RFQ1019016TRS.docx

Section B

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in federal Acquisition Regulation (FAR) Subpart 12.6 as supplement with additional information included in this notice. This procurement is being conducted under FAR Part 13, Simplified Acquisition Procedures; FAR Part 12, Acquisition of Commercial Items (Title VII of the Federal Acquisition Streaming Act of 1994 (Public Law 103-355) and Part 37.1, Service Contracts-General. This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. The Billings Area Indian Health Service (IHS) intends to award a Fixed-Price contract in response to Request for Quotation (RFQ) 10-19-016-TRS

The solicitation is set aside 100% small business. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01. The associated North American Industry Classification System code is 532420 and the small business size standard is $32.5 million.

B.1 PRICE SCHEDULE: Lease of five copiers and service agreement.

BASE YEAR: MAY 1, 2019 – APRIL 30, 2020

OPTION YEAR (1) ONE: MAY 1, 2020 – APRIL 30, 2021

OPTION YEAR (2) TWO: MAY 1, 2021 – APRIL 30, 2022

GRAND TOTAL: ……………………………. $_______________________

****Tentative start date is May 1, 2019 but will be contingent upon award date.

B.2 PERIOD OF PERFORMACE:

Performance of this order shall be from May 1, 2019 through April 30, 2020, with two 12-month options.

If the Government exercises the options pursuant to Federal Acquisition Regulation (FAR) 52.217-9, Option to Extend the Term of the Contract (MAR 2000) the period of performance shall be extended in accordance with the following schedule:

B.3 PURPOSE:

The Billings Area Office, Indian Health Service is looking to replace their outdated multifunction copiers. The contractor shall provide the lease of five (5) color, multifunction device (MFD) Canon imageRunner Advance C5255 OR EQUAL with service agreement for a period of three (3) years – base year plus two option years for the Billings Area Office, Indian Health Service, Billings, Montana 59107.

B.4 STATEMENT OF WORK:

The contractor shall furnish new equipment (no refurbished equipment) and shall keep the equipment in good working order for the duration of the contract. Unless otherwise stated in the contract, the contractor will have the risk of loss or damage to the contractor-owned equipment and software for the duration the lease due to equipment malfunctions, damages resulting from contractor maintenance/service/relocation, and damages or loss due to events (natural or man-made) beyond the control of the government.

Estimated print volumes per month/per copier: 7,000 black and white (B&W) and 3,000 color. Overages will be charged for B&W copies starting at 7,001 and color copies at 3,001.

B.5 REQUIREMENTS:

The multifunction copiers will be Canon imageRUNNER Advance C5255 OR EQUAL and be able to provide the requirements below:

· Print resolution of no less than 1,200 x 1,200 dpi is required to meet the productivity and quality needs of the Departments and a copy resolution of no less than 600 x 600 dpi.

· Copier memory – minimum 1GB RAM.

· Standard Power Requirement: 120v, 60Hz 20AMP.

· Support IPv6 for enhanced network infrastructure management.

· Confidential Mailboxes: unit must have 100 mailboxes (approximately 20,000 pages total capacity) for confidential printing applications. Unit must also have secure printing capability.

· Data erase kit must be standard without the need for external SD card.

· 3x HDD Overwrite at end of life.

· One touch scan destinations: email, network share

· Secure fax release, secure print release.

· 2 and 3 hole punch without slowing down the speed of the machine.

· Super G3 fax line.

· Must surrender Hard Drives to authorized Indian Health Service IT personnel at the end of lease.

· 508 accessible and provide VPTA document.

· Network accessible; security, printing, scanning and faxing.

· Warranty

· Provide training on copier

· SUPPLIES WILL INCLUDE: staples, waste toners and black, cyan, magenta and yellow toners

B.6 MAINTENANCE:

· Maintenance shall be performed by manufacturer certified trained technicians.

· Contractor shall provide on-site copier maintenance to include but not limited to preventative and repair (remedial) services, all labor, travel, transportation, parts and components, test equipment, maintenance materials, toner, tools, drums, and any additional parts required for maintaining copier operations.

· Materials and parts include but not limited to toner, drums and any other parts required for maintaining copier operations.

· In the event copiers are unusable due to maintenance for more than 72 hours three or more times within 90 days, the copier will be replaced within 30 days of the initial service call for the third such episode by the Contractor at no additional cost.

· Contractor shall provide a Customer Service Desk staffed Monday through Friday 8:00 a.m. to 5:00 p.m. (Mountain Standard Time) except for Federal Holidays. Answering Machines and/or Answering Services are acceptable as long as a customer service representative is available during the above business hours.

· Response Time: Contractor shall provide a certified service technician on-site to commence repairs within 24 hours of the telephone request. Service must be completed between 8:00 a.m. and 4:30 p.m. In the event the technician is not able to complete the repairs during the initial visit to the site, the Government user will be notified of the reason for not completing the work. The technician shall disable the equipment to prevent further use and/or possible damage until repairs can be completed.

B.7 OPERATING HOURS: Contractor personnel are expected to be available during normal operating hours. The normal duty hours are 8:00 AM to 5:00 PM, with the exception of Federal Government holidays.

B.8 GOVERNMENT HOLIDAYS: The following Government holidays are normally observed by Government personnel: New Year’s Day, Martin Luther King’s Birthday, Washington’s Birthday/President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day designated by Federal Statute, Executive Order, and/or Presidential Proclamation. Also included would be any day specifically declared by the President of the United States of America as a federal holiday.

B.9 DELIVERY: Delivery shall be completed 30 days from date of award.

B.10 CONTRACTING OFFICER AUTHORITY:

Authority to negotiate changes in the terms, conditions, or amounts cited in this contract is reserved to the Contracting Officer.

B.11 CONTRACTING OFFICER’S REPRESENTATIVE (COR):

The COR shall be responsible for:

(1) Monitoring the Contractor’s technical progress, including surveillance and assessment of performance and recommending technical changes;

(2) Interpreting the Statement of Work;

(3) Technical evaluation as required;

(4) Technical inspections and acceptance; and

(5) Assisting the Contractor in the resolution of technical problems encountered during performance of the delivery order.

B.12 INVOICE SUBMISSION AND PAYMENT:

a. The Contractor shall submit its original invoice to:

Billings Area Indian Health Service 2900 Fourth Avenue North, Suite 406 Billings, Montana 59107.

b. The Contractor agrees to include the following information on each invoice:

1. Contractor’s name, address and telephone number;

2. Purchase Order number;

3. Invoice number and date;

4. Description, quantity, unit of measure, and unit price.

5. Dates of Delivery

6. Remit to address

7. Machine (MFD) Serial Number

Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107.

SECTION C – CONTRACT CLAUSES & PROVISIONS

PART I – CLAUSES

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(s):

https://www.acquisition.gov/

2.217-8 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.

(End of Clause)

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 five (5) years.

(End of Clause)

DEPARTMENT OF HEALTH & HUMAN SERVICES ACQUISITION REGULATION

(HHSAR) CLAUSES

Opportunity Investigations

Accessibility Notice

PART II – PROVISIONS

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

This solicitation incorporates one or more 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 sections that must be completed by the offeror and submitted with its quotation or offer. Also, the full text of a provision may be accessed electronically at this address: https://www.acquisition.gov/

FAR 52.212-2EVALUATION – COMMERCIAL ITEMS (Jan 1999): (a) 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.

This acquisition will be conducted on a lowest price, technically acceptable basis. IHS will be awarding one (1) firm-fixed price contract based on lowest price technically acceptable to the responsible Offeror whose offer conforms to the solicitation. The Government reserves the right to not make an award, if in the opinion of the Government the submission would not provide satisfactory performance at a price that is considered fair and reasonable and/or economically feasible. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic award. Evaluation of options shall not obligate the Government to exercise the options.

QUESTIONS:

Deadline for submitting questions in response to RFQ1019016TRS will be April 3, 2019 by 12:00 p.m. MST. Questions submitted shall be sent to Tanya.Schwab@ihs.gov and to Mitzi Horn at Mitzi.Horn@ihs.gov. Responses to all questions will be posted to FBO by April 5, 2019.

PROPOSAL SUBMISSION INSTRUCTIONS:

At a minimum, offers must show the following: (1) The solicitation number (2) Time specified in the solicitation for receipt of offers (3) The name, address, and telephone number of the offeror (4) Technical proposal that includes a description of the items being offered in sufficient detail to evaluate compliance with the requirements of the solicitation (5) Attachment B.1 – Price Schedule Worksheet and (6) SF-18.

All responsible offerors may submit a proposal, which shall be considered by the Agency. Offers shall be submitted to the Billings Area Indian Health Service, 2900 Fourth Avenue North, Room 404, Billings, Montana 59101, no later than 5:00 p.m. MST, April 12, 2019. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your company's name and address. Offers will also be accepted by e-mail at Tanya.schwab@ihs.gov. The subject line must specify RFQ1019016TRS/your company name. Submit proposals as one file. If more than one file is required, please indicate how many attachments are included. File size should be no more than 10 megabytes (MB).

Contractors intending to conduct business with the Federal Government must be registered with the System for Award Management (SAM). SAM is the primary Government repository, which retains information on Government contractors. You may register via the internet at https://www/sam.gov or by calling (866) 606.8220.

ACCEPTANCE PERIOD: Your proposal must stipulate that it is predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 90 days from the date of receipt by the Government.