Copier maintenance for canon copiers

Added: Jun 10, 2016 11:41 am This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

The Bureau of Indian Affairs (BIA) Eastern Oklahoma Regional Office intends to award a firm-fixed price contract in response to this Request for Quote (RFQ) on a Copy Maintenance Agreement for the Osage Agency. The contractor must be an authorized Canon dealer able to provide genuine Canon products, supplies, administrative support services, authorized service and repair facility, and authorized warranties.

THIS SOLICITATION IS A TOTAL SMALL BUSINESS SET-ASIDE

The solicitation number for this procurement is A16PS00745 and is issued as a Request for Quote (RFQ).

The solicitation documents and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular FAC 05-74 dated November 1, 2014.

The associated North American Industry Classification System code (NAICS) is 811212 MAINT/REPAIR/REBUILD OF EQUIPMENT and the size standard is $27.5 MILLION.

PRICE SCHEDULE: the proposed pricing must be all inclusive plus all other costs pertinent to the performance of the contract.

Please complete the following pricing schedule utilizing your most competitive and reasonable rate (preferably quarterly charges at a price per copy):

This is a RFQ for: Copy Maintenance Agreement

LINE ITEM 010 ¿ CANON IRC5045, SERIAL NUMBER: EUK50325 ¿ COLOR COPIER AND NETWORK SCANNER, LOCATED IN REAL ESTATE SERVICES

LINE ITEM 020 - CANON IRC5045, SERIAL NUMBER EUK50333 ¿ COLOR COPIER AND NETWORK SCANNER, LOCATED IN FIRE ROOM

LINE ITEM 030 - CANON C5250, SERIAL NUMBER JMS00637 ¿ COLOR COPIER AND NETWORK SCANNER, LOCATED IN LEASE MANAGEMENT

LINE ITEM 040 - CANON C5250, SERIAL NUMBER JMS00698 ¿ COLOR COPIER AND NETWORK SCANNER, LOCATED IN SUPERINTENDENT¿S OFFICE





Statement of Work

Scope:

The Bureau of Indian Affairs (BIA), Eastern Oklahoma Region, Osage Agency requires a Copier Maintenance Agreement for the following machines:

CANON IRC5045, SERIAL NUMBER: EUK50325 ¿ COLOR COPIER AND NETWORK SCANNER, LOCATED IN REAL ESTATE SERVICES

CANON IRC5045, SERIAL NUMBER EUK50333 ¿ COLOR COPIER AND NETWORK SCANNER, LOCATED IN FIRE ROOM

CANON C5250, SERIAL NUMBER JMS00637 ¿ COLOR COPIER AND NETWORK SCANNER, LOCATED IN LEASE MANAGEMENT

CANON C5250, SERIAL NUMBER JMS00698 ¿ COLOR COPIER AND NETWORK SCANNER, LOCATED IN SUPERINTENDENT¿S OFFICE

Physical Location:

BIA, OSAGE AGENCY

813 GRAND AVENUE

PAWHUSKA, OK 74056-3209



Period of Performance:

The base of the performance shall be JULY 1, 2016 through JUNE 30, 2017, with a 4 year option to extend performances as follows:



Option #1: period of performance JULY 1, 2017 through JUNE 30, 2018

Option #2: period of performance JULY 1, 2018 through JUNE 30, 2019

Option #3: period of performance JULY 1, 2019 through JUNE 30, 2020

Option #4: period of performance JULY 1, 2020 through JUNE 30, 2021



Materials:

Vendor shall provide all replacement parts, all toner and waste cartridges needed during the duration of the contract.

Description of Services:



The contractor shall receive call requests directly from authorized Government representatives. Calls shall be classified by the Government representative as emergency or regular maintenance. The contractor shall respond accordingly for emergency and regular maintenance calls. A log shall be maintained of all service calls received; a description of the problem or requested work, date and time received building name and number, ands caller¿s name/telephone number shall be recorded for each call. The contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements with regard to established time limits and quality standards.



Includes: diagnostics, providing and installing new replacement parts, clearing persistent or severe paper jams and correcting the cause any error messages indicating a defect in the machine.





This contract will for the maintenance and/or repair of machines listed above. Response time for emergency calls should be provided the day of the call. Regular maintenance calls shall be within 24 hours of the call.



The contractors shall respond to calls between working hours Monday-Friday 8:00 a.m. to 4:30 p.m.



Copy jobs per machine shall be monitored on a monthly basis by providing a running total each billing period to the vendor. Vendor will request monthly copying job numbers from the Agency to determine copy count; overages, and color copies, if any, are charged by copy and not covered under the base costs of the maintenance agreement.



Payment Terms:

Invoices under the $2500.00 will be made by Government Credit Card on a quarterly basis after services have been accepted/rendered. Invoices over $2500.00 will be by Invoicing Processing Platform.



Travel:

The cost of travel to the Agency should be included in the maintenance agreement.

Additional requirements:

As prescribed 52.204-7 (d)-(f) System for Award Management (SAM) If the Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror.

(e) Processing time, which normally takes 48 hours, should be taken into consideration when registering. Offerors who are not registered should consider applying for registration immediately upon receipt of this solicitation.

(f) Offerors may obtain information on registration at https://www.acquisition.gov .

Any questions must be submitted to Katie Impson, Katheryn.impson@bia.gov, at least 24 hours prior to the close of this announcement to ensure there is time to post the answers for all vendors.



It is the firm's or individuals' responsibility to be familiar with applicable provisions and clauses. All FAR Provisions and Clauses may be viewed in full text at the Federal Acquisition Regulation Table of Contents via the Internet at https://www.acquisition.gov/browsefar

The following Provisions and Clauses apply to this solicitation and are incorporated by reference:

FAR 52.204-7 Central Contractor Registration (SAM)

FAR 52.212-1 Instructions to Offerors - Commercial Items

FAR 52.212-2 Evaluation - Commercial Items

FAR 52.212-3 Offeror Representations and Certifications - Commercial Items

FAR 52.212-4 Contract Terms and Conditions - Commercial Items

FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items

FAR 52.217-8 Option to Extend Services

FAR 52.217-9 Option to Extend the Term of the Contract

FAR 52.219-6 Notice of Total Small Business Set-Aside

FAR 52.219-8 Utilization of Small Business Concerns

FAR 52.222-3 Convict Labor

FAR 52.222-19 Child Labor - Cooperation with Authorities and Remedies

FAR 52.222-21 Prohibition of Segregated Facilities

FAR 52.222-26 Equal Opportunity

FAR 52.222-35 Equal Opportunity for Veterans

FAR 52.222-36 Affirmative Action for Workers with Disabilities

FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving

FAR 52.225-1 Buy American Act - Supplies

FAR 52.225-3 Buy American Act - Free Trade Agreements

FAR 52.225-13 Restrictions on Certain Foreign Purchases

FAR 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration

FAR 52.233-4 Applicable Law for Breach of Contract

FAR 52.243-1 Changes - Fixed Price

FAR 52.244-6 Subcontracts for Commercial Items

DIAR Clauses



DOI ELECTRONIC INVOICING Electronic Invoicing and Payment Requirements - Invoice Processing Platform (IPP) (September 2011)



Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP).



"Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice: copy of the Invoice as outlined in the BPA description.



The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in CCR) will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) within 3 - 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone (866) 973-3131.