RFQ CMH Mail Tracking System.pdf

Request for Quote (RFQ)

Title of Requirement : Mail Tracking System and Maintenance for DFAS Columbus, OH

ISSUED BY:

Point of Contact: George L. Kusko DFAS Contract Services Directorate 3990 E. Broad Street Bldg. 21, Room 2B219 Columbus, OH 43213-1152 Phone Number: 614-701-2768 Fax Number: 614-701-2918 e-mail address: George.Kusko@dfas.mil

Furnish quotes to this POC on or before the closing time of 2:00 p.m. Eastern on September 4, 2012 .

Facsimile and e-mail quotes are acceptable and pref erred .

The contract type is : The Government intends to award a single order that will contain Firm Fixed-Price (FFP) CLINs.

Requirement: The intent of the Agency is to procure a Mail Tracking System with associated maintenance, and the purchase is being made pursuant to FAR 52.211-6, Brand Name or Equal. The requirement is for a Neopost NeoTrak system and associated maintenance or products and services that meet all of the salient features identified below:

DFAS Columbus Mail Tracking System and Maintenance Specifications

Salient Features:

1. Mail Tracking Software, with single license, that is compatible with Windows 7 operating system.

2. Five (5) portable signature capture scanners with docking stations.

3. Software license for each (5) portable signature capture scanner.

4. Software system compatible with Hasler Label Printer Zebra LP 2844, or

5. Label printer (not required if brand name.)

6. The new database must be compatible with and able to import the historical data that is in the current Neopost Smart Track database.

7. Shall include installation and one time training for mailroom employees.

EQUIPMENT MAINTENANCE:

Extended maintenance plan to include parts, labor and travel for portable signature scanners and label printer.

Base Year Plus 3 Option Years.

SOFTWARE MAINTENANCE:

Provide all upgrades to software.

Base Year Plus 3 Option Years.

Anticipated Delivery Schedule: Within 14 days after award.

mailto:George.Kusko@dfas.mil

Additional Requirements:

For any quotes based on supplying an equivalent item, the offeror must :

• Clearly identify the item by brand name and make and/or model number

• Supply descriptive literature

• Clearly describe any modification that will be made by the offeror to make the item conform to the required specifications

The contractor shall accomplish all requirements to meet the completeness, quality, and degree of professionalism to comply with the requirements set forth within these specifications. It is the Contractor’s responsibility to maintain active status within the System for Award Management (SAM) to insure prompt payment.

Basis for Selection: The Government will award to the contractor whose quote provides the lowest total price and meets all of the technical requirements.

Basis for Determining Technical Qualification - You must return the attached Technical Certification. Failure to return the attached Technical Certification will result in your quote not being considered for award.

Please provide pricing in the following or similar format:

Item Requirement Quantity Unit Unit Price Total

Provide and deliver a Mail Tracking System to DFAS Columbus in accordance with attached specifications. 1 EA

Provide Equipment Maintenance in accordance with attached specifications. 12 MO

Provide Software Maintenance in accordance with attached specifications. 1 EA

Option Year 1 - Provide Equipment Maintenance in accordance with attached specifications. 12 MO

Option Year 1 - Provide Software Maintenance in accordance with attached specifications.

EA

Option Year 2 - Provide Equipment Maintenance in

Option Year 2 - Provide Software Maintenance in accordance

Option Year 3 - Provide Equipment Maintenance in

Option Year 3 - Provide Software Maintenance in accordance

Vendor shall invoice monthly or quarterly in arrear s for Equipment Maintenance (CLINs 0002, 0004, 0006 and 0008.)

Contractor Information (provide all items):

• CAGE: _____________

• Taxpayer Identification Number (TIN): _____________________

• Point-of-Contact (POC): __________________________________ o POC Phone: _____________________ o POC email: ______________________

Special Provisions/Clauses :

o 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards

(AUG 2012)

o 52.211-6 Brand Name or Equal (AUG 1999) o 252.203-7000 Requirements Relating to Compensation of Former DoD Officials (JAN 2009) o 252.203-7002 Requirement to Inform Employees of Whistleblower Rights (JAN 2009) o 252.204-7004 Alt A Central Contractor Registration (52.204-7) Alternate A (SEP 2007) o 252.212-7001 (Dev) Contract Terms and Conditions Required to Implement Statutes or

Executive Orders Applicable to Defense Acquisitions of Commercial Items (Deviation)

(SEP 2008)

o 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports

(MAR 2008)

o 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 the period of up to 14 days prior to contract expiration.

(End of Clause) o 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 the period of up to 14 days prior to contract expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 15 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 4 years.

o 52.232-99, Providing Accelerated Payment to Small Business Subcontractors

(DEVIATION 2012-O0014) (August 2012)

This clause implements the temporary policy provided by OMB Policy Memorandum M-12-16, Providing Prompt Payment to Small Business Subcontractors, dated July 11, 2012.

(a) Upon receipt of accelerated payments from the Government, the contractor is required to make accelerated payments to small business subcontractors to the maximum extent practicable after receipt of a proper invoice and all proper documentation from the small business subcontractor.

(b) Include the substance of this clause, including this paragraph (b), in all subcontracts with small business concerns.

(c) The acceleration of payments under this clause does not provide any new rights under the

Prompt Payment Act.

o 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 19 98)

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): http://farsite.hill.af.mil.

(End of clause) o 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (APR 198 4)

(a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.

(b) The use in this solicitation or contract of any FARS and DFARS (CHAP 1 and 2) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

o 252.201-7000 Contracting Officer's Representative (DEC 1991)

(a) Definition. “Contracting officer's representative” means an individual designated in accordance with subsection 201.602-2 of the Defense Federal Acquisition Regulation Supplement and authorized in writing by the contracting officer to perform specific technical or administrative functions.

(b) If the Contracting Officer designates a contracting officer's representative (COR), the Contractor will receive a copy of the written designation. It will specify the extent of the COR's authority to act on behalf of the contracting officer. The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract.

o 252.204-7006 BILLING INSTRUCTIONS (OCT 2005)

When submitting a request for payment, the Contractor shall—

(a) Identify the contract line item(s) on the payment request that reasonably reflect contract work performance; and

(b) Separately identify a payment amount for each contract line item included in the payment request.

http://farsite.hill.af.mil/ o DFAS 52.223-9000 “ENVIRONMENTALLY PREFERABLE PROD UCTS” (June 2012)

The Environmentally Preferable Products clause is included in this contract to articulate the Government’s policies on Green Contracting. FAR 23.403 sets forth the Federal Government’s policy to acquire items composed of the highest percentage of recycled-content practical, in a cost effective manner while still obtaining other contracting goals. Recycled-content products are identified in the Environmental Protection Agency’s Comprehensive Procurement Guidelines (CPGs). The United States Department of Agriculture (USDA) will be producing a similar list which designates Bio-based products. EPA guideline items (and USDA designated bio-based products, when designated) are seen as the minimum that should be considered when evaluating environmentally preferable materials. Other environmentally preferable materials and products not listed, but commonly used in industry outside of the Government, should also be considered.

Executive Order 13423 (January 24, 2007) required federal agencies to use sustainable environmental practices, including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products. Moreover, it required that paper of at least 30 percent post-consumer fiber content must be acquired or used in Agency acquisitions of goods and services.

Executive Order 13514 (October 5, 2009), required federal agencies to analyze internal processes and revise reporting requirements in order to achieve such results as improvement of water use and efficiency, promoting pollution prevention and elimination of waste. But more particularly as related to procurement, an emphasis was placed on efforts to advance sustainable acquisitions to ensure that 95 percent of new contract actions including task and delivery orders, for products and services with the exception of acquisition of weapon systems, are energy-efficient (Energy Star or Federal Energy Management Program (FEMP) designated), water-efficient, bio-based, environmentally preferable (e.g., Electronic Product Environmental Assessment Tool (EPEAT) certified), non-ozone depleting, contain recycled content, or are non-toxic or less-toxic alternatives, where such products and services meet agency performance requirements.

§ 1. Mandatory Use of Paper and Other Products with Recy cled Content .

(a) All paper utilized in the performance of this contract must be of at least 30 percent post-consumer fiber content.

(b) The contractor, by responding to this solicitation, affirmatively acknowledges that it will, to the maximum extent practicable, use sustainable environmental practices including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products in the performance of this contract that meet the recycled-content recommendations for EPA designated items, which are found at http://www.epa.gov/epaoswer/non-hw/procure/products.htm. In addition, by responding to this solicitation the contractor is certifying the deliverables required under this contract shall meet the recycled-content recommendations for EPA designated items.

§ 2 Notice of Green Alternatives in Offerors’ Product/S ervice .

(a) When offering a product or service that contains “Green” components as that term is defined at http://www.epa.gov/epaoswer/non-hw/procure/products.htm, the contractor shall make the Contracting Officer aware of such facts in the submission of their quote or proposal.

(b) The contractor, when appropriate, shall comply with FAR Clause 52.223-9 Estimate of Percentage of Recovered Material Content for EPA Designated Products.

http://www.epa.gov/epaoswer/non-hw/procure/products.htm http://www.epa.gov/epaoswer/non-hw/procure/products.htm

§ 3 Affirmative Duty of Contractors to Adhere to Green Contracting Policy .

(a) Whenever practicable, the Contractor has an affirmative duty to examine its packaging to eliminate or reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable material for non-recyclable material in packaging.

(b) Whenever practicable, the Contractor has an affirmative duty to find other materials utilized in the delivery of services under this contract and examine whether it can reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable materials for non-recyclable materials of items consumed in the furnishing of their services.

(END OF CLAUSE)

o DFARS 252.232-7006 “WIDE AREA WORKFLOW PAYMENT INS TRUCTIONS” (JUN 2012)

(a) Definitions. As used in this clause—

“Department of Defense Activity Address Code (DoDAAC)” is a six position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

(b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall—

(1) Have a designated electronic business point of contact in the Central Contractor Registration at https://www.acquisition.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web- Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order:

(1) Document type. The Contractor shall use the following document type(s).

(Contracting Officer: Insert applicable document type(s).

Note: If a “Combo” document type is identified but not supportable by the Contractor’s business systems, an “Invoice” (stand-alone) and “Receiving Report” (stand-alone) document type may be used instead.)

http://www.acq.osd.mil/dpap/dars/dfars/html/current/252232.htm https://www.acquisition.gov/ https://wawf.eb.mil/ https://wawf.eb.mil/

(2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer.

(Contracting Officer: Insert inspection and acceptance locations or “Not applicable.”)

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table*

Field Name in WAWF Data to be entered in WAWF

Pay Official DoDAAC

Issue By DoDAAC

Admin DoDAAC

Inspect By DoDAAC

Ship To Code

Ship From Code

Mark For Code

Service Approver (DoDAAC)

Service Acceptor (DoDAAC)

Accept at Other DoDAAC

LPO DoDAAC

DCAA Auditor DoDAAC

Other DoDAAC(s)

(*Contracting Officer: Insert applicable DoDAAC information or “See schedule” if multiple ship to/acceptance locations apply, or “Not applicable.”)

(4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request.

(5) WAWF email notifications. The Contractor shall enter the e-mail address identified below in the “Send Additional Email Notifications” field of WAWF once a document is submitted in the system.

(Contracting Officer: Insert applicable email addresses or “Not applicable.”)

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity’s WAWF point of contact.

(Contracting Officer: Insert applicable information or “Not applicable.”)

(2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988.