Solicitation Instructions.pdf

REQUEST FOR QUOTATIONS

Defense Finance and Accounting Service (DFAS)-Cleveland Mailroom Equipment

Lease and Maintenance Services Solicitation HQ042326QE065

INSTRUCTIONS TO OFFEROR’S/EVALUATION FACTORS

Defense Finance and Accounting Service (DFAS) issuing this combined synopsis/solicitation for commercial products or commercial services prepared in the attached Statement of Work (SOW) and in accordance with Federal Acquisition Regulation (FAR) Overhaul (RFO) Part 12. This announcement constitutes the only solicitation; quotations are being requested based on this notice, and no separate solicitation document will be issued.

Offerors are responsible for reviewing the Solicitation (SF 1449 HQ042326QE065), the attached SOW, and the Solicitation Instructions in their entirety. Quotations that fail to meet the Solicitation requirements may be determined unacceptable, will not be evaluated further, and will not be considered for award.

Quotations shall be received by email to Terri Davis at terri.l.davis34.civ@mail.mil and Miranda Rogers at miranda.y.rogers.civ@mail.mil by 4:00 PM EST on June 26, 2026.

Questions regarding this solicitation are due to Terri Davis at terri.l.davis34.civ@mail.mil and Miranda Rogers at miranda.y.rogers.civ@mail.mil by 4:00 PM EST on June 19, 2026. Questions will be answered at the discretion of the Contracting Officer.

This solicitation and anticipated contract award are subject to applicable provisions and clauses in effect through Federal Acquisition Circular 2026-01, located at https://www.acquisition.gov.

This requirement is being solicited as full and open competition. The associated NAICS is 532420 and the small business size standard is $40M.

1.0 PERIOD OF PERFORMANCE: The Government anticipates awarding a single Firm- Fixed-Price (FFP) contract. The Period of Performance shall consist of a twelve (12) month Base Period and four (4) twelve (12) month Option Periods. All equipment installation and maintenance services shall be performed on-site at the DFAS-Cleveland facility in Cleveland, OH.

2.0 DESCRIPTION OF REQUIREMENT: The Defense Finance and Accounting Service (DFAS) has a requirement for comprehensive mailroom equipment and maintenance solution to support operations at the DFAS-Cleveland facility. The Contractor shall provide all personnel, equipment, software, tools, and materials necessary to perform the following:

• New Equipment Acquisition: Delivery, installation, configuration, and operator training for new, high-capacity digital mailing systems under a lease-to-own arrangement, inclusive of a comprehensive 60-month warranty.

• Incumbent Equipment Maintenance: Uninterrupted preventative and corrective maintenance, including software updates and parts, for the Government’s existing on-site Pitney Bowes mailroom equipment.

3.0 GENERAL INSTRUCTIONS: Quotations shall include the RFQ number, date of submittal, the vendor’s name, address, CAGE, POC name, phone number, and email.

Quotations shall include attachments and shall be submitted via email.

mailto:terri.l.davis34.civ@mail.mil mailto:miranda.y.rogers.civ@mail.mil mailto:terri.l.davis34.civ@mail.mil mailto:miranda.y.rogers.civ@mail.mil http://www.acquisition.gov/

(DFAS)-Cleveland Mailroom Equipment

4.0 SUBMISSION INSTRUCTIONS

1. Price: Offerors shall submit a Firm-Fixed-Price (FFP) quote. Award will be made on a Lowest Price Technically Acceptable (LPTA) basis. Price reasonableness will be determined in accordance with RFO 12.204. Quoters shall provide pricing utilizing the established Contract Line-Item Number (CLIN) structure on the SF 1449 (Solicitation HQ042326QE065).

Quoters shall submit their price quote in accordance with the SOW. The pricing provided must clearly identify the unit price and total price for the 12-month base period and each of the four

(4) 12-month option periods.

Prices shall remain fixed for the entire duration of the contract. The fully burdened price shall include all costs to furnish the equipment, labor, materials, personnel, tools, transportation, supervision, and management necessary to:

(1) Deliver the new digital mailing systems under the lease-to-own arrangement.

(2) Perform all preventative maintenance, inspection, testing, repair, and emergency maintenance services on both the new equipment and the existing Government-owned inserters as defined in the SOW.

2. Technical Approach Submission: Offerors shall submit a Technical Approach Narrative outlining their methodology for meeting all requirements set forth in the SOW. There is a 15MB limit for all email submissions. To be evaluated as technically acceptable, the technical approach narrative must clearly address the following criteria:

• Proposed Lease-to-Own Equipment: Clearly identify the make and model of the new digital mailing systems, folding/inserting machines, and Intelligent Mail Package Barcode (IMpb) systems being proposed. The narrative (and any accompanying product literature) must demonstrate that the proposed equipment meets or exceeds all technical and operational specifications outlined in the SOW for the 60-month lease-to-own requirement.

• Installation & New Equipment Maintenance: Demonstrate the Offeror's capability and methodology to install the new equipment, provide required operator training, and fulfill the 60-month comprehensive warranty and maintenance requirements as outlined in SOW Section 6.0.

• Incumbent Equipment Maintenance: Clearly demonstrate the Offeror's capability to perform preventative and corrective maintenance utilizing qualified, authorized personnel on the two (2) existing Pitney Bowes systems identified in SOW Section 6.3.

The proposal must detail the provision of all labor, OEM (Original Equipment Manufacturer) equivalent parts, and materials necessary to maintain operational readiness, ensuring seamless coverage with zero lapse in service.

• Security & Regulatory Compliance: Clearly demonstrate the Offeror’s ability to comply with all security requirements outlined in SOW Section 10. This includes acknowledging adherence to all personnel background vetting, on-site escort

(DFAS)-Cleveland Mailroom Equipment requirements, manufacturer specifications, and applicable Municipal, State, and Federal regulations.

• Technical Approach will be evaluated on an Acceptable/Unacceptable basis as follows:

Acceptable The quotation meets all the minimum technical requirements of the solicitation. The technical approach demonstrates a clear understanding of the requirements and the capability to successfully provide and maintain the required equipment and services in accordance with the SOW.

Unacceptable The quotation does not meet minimum technical requirements of the solicitation. The technical approach fails to demonstrate an adequate understanding of the requirements or the capability to successfully provide and maintain the required equipment and services in accordance with the SOW.

5. EVALUATION: Quotes will be evaluated utilizing the LPTA process in accordance with RFO 15.103-2. Under this approach, all quotes will be ranked from lowest to highest based on the total evaluated price. The Government will first evaluate the lowest-priced quote for technical acceptability.

Award will be made to the responsible Quoter whose quote represents the lowest overall price and meets all the Government's technical requirements. If the lowest-priced quote is determined to be technically unacceptable, the Government will evaluate the next lowest-priced quote. This process will continue until a technically acceptable quote is identified.

No trade-offs will be made between price and non-price factors. To be deemed technically acceptable, the Quoter must not take any exceptions to the RFQ requirements. Quotes must remain valid for a minimum of sixty (60) days.

Furthermore, to be eligible for award, the Quoter must have an active entity registration in the System for Award Management (SAM.gov) and be determined responsible in accordance with FAR Subpart 9.1.

6. DATA PROTECTION: The Contractor shall comply with Cybersecurity Maturity Model Certification (CMMC) Level 1 requirements for the protection of Federal Contract Information (FCI), as applicable to this contract. This requirement is limited to safeguarding FCI that may be provided to or generated by the Contractor in performance under this contract. The Contractor shall implement and maintain, at a minimum, the safeguarding requirements prescribed in RFO 52.240-93

- Basic Safeguarding of Covered Contractor Information Systems and DFARS 252-204-7021 Contractor Compliance with the Cybersecurity Maturity Model Certification (CMMC) requirements.

6.1 Eligibility for Award: While CMMC compliance is not a rated technical evaluation factor, it is a condition of contract award. Prior to award, the apparent successful Offeror must complete the required Level 1 self-assessment. The Government will verify the Offeror’s CMMC status in the Supplier Performance Risk System (SPRS) as part of the responsibility determination. The Offeror shall provide its CMMC Unique Identifier (UID) to the Contracting Officer once the self-assessment is complete. Please refer to the detailed instructions located in Section 12 of the SOW.

(DFAS)-Cleveland Mailroom Equipment

DFAS reserves the right to accept a late quote if the late quote would not unduly delay the acquisition and the contracting officer makes the determination that it is in the best interests of the Government to accept the “late” quote.

To permit a thorough and effective evaluation, all submissions shall be as concise, complete, and clear as possible to permit the Government to make an evaluation without further discussions.

The Government reserves the right to make a determination based solely on the information submitted and proceed without clarifications or discussions.