpps).