Combined Synopsis Solicitation - Maintenance and Repair and Installation Services for Audio and Video Player Recorder Decks.doc

Combined Synopsis Solicitation Number: NARA-883103-24-Q-00101

Maintenance, Repair, Installation Services for Audio and Video Player/Recorder Decks

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation number is NARA-883103-24-Q-00101 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2024-06 effective August 29, 2024. This is an unrestricted requirement under NAICS Code 811210, Electronic and Precision Equipment Repair and Maintenance. CONTRACT LINE ITEM NUMBER(S): See Attachment 2, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement for maintenance, repair, and installation services for Audio and Video Player/Recorder Decks. PERIOD OF PERFORMANCE: The resulting contract will be for a base year plus four option years. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant contract, with the exception of FAR provisions which will be removed prior to award: FAR 52.212-1. Instructions to Offerors - Commercial Products and Commercial Services (Sept 2023). Addenda: Delete paragraph (h), Multiple Awards. - see below for additional quotation submission instructions. EVALUATION (In lieu of FAR 52.212-2): Evaluation and award will be in accordance with Simplified Acquisition Procedures at FAR Subpart 13.106, Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation authorized by FAR Subpart 13.5, Simplified Procedures for Certain Commercial Products and Commercial Services. Selection of the Contractor to perform this contract will be based on NARA’s assessment of the best overall value to the Government. Accordingly, best value for this procurement will be obtained through a lowest price technically acceptable evaluation. Exceptions taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Contractor’s quotation entitled “Exceptions.” The Contractor must also include complete rationale, justification, and the cost impact of each exception noted. The Government reserves the right to make an award on the initial quotation without discussions of this procurement. Multiple awards will not be made under this solicitation. For evaluation purposes, the Total Contract (Base Year Plus Option Years) Ceiling Price will be used to determine the lowest price. The Total Price for each CLIN will be determined by multiplying the Quantity by the Firm Fixed Unit Price. The Total Contract Ceiling Price for each year of the contract will be determined by summing the Total Price of each CLIN. The Total Contract (Base Year Plus Option Years) Ceiling Price will be determined by summing the Total Contract Ceiling Price for each year of the contract. The resultant contract will include FAR 52.217-8, Option to Extend Services. NARA will evaluate six additional months of services at the rates for CLINs 0026 through 0031 by dividing them in half. The evaluated Total Contract (Base Year Plus Option Years) Ceiling Price will be determined by summing the Total Contract Ceiling Price for each year of the contract plus half of the rates for CLINs 0026 through 0031. Contractors are prohibited from including wage and fringe benefits adjustments in their pricing for non-exempt Service Contract Labor Standards position. FAR 52.212-3, Offeror Representations and Certifications - Commercial Products and Commercial Services (May 2024) - The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision. FAR 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services (Nov 2023) – see Attachment 4, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Products and Commercial Services (May 2024) - see Attachment 5, FAR Clauses, for the full text of this clause and for additional applicable FAR clauses. Full text provisions and clauses can be found at https://www.acquisition.gov.

QUOTATION SUBMISSION INSTRUCTIONS

To aid you in your planning and quotation development, the following information is provided as attachments to this Request for Quotation:

Attachment 1 – Performance Work Statement

Attachment 2 - Schedule of Prices (Pricing must be submitted using this attachment.)

Attachment 3 – RFQ Information Sheet

Attachment 4 – Additional NARA Terms and Conditions

Attachment 5 – FAR Clauses

Attachment 6 – List of Equipment Covered Under Contract

Attachment 7 – Wage Determination (attached separately) Contractors must provide the following information with their quotation. Failure to provide any of this information may result in no further consideration of your quotation:

-Attachment 2, Schedule of Prices

-Attachment 3, RFQ Information Sheet

- Contractors must provide information that demonstrates their ability to perform the services required in the Performance Work Statement.

-Signed copy of any SF30, Amendment of Solicitation (if applicable) -The Representations at FAR 52.204-24 must be filled out

-The Representations at FAR 52.204-26 must be filled out

See Attachment 5, FAR Clauses, sections VII and VIII. The Representations are highlighted for your convenience.

The Government reserves the right to make an award on the initial quotation without discussions of this procurement.

The Contracting Officer will evaluate quotations on the basis of information furnished by the Contractor or identified in the quotation and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information or documents not identified or included in the quotation.

Contractors must be registered in the System for Award Management at the time of quotation submission.

QUESTIONS: Questions regarding this Request for Quotation must be submitted via email to the Contract Specialist, Cynthia Jones, at cynthia.jones@nara.gov by 12:00 p.m. eastern time on September 13, 2024. A response may not be given to questions received after the due date and time. Questions submitted in any other manner will not be answered. The Government will answer questions or requests for clarification via an SF30, Amendment of Solicitation.

QUOTATION DUE DATE: Quotations must be received by 12:00 p.m. eastern time on September 19, 2024. Quotations must be emailed to the Contract Specialist, Cynthia Jones, at cynthia.jones@nara.gov. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely.

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

FOR

PREVENTIVE MAINTENANCE, REPAIR SERVICES, AND INSTALLATION

FOR AUDIO AND VIDEO PLAYERS/RECORDER DECKS

1.0

INTRODUCTION

1.1 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience.

1.2 The Motion Picture, Sound and Video Branch (RRSM) of the Special Media Archives Services Division (RDS) is responsible for the accessioning, custodial handling, and public access of the audio and video holdings held by NARA. The Research Room and Archival Projects Team need a complement of Audio and Video Player/Recorder Decks that operate correctly at original factory specifications to do accessioning, holdings maintenance work, and to provide access in the Motion Picture, Sound and Video Research Room. Currently, the RDSM unit has several non-operational Audio and Video Player/Recorder Decks that need maintenance and/or repair to be operational, and an additional complement of operational Audio and Video Player/Recorder Decks that may need installation, maintenance and/or repair in the future.

1.3 The National Declassification Center (ANDC) was established in accordance with Executive Order 13526, by Archivist David S. Ferriero on December 30, 2009. Its mission is to advance the declassification and public release of historically valuable permanent records while maintaining national security. The ANDC team needs a complement of Audio and Video Player/Recorder Decks that operate correctly at original factory specifications in order to review classified records to determine current security status. Currently, the ANDC unit has a number of Audio and Video Player/Recorder Decks that need maintenance and/or repair to be operational, and an additional complement of operational Audio and Video Player/Recorder Decks that may need installation, maintenance and/or repair in the future.

2.0

SCOPE

2.1 List of Equipment with Required Services 2.1.1 The Motion Picture, Sound and Video Branch (RDSM) of the Special Media Archives Services Division (RDS) currently has thirty-two video tape recorders/decks that are in need of on-site diagnostic testing, preventive maintenance, and minor repair services. Eleven audio tape recorders/decks that are currently operational will be covered under the contract for on-site diagnostic testing, preventive maintenance, and minor repair services.

2.1.2 The National Declassification Center currently has eight video tape recorders/decks that are in need of On-Site Diagnostic Testing, Preventive Maintenance, and Minor Repair services. Twenty-six audio tape recorders/decks that are currently operational will be covered under the contract for on-site diagnostic testing, preventive maintenance, and minor repair services.

2.1.3 Contractor shall provide Bench Testing and Major Repair services for inoperable audio and video tape recorders/decks. Equipment will be prioritized for repair services by the NARA Contracting Officer’s Representative (COR).

2.1.4 Effective Option Year 1 and all consecutive Option Years of the contract, Contractor shall maintain, at a minimum, a 95% (less equipment maintenance downtime) equipment uptime or in-service rate in Room 4000 and Room 4350. To determine the uptime or in-service rate, the NARA COR will periodically and randomly check all of the Audio and Video Player/Recorder Decks to verify their operability and then calculate whether the 95% uptime or in-service rate is being maintained.

2.2 Installation of Decks and Monitors 2.2.1 Contractor shall install decks and monitors in rack(s). The service shall include but is not limited to hook up of audio and video cables, monitors, switchers, pre-amps, speakers. Video rack(s) must be equipped with NARA owned equipment.

2.2.2 Installation services may be scheduled at any time during the contract period of performance.

The Contractor shall provide the NARA COR with a written cost estimate.

2.2.3 Installation services will be prioritized by the NARA COR. The NARA COR shall coordinate installation service visits with the Contractor.

2.2.4 Installation services shall not be performed without the written approval from a NARA Contracting Officer. The NARA COR is not authorized to approve installation services.

2.2.5 If installation services are approved, they will be added to the contract via a modification signed by a NARA Contracting Officer. Any installation services performed in advance of receiving a signed contract modification is at the Contractor’s risk.

2.3 Diagnostic Tests and Reporting Requirement 2.3.1 During the Base Year of the contract, the Contractor shall perform diagnostics on all Audio and Video Player/Recorder Decks. This base year diagnostic visit shall count as the first of the two base year preventative maintenance visits.

2.3.2 Contractor shall coordinate the diagnostic testing with the NARA COR.

2.3.3

Contractor shall submit a detailed report outlining the maintenance and repair needs identified during the diagnostic tests. The report shall provide recommendations for further work, including preventive maintenance and cleaning, minor repairs, and major repairs. The report shall be submitted to the NARA COR within 7 business days after completion of diagnostic tests.

2.3.4

The diagnostic report shall be submitted prior to any other work being done on Audio and Video Player/Recorder Decks. Bench tests of equipment requiring Major Repair shall be submitted to the NARA COR before any Major Repairs will be authorized.

2.4 Preventive Maintenance 2.4.1 Contractor shall perform preventive maintenance two times during each year of the contract. Preventative Maintenance shall be performed on only those Audio and Video Player/Recorder Decks approved by the NARA COR.

2.4.2 Preventive maintenance shall be performed in accordance with manufacturer’s specification. Preventive maintenance shall include at a minimum:

- Cleaning

- Replacement of rollers and belts

- Check of brake torque

- Check of motors and tension regulators

- Check of head wear

- Head degauss

- Control and operational check

- Check of link, drive, torque, tape run, power supplies, servos, audio, video, time code, etc.

- Alignment and calibration of the above

2.4.3 Contractor shall coordinate preventative maintenance visits with the NARA COR.

2.4.4 Contractor shall submit a report on all preventative maintenance performed. The report shall detail equipment serviced and include labor hours per visit. The report shall be submitted to the NARA COR within 7 business days after each visit.

2.5 Minor Repairs 2.5.1 Minor repairs are repairs which can be completed in one business day. Parts required will usually cost less than $500.00. If minor repairs are required, Contractor shall notify the NARA COR. The Contractor shall provide the NARA COR with a written cost estimate.

2.5.2 Minor repairs shall not be made without written approval from a NARA Contracting Officer. The NARA COR is not authorized to approve minor repair services.

2.5.3 If minor repairs are approved, they will be priced separately and added to the contract via a modification signed by a NARA Contracting Officer. Any minor repair services performed in advance of receiving a signed contract modification is at the Contractor’s risk.

2.5.4 Contractor shall perform minor repairs following factory service/repair manual recommendations which, at a minimum, shall include:

- Replacement of drum

- Replacement of audio heads

- Replacement of time code heads

- Replacement of full-erase heads

- Calibration/alignment of all components after minor repair

2.5.5 Contractor shall coordinate minor repair services with the NARA COR.

2.5.6 Contractor shall pick up and return all Audio and Video Player/Recorder Decks requiring minor repair services if equipment needs to be repaired offsite. Equipment shall be picked up from and returned to the National Archives at College Park, 3301 Metzerott Road, College Park, MD 20740.

2.5.7 Acceptance is contingent on full functionality of serviced equipment.

2.5.8 All equipment shall be warranted to be operational for 30 days after completion of minor repair services.

2.5.9 Contractor shall submit a report on all minor repairs performed. The report shall detail equipment serviced and include labor hours per visit. The report shall be submitted to the NARA COR within 7 business days after each visit.

2.6 Major Repairs and Bench Tests 2.6.1 Major repairs require the machine to be rebuilt with more than a single part. Major repairs include mechanical failure or replacement of power supply. These repairs will usually cost over $500.00.

2.6.2.

Contractor shall perform a bench test of all Audio and Video Player/Recorder Decks sent for major repair to test and evaluate the operational and repair needs and to bring the Audio and Video Player/Recorder Decks to factory specifications.

2.6.3 Contractor shall submit a written cost estimate and detailed report to the NARA COR outlining the maintenance and repair needs identified during the bench test. The report shall provide recommendations for further work, including preventative maintenance, cleaning, minor repairs, and major repairs.

2.6.4 Major repairs shall not be made without written approval from a NARA Contracting Officer. The NARA COR is not authorized to approve major repair services.

2.6.5 If major repairs are approved, they will be priced separately and added to the contract via a modification signed by a NARA Contracting Officer. Any major repair services performed in advance of receiving a signed contract modification is at the Contractor’s risk.

2.6.6 Contractor shall perform major repairs following factory service/repair manual recommendations which, at a minimum, shall include:

· Replacement of motors

· Replacement of servos

· Replacement of circuit boards

· Replacement of power supplies

· Replacement of cassette/tape handling assemblies

· Replacement of solenoids

· Calibration/alignment of all components after major repair

2.6.7 Contractor shall coordinate major repair services with the NARA COR.

2.6.8 Contractor shall pick up and return all Audio and Video Player/Recorder Decks requiring major repair. Equipment shall be picked up from and returned to the National Archives at College Park, 3301 Metzerott Road, College Park, MD 20740.

2.6.9 Acceptance is contingent on full functionality of serviced equipment.

2.6.10 All equipment shall be warranted to be operational for 30 days after completion of major repair services.

2.6.11 Contractor shall submit a report on all major repairs performed. The report shall detail equipment serviced and include labor hours. The report shall be submitted to the NARA COR within 7 business days after completion of repairs.

2.7 Calls for Repair Service 2.7.1 Contractor shall be notified by the NARA COR in the event of an Audio and Video Player/Recorder Deck malfunction. Contractor shall respond via telephone or e-mail to the NARA COR within four business hours after receipt of notification.

2.7.2 Contractor shall contact the NARA COR by the end of the next business day (Monday through Friday) to schedule a date to service the equipment. Consulting with the NARA COR to schedule the service visit is considered to satisfy this requirement.

2.7.3 All scheduled repair services shall be coordinated with the NARA COR at least 3 business days in advance.

2.7.4 The Audio and Video Player/Recorder Decks that are in use in Room 4000 and Room 4350, will be available for repair service during regular research room hours, from 9:00 a.m. to 5:00 p.m. eastern time, Monday through Friday, excluding Federal Holidays.

2.7.5 Contractor shall pick up and return all Audio and Video Player/Recorder Decks requiring repair services if equipment needs to be repaired offsite. Equipment shall be picked up from and returned to the National Archives at College Park, 3301 Metzerott Road, College Park, MD 20740.

2.7.6 Contractor shall submit a report on all service calls. The report shall detail equipment serviced and include labor hours per visit. The report shall be submitted to the NARA COR within 7 business days after each visit.

2.7.7 Acceptance is contingent on full functionality of serviced equipment.

2.7.8 Repair services shall not be performed without the written approval from a NARA Contracting Officer. The NARA COR is not authorized to approve repair services.

2.7.9 If repair services are approved, they will be added to the contract via a modification signed by a NARA Contracting Officer. Any repair services performed in advance of receiving a signed contract modification is at the Contractor’s risk.

2.8 Parts 2.8.1 Contractor shall provide wearable parts such as belts and rollers at no additional expense.

2.8.2 If additional parts, other than wearable parts, are required, Contractor shall notify the NARA COR. The Contractor shall provide the NARA COR with a written cost estimate and detail why the part is needed.

2.8.3 Repairs shall not be made and parts shall not be purchased without written approval from a NARA Contracting Officer. The NARA COR is not authorized to approve parts.

2.8.4 If parts are approved, they will be priced separately and added to the contract via a modification signed by a NARA Contracting Officer. Any purchase in advance of receiving a signed contract modification is at the Contractor’s risk.

2.8.5 Contractor shall be responsible for installing parts. Parts shall be installed within 14 business days after receipt of contract modification.

3.0

PLACE OF PERFORMANCE AND NARA CONTRACTING OFFICER’S REPRESENTATIVE

3.1 Services shall be performed at the following location:

National Archives and Records Administration

8601 Adelphi Road

College Park, MD 20740

3.2 Equipment and parts shall be picked up from and delivered to the following location:

National Archives and Records Administration

3301 Metzerott Road

College Park, Maryland 20740

Entrance for delivery will be via Metzerott Road.

3.3 The NARA Contracting Officer’s Representative for this order is:

Name: TBD Phone:

Email:

4.0

PERIOD OF PERFORMANCE

4.1 The period of performance will be for one base year plus four option years.

5.0

HOURS OF OPERATION

5.1 Work performed at NARA in the Research Room (Room 4000) or Accessioning/Processing areas (Suite 4350) must be undertaken during regular business hours, 9:00 a.m. to 5:00 p.m. eastern time, Monday through Friday, except Federal Holidays. Due to security requirements, work in ANDC work areas (Suite B560, Room 1328, Room 3510) will be undertaken by advance scheduling with the NARA COR.

5.2 The Federal Government holidays are New Year’s Day, Martin Luther King Jr.’s Birthday, Inauguration Day, Presidents’ Day, Memorial Day, Juneteenth, July 4th, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

6.0

TASKS AND DELIVERABLES

6.1 The deliverables are discussed in paragraph 2.0 above.

7.0

ADDITIONAL REQUIREMENTS

7.1 Contractor shall be responsible for safeguarding all government furnished equipment, information, and property provided for contractor use.

7.2 Contractor shall provide all personnel, supplies, facilities, transportation, materials, supervision, and other items and services necessary to perform requirements as defined in this Performance Work Statement except for those items specified as government furnished property.

7.3 Contractor shall provide all tools and equipment necessary to meet the requirements under this Performance Work Statement.

7.4 Contractor shall report to the NARA COR prior to commencing work. Before beginning and upon completion of any scheduled or unscheduled service call, the contractor’s service representative must sign in and sign out with the Security Desk and designated representative for each room location.

7.5 No transportation or travel expenses will be paid.

ATTACHMENT 2

SCHEDULE OF PRICES

Base Year - Months 1-12

Base Year Diagnostic Tests in accordance with Attachment 1, Performance Work Statement (PWS)

Optional: Minor Repair Services in accordance with Attachment 1, PWS.

Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Optional: Major Repairs and Bench Tests in accordance with Attachment 1, PWS.

Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Optional: Parts in accordance with Attachment 1, PWS Note: The Government does not guarantee that parts will be purchased.

$25,000.00

Not to Exceed

Optional: Installation of Decks and Monitors in accordance with Attachment 1, PWS.

Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Note: Total Base Year Contract Ceiling Price should include the NTE dollar amounts Option Year I – Months 13-24

Optional: Minor Repair Services in accordance with Attachment 1, PWS Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Optional: Major Repairs and Bench Tests in accordance with Attachment 1, PWS Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Optional: Parts in accordance with Attachment 1, PWS Note: The Government does not guarantee that parts will be purchased.

Not to Exceed

Optional: Installation of Decks and Monitors in accordance with Attachment 1, PWS.

Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Note: Total Option Year I Contract Ceiling Price should include the NTE dollar amounts Option Year II - Months 25-36

Optional: Minor Repair Services in accordance with Attachment 1, PWS Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Optional: Major Repairs and Bench Tests in accordance with Attachment 1, PWS Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Optional: Parts in accordance with Attachment 1, PWS Note: The Government does not guarantee that parts will be purchased.

Not to Exceed

Optional: Installation of Decks and Monitors in accordance with Attachment 1, PWS.

Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Note: Total Option Year II Contract Ceiling Price should include the NTE dollar amounts Option Year III - Months 37-48

Optional: Minor Repair Services in accordance with Attachment 1, PWS Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Optional: Major Repairs and Bench Tests in accordance with Attachment 1, PWS Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Optional: Parts in accordance with Attachment 1, PWS Note: The Government does not guarantee that parts will be purchased.

Not to Exceed

Optional: Installation of Decks and Monitors in accordance with Attachment 1, PWS.

Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Note: Total Option Year III Contract Ceiling Price should include the NTE dollar amounts Option Year IV - Months 49-60

Optional: Minor Repair Services in accordance with Attachment 1, PWS Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Optional: Major Repairs and Bench Tests in accordance with Attachment 1, PWS Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Optional: Parts in accordance with Attachment 1, PWS Note: The Government does not guarantee that parts will be purchased.

Not to Exceed

Optional: Installation of Decks and Monitors in accordance with Attachment 1, PWS.

Note: The Government does not guarantee that the service will be purchased.

Not to Exceed

Note: NARA will evaluate submitted pricing in accordance with FAR 52.217-5.

ATTACHMENT 3

RFQ Information Sheet

Failure to provide the TAA Country of Production (if applicable) will result in no further consideration of the quotation. Contractor must complete all applicable information on this sheet and submit it with their quotation. Failure to do so may render the quotation unacceptable for receipt of award.

Statutory/Regulatory Compliance

TRADE AGREEMENT ACT COUNTRY OF PRODUCTION: N/A

ENERGY STAR® OR FEDERAL ENERGY MANAGEMENT PROGRAM (FEMP) ENERGY USE REQUIREMENT COMPLIANCE, AS REQUIRED: N/A

IPv6 COMPLIANT: N/A

SECTION 508 COMPLIANT: N/A

Specific Terms, Conditions, and Administrative information

PAYMENT TERMS: ________________________________________________________________

DELIVERY DATE: _________________________________________________________________

WARRANTY: ______________________________________________________________________

NAME AND ADDRESS OF QUOTER:

TELEPHONE NO (INCLUDE AREA CODE): __________________________

FAX NUMBER: ___________________________

E-MAIL ADDRESS:

ENROLLED IN SYSTEM FOR AWARD MANAGEMENT (SAM)? Yes____ No____

CAGE CODE NUMBER: _____________________________________

UNIQUE ENTITY IDENTIFIER: _______________________________________

Contractor Certification: [By signing the Contractor acknowledges that the information provided in response to this RFQ is correct.]

NAME AND TITLE OF SIGNER: __________________________________

DATE OF QUOTATION: ___________________________________

SIGNATURE OF PERSON AUTHORIZED TO SIGN: ______________________________

ATTACHMENT 4

ADDITIONAL NARA TERMS AND CONDITIONS

(Addenda to FAR clause 52.212-4)

I. GOVERNMENT PURCHASE ORDER ADMINISTRATION

A. This purchase order will be administered by:

National Archives and Records Administration

Office of the Chief Acquisition Officer, Code Z

8601 Adelphi Road, Room 3340

College Park, MD 20740-6001

B. Contract Specialist (CS):

Cynthia Jones

Telephone: 301-837-1860

Email: cynthia.jones@nara.gov

The Contracting Officer (CO) has the overall responsibility for the administration of this purchase order. Written communication to the Contract Specialist (CS) must make reference to the purchase order number and must be emailed or mailed with postage prepaid, to the above address.

C. Contracting Officer (CO):

Any Z Warranted CO

The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the order terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from purchase order payments for non-performance or unsatisfactory performance; terminate the purchase order for convenience or default; and issue final decisions regarding delivery questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized representatives.

II. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

A. COR: See award document

B. The individual named above is designated as the Contracting Officer’s Representative (COR) to assist the CO in the discharge of the CO’s responsibilities. The COR serves as the point of contact through which the Contractor can relay questions or problems of a technical nature to the Contract Specialist and the Contracting Officer. The COR is responsible for the inspection and acceptance of the purchase order requirements and for the review and certification of invoices for the purchase order requirements.

C. In no event will any understanding or agreement, modification, change order, or other matter deviating from the terms of the purchase order between the Contractor and any person other than the Contracting Officer be effective or binding upon the Government.

D. When, in the opinion of the Contractor, the COR requests effort outside the existing scope of the purchase order, the Contractor must promptly notify the Contracting Officer in writing.

E. No action will be taken by the Contractor under such technical instruction unless the Contracting Officer has issued a contractual change.

III. ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE PROCESSING PLATFORM (IPP)

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP). IPP is a secure web-based electronic invoicing and payment information system. This service is provided by the U.S. Treasury’s Bureau of the Fiscal Service free of charge to federal agencies and Contractors. IPP allows Contractors to view information regarding their contracts and orders, electronically submit invoices and view payment information.

"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.

Invoices shall be submitted after Government’s acceptance of all deliverables. The invoice shall contain information required by FAR 52.212-4(g). Under this order, the following documents are required to be submitted as an attachment to the IPP invoice:

Contractor Invoice to include:

1. Award number

2. CLIN//Item number of deliverable

3. Description of deliverable

4. Price of deliverable

5. Quantity of deliverable

6. Date deliverable was provided to the Government for inspection, if applicable

7. Serial number/part number, if applicable The Contractor must use the IPP website to register, access, and use IPP for submitting requests for payment. Contractor assistance with enrollment can be obtained by contacting the IPP Customer Support Helpdesk by sending an email to

IPPCustomerSupport@fiscal.treasury.gov or by phone on (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 when they submit their quotation.

IV. STANDARDS OF CONDUCT

a. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity. The Contractor is also responsible for ensuring that its employees and those of its subcontractor(s) do not disturb papers on desks, open desk drawers or cabinets, use Government telephones, except as authorized, or otherwise jeopardize the security and the privacy of Government employees, its clientele, and the contents and property of the federal building(s) in which the service is performed. Each employee or supervisor of the Contractor is expected to adhere to standards of behavior that reflect credit on themselves, their employer, and the Federal Government.

b. The Contractor shall be responsible for taking such disciplinary action, including suspension without pay or removal from the worksite, with respect to its employees, as may be necessary to enforce those standards.

c. Where applicable, the requirements of this clause shall be expressly incorporated into subcontract(s) and shall be applicable to all subcontractor employees who may perform recurring services or work at the federal building and grounds of this contract.

d. The Government retains the right to permanently remove any employee of the Contractor from performing duties assigned under this contract at the federal building or grounds should the employee's performance so warrant. The Government will request the Contractor to immediately remove any employee of the Contractor from the federal building/work-site should it be determined by the Contracting Officer that the individual employee of the Contractor is "unsuitable" for security reasons or for otherwise being found to be unfit for performing his assigned duty at a federal building. The following areas (not all inclusive) are considered justification for requesting the Contractor to immediately remove an employee from a federal building/work site:

(1) Neglect of assigned duty and refusing to render assistance or cooperate in upholding the integrity of the security programs at the worksite;

(2) Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records, or concealment of material facts by willful omissions from official documents or records;

(3) Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, or fighting; participation in disruptive activities which, interfere with the normal and efficient operations of the Government;

(4) Theft, vandalism, immoral conduct, or any other criminal actions;

(5) Selling, consuming, or being under the influence of intoxicants, drugs, or controlled substances which produce similar effects;

(6) Improper use of official authority or credentials, as a supervisor or employee of the Contractor;

(7) Violation of Agency anti-discrimination and anti-harassment policies, including but not limited to NARA 396;

(8) Violation of Agency and Contractor security procedures and regulations; and

(9) Violation of the rules and regulations governing federal public buildings and grounds set forth in 41 CFR Subpart 102-74 Conduct on Federal Property.

e. Following a recommendation from an Agency program official or security officer, the Contracting Officer will make all determinations regarding the removal of any employee of the Contractor from and denial/termination of clearance and access to the federal building worksite for non-performance, misconduct, or failure to abide by all laws and regulations. The Contracting Officer will verbally inform the Contractor about the employee, followed by a written confirmation or determination. Specific reasons for the removal of an employee will be provided to the Contractor in writing. In the event of a dispute, the Contracting Officer will make a final determination.

f. Upon a determination of the Government that an employee of the Contractor be removed from or denied access to a federal building worksite, the employee's clearance and access to the federal building shall be immediately revoked or otherwise terminated. Furthermore, if applicable, the building pass and/or other access device(s) previously given to the employee shall be immediately surrendered, returned, or delivered to the security officer of the federal building.

g. During the course of this contract, the Contractor may come into contact with data files subject to the Privacy Act. If this situation occurs, Privacy Act data must conform to the Privacy Act of 1974, 5 U.S.C. 552a, as amended. The Contractor also may come into contact with confidential documents and confidential information about documents and proposed Federal Agency actions. The Contractor, including Contractor’s personnel, Subcontractors, and consultants must not divulge or release data or information developed or obtained in performance of this contract except to Authorized Government personnel or upon written approval of the Contracting Officer. The Contractor must not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as required in the performance of this contract. The limitations above do not apply to data or information that has been made public by the Government.

ATTACHMENT 5

FAR CLAUSES

I.

IMPORTANT INFORMATION FOR CONTRACTORS: Depending on the final results of the award, the resulting order from this solicitation will include some or all of the following FAR clauses:

FAR 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services (Sep 2023); FAR 52.212-3, Offeror Representations and Certifications - Commercial Products and Commercial Services (May 2024) – An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically via the System for Award Management (SAM) website accessed through http://www.acquisition.gov. If an offeror has not completed the annual representations and certifications electronically, the offeror shall complete only paragraphs (c) through (v) of this provision; FAR 52.212-4, Contract Terms and Conditions – Commercial Products and Commercial Services (Nov 2023) -- see Attachment 4, Additional NARA Terms and Conditions for Addenda to this clause.

II.

FAR 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services (May 2024)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (Dec 2023) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) ( 31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (Aug 1996) ( 31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78 ( 19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

_X_ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Jun 2020), with Alternate I (Nov 2021) ( 41 U.S.C. 4704 and 10 U.S.C. 4655).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Nov 2021) ( 41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (Jun 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

__ (4) 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023) ( 41 U.S.C. 4712); this clause does not apply to contracts of DoD, NASA, the Coast Guard, or applicable elements of the intelligence community—see FAR 3.900(a).

_X_ (5) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jun 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (6) [Reserved].

_X_ (7) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (8) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (9) 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023) (Section 102 of Division R of Pub. L. 117-328).

__ (10) 52.204-28, Federal Acquisition Supply Chain Security Act Orders—Federal Supply Schedules, Governmentwide Acquisition Contracts, and Multi-Agency Contracts. (Dec 2023) ( Pub. L. 115–390, title II).

__ (11)

(i) 52.204-30, Federal Acquisition Supply Chain Security Act Orders—Prohibition. (Dec 2023) ( Pub. L. 115–390, title II).

__ (ii) Alternate I (Dec 2023) of 52.204-30.

_X_ (12) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Nov 2021) ( 31 U.S.C. 6101 note).

_X_ (13) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) ( 41 U.S.C. 2313).

__ (14) [Reserved].

__ (15) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Oct 2022) ( 15 U.S.C. 657a).

__ (16) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Oct 2022) (if the offeror elects to waive the preference, it shall so indicate in its offer) ( 15 U.S.C. 657a).

__ (17) [Reserved]

__ (18)

(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020) ( 15 U.S.C. 644).

__ (ii) Alternate I (Mar 2020) of 52.219-6.

__ (19)

(i) 52.219-7, Notice of Partial Small Business Set-Aside (Nov 2020) ( 15 U.S.C. 644).

__ (ii) Alternate I (Mar 2020) of 52.219-7.

__ (20) 52.219-8, Utilization of Small Business Concerns (Feb 2024) ( 15 U.S.C. 637(d)(2) and (3)).

__ (21)

(i) 52.219-9, Small Business Subcontracting Plan (Sep 2023) ( 15 U.S.C. 637(d)(4)).

__ (ii) Alternate I (Nov 2016) of 52.219-9.

__ (iii) Alternate II (Nov 2016) of 52.219-9.

__ (iv) Alternate III (Jun 2020) of 52.219-9.

__ (v) Alternate IV (Sep 2023) of 52.219-9.

__ (22)

(i) 52.219-13, Notice of Set-Aside of Orders (Mar 2020) ( 15 U.S.C. 644(r)).

__ (ii) Alternate I (Mar 2020) of 52.219-13.

__ (23) 52.219-14, Limitations on Subcontracting (Oct 2022) ( 15 U.S.C. 637s).

__ (24) 52.219-16, Liquidated Damages—Subcontracting Plan (Sep 2021) ( 15 U.S.C. 637(d)(4)(F)(i)).

__ (25) 52.219-27, Notice of Set-Aside for, or Sole-Source Award to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns Eligible Under the SDVOSB Program (Feb 2024) ( 15 U.S.C. 657f).

_X_ (26)

(i) 52.219-28, Post Award Small Business Program Rerepresentation (Feb 2024) ( 15 U.S.C. 632(a)(2)).

__ (ii) Alternate I (Mar 2020) of 52.219-28.

__ (27) 52.219-29, Notice of Set-Aside for, or Sole-Source Award to, Economically Disadvantaged Women-Owned Small Business Concerns (Oct 2022) ( 15 U.S.C. 637(m)).

__ (28) 52.219-30, Notice of Set-Aside for, or Sole-Source Award to, Women-Owned Small Business Concerns Eligible Under the Women-Owned Small Business Program (Oct 2022) ( 15 U.S.C. 637(m)).

__ (29) 52.219-32, Orders Issued Directly Under Small Business Reserves (Mar 2020) ( 15 U.S.C. 644(r)).

__ (30) 52.219-33, Nonmanufacturer Rule (Sep 2021) ( 15U.S.C. 637(a)(17)).

_X_ (31) 52.222-3, Convict Labor (Jun 2003) (E.O.11755).

__ (32) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Feb 2024).

_X_ (33) 52.222-21, Prohibition of Segregated Facilities (Apr 2015).

_X_ (34)

(i) 52.222-26, Equal Opportunity (Sep 2016) (E.O.11246).

__ (ii) Alternate I (Feb 1999) of 52.222-26.

_X_ (35)

(i) 52.222-35, Equal Opportunity for Veterans (Jun 2020) ( 38 U.S.C. 4212).

__ (ii) Alternate I (Jul 2014) of 52.222-35.

_X_ (36)

(i) 52.222-36, Equal Opportunity for Workers with Disabilities (Jun 2020) ( 29 U.S.C. 793).

__ (ii) Alternate I (Jul 2014) of 52.222-36.

_X_ (37) 52.222-37, Employment Reports on Veterans (Jun 2020) ( 38 U.S.C. 4212).

_X_ (38) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).

_X_ (39)

(i) 52.222-50, Combating Trafficking in Persons (Nov 2021) ( 22 U.S.C. chapter 78 and E.O. 13627).

__ (ii) Alternate I (Mar 2015) of 52.222-50 ( 22 U.S.C. chapter 78 and E.O. 13627).

__ (40) 52.222-54, Employment Eligibility Verification (May 2022) (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial products or commercial services as prescribed in FAR 22.1803.)

__ (41)

(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA–Designated Items (May 2008) ( 42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

__ (ii) Alternate I (May 2008) of 52.223-9 ( 42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

__ (42) 52.223-11, Ozone-Depleting Substances and High Global Warming Potential Hydrofluorocarbons (May 2024) ( 42 U.S.C. 7671, et seq.).

__ (43) 52.223-12, Maintenance, Service, Repair, or Disposal of Refrigeration Equipment and Air Conditioners (May 2024) ( 42 U.S.C. 7671, et seq.).

__ (44) 52.223-20, Aerosols (May 2024) ( 42 U.S.C. 7671, et seq.).

__ (45) 52.223-21, Foams (May 2024) ( 42 U.S.C. 7671, et seq.).

__ (46) 52.223-23, Sustainable Products and Services (May 2024) ( E.O. 14057, 7 U.S.C. 8102, 42 U.S.C. 6962, 42 U.S.C. 8259b, and 42 U.S.C. 7671l).

__ (47)

(i) 52.224-3 Privacy Training (Jan 2017) (5 U.S.C. 552 a).

__ (ii) Alternate I (Jan 2017) of 52.224-3.

__ (48)

(i) 52.225-1, Buy American-Supplies (Oct 2022) ( 41 U.S.C. chapter 83).

__ (ii) Alternate I (Oct 2022) of 52.225-1.

__ (49)

(i) 52.225-3, Buy American-Free Trade Agreements-Israeli Trade Act (NOV 2023) ( 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, 19 U.S.C. 3805 note, 19 U.S.C.