RFP_15-R-0021.doc

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SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

SBE20015R0021

6. SOLICITATION ISSUE DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Brian E. Kressin BrusselsBids@state.gov

b. TELEPHONE NUMBER(No collect calls)

02/811.4000

8. OFFER DUE DATE/ LOCAL TIME

April 13, 2015 at 16:00PM

9. ISSUED BY CODE

UNRESTRICTED OR

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SET ASIDE:____ % FOR:

U.S. Embassy Procurement Officer

Regentlaan

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SMALL BUSINESS

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WOMEN-OWNED SMALL BUSINESS

Procurement Officer

Regentlaan/Boulevard du Régent 27 1000 Brussels

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HUBZONE SMALL

BUSINESS

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(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

1000 Brussels

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SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

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EDWOSB

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8 (A)

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

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SEE SCHEDULE

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

FORMCHECKBOX

RFQ FORMCHECKBOX

IFB X RFP

See 9.

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY U.S. Embassy

Financial Management Center

Regentlaan 27

1000 Brussels

CODE

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17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

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SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Photocopier supplies and services based on a firm fixed price (cost per copy) charge.

Base Year

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

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27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

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ARE FORMCHECKBOX

ARE NOT ATTACHED

ARE NOT ATTACHED

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28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

FORMCHECKBOX

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED ____________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print) Brian E. Kressin Contracting Officer

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

STANDARD FORM 1449 (REV. 02/2012)\

TABLES OF CONTENTS

Section 1 – The Schedule

Page

• SF 18 or SF1449 cover sheet

• Continuation to SF1449, RFP SBE20015R0021 Schedule of Supplies/Services, Block 20

• Attachment 1: Performance Work Statement

• Attachment 2: Estimated Machine Requirements

• Attachment 3: Copier Location

Section 2 – Contract Clauses

• Contract Clauses

• Addendum to Contract Clauses, FAR and DOSAR clauses not prescribed in Part 12 24 Section 3 – Solicitation Provisions

• Solicitation Provisions

• Addendum to Solicitation Provisions – FAR and DOSAR clauses not prescribed in 33 Part 12

Section 4 – Evaluation Factors

• Evaluation Factors

• Addendum to Evaluation Factors – FAR and DOSAR Provisions not prescribed in 36 Part 12

Section 5 – Representations and Certifications

• Representations and Certifications 37

• Addendum to Representations and Certifications – FAR and DOSAR Provisions not prescribed in Part 12

Continuation to SF1449, RFP SBE20015R0021

SECTION 1 - THE SCHEDULE

PRICES, BLOCK 23

INDEFINITE DELIVERY/INDEFINITE QUANTITY CONTRACT

COST PER COPY

1.

Performance Work Statement This solicitation is for photocopier supplies and services based on a firm fixed price (cost per copy) charge. Contractor furnished services and supplies are to be provided on an indefinite quantity basis with delivery to the American Embassy, Brussels. Many machines will remain in place for the life of this contract but occasional requests may be made for shorter durations.

The Contractor will retain ownership of all machines being installed in U.S. Government offices under this contract. The estimated monthly copy volume for each office covering the upcoming five (5) years is shown in Attachment 2. Some machines will not be replaced with new ones but the copies made will be taken into account for copy commitment purposes. Additional machines may be ordered by the Contracting Officer through task orders by applying the cost per copy rate and service requirements of applicable volume bands.

It is the Government’s intention to have all ordered copiers in place for the base period of this contract and the optional periods of performance, if exercised. Prices should be based on the assumption that all copiers will remain in place until the end of the final period of performance. Occasional requests may be made for shorter periods, in which case the Government will pay the cost per copy rate equal to similarly sized contracted machines within volume bands priced below.

The contractor shall provide copier services on a cost per copy basis. This cost per copy price shall include:

· The usage charge of the proposed copier;

· Insurance (see FAR 52.228-4 and 52.228-5);

· All necessary consumables, except paper, including but not limited to toner, developer kits, staples, fuser oil, unlimited repair services (emergency repairs and preventive maintenance) during the normal business hours set forth in Section 1.2 Period of Performance/Schedule;

· Training of at least one (key) operator for each copier;

· Delivery of copiers under this contract;

· Removal of copiers under this contract at the end of the contract.

This is an indefinite-delivery indefinite-quantity contract (IDIQ). The Government plans to issue task orders with a firm-fixed price per copy and a ceiling price based on estimated quantities.

Additional details regarding the Performance Work Statement are stated in Attachment 1 of this section.

2.

Period of Performance/Schedule The performance period of this contract is from the date of contract award June 1, 2015, and continuing for 12 months, with four (4) one-year option(s) to renew. The initial period of performance includes any transition period authorized under the contract.

The Contractor shall provide all required types of maintenance service as well as copier installation, equipment demonstrations, and training services on regular working days, Monday through Friday between the hours of 08:30 and 17:30 hours, excluding official holidays.

In order for the option(s) to be exercised at the prices indicated in this contract, the Government shall prepare a modification to this contract exercising this option.

3.

Pricing.

The Contractor shall provide the following copier models for the cost per copy firm fixed prices set forth below. The estimated “Copies Per Month” column represents the estimated total number of copies for all copiers combined, within that category volume range. All prices are set forth in Euros or Dollars. The Government will pay no monthly lease charge, maintenance or toner or other copier supplies charges under this cost per copy arrangement. No other charges will be accepted. The Government will provide only the paper and electricity.

3.A. OFFERS AND PAYMENT IN U.S. DOLLARS - U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offers in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States.

FOREIGN FIRMS - Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in local currency.

3.B. Value Added Tax VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government.

3.C. BASE YEAR (June 1, 2015 – May 31, 2016)

Copier Workload Volume

Description Manufacturer’s

Model Number/

Type Number of copiers

Price per

Copy

(Euro) Estimated Quantity of Copies per Month Total Price per

Month for

Estimated Quantities

Category One:

(Min 80 ppm b&w and 60ppm color)

Volume of

10,000 to 50,000 copies per month

5,000 b&w

10,000 color

Category One:

(Min 75 ppm b&w and 75ppm color)

Volume of

10,000 to 50,000 copies per month

5,000 b&w

20,000 color

TOTAL ESTIMATED Price per Month

X 12 Months

TOTAL ESTIMATED Price for the Base Year

3.C.1 MINIMUM AND MAXIMUM AMOUNTS

During this contract period, the Government will place orders totaling a minimum of 5,000 copies for this period of performance. The maximum quantity of all orders shall not exceed 800,000 for this period of performance.

3.D. OPTION YEAR 1 (June 1, 2016 – May 31, 2017)

Copier Workload Volume

Description Manufacturer’s

Model Number/

Type Number

Price per

(Euro) Estimated Quantity of Copies per Month Total Price per

Month for

Estimated Quantities

Category One:

(Min 80 ppm b&w and 60ppm color)

Volume of

10,000 to 50,000 copies per month

5,000 b&w

Category One:

Volume of

10,000 to 50,000 copies per month

5,000 b&w

TOTAL ESTIMATED Price per Month

X 12 Months

TOTAL ESTIMATED Price for Option Year 1

3.D.1 MINIMUM AND MAXIMUM AMOUNTS

During this contract period, the Government will place orders totaling a minimum of 5,000 copies for this period of performance. The maximum quantity of all orders shall not exceed 800,000 for this period of performance.

3.E. OPTION YEAR 2 (June 1, 2017 – May 31, 2018)

Copier Workload Volume

Description Manufacturer’s

Model Number/

Type Number

Price per

(Euro) Estimated Quantity of Copies per Month Total Price per

Month for

Estimated Quantities

Category One:

(Min 80 ppm b&w and 60ppm color)

Volume of

10,000 to 50,000 copies per month

5,000 b&w

Category One:

Volume of

10,000 to 50,000 copies per month

5,000 b&w

TOTAL ESTIMATED Price per Month

X 12 Months

TOTAL ESTIMATED Price for Option Year 2

3.E.1 MINIMUM AND MAXIMUM AMOUNTS

During this contract period, the Government will place orders totaling a minimum of 5,000 copies for this period of performance. The maximum quantity of all orders shall not exceed 800,000 for this period of performance.

3.F. OPTION YEAR 3 (June 1, 2018 – May 31, 2019)

Copier Workload Volume

Description Manufacturer’s

Model Number/

Type Number

Price per

(Euro) Estimated Quantity of Copies per Month Total Price per

Month for

Estimated Quantities

Category One:

(Min 80 ppm b&w and 60ppm color)

Volume of

10,000 to 50,000 copies per month

5,000 b&w

Category One:

Volume of

10,000 to 50,000 copies per month

5,000 b&w

TOTAL ESTIMATED Price per Month

X 12 Months

TOTAL ESTIMATED Price for Option Year 3

3.F.1 MINIMUM AND MAXIMUM AMOUNTS

During this contract period, the Government will place orders totaling a minimum of 5,000 copies for this period of performance. The maximum quantity of all orders shall not exceed 800,000 for this period of performance.

3.G. OPTION YEAR 4 (June 1, 2019 – May 31, 2020)

Copier Workload Volume

Description Manufacturer’s

Model Number/

Type Number

Price per

(Euro) Estimated Quantity of Copies per Month Total Price per

Month for

Estimated Quantities

Category One:

(Min 80 ppm b&w and 60ppm color)

Volume of

10,000 to 50,000 copies per month

5,000 b&w

Category One:

Volume of

10,000 to 50,000 copies per month

5,000 b&w

TOTAL ESTIMATED Price per Month

X 12 Months

TOTAL ESTIMATED Price for Option Year 4

3.G.1 MINIMUM AND MAXIMUM AMOUNTS

During this contract period, the Government will place orders totaling a minimum of 5,000 copies for this period of performance. The maximum quantity of all orders shall not exceed 800,000 for this period of performance.

3.H GRAND TOTAL

Total - Base Year

Total - Option Year 1

Total - Option Year 2

Total - Option Year 3

Total - Option Year 4

Grand Total = Base + 4 Option Years (Estimated)

3.I. Copyright/Reprobel As a result of the Belgian Copyright Act of June 30, 1994, a one-time levy for printing and copying is due for all copiers, faxes, scanners, or multifunctional equipment. The amount of this is levy is linked to the copying speed of the equipment.

The contractor will bill the Government for this one-time levy in the amount of Euro _______per copier and transfer the amount in full to “Reprobel” after the equipment is fully installed and accepted by the Government.

4.

Issuance of Task Orders (a)

The Contracting Officer will authorize work only through the issuance of task orders. Task orders shall be established on a fixed price per copy basis and shall be modified solely by a written modification executed by the Contracting Officer. Each task order will set forth a ceiling price.

(b)

The Contractor shall perform only those services specifically authorized in the individual task orders issued under this contract. The Contractor shall complete all work and services under this contract when specified in the task orders.

(c)

The designated ordering individual for this contract is the Contracting Officer.

5.

Deliveries The Contractor shall install following instructions provided by the Contracting Officer on signed task orders coordinated with the COR. Delivery shall occur within thirty days unless the task order states otherwise. The Contractor shall give advance notice of copier delivery and installation at least seven (7) days before copier arrival. The Contractor shall give notification of arrival of supplies, unless hand carried by a service technician, at least one (1) day before the scheduled arrival.

Upon delivery, the Contractor shall provide to the Key Operator, with a copy to the COR, the following information on equipment:

· Description of Equipment

· Serial Number

· Delivery Location

· Applicable Cost per Copy

Labeling of Shipments

The Contractor shall mark shipments for the Key Operator at site of deliveries. There is a separate Key Operator for each copier location.

6.

Invoices (a)

The Contractor shall submit quarterly invoices in English for services in an original EXCLUDING VAT to the COR at the address shown in paragraph (e) below. A proper invoice must include the following information.

(1) Contractor's name and mailing address (for payments by checks) or Contractor's name and bank account information (for payments by wire transfers).

(2) Invoice date.

(3) Invoice Number.

(4) U.S. Embassy Contract number.

(5) A summary showing a listing of each machine by location and serial number with a total monthly price for that machine. Attached to each summary invoice a detailed invoice for each agency for which one or more copiers is provided under this contract. This detailed invoice shall list a description of services provided during the time period involved with the following additional information:

· Make and model of machine

· Location and serial number of machine

· Monthly volume of copies made by machine

· Copier rate applied and total price for copying services

· Calendar month covered by invoice

(6) Prompt payment discount if any.

(7) Name, title, phone number, and address of person to contact regarding invoice problems.

(b) If an invoice does not contain the above information, the Government reserves the right to reject the invoice as improper and return it to the Contractor within 7 calendar days. The Contractor must then submit a proper invoice.

(c) Each task order will include the name of the agency for which the copier is ordered. This is the agency name which the Contractor shall use when creating the invoice.

(d)

The COR will take each summary invoice, furnish the detailed invoice to the appropriate official in that agency. That agency representative will review the detailed invoice and either mark it “inspected and accepted” or advise the COR of the inaccuracies found. It shall be the COR who will interact with the Contractor on any invoice problems.

(e)

The Contractor shall send invoices to the following electronic address:

One electronic copy to: BruFMCAccounts@state.gov

(f) The designated Government payment office for this contract is shown in Block 18a of Standard Form 1449, “SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS”.

(g) Invoices will be paid within 30 (thirty) days using the currency within Section 1, paragraphs 3.C through 3G.

(h)

Contractor personnel shall be responsible for physically taking meter readings on each copier every month. The only exception is for machines located in secure areas for which Contractor staff shall call the Key Operator(s) for that copier(s) and request monthly readings verbally. The Contractor shall periodically confirm readings in secure areas by sight by making an appointment for access. The Contractor shall keep copy count on all machine reports and invoices.

(i)

Copier equipment has certain performance characteristics, i.e. paper jams, malfunctions which cause unacceptable copy quality, etc. These factors are not in the control of the copier operator but can become a considerable expense in copy counts when they occur. Should malfunctions occur which result in unacceptable copies, the key operator and users shall place them in a box by the copier and notify the Contractor. The Contractor shall review the issue and respond within one week, providing credit on monthly invoicing for the number of copies determined unacceptable due to fault of the copier. The Contractor shall also credit all copies made during copier testing and repair by the Contractor, as noted on repair and meter cards. This clause is not intended to credit copies which are unacceptable due solely to operator error such as incorrect paper selection, insufficient toner etc.

7.

Government Approval and Acceptance of Contractor Employees

The Contractor shall subject its personnel to the Government's approval. The Government reserves the right to deny access to U.S. - owned and U.S. - operated facilities to any individual. All employees must pass a suitable investigation conducted by the Contractor, including recommendation(s) from their respective supervisor(s). Also required is a police check covering criminal and/or subversive activities, a check of the personal residence, and a credit investigation. The contractor will provide all such investigations in summary form to the COR for review and approval or disapproval. The Contractor shall not use any employees under this contract without Government approval.

8.

Key Personnel The Contractor shall assign to this contract the following key person:

Project Manager

The Project Manager shall be fluent in the English language. During the first 90 days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.

9.

Personal Injury, Property Loss or Damage (Liability)

The Contractor hereby assumes absolute responsibility and liability for any and all personal injuries or death and/or property damage or losses suffered due to negligence of the Contractor's personnel in the performance of the services required under this contract.

10.

Permits

Without additional cost to the Government, the Contractor shall obtain all permits, licenses, and appointments required for the work under this contract. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws.

11.

Ownership of Copiers

Title to equipment provided under this contract shall remain with the Contractor. While copiers are installed on Government premises, the Contractor shall assume all responsibility for loss or damages to copiers except for loss or damage caused by the negligence or willful act of the Government. In the case of Government negligence or damage, the Contractor shall submit an invoice and explanation of written damage or loss to the COR. If damage can be repaired, the invoice shall reflect the cost of repair including parts and labor. If equipment damage is deemed a total loss of the equipment, the Contractor will invoice the Government for the purchase price less depreciation (equal to 1/60 of the purchase price times the number of months the machine has been in use under the USG contract.)

12.

Technological Refreshment After contract award, the Government may; pursuant to FAR clause 52.212-4 - Contract Terms and Conditions –Commercial Items, paragraph (c), Changes; request changes within the scope of the contract. These changes may be required to improve performance or react to changes in technology.

The Contractor may propose for the Government’s technological refreshment, substitutions or additions for any provided products or services that may become available as a result of technological improvements. The Government may, at any time during the term of this contract or any extensions thereof, modify the contract to acquire products which are similar to those under the contract and that the Contractor has, or has not, formally announced for marketing purposes. This action is considered to be within the scope of the contract. At the option of the Government, a demonstration of the substitute product may be required. The Government is under no obligation to modify the contract in response to the proposed additions or substitutions.

Such substitutions or additions may include any part of, or all of, a given product(s) provided that the following conditions are met and substantiated by documentation in the technological refreshment proposal:

(a) The proposed product(s) shall meet all of the technical specifications of this document and conform to the terms and conditions cited in the contract.

(b) The proposed product(s) shall have the capacity, performance, or functional characteristics equal to or greater than, the current product(s).

(c) The proposal shall discuss the impact on hardware, services, and delivery schedules. The cost of the changes not specifically addressed in the proposal shall be borne entirely by the Contractor.

(d) Contractor has the right to withdraw, in whole or in part, any technological refreshment proposal prior to acceptance by the Government. Contractor will use commercially reasonable efforts to ensure that prices for substitutions or additions are comparable to replaced or discontinued products. If a technological refreshment proposal is accepted and made a part of this contract, an equitable adjustment, increasing or decreasing the contract price, may be required and any other affected provisions of this contract shall be made in accordance with FAR clause 52.212-4, paragraph (c), Changes, and other applicable clauses of the contract.

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

A.

Performance Work Statement - Equipment Capabilities

I.

Copier with a minimum of 10,000 copies per month and a maximum of 50,000 copies per month (Category One) shall provide the following at a minimum:

a) Copy/print speed of at least 80 letter size (or A4) black & white copies per minute.

b) Copy/print speed of at least 60 letter size (or A4) full color copies per minute.

c) Scan speed 120 pages per minute (black & white and full color).

d) Resolution print: 1200 x 4800 dpi.

e) Resolution copy/scan: 600 x 600 dpi.

f) Minimum of 3 paper trays to accommodate A4, A3, and U.S. size(s) paper.

The standard tray shall store at least 1000 sheets.

By-pass: 100 sheets.

g) Paper weight: 52-300g/m².

h) Paper size: A6 to oversized SRA3.

i) Mobile cabinet base.

j) Receiving bin.

k) Reduction and enlargement modes.

l) Platens of a minimum of 11" x 17".

m) Automatic document feeder for up to 50 pages.

n) Stapling capabilities (either on-line or off-line).

o) Automatic duplexing.

p) Front loading paper storage.

q) Hard disk: minimum 2 x 320GB.

r) Memory: minimum 2.5GB.

s) 1st Print: minimum 5.3 sec. and 7.2 sec. full color.

t) Warm-up time: less than 300 sec.

u) Data Overwrite Security and HDD encryption.

v) Fiery Color Controller.

w) Large capacity tray 2200 sheets.

x) Booklet finisher – minimum 20 sheets.

II. Copier with a minimum of 10,000 copies per month and a maximum of 50,000 copies per month (Category One) shall provide the following at a minimum:

a) Copy/print speed of at least 75 letter size (or A4) black & white copies per minute.

b) Copy/print speed of at least 75 letter size (or A4) full color copies per minute.

c) Scan speed 75 pages per minute (black & white and full color).

d) Resolution print: 1200 x 4800 dpi.

e) Resolution copy/scan: 600 x 600 dpi

f) Minimum of 2 paper trays to accommodate A4, A3, and U.S. size(s) paper.

The standard tray shall store at least 1000 sheets.

By-pass: 100 sheets.

g) Paper weight: 52-300g/m².

h) Paper size: A6 to oversized SRA3.

i) Mobile cabinet base.

j) Receiving bin.

k) Reduction and enlargement modes.

l) Platens of a minimum of 11" x 17".

m) Automatic document feeder for up to 50 pages.

n) Stapling capabilities (either on-line or off-line).

o) Automatic duplexing.

p) Front loading paper storage.

q) Hard disk: minimum 250GB.

r) Memory: minimum 2.0GB RAM.

s) 1st Print: minimum 5.3 sec. and 7.2 sec. full color.

t) Data Overwrite Security and HDD encryption.

u) Warm-up time: less than 300 sec.

v) Finisher.

w) Fiery Color Controller.

x) Large capacity tray 2200 sheets.

y) Booklet maker.

z) Punch Unit.

z1) Trimmer.

z2) Book folder.

z3) Booklet finisher – minimum 30 sheets (120 pages).

z4) Possibility to work offline.

z5) Optional: Square book finishing.

III

Consumable Supplies The Contractor shall furnish all consumable supplies required for copying operations. The Government will provide copying paper. To insure that consumables are available at all times, the Contractor is required to supply the Key Operator with a stock of consumables for warehouse storage. The Contractor shall ensure that a stock of two month supply of consumables is available at all times and placed in the location designated by the COR. Each Key Operator will coordinate delivery of supplies to machines and users.

B.

Maintenance

Preventive Maintenance - The Contractor shall provide preventive maintenance service calls to ensure that copiers are maintained in good working condition. Maintenance calls shall be at intervals which meet commercial standards, but not less than twice per year. These calls shall be made during normal business hours (See Section 1.2 Period of Performance/Schedule).

Response To Service Calls - The Contractor shall respond to oral service calls placed by the Key Operator for the copier requiring service, within twenty four (24) hours of notification during normal Embassy working hours. The response time on service calls shall commence when the Key Operator contacts the Contractor. In cases where a copier cannot be repaired within forty- eight (48) hours, the Contractor shall provide a replacement machine of equal or greater capabilities. Replacement machines shall remain in use until the original machine is repaired or permanently replaced. Copies made on a replacement machine will be taken into account for copy commitment purposes. If a replacement machine is for a higher volume band, the cost-per-copy price for the original machine will apply.

C.

Operational Requirements

Equipment Demonstrations - During installation of copiers, the Contractor must demonstrate to the Key Operator that copiers are in proper operating condition. Following successful demonstration, the Contractor shall schedule a session to instruct authorized users on operating instructions and service call procedures.

Introduction of New Models - The Contractor is requested to introduce new or improved model copiers at any time for models initially supplied under this contract. The Contractor shall propose such replacements in writing to the Contracting Officer for review. Replacements shall be of equal or greater capability as the model to be replaced. If they are acceptable, the Contracting Officer shall accept new new models and will be appropriately modified, followed by any necessary modification of existing task order(s) or issuance of a new task order(s).

Operator Training - The Contractor shall provide training for Key Operators on site at the time of initial installation, at a mutually agreeable time. At time of training, the Contractor will provide key codes on machines shared by multiple agencies and reported to the Contracting Officer.

Machine Movements

The Contractor is responsible for all machine movements. The Contractor shall coordinate deliveries, installations, and removals at the end of the contract period or when a machine is no longer required.

Requests for Consumables

The Key Operator will place orders with the Contractor for consumables excluding paper. Orders may be placed by email, phone or fax. The Contractor shall deliver the consumables within six working days of order placement, to either the Key Operator or Embassy Warehouse, as requested by the Key Operator.

D.

Changes in Copier Requirements

The number of copiers in use may change at any time. The Contracting Officer is the only person authorized to increase and decrease the number of machines. Changes are made in the form of a task order or task order modification. The contractor shall place in service new and additional copiers as requested at a copy rate equal to similarly sized machines within volume bands shown in Section 1. For copiers added during any contract year, the respective contract year rate will apply.

Discontinuance of Service – If the Contracting Officer requests removal, change, or the addition of any copier site by task order or task order modification, the Contractor shall take action within thirty (30) days of receipt of that task order or task order modification. There will be no charge associated with removal, movement or addition of copiers except for adjustments to copier rates as a result of machine location or size changes.

Replacement Copiers - The COR may request a newly manufactured replacement copier at any time in the event of machine break down or malfunction resulting in downtime of more than sixteen (16) hours per month. The Contractor shall provide a replacement machine of equal or greater capabilities to assure that offices go no longer than forty eight (48) hours without copier facilities. Upon delivery of a replacement machine, the Contractor shall advise the COR, (with a copy to the Contracting Officer) of the serial number, location, and model number. If a replacement machine is for a higher volume band, the cost-per-copy price for the original machine will continue to apply. The Contractor is solely responsible for maintaining copiers in good condition.

E.

Contractor's Reports

The Contractor shall maintain an inventory of equipment delivered under this contract. At time of quarterly invoicing the Contractor shall provide the Key Operator, with a copy to the COR:

(1) Make and model

(2) Location and serial number of machine

(3) Record of repairs and maintenance performed

(4) Monthly volume of copies made by machine

(5) Total cost for copying services per month F.

Machine Usage

The Government will make every effort to ensure that copiers put in place are selected based on volume of copies produced and minimum features required. If the Contractor becomes aware of any particular site where a copier is regularly being over used or under used, the Contractor may recommend replacing that machine with one more appropriate. If the Contracting Officer determines corrective action is appropriate, the Contracting Officer will outline the changes in writing through a modification to the contract or task order.

G.

Key Operators

(1)

The COR will provide to the Contractor a list of Key Operator(s) for each copier which is installed, not later than the date on which the copier is installed. The COR will update this list as necessary.

(2) The Key Operator will be the Contractor’s first point of contact on issues relating to individual copies, except for initial copier installation, for which the COR shall be the first point of contact. If there is an issue that cannot be resolved at the Key Operator level, the Contractor shall elevate the issue to the COR for resolution.

H. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Services.

Performs all photocopier supplies and services set forth in the scope of work.

Maintenance and repairs are performed within scheduled time frames.

Consumables are dispatched as required.

H.1 SURVEILLANCE. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

H.2 STANDARD. The performance standard is that the Government receives no more than two (2) customer complaints per year. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

H.3 PROCEDURES.

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

ATTACHMENT 2

ESTIMATED MACHINE REQUIREMENT SCHEDULE

NUMBER

OF

COPIES

PER MONTH

ESTIMATED

NUMBER

OF

COPIES

PER YEAR

Service Center

5,000 b&w

60,000 b&w

120,000 color

Service Center

5,000 b&w

60,000 b&w

240,000 color

ATTACHMENT 3

LOCATION OF COPIERS

Service Center (Printshop)

Fabriekstraat 13, 1930 Zaventem

Belgium

SECTION 2 - CONTRACT CLAUSES

FAR 52.212-4

CONTRACT TERMS AND CONDITIONS – COMMERICAL ITEMS (MAY 2014), is incorporated by reference (See SF-1449, Block 27A).

The following FAR clause is provided in full text:

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items (OCT 2014)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)).

___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)).

(2) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(3) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004)"(Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

_X_ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (June 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

_X_ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2013) (Pub. L. 109-282) (31 U.S.C. 6101 note).

__ (5) [Reserved].

__ (6) 52.204-14, Service Contract Reporting Requirements (Jan 2014) (Pub. L. 111-117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Jan 2014) (Pub. L. 111-117, section 743 of Div. C).

_X_ (8) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013) (31 U.S.C. 6101 note).

__ (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Jul 2013) (41 U.S.C. 2313).

__ (10) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (May 2012) (section 738 of Division C of Pub. L. 112-74, section 740 of Division C of Pub. L. 111-117, section 743 of Division D of Pub. L. 111-8, and section 745 of Division D of Pub. L. 110-161).

__ (11) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Nov 2011) (15 U.S.C. 657a).

__(ii) Alternate I (Nov 2011) of 52.219-3.

__ (12) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Jan 2011) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

__ (13) [Reserved]

__ (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644).

__ (ii) Alternate I (Nov 2011).

__ (iii) Alternate II (Nov 2011).

__ (15)(i) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C. 644).

__ (ii) Alternate I (Oct 1995) of 52.219-7.

__ (iii) Alternate II (Mar 2004) of 52.219-7.

__ (16) 52.219-8, Utilization of Small Business Concerns (Oct 2014) (15 U.S.C. 637(d)(2) and (3)).

__ (17)(i) 52.219-9, Small Business Subcontracting Plan (Oct 2014) (15 U.S.C. 637(d)(4)).

__ (ii) Alternate I (Oct 2001) of 52.219-9.

__ (iii) Alternate II (Oct 2001) of 52.219-9.

__ (iv) Alternate III (Jul 2014) of 52.219-9.

__ (18) 52.219-13, Notice of Set-Aside of Orders (Nov 2011)(15 U.S.C. 644(r)).

__ (19) 52.219-14, Limitations on Subcontracting (Nov 2011) (15 U.S.C. 637(a)(14)).

__ (20) 52.219-16, Liquidated Damages—Subcontracting Plan (Jan 1999) (15 U.S.C. 637(d)(4)(F)(i)).

__ (21) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (Nov 2011) (15 U.S.C. 657 f).

__ (22) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C. 632(a)(2)).

__ (23) 52.219-29, Notice of Set-Aside for Economically Disadvantaged Women-Owned Small Business (EDWOSB) Concerns (Jul 2013) (15 U.S.C. 637(m)).

__ (24) 52.219-30, Notice of Set-Aside for Women-Owned Small Business (WOSB) Concerns Eligible Under the WOSB Program (Jul 2013) (15 U.S.C. 637(m)).

__ (25) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

__ (26) 52.222-19, Child Labor—Cooperation with Authorities and Remedies (Jan 2014) (E.O. 13126).

__ 27) 52.222-21, Prohibition of Segregated Facilities (Feb 1999).

__ (28) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).

__ (29) 52.222-35, Equal Opportunity for Veterans (Jul 2014)(38 U.S.C. 4212).

__ (30) 52.222-36, Affirmative Action for Workers with Disabilities (Jul 2014) (29 U.S.C. 793).

__ (31) 52.222-37, Employment Reports on Veterans (Jul 2014) (38 U.S.C. 4212).

__ (32) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).

__ (33) 52.222-54, Employment Eligibility Verification (Aug 2013). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.)

__ (34)(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA–Designated Items (May 2008) (42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

__ (ii) Alternate I (May 2008) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

__ (35)(i) 52.223-13, Acquisition of EPEAT®-Registered Imaging Equipment (Jun 2014) (E.O. 13423 and 13514).

__ (ii) Alternate I (Jun 2014) of 52.223-13.

__ (36)(i) 52.223-14, Acquisition of EPEAT®-Registered Televisions (E.O. 13423 and 13514).

__ (ii) Alternate I (Jun 2014) of 52.223-14.

_X_ (37) 52.223-15, Energy Efficiency in Energy-Consuming Products (Dec 2007) (42 U.S.C. 8259b).

__ (38)(i) 52.223-16, Acquisition of EPEAT®-Registered Personal Computer Products (Jun 2014) (E.O. 13423 and 13514).

__ (ii) Alternate I (Jun 2014) of 52.223-16.

_X_ (39) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) (E.O. 13513).

__ (40) 52.225-1, Buy American—Supplies (May 2014) (41 U.S.C. chapter 83).

__ (41)(i) 52.225-3, Buy American—Free Trade Agreements—Israeli Trade Act (May 2014) (41 U.S.C. chapter 83, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, 19 U.S.C. 3805 note, 19 U.S.C. 4001 note, Pub. L. 103-182, 108-77, 108-78, 108-286, 108-302, 109-53, 109-169, 109-283, 110-138, 112-41, 112-42, and 112-43.

__ (ii) Alternate I (May 2014) of 52.225-3.

__ (iii) Alternate II (May 2014) of 52.225-3.

__ (iv) Alternate III (May 2014) of 52.225-3.

__ (42) 52.225-5, Trade Agreements (Nov 2013) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note).

_X_ (43) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).

__ (44) 52.225-26, Contractors Performing Private Security Functions Outside the United States (Jul 2013) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note).

__ (45) 52.226-4, Notice of Disaster or Emergency Area Set-Aside (Nov 2007) (42 U.S.C. 5150).

__ (46) 52.226-5, Restrictions on Subcontracting Outside Disaster or Emergency Area (Nov 2007) (42 U.S.C. 5150).

_X_ (47) 52.232-29, Terms for Financing of Purchases of Commercial Items (Feb 2002) (41 U.S.C. 4505, 10 U.S.C. 2307(f)).

__ (48) 52.232-30, Installment Payments for Commercial Items (Oct 1995) (41 U.S.C. 4505, 10 U.S.C. 2307(f)).

__ (49) 52.232-33, Payment by Electronic Funds Transfer—System for Award Management (Jul 2013) (31 U.S.C. 3332).

_X_ (50) 52.232-34, Payment by Electronic Funds Transfer—Other than System for Award Management (Jul 2013) (31 U.S.C. 3332).

__ (51) 52.232-36, Payment by Third Party (May 2014) (31 U.S.C. 3332).

__ (52) 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a).

__ (53)(i) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631).

__ (ii) Alternate I (Apr 2003) of 52.247-64.

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

__ (1) 52.222-41, Service Contract Labor Standards (May 2014) (41 U.S.C. chapter 67).

__ (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

__ (3) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts) (May 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

__ (4) 52.222-44, Fair Labor Standards Act and Service Contract Labor Standards—Price Adjustment (May 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

__ (5) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment—Requirements (May 2014) (41 U.S.C. chapter 67).

__ (6) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services—Requirements (May 2014) (41 U.S.C. chapter 67).

__ (7) 52.222-17, Nondisplacement of Qualified Workers (May 2014) (E.O.13495).

__ (8) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (May 2014) (42 U.S.C. 1792).

__ (9) 52.237-11, Accepting and Dispensing of $1 Coin (Sept 2008) (31 U.S.C. 5112(p)(1)).

(d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records—Negotiation.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor’s directly pertinent records involving transactions related to this contract.

(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved.

(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law.

(e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause—

(i) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (41 U.S.C. 3509).

(ii) 52.219-8, Utilization of Small Business Concerns (Oct 2014) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $650,000 ($1.5 million for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities.

(iii) 52.222-17, Nondisplacement of Qualified Workers (May 2014) (E.O. 13495). Flow down required in accordance with paragraph (l) of FAR clause 52.222-17.

(iv) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).

(v) 52.222-35, Equal Opportunity for Veterans (Jul 2014) (38 U.S.C. 4212).

(vi) 52.222-36, Affirmative Action for Workers with Disabilities (Jul 2014) (29 U.S.C. 793).

(vii) 52.222-37, Employment Rerports on Veterans Jul 2014) (38 U.S.C. 4212)

(viii) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40.

(ix) 52.222-41, Service Contract Labor Standards (May 2014) (41 U.S.C. chapter 67).

(x) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)).

___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)).

(xi) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (May 2014) (41 U.S.C. chapter 67).

(xii) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements (May 2014) (41 U.S.C. chapter 67).

(xiii) 52.222-54, Employment Eligibility Verification (Aug 2013).

(xiv) 52.225-26, Contractors Performing Private Security Functions Outside the United States (Jul 2013) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note).

(xv) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (May 2014) (42 U.S.C. 1792). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6.

(xvi) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64.

(2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations.

(End of clause)

ADDENDUM TO CONTRACT CLAUSES

52.252-2

CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or…