Combined Synopsis Solicitation - Maintenance for Video Tape Cleaner-Evaluator Machines.docx

Combined Synopsis Solicitation No. NARA-883103-26-Q-00020 Maintenance and Repair Services for Video Tape Cleaner/Evaluator Machines This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Revolutionary FAR Overhaul, 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-00020 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through the Revolutionary FAR Overhaul, Part 12, Acquisition of Commercial Products and Commercial Services, updated April 20, 2026. This is an unrestricted acquisition 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 to obtain bench tests, maintenance, repair, and calibration services for RTI video tape cleaner/evaluator machines. See Attachment 1, Performance Work Statement (PWS). PERIOD OF PERFORMANCE: The period of performance will consist of a base year and four option years. The following Revolutionary FAR Overhaul 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 (Base Year Plus Option Years) Ceiling Price will be used to determine the lowest price. The resultant contract will include FAR 52.217-8, Option to Extend Services. The Total Option Year IV Contract Ceiling Price will be divided in half and added to the Total Contract (Base Year Plus Option Years) Ceiling Price. The resultant contract will include FAR 52.217-9, Option to Extend the Term of the Contract (Mar 2000). The contract will be for a base year plus four, 12-month option years. The evaluated Total Contract (Base Year Plus Option Years) Ceiling Price will be determined by summing the Total Contract Ceiling Price of all performance years and half of the Option Year IV 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 services as detailed in the Performance Work Statement.

The Contracting Officer is not responsible for locating or obtaining any information not identified in the quotation. The Government reserves the right to make an award on the initial quotation without discussions of this procurement.

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 17, 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 12:00 p.m. eastern time on September 21, 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.

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

FOR

BENCH TESTS, MAINTENANCE, CLEANING, CALIBRATION

AND REPAIR SERVICES FOR

RTI VIDEO TAPE CLEANER/EVALUATOR MACHINES

1.0 General

1.1 Introduction

1.1.1 The mission of the National Archives and Records Administration (NARA) is to 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 the 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 Objective

1.2.1 Preservation Programs, Audio-Video Laboratory (RPXM), has a requirement for maintenance services for eight RTI video tape cleaner/evaluator machines. The RTI video tape cleaner/evaluator machines are currently in need of preventive maintenance, cleaning, calibration, and repair services to restore the machines to factory specifications and operation. This also includes providing cleaning accessories for each machine over the course of the performance period. This acquisition would allow for the preservation and access of video records held in NARA’s archival collection by RPXM and ensure that these machines are running at factory specification to safely clean and evaluate archival video records.

1.3 Scope of Work

1.3.1 The Contractor must provide on-site or off-site preventative maintenance, cleaning, calibration, and repair services to restore the RTI video tape cleaning/evaluator machines to factory specifications and operation. The Contractor must provide on-site services for immediate needs. The Contractor may provide off-site services for more complex repairs.

1.4 Background

1.4.1 The National Archives and Records Administration acquired the RTI video tape cleaner/evaluator machines decades ago. Since their purchase, these machines, located in the Audio-Video Lab at Archives II in College Park, MD, have never received professional service or maintenance. This history has led to varying operational states, with some machines functioning well and others being completely inoperable. RPXM's goal is to establish long-term maintenance and ensure the continued use of this obsolete equipment.

1.5 Type of Contract Contemplated

1.5.1 This will be a firm fixed price contract.

1.6 Period of Performance

1.6.1 The period of performance will be for a base year plus four option years.

1.7 Place of Performance

1.7.1 Onsite services must be performed at the following location. Machines must be picked up and dropped off at the following location:

National Archives and Records Administration 3301 Metzerott Road Room B740 College Park, MD 20740

Entrance for delivery will be via Metzerott Road.

1.7.2 Work must be undertaken during regular business hours, Monday through Friday, 8:00 a.m. – 4:00 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 Bench Tests

2.1.1 In each year of the contract, the Contractor must perform a bench test of all eight RTI video tape cleaning/evaluator machines to test and determine the operational and repair needs necessary to bring the machines to factory specifications and operation.

2.1.2 In the base year of the contract, the machines may be tested onsite or offsite. If offsite testing is necessary for the bench tests, the Contractor may remove all eight machines. The Contractor must be responsible for picking up all machines.

2.1.3 In the option years of the contract, the machines may be tested onsite or offsite. If offsite testing is necessary for the bench tests, the Contractor may remove only four machines at a time. Subsequent pickups can be made once machines are returned.

2.1.4 The Contractor must be responsible for all shipping charges and logistics. The Contractor must be responsible for any damage or loss incurred to machines while at the Contractor’s facility or in transit.

2.1.5 Pickup and drop off of machines and all onsite bench testing must be coordinated with the NARA COR.

2.1.6 Bench testing must be completed within 20 business days of the coordinated start date.

2.2 Base Year Repair and Maintenance

2.2.1 In the base year of the contract, the Contractor must perform repairs, following factory service/repair manual recommendations and, at a minimum, include:

· Replacement of worn/broken parts

· Rebuild motors and mechanical systems

· Rebuild/replace switches and other electronic and electrical systems and parts

· Final calibration to factory original specifications

· Does not include cosmetic details such as new painting and silk-screening

2.2.2 The NARA COR and staff will test the full functionality of the machines to determine if the repaired machines are operating to factory original specifications. The testing will be conducted within 7 business days after receiving the Contractor’s report of repairs completed.

2.2.3 Repair work shall be completed on all machines within 45 business days of the coordinated start date.

2.2.4 NARA’s acceptance is contingent on full functionality of serviced machines.

2.3 Onsite Preventative Maintenance, Repair, Cleaning, and Calibration in Option Years

2.3.1 In the option years of the contract, the Contractor must provide a minimum of one annual visit for preventative maintenance, repair, cleaning, and calibration. Additional visits may be requested by the NARA COR due to machine failure over the course of the contract.

2.3.2 The Contractor will be notified by the NARA COR to conduct preventive maintenance, repair, cleaning, and calibration on all eight machines.

2.3.3 Repair and maintenance services must be completed on a schedule mutually agreed upon by the NARA COR and Contractor.

2.3.4 Preventative maintenance, repair, cleaning, and calibration must be performed on all machines whether the machines are showing signs of disrepair or functioning correctly. This is to ensure that the machines are mechanically and electronically calibrated and operating to factory specifications.

2.3.5 Contractor shall perform preventive maintenance, repair, cleaning, and calibration following factory service/repair manual recommendations and, at a minimum, include:

- Cleaning

- Replacement of rollers and belts

- Check of brake torque

- Check of motors and tension regulators

- Control and operational check

- Check drive, torque, tape stability, power supplies, servos, etc.

- Alignment and calibration of the above

2.3.6 The Contractor must provide all parts, tools, and personnel necessary to perform maintenance and repair services.

2.3.7 Preventative maintenance, repair, cleaning, and calibration shall be completed on all machines within 30 business days of the coordinated start date.

2.3.8 The NARA COR and staff will evaluate the working condition of the video tape cleaning/evaluating machines.

2.3.9 The NARA COR and staff will test the full functionality of the machines. The testing will be conducted within 7 business days after receiving the Contractor’s bench test report.

3.0 Contractor Quality Assurance

3.1 Performance measures to assess the Contractor’s quality of work will include testing the full functionality of each machine after repairs/maintenance, monitoring the timeliness of responses, concise responses to inquiries, ability to communicate technical guidance, and customer service and interaction when troubleshooting via email, phone, or video conferencing.

4.0 Deliverables

4.1 The Contractor must submit a bench test report to the NARA COR within 10 business days after completion of evaluation. Bench Test Report must document all findings, required parts list for repairs, and an estimated date of final completion

4.2 The Contractor must submit an electronic report for each machine to the NARA COR outlining the completed repairs. The report must be submitted within 7 business days after completion of repair work.

4.3 The Contractor must submit a bench test report within 7 business days after completing preventative maintenance, repairs, cleaning, and calibration services in the option years of the contract.

5.0 Meetings

5.1 For all meetings, the Contractor will be responsible for providing meeting materials and administrative and facilitation support. Meetings will be conducted at either the National Archives and Records Administration located at 8601 Adelphi Road, College Park, MD 20740 or through an alternative method of communication (such as virtual meeting), as approved by the NARA COR and the Contractor.

5.2 Post-Award Kickoff Meeting

5.2.1 Within 15 business days of contract award, the Government will conduct a virtual post-award kickoff meeting. The meeting will be mutually agreed upon by the NARA COR and the Contractor.

5.3 Intermittent or AD HOC Project Status Reviews

5.3.1 At the sole discretion of the Government, intermittent project status reviews may be conducted on an informal basis (by telephone or virtual meeting) or in person at the National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740. The NARA COR will provide the Contractor with 10 days advance notice. The meeting will be mutually agreed upon by the NARA COR and the Contractor.

6.0 If, in accordance with FAR 52.242-15, Stop-Work Order, the Contractor is required to stop the work called for by this contract, the Contractor shall return all machines within five business days.

ATTACHMENT 2

SCHEDULE OF PRICES

Base Year – Months 1-12

Bench Test for Video Tape Cleaner/Evaluator Machines in accordance with Attachment 1, Performance Work Statement

Base Year Repair and Maintenance for Video Tape Cleaner/Evaluator Machines in accordance with Attachment 1, Performance Work Statement

Option Year I – Months 13-24

Bench Test for Video Tape Cleaner/Evaluator Machines in accordance with Attachment 1, Performance Work Statement

Preventative Maintenance, Repair, Cleaning, and Calibration for Video Tape Cleaner/Evaluator Machines in accordance with Attachment 1, Performance Work Statement

Option Year II – Months 25-36

Bench Test for Video Tape Cleaner/Evaluator Machines in accordance with Attachment 1, Performance Work Statement

Preventative Maintenance, Repair, Cleaning, and Calibration for Video Tape Cleaner/Evaluator Machines in accordance with Attachment 1, Performance Work Statement

Option Year III – Months 37-48

Bench Test for Video Tape Cleaner/Evaluator Machines in accordance with Attachment 1, Performance Work Statement

Preventative Maintenance, Repair, Cleaning, and Calibration for Video Tape Cleaner/Evaluator Machines in accordance with Attachment 1, Performance Work Statement

Option Year IV – Months 49-60

Bench Test for Video Tape Cleaner/Evaluator Machines in accordance with Attachment 1, Performance Work Statement

Preventative Maintenance, Repair, Cleaning, and Calibration for Video Tape Cleaner/Evaluator Machines in accordance with Attachment 1, Performance Work Statement

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

ATTACHMENT 3

RFQ INFORMATION SHEET

Contractor must complete all applicable information on this sheet and submit it with their quotation.

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 52.212-4

I. GOVERNMENT CONTRACT ADMINISTRATION

A. This contract 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 contract. Written communication to the Contract Specialist (CS) must make reference to the contract number and must be emailed or mailed with postage prepaid, to the above address.

C. Contracting Officer (CO):

Any BZ Warranted CO

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

D. Contracting Officer’s Representative (COR)

COR: TBD

Telephone:

Email:

II. 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 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.

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 52.232-33, 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 52.217-9 Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30-days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months.

52.212-2 Evaluation—Commercial Products and Commercial Services

(a) Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate offers: Lowest Price Technically Acceptable

(b) Options (if applicable). The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the Government to exercise the option(s).

(c) Notice of award. A written notice of award or acceptance of an offer furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

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.