Maintenance of Printer/Copier

This is a combined synopsis/solicitation for a commercial service prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice.  This announcement constitutes the only solicitation; Offers are being requested and a written solicitation (paper copy) will not be issued.  Further, offerors are responsible for monitoring this site for the release of amendments (if any) or other information pertaining to this solicitation. 

Solicitation FA8751-20-Q-0365 is issued as a Request for Quotation (RFQ).

This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2020-08 and Defense Federal Acquisition Regulation Supplement Change Notice (DCN) 20200605.

See https://www.acquisition.gov/ for the full text of all provisions and clauses incorporated by reference herein.

This solicitation is unrestricted.  The NAICS code is 811212 and average annual receipts of $30M.

The contractor on a Firm Fixed Price (FFP) basis shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to provide periodic maintenance and service to the Air Force Research Laboratory Information Directorate at the Rome Research Site (RRS), Rome, New York, as defined in the Performance Work Statement (PWS) dated 13 August 2020 (Attachment No. 1).

Please note for budgetary & pricing purposes the estimated monthly usage is 22,000 copies, to include color and black & white.

The anticipated period of performance is one base year, with two, one year option periods, as follows:

Base Year:                  13 September 2020 – 12 September 2021

Option Year 1:            13 September 2021 – 12 September 2022

Option Year 2:            13 September 2022 – 12 September 2023

Formal communications/inquiries, such as requests for clarification and/or information concerning this solicitation MUST be in writing. When addressing questions concerning any aspect of the solicitation, state the page number, section, and paragraph that requires clarification.  Submit inquiries to Ashley.Ellinger@us.af.mil,

The provision at 52.212-1, Instructions to Offerors – Commercial Items, applies to this acquisition.  Addenda to the following paragraphs of 52.212-1 are:

(b) Written quotes are due at or before 3PM, (Eastern Time) 02 SEP 2020.  Submit by email to Ashley.Ellinger@us.af.mil.   Offerors are encouraged to submit their quotes using the SF 1449, Solicitation/Contract/Order for Commercial Items.

Please submit quote on the attached Bid Schedule, see Attachment No. 2.

(b)(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(g) Contract award. The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest and waive informalities and minor irregularities in offers received.

The provision at FAR 52.212-2, Evaluation -- Commercial Items applies. In addition to the information within Paragraph (a), the following factors shall be used to evaluate offers:

(i) technical capability of the service offered to meet the Government requirement

(ii) price

All evaluation factors when combined are of approximately equal importance.

The Service Technician providing maintenance shall be a certified Konica Minolta technician to maintain or repair the Government owned equipment. Offerors must provide proof of certification with quote submittal.

Offerors are required to complete representations and certifications found in the provisions at:

FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items

FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

DFARS 252.239-7009, Representation of Use of Cloud Computing

For your convenience all referenced certifications are attached to this solicitation - Attachment No. 3.

The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition.

The clause at 52.217-8, Option to Extend Services applies to this acquisition.  The Contracting Officer may exercise the option by written notice to the Contractor before the contract expires.

The clause at 52.217-9, Option to Extend the Term of the Contract applies to this acquisition as follows: 

(a) The Government may extend the term of this contract by written notice to the Contractor before the contract expires, provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 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 3 years.

(End of Clause)

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items, applies to this acquisition.  The following additional FAR clauses cited in the clause are applicable to this acquisition:

52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards

52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment

52.209-6, Protecting the Government Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment

52.219-28, Post Award Small Business Program Re-representation

52.222-3, Convict Labor

52.222-21, Prohibition of Segregated Facilities

52.222-26, Equal Opportunity

52.222-36, Equal Opportunity for Workers With Disabilities

52.222-50, Combating Trafficking in Persons

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

52.225-13, Restrictions on Certain Foreign Purchases

52.232-33, Payment By Electronic Funds Transfer—System For Award Management

52.222-48, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Certification

52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment--Requirements

The Government anticipates this contract to be exempt from the Service Contract Labor Standards. The contractor is required to complete the attached certification – Attachment No. 4, “Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, Or Repair Of Certain Equipment – Certification” and return with their quote.

The following additional FAR and FAR Supplement provisions and clauses also apply:

52.204-16, Commercial and Government Entity Code Reporting

52.204-18, Commercial and Government Entity Code Maintenance

52.204-21, Basic Safeguarding of Covered Contractor Information Systems

52.204-22, Alternative Line Item Proposal

52.232-40, Providing Accelerated Payments to Small Business Subcontractors

52.237-2 Protection of Government Buildings, Equipment, and Vegetation

252.203-7000, Requirements Relating to Compensation of Former DoD Officials

252.203-7002 Requirement to Inform Employees of Whistleblower Rights

252.203-7005, Representation Relating to Compensation of Former DoD Officials

252.204-7003 Control of Government Personnel Work Product

252.204-7004 DoD Antiterrorism Awareness Training for Contractors (

252.204-7015, Notice of Authorized Disclosure of Information for Litigation Support

252.213-7000, Notice to Prospective Suppliers on the Use of Past Performance Information Retrieval System—Statistical Reporting in Past Performance Evaluations

252.215-7013 Supplies and Services Provided by Nontraditional Defense Contractors

252.223-7008, Prohibition of Hexavalent Chromium

252.225-7048 Export-Controlled Items

252.227-7015, Technical Data--Commercial Items

252.227-7037, Validation of Restrictive Markings on Technical Data

252.232-7003, Electronic Submission of Payment Requests and Receiving Reports

252.232-7006, Wide Area Workflow Payment Instructions

252.232-7010, Levies on Contract Payments

252.237-7010, Prohibition on Interrogation of Detainees by Contractor Personnel

252.239-7010, Cloud Computing Services

252.239-7017, Notice Of Supply Chain Risk

252.239-7018, Supply Chain Risk  

252.243-7001 Pricing of Contract Modifications

252.244-7000, Subcontracts for Commercial Items

252.246-7008, Source of Electronic Parts

252.247-7023, Transportation of Supplies by Sea – Basic

5352.201-9101, Ombudsman is hereby incorporated into this solicitation.  The Ombudsman for this acquisition is Ombudsman: Mr. Steven L. Ewers, 1864 Fourth Street, Wright-Patterson AFB OH 45433-7130, COMM (937) 904-4407, email: Steven.Ewers@us.af.mil

5352.223-9001, Health and Safety on Government Installations

5352.242-9000, Contractor Access to Air Force Installations

(a) The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

(b) The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver s license, current vehicle registration, and valid vehicle insurance certificate to obtain a vehicle pass.

(c) During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

(d) When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with AFI 31-101, Integrated Defense, and DODMAN5200.02_AFMAN 16-1405, Air Force Personnel Security Program, citing the appropriate paragraphs as applicable.

(e) Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

(f) Failure to comply with these requirements may result in withholding of final payment.

 (End of clause)

Note that the clause at 252.232-7003 is included in this solicitation.  DoD requires all payment requests (with a few exceptions) to be submitted and processed electronically.  All vendors/contractors must familiarize themselves with this clause and DFAR 232.7003 for specific procedures.  The DoD preferred electronic form for transmission is Wide Area Workflow/PIEE – Receipt and Acceptance (see website – https://piee.eb.mil/).  Wide Area Workflow Training may be accessed online https://piee.eb.mil/.  Please confirm in your proposal that your company is able to submit electronic invoices as set forth in the clause.

All responsible organizations may submit a quote, which shall be considered.

This is a combined synopsis/solicitation for a commercial service prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice.  This announcement constitutes the only solicitation; Offers are being requested and a written solicitation (paper copy) will not be issued.  Further, offerors are responsible for monitoring this site for the release of amendments (if any) or other information pertaining to this solicitation. 

Solicitation FA8751-20-Q-0365 is issued as a Request for Quotation (RFQ).

This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2020-08 and Defense Federal Acquisition Regulation Supplement Change Notice (DCN) 20200605.

See https://www.acquisition.gov/ for the full text of all provisions and clauses incorporated by reference herein.

This solicitation is unrestricted.  The NAICS code is 811212 and average annual receipts of $30M.

The contractor on a Firm Fixed Price (FFP) basis shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to provide periodic maintenance and service to the Air Force Research Laboratory Information Directorate at the Rome Research Site (RRS), Rome, New York, as defined in the Performance Work Statement (PWS) dated 13 August 2020 (Attachment No. 1).

Please note for budgetary & pricing purposes the estimated monthly usage is 22,000 copies, to include color and black & white.

The anticipated period of performance is one base year, with two, one year option periods, as follows:

Base Year:                  13 September 2020 – 12 September 2021

Option Year 1:            13 September 2021 – 12 September 2022

Option Year 2:            13 September 2022 – 12 September 2023

Formal communications/inquiries, such as requests for clarification and/or information concerning this solicitation MUST be in writing. When addressing questions concerning any aspect of the solicitation, state the page number, section, and paragraph that requires clarification.  Submit inquiries to Ashley.Ellinger@us.af.mil,

The provision at 52.212-1, Instructions to Offerors – Commercial Items, applies to this acquisition.  Addenda to the following paragraphs of 52.212-1 are:

(b) Written quotes are due at or before 3PM, (Eastern Time) 28 AUG 2020.  Submit by email to Ashley.Ellinger@us.af.mil.   Offerors are encouraged to submit their quotes using the SF 1449, Solicitation/Contract/Order for Commercial Items.

Please submit quote on the attached Bid Schedule, see Attachment No. 2.

(b)(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(g) Contract award. The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest and waive informalities and minor irregularities in offers received.

The provision at FAR 52.212-2, Evaluation -- Commercial Items applies. In addition to the information within Paragraph (a), the following factors shall be used to evaluate offers:

(i) technical capability of the service offered to meet the Government requirement

(ii) price

All evaluation factors when combined are of approximately equal importance.

The Service Technician providing maintenance shall be a certified Konica Minolta technician to maintain or repair the Government owned equipment. Offerors must provide proof of certification with quote submittal.

Offerors are required to complete representations and certifications found in the provisions at:

FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items

FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

DFARS 252.239-7009, Representation of Use of Cloud Computing

For your convenience all referenced certifications are attached to this solicitation - Attachment No. 3.

The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition.

The clause at 52.217-8, Option to Extend Services applies to this acquisition.  The Contracting Officer may exercise the option by written notice to the Contractor before the contract expires.

The clause at 52.217-9, Option to Extend the Term of the Contract applies to this acquisition as follows: 

(a) The Government may extend the term of this contract by written notice to the Contractor before the contract expires, provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 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 3 years.

(End of Clause)

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items, applies to this acquisition.  The following additional FAR clauses cited in the clause are applicable to this acquisition:

52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards

52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment

52.209-6, Protecting the Government Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment

52.219-28, Post Award Small Business Program Re-representation

52.222-3, Convict Labor

52.222-21, Prohibition of Segregated Facilities

52.222-26, Equal Opportunity

52.222-36, Equal Opportunity for Workers With Disabilities

52.222-50, Combating Trafficking in Persons

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

52.225-13, Restrictions on Certain Foreign Purchases

52.232-33, Payment By Electronic Funds Transfer—System For Award Management

52.222-48, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Certification

52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment--Requirements

The Government anticipates this contract to be exempt from the Service Contract Labor Standards. The contractor is required to complete the attached certification – Attachment No. 4, “Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, Or Repair Of Certain Equipment – Certification” and return with their quote.

The following additional FAR and FAR Supplement provisions and clauses also apply:

52.204-16, Commercial and Government Entity Code Reporting

52.204-18, Commercial and Government Entity Code Maintenance

52.204-21, Basic Safeguarding of Covered Contractor Information Systems

52.204-22, Alternative Line Item Proposal

52.232-40, Providing Accelerated Payments to Small Business Subcontractors

52.237-2 Protection of Government Buildings, Equipment, and Vegetation

252.203-7000, Requirements Relating to Compensation of Former DoD Officials

252.203-7002 Requirement to Inform Employees of Whistleblower Rights

252.203-7005, Representation Relating to Compensation of Former DoD Officials

252.204-7003 Control of Government Personnel Work Product

252.204-7004 DoD Antiterrorism Awareness Training for Contractors (

252.204-7015, Notice of Authorized Disclosure of Information for Litigation Support

252.213-7000, Notice to Prospective Suppliers on the Use of Past Performance Information Retrieval System—Statistical Reporting in Past Performance Evaluations

252.215-7013 Supplies and Services Provided by Nontraditional Defense Contractors

252.223-7008, Prohibition of Hexavalent Chromium

252.225-7048 Export-Controlled Items

252.227-7015, Technical Data--Commercial Items

252.227-7037, Validation of Restrictive Markings on Technical Data

252.232-7003, Electronic Submission of Payment Requests and Receiving Reports

252.232-7006, Wide Area Workflow Payment Instructions

252.232-7010, Levies on Contract Payments

252.237-7010, Prohibition on Interrogation of Detainees by Contractor Personnel

252.239-7010, Cloud Computing Services

252.239-7017, Notice Of Supply Chain Risk

252.239-7018, Supply Chain Risk  

252.243-7001 Pricing of Contract Modifications

252.244-7000, Subcontracts for Commercial Items

252.246-7008, Source of Electronic Parts

252.247-7023, Transportation of Supplies by Sea – Basic

5352.201-9101, Ombudsman is hereby incorporated into this solicitation.  The Ombudsman for this acquisition is Ombudsman: Mr. Steven L. Ewers, 1864 Fourth Street, Wright-Patterson AFB OH 45433-7130, COMM (937) 904-4407, email: Steven.Ewers@us.af.mil

5352.223-9001, Health and Safety on Government Installations

5352.242-9000, Contractor Access to Air Force Installations

(a) The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

(b) The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver s license, current vehicle registration, and valid vehicle insurance certificate to obtain a vehicle pass.

(c) During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

(d) When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with AFI 31-101, Integrated Defense, and DODMAN5200.02_AFMAN 16-1405, Air Force Personnel Security Program, citing the appropriate paragraphs as applicable.

(e) Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

(f) Failure to comply with these requirements may result in withholding of final payment.

 (End of clause)

Note that the clause at 252.232-7003 is included in this solicitation.  DoD requires all payment requests (with a few exceptions) to be submitted and processed electronically.  All vendors/contractors must familiarize themselves with this clause and DFAR 232.7003 for specific procedures.  The DoD preferred electronic form for transmission is Wide Area Workflow/PIEE – Receipt and Acceptance (see website – https://piee.eb.mil/).  Wide Area Workflow Training may be accessed online https://piee.eb.mil/.  Please confirm in your proposal that your company is able to submit electronic invoices as set forth in the clause.

All responsible organizations may submit a quote, which shall be considered.