Combined Synopsis Solicitation - Maintenance and Software Support for Box Making Machines.docx

Combined Synopsis Solicitation No. NARA-883103-26-Q-00047 Maintenance and Software Support for Box Making Machines This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.201-1, Simplified Procedures, 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-883103-26-Q-00047 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Regulation (FAR), Part 12, updated April 20, 2026. This is an unrestricted acquisition under NAICS 811310, Commercial and Industrial Machinery and Equipment (Except Automotive and Electric) 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 to obtain maintenance and software support services for two Box Making Machines. See Attachment 1, Performance Work Statement (PWS). PERIOD OF PERFORMANCE: The period of performance will be for one year. 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 (Deviation Date). EVALUATION: Evaluation and award will be in accordance with FAR 52.212-2, Evaluation – Commercial Products and Commercial Services (Deviation Date). 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 RFQ. For evaluation purposes, the Total Contract Ceiling Price will be used to determine the lowest price. The evaluated Total Contract Ceiling Price will be determined by summing the Total Contract Ceiling Price plus one half of the Total Contract Ceiling Price. Contractors must provide pricing (USD) for each CLIN using Attachment 2, Schedule of Prices. Failure to submit any of the required information and documentation with the quotation may result in rejection of the quotation. FAR 52.212-4, Terms and Conditions - Commercial Products and Commercial Services (Deviation Date) – see Attachment 4, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). Full text provisions and clauses can be found at https://www.acquisition.gov/far-overhaul.

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 Attachment 3 - RFQ Information Sheet Attachment 4 – Additional NARA Terms and Conditions Attachment 5 – FAR Clauses

Contractors must provide the following information with their quotation:

-Attachment 2, Schedule of Prices -Attachment 3, RFQ Information Sheet

- Contractors must provide proof of their ability to provide the maintenance services and software support services as detailed in the Performance Work Statement.

QUESTIONS: Questions regarding this RFQ must be submitted in writing to the Contract Specialist, Cynthia Jones, at cynthia.jones@nara.gov no later than 3:00 p.m. eastern time on September 16, 2026 to be considered. Questions submitted in any other manner will not be answered. The Government will answer questions or requests for clarification via a written RFQ amendment which will be posted on SAM.gov.

QUOTATION DUE DATE: Quotations must be received by 3:00 p.m. eastern time on September 17, 2026. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely. Contractors submitting via e-mail are cautioned to allow one extra business day for delivery and confirm receipt of quotation as the e-mail will need to pass through IT security. Quotations must be submitted to Contract Specialist, Cynthia Jones, at cynthia.jones@nara.gov.

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

FOR

PREVENTATIVE MAINTENANCE AND SOFTWARE SUPPORT SERVICES FOR

X5-1316T MINI GRAND PRO BOX MAKING MACHINES

1.0 General

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 Scope of Work

1.2.1 The Conservation Laboratory (RXC) has a requirement for preventative maintenance and software support for two X5-1316T Mini Grand Pro Box Making Machines.

1.3 Type of Contract Contemplated

1.3.1 This will be a firm fixed price contract.

1.4 Period of Performance

1.4.1 The period of performance for this contract will be one year.

1.5 Place of Performance

1.5.1 Maintenance must be performed at the following location:

National Archives and Records Administration 8601Adelphi Road College Park, MD 20740

1.5.2 Work must be undertaken during regular business hours, Monday through Friday, 9:00 a.m. – 5:00 p.m. eastern time, unless mutually agreed upon by the NARA Contracting Officer’s Representative (COR) and the Contractor.

Name: TBD Telephone:

Email:

2.0 Specific Requirements/Tasks

2.1 Annual Preventative Maintenance and Software Support

2.1.1 Contractor must provide onsite preventative maintenance for two X5-1316T Mini Grand Pro Box Making Machines. The machine serial numbers are:

· 1316TNKC171001

· 1316TNKC171002

2.1.2 Preventative maintenance must be coordinated with the NARA Contracting Officer’s Representative (COR).

2.1.3 Contractor must provide software support for KASEMAKE Software (two licenses)

· 3004 - NARA A11 1 V10 - 8900-0640-3207-1519-4266

· 3005 - NARA A11 2 V10 - 9334-0864-9036-7029-6263

2.1.4 Contractor must provide software support for KASECUT Software (two licenses)

· 5056 - NARA A11 K-CUT 1 V10 – 1318-8208-3499-8312-1337

· 5057 - NARA A11 K-CUT 2 V10 – 8507-3735-0435-9819-2496

2.1.5 Software support includes:

· Full 8-hour response cover in the event of any problem with the package.

· All upgrades included at no extra charge.

· Hot-line Telephone Software Support from AG/CAD Limited’s dedicated programming team.

· Remote login support on software.

· Emergency Callout Visits.

3.0 Contractor Quality Assurance

3.1 Performance measures to assess the Contractor’s quality of work will include:

· Responsiveness: Responds to questions within 3 business days.

· Quality (preventive maintenance): Technician provides complete answers to COR and conducts testing on the system that demonstrates that the Kasemake machines can effectively cut boxes for up to three designs.

4.0 Travel Expenses

4.1 Travel expenses will be paid. Travel must be approved in advance by the NARA COR. Travel must be conducted in accordance with Federal Travel Regulations.

ATTACHMENT 2

SCHEDULE OF PRICES

Base Year – Months 1 - 12

Preventative Maintenance Visit Covering Two X5-1316T Mini Grand Pro Box Making Machines

See Attachment 1, Performance Work Statement

Each

Software Support Covering Two KASEMAKE Software Licenses

Software Support Covering Two KASECUT Software Licenses

Travel Expenses for CLIN 0001 Preventative Maintenance Visit

Note: Travel must be conducted in accordance with Federal Travel Regulations

NARA will evaluate submitted pricing in accordance with FAR52.217-5.

ATTACHMENT 3

RFQ INFORMATION SHEET

Contractors 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 the order.

Specific Terms, Conditions, and Administrative information

PAYMENT TERMS: _________________________________________________

DELIVERY DATE: _____________________________________________________

WARRANTY INFORMATION: ___________________________________________

NAME AND ADDRESS OF QUOTER:

TELEPHONE NO (INCLUDE AREA CODE): __________________________

E-MAIL ADDRESS: ___________________________________________________

ENROLLED IN SYSTEM FOR AWARD MANAGEMENT? Yes____ No____

CAGE CODE NUMBER: _____________________________________________

UNIQUE ENTITY ID: ________________________________________________

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 Acquisitions Division, BZ 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) (July 2020)

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 Products and Commercial Services, 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: Invoices shall be submitted after Government’s acceptance of all deliverables. The invoice shall contain information required by FAR 52.212-4(g).

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 submit 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 at

(866) 973-3131.

IV. REIMBURSEMENT OF TRAVEL COSTS

A. The Government shall reimburse the Contractor for non-local travel costs only in support of this effort upon the Contractor’s submission of an invoice in accordance with the contract’s “Invoice Submission Requirements" clause.

B. Local Travel. The cost of local travel, meal, and/or incidental expenses will not be reimbursed for Contractor performance within a 60-mile radius of contractor’s location in reference to work site or if the contractor or personnel is located within a 60-mile radius of Washington, DC.

C. Non-Local Travel. Areas of travel, the Contractor must travel to in order to support this effort outside of a 60-mile radius stipulated in paragraph b, Local Travel above.

D. Requests for travel related to this effort must be submitted to the NARA COR or Contract Specialist in writing for approval prior to travel. The Contractor must receive prior written approval by the NARA COR or Contract Specialist before engaging in non-local travel to support this effort.

E. All non-local travel must be performed in accordance with Federal Travel Regulations (FTR). Reimbursement of non-local travel costs shall be limited to reasonable coach airfare rates and Federal Travel Directory per diem and car rentals, as applicable, in effect for the area at the time of the travel.

F. No handling charges, indirect costs, profit, or fee shall be reimbursed for the non-local travel costs.

G. The Contractor shall notify the NARA COR in the event that travel costs are expected to exceed the not to exceed (NTE) price set aside for each performance period. The Contracting Officer must approve any change in the NTE travel price.

ATTACHMENT 5

FAR CLAUSES

I. IMPORTANT INFORMATION FOR CONTRACTORS: Depending on the final results of the award, the resulting contract from this solicitation will include some or all of the following FAR clauses. The full text of clauses can be found at https://www.acquisition.gov/far-overhaul.

FAR 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023)

FAR 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017)

FAR 52.204-7, System for Award Management – Registration (Deviation Date)

FAR 52.204-13, System for Award Management – Maintenance (Deviation Date)

FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded (Deviation Date)

FAR 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Deviation Date)

FAR 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services (Deviation Date)

FAR 52.212-2, Evaluation – Commercial Products and Commercial Services (Deviation Date)

FAR 52.212-4, Terms and Conditions – Commercial Products and Commercial Services (Deviation Date)

FAR 52.222-36, Equal Opportunity for Workers with Disabilities (Deviation Date)

FAR 52.222-50, Combatting Trafficking in Persons (Deviation Date)

FAR 52.222- 90, Addressing DEI Discrimination by Federal Contractors (Deviation Date)

FAR 52.226-8, Encouraging Contract Policies to Ban Text Massaging While Driving (May 2024)

FAR 52.227-14, Rights in Data-General (May 2014)

FAR 52.232-33, Payment by Electronic Funds Transfer-System for Award (Oct 2018)

FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) FAR 52.233-3, Protest After Award (Deviation Date)

FAR 52.233-4, Applicable Law for Breach of Contract Claim (Deviation Date)

FAR 52.240-90, Security Prohibitions and Exclusions Representations and Certifications (Deviation Date)

FAR 52.240-91, Security Prohibitions and Exclusions (Deviation Date)

FAR 52.215-5 Evaluation of Options (Apr 2026) Except when it is determined in accordance with FAR 17.202(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).

FAR 52.217-8 Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

FAR 52.242-15 Stop-Work Order (Aug 1989)

(a) The Contracting Officer may, at any time, by written order to the Contractor, require the Contractor to stop all, or any part, of the work called for by this contract for a period of 90 days after the order is delivered to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified as a stop-work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage. Within a period of 90 days after a stop-work is delivered to the Contractor, or within any extension of that period to which the parties shall have agreed, the Contracting Officer shall either—

(1) Cancel the stop-work order; or

(2) Terminate the work covered by the order as provided in the Default, or the Termination for Convenience of the Government, clause of this contract.

(b) If a stop-work order issued under this clause is canceled or the period of the order or any extension thereof expires, the Contractor shall resume work. The Contracting Officer shall make an equitable adjustment in the delivery schedule or contract price, or both, and the contract shall be modified, in writing, accordingly, if—

(1) The stop-work order results in an increase in the time required for, or in the Contractor’s cost properly allocable to, the performance of any part of this contract; and

(2) The Contractor asserts its right to the adjustment within 30 days after the end of the period of work stoppage; provided, that, if the Contracting Officer decides the facts justify the action, the Contracting Officer may receive and act upon the claim submitted at any time before final payment under this contract.

(c) If a stop-work order is not canceled and the work covered by the order is terminated for the convenience of the Government, the Contracting Officer shall allow reasonable costs resulting from the stop-work order in arriving at the termination settlement.

(d) If a stop-work order is not canceled and the work covered by the order is terminated for default, the Contracting Officer shall allow, by equitable adjustment or otherwise, reasonable costs resulting from the stop-work order.

Stop Work Cancellation

The Contractor is required to report to work and resume full contract performance within 6 hours of receiving notifications of the stop work cancellation unless otherwise instructed by the Contracting Officer and/or the Contracting Officer’s Representative.

FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/far-overhaul.

FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/far-overhaul.