FBO_Award_Notice_Minton_Capehart_FB.docx

Award Notice Information

1. eBuy RFQ Number (RFQ ): RFQ1392958

1. RFQ Title: Print Management Program Copiers and Full Maintenance Services

1. Contract Award Date: 9/13/2019

2. Signed on Date in EASi: 9/13/2019

1. Contract award number: 47HAA019F0317

1. Contract Award Amount: $3,079.80

1. Total dollar value (base + options): $15,399.00

1. eBuy RFQ: Attached

1. Awarded Vendor’s Name: Omni Business Systems

1. Primary Government point of contact (POC): Jeffrey Jones

1. Archiving instructions: 15 days

1. Survey Link - Survey Link: https://feedback.gsa.gov/jfe/form/SV_8BN7MMha0Agi8rr

REQUEST FOR QUOTE (RFQ)

& STATEMENT OF WORK

FEDERAL SUPPLY SCHEDULE GROUP 36

OFFICE IMAGING AND DOCUMENT SOLUTIONS

Special Item Number 51 58A Operating Lease Plan For Copier Print Management Program Copiers and Full Maintenance Services Post Date: 8/30/2019 Due Date 9/5/2019 @ 2 PM EST Ebuy RFQ No.: RFQ1392958

1.0 PURPOSE

The Office of Internal Acquisition seeks a Request for Quote (RFQ) for Copier Leasing and Full Maintenance services utilizing the Federal Supply Schedule FSC Group 36, SIN 51 58A - Office Imaging and Document Solutions Products and Services. One (1) new multi-functional copier device is requested for the Indianapolis, IN location. This multi-functional device will serve 5 users in that office. The Minton - Capehart Federal Building requires delivery and installation of the new multi - functional device no later than 30 days after receipt of order.

All equipment shall be new and perform in accordance with the manufacturer's specification sheets. The definition of new equipment is the latest model of regular stock product and in production at the time of award, and equipment shall not be remanufactured, reconditioned, showroom demonstrators, or otherwise used. If additional equipment is needed within the offices prior to the expiration of the contract, any new equipment will be provided at the existing contract price for the awarded category.

The Contractor’s recommendation for proposed equipment shall take into consideration the needs of the Indianapolis, IN location and volume range. Following the task order award, alterations in product manufacturing fabrication or delivery of substitute models will require prior written approval by the Indianapolis, IN Field Office. If, at a later date, the manufacturer discontinues the equipment awarded in a category, the Contractor will be allowed to substitute another model meeting or exceeding specifications in the awarded category at the same price.

2.0 REQUIREMENT:

The GSA office is seeking to Lease One (1) Copier with full maintenance services under a lease arrangement for a five year period with one base year and four 12-month options, contingent upon availability of funds. The monthly lease rate shall include full maintenance service. The required specifications and features are described below.

The equipment shall provide printed products (copies, etc.) of acceptable quality on the various types of papers normally used for photocopying purposes in an office environment. All units shall produce Letter (8.5” x 11”), Legal (8.5” x 14), and Tabloid (11” x 17”) size photocopies.

Consumable supplies: The Maintenance Plan shall be a supply-inclusive contract, in that it must include all toner, parts, labor, and preventative maintenance calls. Contractor is required to include the cost of supplies inclusive of staples and other consumable supplies (i.e. toner) in the quoted monthly price. Paper shall be supplied by the Indianapolis, IN office and is NOT to be included in the Maintenance Plan contract. Contractor shall provide shipping and handling of all included consumables at no charge.

Early Termination Ceiling Charges: In accordance with GSA MAS Schedule requirements the Contractor and the Ordering Agency shall establish a Termination Ceiling amount to be annotated on the purchase order. The termination ceiling charge schedule shall be submitted with the RFQ.

Minimum Copier Specifications

3.0 CONTRACT TYPE: The Contract Type is Firm Fixed Price (FFP).

4.0 PERIOD OF PERFORMANCE: One (1) Base year and four (4) twelve (12) month option years

5.0 ADMINISTRATION: All questions regarding this RFQ shall be submitted in writing via email to the Contracting Officer (CO). All questions & answers will be posted to Ebuy. All questions are due no later than 09/03/2019 @ 10:00 AM EST.

GSA/OAS/OIA

Bonnie Impastato 1800 F Street, NW Washington, DC 20405 Email: bonnie.impastato@gsa.gov

6.0 DELIVERY/INSTALLATION:

Delivery/Installation shall be made no later than 30 days after receipt of order unless otherwise specified. All participants are advised to offer the best delivery time as it is critical. Actual delivery time shall be coordinated between the Contractor and the Ordering Agency. The Contractor shall notify the Customer and the Contracting Officer three (3) days prior to delivery to coordinate and schedule a date, time and any other install (configuration) or delivery factors prior to delivery.

All prices shall include installation of equipment, consumable supplies and training. The Contractor shall provide training to adequately instruct personnel in the use of equipment throughout the term of the agreement. Training shall also include orientation with the staff assisting with network setup at no charge. A manual or manuals containing operating and service instructions for the equipment shall be delivered with each unit. Necessary warnings and safety precautions should be included.

NOTE: GSA NEEDS TO VERIFY THAT PROPOSED EQUIPMENT IS COMPATIBLE WITH OUR NETWORK BEFORE ACCEPTANCE.

7.0 DELIVERY ADDRESS: The delivery address is as follows:

Delivery Address: 575 N. Pennsylvania Street, Indianapolis, IN 46204

Point of Contact (POC): Jeff Jones

8.0 FULL SERVICE MAINTENANCE:

During the term of the lease the Contractor shall provide both remedial and preventative service for all units, the cost for such being included in the quoted monthly Maintenance Plan prices. The Contractor will provide on-call remedial service, including replacement of all unserviceable parts. Service shall include repair parts, training, equipment, accessories, and all consumables, except copying paper, transparency films, and staples. Maintenance terms and conditions offered shall be equal to or better than terms already established under the Multiple Award Schedule (MAS).

The Contractor shall provide preventative service based upon the manufacturer's recommended schedule, including lubrication, necessary equipment adjustments and replacement of all unserviceable parts.

Service response for service repair calls shall be same day, and shall be performed during normal working hours, 8:00 A.M. to 4:00 P.M., Monday - Friday. The contact number to schedule service calls at the Minton - Capehart Federal Building is 317-226-6234. Fully trained and qualified technicians shall perform all maintenance services and shall be on-site prepared to accomplish repairs within the required response time.

9.0 TRAINING

Proper training shall be conducted in accordance with the terms of the MAS Schedule Contract and no later than five business days after the installation.

10.0 INSTRUCTIONS TO OFFERORS

Submission of Quotes: All quotes shall be submitted electronically through the GSA E-Buy portal and to the attention of the Contracting Officer on or before 09/05/2019 @ 2:00 pm EST.

***If the quote is not submitted through the E-Buy portal, it will be considered NON-RESPONSIVE and no further consideration will be made. All pricing must be clear and concise. Please provide total pricing breakdown on all quotes.***

All offerors shall submit a price quote for the copier Operating Lease services as described in the RFQ/SOW. Each quote shall provide the monthly rate with full maintenance services to include the bottom/fully burdened price for each year (Base and four option years). All pricing shall be equal to or less than the Operating Lease rates already established under the Multiple Award Schedule (MAS). All price quotes shall be timely, accurate, complete, and remain valid for ninety days.

All price quotes must include the following information:

· Dated

· Multiple Award Schedule Contract Number

· GSA Delivery Address

· Request For Quote Number

· Quote must represent the final pricing including, additional fees, discounts, rebate and copiers for monthly lease rate.

· Current GSA Federal Supply Schedule Pricelist (Displaying products offered under SIN 51 58A Operating Lease)

11.0 Early Termination Ceiling Charges

In accordance with GSA MAS Schedule requirements the Contractor and the Ordering Agency shall establish a Termination Ceiling amount to be annotated on the purchase order. The termination ceiling charge schedule shall be submitted with the RFQ.

12.0 GENERAL REQUIREMENTS

12.1 System for Award Management (SAM)

System for Award Management (SAM) is the required Federal database that every vendor must be registered to conduct business with the government. For registration information call 877-252-2700 or go to www.sam.gov. All vendors shall submit a copy of their most current SAM report containing their current DUNS Number and CAGE code. Also include your company’s Tax Identification Number on the quote.

All Terms and Conditions of the Contractor’s GSA Schedule Contract are applicable to this order.

12.2 Hard Drive and Toner Cartridges Disposal

a. Hard drives must be removed and “wiped” clean of all data prior to removing the device from GSA locations in accordance with NIST 800-88 R1 to ensure no GSA data remains on the device. NIST 800-88 R1 available here: http://dx.doi.org/10.6028/NIST.SP.800-88r1

b. Recycling of depleted toner cartridges must be the responsibility of the lessor. When GSA contacts the lessor for a new toner cartridge, they must recycle the old one.

13.0 INVOICING/PROCEDURES FOR PAYMENT

Content of Invoice

The contractor’s invoice will be submitted monthly for copier leasing services provided the prior month. The contractor may invoice only for the leasing services rendered. The invoice shall be submitted on official letterhead and shall include the following information at a minimum:

ACT

Period of Performance for Billing Period Option year Point of Contact and Phone Number Invoice Amount Invoice Submission The contractor must submit a copy of the invoice to the designated Contracting Officer Representative (COR) in order to receive timely payment.

Final Invoice

Invoices for final payment must be so identified and submitted within 60 calendar days from lease expiration/ completion and no further charges are to be billed. A copy of the written acceptance of task completion must be attached to final invoices.

The Government reserves the right to require validation by a COR before payment is processed.

Close-out Procedures

The contractor shall submit a final invoice within 60 calendar days after the end of the performance period. After the final invoice has been paid the contractor shall furnish a completed and signed Release of Claims (GSA Form 1142) to the Contracting Officer. This release of claims is due within 15 calendar days of final payment.

14.0 CLAUSES

15.0 BASIS OF AWARD

This acquisition will utilize “Lowest Price Technically Acceptable” (LPTA) evaluation selection procedures. This is a competitive LPTA evaluation in which price is considered the most important factor. By submission of its offer, the Offeror accepts all RFQ requirements, including terms and conditions, representations and certifications, and technical requirements. All Offerors determined technically unacceptable will not be considered for award, and no further evaluation will be conducted. Failure to meet a requirement may result in an offer being determined technically unacceptable. The Government intends to select ONE contractor for award of this requirement.