Combined Synopsis/Solicitation

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; quotes are being requested and a written solicitation will not be issued.

The solicitation document incorporated provisions and clauses are those in effect through Federal Acquisition Circular Federal Acquisition Circular 2005-95. This procurement is a 100% Small Business set-aside and the associated North American Industrial Classification System (NAICS) code for this procurement is 532420, Office Machinery and Equipment Rental and Leasing.

The DHS Federal Emergency Management Agency requires the black and white and color copier leases including service and maintenance:

Description of Requested Items/CLIN Structure

Minimum Requirements:

1. 50 PPM black & white and color (Color copies average 2,000/month, B&W average 5,000/month)
2. 100 sheet feeder
3. Network ready (PCL/Postscript language)
4. 1.2GHz Processor
5. 1GB RAM
6. 160 GB hard drive
7. 2-3-hole punch
8. Staple and sort finisher
9. Scanner with ability to scan to email or folder
10. Duplex standard
11. 1750 sheet input
12. Data security kit
13. Surge protector
14. Full-service maintenance-no overages charged
15. Unlimited supply of toner replacement
16. Ability to print with PIN number for PII data protection
17. PIV card reader attached and operational, allowing for PII and other sensitive documents to be printed off by the document sender only
18. All machines must be Energy Star 2.0 compliant
19. FEMA retains the hard drive at end of contract 

** Quoters shall utilize the attached pricing table to provide their total fixed price quotation for the base month, and two (2) option periods.

Quote Submission Instructions

Reponses to this Request for Quote (RFQ) are due no later than 2:00 pm, PT, on Friday, December 20, 2019.  Questions regarding this solicitation shall be e-mailed to [email protected], or [email protected]; which are due by 2:00 pm, PT, December 18, 2019.  Questions received after this time and date may not be considered.  Each Offeror is required to submit your company’s quote via e-mail.  Quotes sent or received by U.S. Postal or courier mail to the office or physical addresses shall not be accepted. The quote shall be submitted to the Contracting Officer, Demetria Carter at [email protected], and (cc) Contract Specialist, Ashlee Young at [email protected].

Electronic submission of your quote is due no later than 2pm PST, on Friday, December 20, 2019.

All quote submissions must include the following information (preferably to be provided on the quote submission cover letter):

1. Tax Identification Number
2. Dun & Bradstreet Number (DUNS)
3. Authorized Representative Contact Name
4. Contact Email Address
5. Contact Telephone and Fax Number
6. Complete business mailing address
7. Soonest delivery date with your quote submission

Applicable Contract Clauses

The selected Offeror must comply with the following commercial item terms and conditions, which are incorporated herein by reference: FAR 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition;

52.212-2 Evaluation - Commercial Items. (OCT 2014)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Evaluation Factors

The evaluation will be made based on the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors. Award will be made to the offeror’s whose quote conforms to the RFQ and all specifications within the SOW. Offer shall confirm equipment quoted meets or exceeds all specifications as stated in the SOW.  

1. Price – Lowest Price Technically Acceptable (LPTA). 
2. Delivery Schedule - Quotes shall include the delivery date of the copier. Delivery items shall be quoted as FOB Destination with a Delivery Deadline NLT January 10, 2020.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), depending on whether there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Additional Provisions and Clauses

See provisions and clauses based on award. FAR 52.212-1, Instructions to Offerors – Commercial Items, applies to this acquisition, 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, paragraph (a) and the following clauses in paragraph (b): 52.203-6 alt I, 52.209-6, 52.216-18, 52.216-19, 52.216-22, 52.219-6, 52.219-28, 52.222-3, 52.222-19,  52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.225-13, 52.232-29, 52.232-33, 52.239-1. 52.222-55. 52.217-5, 52.217-6, 52.217-8, and 52.217-9

52.217-6 Option for Increased Quantity (Mar 1989)

The Government may increase the quantity of supplies called for in the Schedule at the unit price specified. The Contracting Officer may exercise the option by written notice to the Contractor within the period of performance of the base and options year. Delivery of the added items shall continue at the same rate as the like items called for under the contract, unless the parties otherwise agree.

52.217-8 Option to Extend Services (Nov 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within Seven days of the contract expiring.

52.217-9 Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 7 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 14 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.

Delivery Address:

DHS/FEMA

10000 Goethe Road

Sacramento, CA 95827

Invoices:

Invoices will be paid NET 15 days or sooner after receipt form the Contractor of a proper invoice.