Lease of Copiers to include lease, maintenance and coverages

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ). Submit only written quotes for IHS1489882 Copier Lease and Maintenance RFQ. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-02. This solicitation is a 100% BUY INDIAN set-aside. The associated NAICS code is 532420 with a small business size standard of $32.5 Million. This RFQ contains five (5) Line Items, for copier lease, maintenance and overages services for a base year plus four option years as follows: CLIN DESCRIPTION QTY UNIT Unit Price TOTAL 0001 09/11/2024 – 09/10/2025 – BASE YEAR – Lease of Copiers, to include Lease, Maintenance and Overages according to the attached statement of work. 12 MO OPTION YEAR 1 0002 09/11/2025 – 09/10/2026 – OPTION YEAR ONE– Lease of Copiers, to include Lease, Maintenance and Overages according to the attached statement of work. 12 MO option year 2 0003 09/11/2026 – 09/10/2027 – OPTION YEAR TWO – Lease of Copiers, to include Lease, Maintenance and Overages according to the attached statement of work. 12 MO OPTION YEAR 3 0004 09/11/2027 – 09/10/2028 – OPTION YEAR THREE – Lease of Copiers, to include Lease, Maintenance and Overages according to the attached statement of work. 12 MO option year 4 0005 09/11/2028 – 09/10/2029 – OPTION YEAR FOUR – Lease of Copiers, to include Lease, Maintenance and Overages according to the attached statement of work. 12 MO PERIOD OF PERFORMANCE: (Base Period); Base Year: 09/11/2024 through 09/10/2025 Option Year 1: 09/11/2025 through 09/10/2026 Option Year 2: 09/11/2026 through 09/10/2027 Option Year 3: 09/11/2027 through 09/10/2028 Option Year 4: 09/11/2028 through 09/10/2029 Vendor Requirements: See attached Statement of Work document for requirements, location, and instructions. STATEMENT OF WORK IS ATTACHED TO THIS COMBINED SYNOPSIS SOLICITATION Submit Quotes no later than: February 23, 2024 @ 4:30pm CST to the Following Point of Contract: [email protected] , Misti Bussell, PurchasinAgent. Evaluation: FAR 52.212-2 Evaluation -- Commercial Items (completed as follows): (a) The Government will award a firm fixed price 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: Lowest Price Technically Acceptable - Price will evaluated on base plus option year pricing (combined). - Offers shall submit a list of proposed equipment that meets the requirements of the statement of work. To be considered technically acceptable, the proposed equipment must meet or exceed the below requirements: Current Copiers in use are as follows and proposed copiers must meet or exceed the following: Print or copy in black and white and/or color Print at least 55 ppm in black and white and 45 ppm in color Scanner capability Scanned files of TIFF, PDF, JPEG and XPS Scanner capability to email, FTP, HDD, individual user, SharePoint site, and USB Fax capability Memory storage of at least 2 GB and 250 HDD Warm up speed of 30 seconds or less Processor speed of at least 1 GHz Printer resolution of at least 1800 dpi x 600 dpi Gradation: 256 color shades per pixel This solicitation will result in a firm fixed price purchase order pursuant to the terms and conditions below. Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive. PROVISIONS: The following FAR provisions apply to this solicitation: FAR 52.212-1, Instructions to Offeror- Commercial Items; FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (the offeror should include a completed copy of this provision with their quote). CLAUSES: The following FAR clauses apply to this solicitation: FAR 52.212-4, Contract Terms and Conditions-Commercial Items; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items (to include the following clauses sited): FAR 52.203-6 Restrictions on Subcontractor Sales to the Government; 52.203-13, Contractor Code of Business Ethics and Conduct; FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards; FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment; 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 Aside; FAR 52.219-8, Utilization of Small Business Concerns; FAR 52.219-13, Notice of Set-Aside of Orders; FAR 52.219-28, Post-Award Small Business Program Representation; FAR 52.222-3, Convict Labor; FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 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, Equal Opportunity for Workers with Disabilities; FAR 52.222-37 Employment Reports on Veterans; FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.223-18, Encouraging Contractor Policies to Ban text Messaging While Driving; FAR 52.225-1, Buy American Act--Supplies; FAR 52.225-13, Restriction on Certain Foreign Purchases; FAR 52.232-33, Payment by Electronic Funds Transfer- System for Award Management; FAR 52.222-41, Service Contract Act of 1965; FAR 52.222-43 Fair Labor Standards Act and Service Contract Act – Price Adjustment. The above Provisions and Clauses may be obtained via internet at http://farsite.hill.af.mil. SECURITY CLEARANCE In accordance with Homeland Security requirements all contractor employees who will perform the task order services shall submit to electronic fingerprints and obtain security clearance before services can be performed under this purchase order. FAR 52.204-9 PERSONAL Identity Verification of Contractor Personnel (Jan 2011) (a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201. (b) The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government: (1) When no longer needed for contract performance. (2) Upon completion of the Contractor employee’s employment. (3) Upon contract completion or termination. (c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements. (d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer. Miscellaneous: NO FAX QUOTATIONS ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION. ([email protected]) All contractors must be registered in the System for Award Management database located at https://www.sam.gov/sam/ prior to any contract award. Please submit the following information with each quote: Vendor Name, Cage Code, DUNS number, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation in sufficient detail to determine technical acceptability. Failure to provide sufficient technical detail may result in rejection of your quote. For additional information, please contact the Contract Specialist, Sean Long, [email protected] or 918-342-6509 Department of Health and Human Services Indian Health Service Statement of Work (SOW) Multi-Function Device Lease & Maintenance Service 1. PURPOSE OF THE PROJECT The Claremore Indian Hospital (CIH), Indian Health Services (IHS) has a requirement to acquire copiers for the duplication of the various documents it uses to perform its mission. The primary role of the machines to be leased will be for functioned copying with the ability to copy/print in black and white and color; scan and fax. The Government would like to accomplish these tasks with a 60-month lease with a flat-rate monthly fee copying plan for Thirteen (13) new Multi-Functional Devices which includes all consumable supplies (except paper), and full maintenance services including repair parts. The contract can be modified to add additional leased copiers, with prior written notification from the Contracting Officer. The Claremore Indian hospital intends to make a single (all or none), firm-fixed-price award for a 12-month period plus four (4) option years. 2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS The contractor shall furnish all repair parts, labor, transportation and supplies required to accomplish inspecting, cleaning, lubricating, adjusting, calibrating, and vacuuming (if required), and repair of the copiers. Contractor shall maintain the leased copiers at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications. The 60-month lease includes a Flat-Rate Monthly Fee Copying Plan with NO intent to purchase the equipment at the end of the lease agreement period. Ownership of the asset/copiers remains with the prospective contractor. Requirements: i. Print or copy in black and white and/or color ii. Print at least 55 ppm in black and white and 45 ppm in color iii. Scanner capability a. Scanned files of TIFF, PDF, JPEG and XPS b. Scanner capability to email, FTP, HDD, individual user, SharePoint site, and USB iv. Fax capability v. Memory storage of at least 2 GB and 250 HDD vi. Warm up speed of 30 seconds or less vii. Processor speed of at least 1 GHz viii. Printer resolution of at least 1800 dpi x 600 dpi ix. Gradation: 256 color shades per pixel x. E-Fax Forwarding to Server Message Block (SMB) must be enabled and fax driver must be provided. Latest firmware updates shall be included to support electronic faxing (incoming and outgoing). 3. PERIOD OF PERFORMANCE Select One: The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month option years. 4. LEVEL OF EFFORT 4.1. The contractor shall respond to service calls during normal business hours of Monday through Friday, 7:45 AM to 4:30 PM, excluding holidays observed by the Federal Government. The contractor shall respond to verbal service calls and is expected to initiate the repairs with two (2) working hours after notification of malfunction. The response time on a service call starts when the service call is placed to the contractor. The service technician shall report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician shall contact the government’s designated representative and provide a detailed explanation as to why the copier was not repaired and provide an estimated time for completion of the required repairs. The contractor shall complete the repairs and satisfactorily resolve the problem by effectively restoring the copier to normal operating capability with eight (8) working hours of responding. 4.2. The contractor shall have an adequate working inventory of copiers in order to provide backup support for the leased copiers. When a malfunctioning copier cannot be repaired within the on-site repair time, Claremore Indian Hospital will have the option of requesting a backup copier at no additional cost to the government. 4.3. The contractor shall supply such a backup copier within even (7) working hours after notification by the government. Back up copiers shall meet or exceed the capabilities of the copiers to be replaced. For this purpose, only, remanufactured equipment may be used as a temporary device until a new replacement copier is delivered or the original copier is reinstalled. Backup copiers are generally expected to remain in place for five (5) working days or less, but in unusual cases, a backup copier may remain in place for as long as 60 days. If the original copier has not been repaired and reinstalled at the end of 60 days. 4.4. The Contractor shall provide a replacement copier equal to or superior to the original copier model at no additional cost to the government. 4.5. The Contractor shall coordinate the removal, delivery and install of the back-up copier with the designated government employee. 4.6. Preventative Maintenance: The contractor shall provide, at a minimum, one annual preventative maintenance service calls to ensure that the copiers are maintained in fully operational condition. The contactor shall maintain the copiers in at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications. 4.7. Replenishment of Supplies Procedures: On or about the same day each month, the contactor shall ensure that each copier is furnished with sufficient consumable supplies, (excluding paper) to produce a volume of copies equal to the levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications. Upon initial delivery of the copy machines/devices, the contractor shall provide two (2) months’ worth of consumable supplies for each copier. 4.8. The contactor shall respond to verbal requests for additional consumable supplies under the following conditions: The government’s designated representative may make emergency requests for consumable supplies verbally. Orders will state the quantity and type of consumable supplies required and the location and serial number of the copier for which the additional consumable supplies are being ordered. The contractor shall deliver additional consumable supplies with in a period of twenty-four (24) hours after receipt of verbal order. 4.9. Supplies for the contractor shall be delivered between 8:00am and 4:30pm, Monday through Friday (excluding Federal holidays) directly to the copier location. 4.10. Hard Drives: The contractor shall remove the hard-drive from the ten (10) leased copiers at the end of the term of the contract and hand them to the designated government representative for destruction. Once a device is delivered and installed, the government will retain ownership of the hard drive. 4.11. Training: Contractor shall provide training on the operation of the leased ten (10) copiers to designated government representative with two (2) days of installation date. The contractor shall demonstrate that the copier is properly functioning upon completion of installation. This demonstration shall be accomplished pursuant to the operating instructions furnished with each copier and in the presence of designated government representative. 4.12. Relocate Equipment: Should the government elect to relocate its office to another facility/building or location within the greater Claremore, Oklahoma area, all copier machines will then be moved to the new location by the contractor at no additional cost, as a one-tie courtesy. 5. SPECIAL REQUIREMENTS 5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management. 5.2. The USPHS Claremore Indian Hospital is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service. 5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Claremore Indian Hospital official, presenting valid identification, smoking restriction and any safety procedures. 5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Claremore Indian Hospital. Such action(s) could result in violation of the contract and possible legal actions. 5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative. 5.5. No overage charges: The government pays a flat-rate monthly fee per copier, regardless of the number of copies made each month. The copy volume allowance per month is unlimited per copier. 5.6. Termination Amortization Schedule: A termination amortization schedule shall be included as an attachment of the awarded contract. If the Government does not exercise any of the options listed in the price/cost schedule, the Government’s not exercising the options will have the same effect as if the Government terminated for convenience shall be available to the contractor. 6. DELIVERABLES AND REPORTING REQUIREMENTS 6.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID. 6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract. 6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday. 6.4. Parts/Supplies Availability: The contractor shall have an inventory of parts and consumable supplies in quantities sufficient to effectively service the resulting contract. The contractor shall have an internal inventory system and delivery system for the parts and consumable supplies. The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance response times specified in paragraph 6.1. and the supply delivery time specified in paragraph 4.1., 4.2., and 6.3. 6.5. Personnel Qualifications: The contractor shall be required to provide fully qualified and manufacturer trained or certified service, delivery, and management personnel in sufficient numbers to actively and efficiently service and support the copiers in place during the contract period. 6.6. Invoices: The contractor shall submit an original invoice monthly in arrears to the: Oklahoma City Area Indian Health Service Officer of Finance and Accounting 701 Market Drive Oklahoma City, OK 73114 and /or via fax #405-951-3873 and send a courtesy copy Claremore Indian Hospital 101 S. Moore Ave Claremore, OK 74017 The contractor shall include the following information on each invoice to be considered a PROPER INVOICE. • Company name, address and phone number. • Invoice number and date (note that each invoice must have a different invoice number). • Purchase order/contract number for services rendered. • Description of Services • Monthly contracted lease rate (which includes maintenance service fee); • Total cost 7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES 7.1. The Government shall supply the paper for the copiers. 8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES 8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to tools and expendable items. The Flat-Rate Monthly Fee Copying Plan must include new equipment, full service maintenance, preventative maintenance, repair parts all operational/consumable supplies such as toner, dry ink, fuser oil, staples and other copier supplies for the copier, except paper. The contractor shall assist Claremore Indian Hospital IT personnel with the initial network set up of a copier. The following information and tables include the install locations, copies per minute, quantity, estimated monthly volume and output, type of copiers which the contractor shall deliver/setup and install. Copiers to be located in the following areas: Support services, Administration, Nursing, Medical, Purchased Referred Care, Registration, Business Office, Purchased Referred Care (Annex), HIM (Annex), & Business Office (Annex). 8.2. The copiers shall have the following minimum requirements: If an equal brand is offered then, that brand shall meet or exceed the following copier features/functions. I. Print or copy in black and white and/or color II. Print at least 55 ppm in black and white and 45 ppm in color III. Scanner capability a. Scanned files of TIFF, PDF, JPEG and XPS b. Scanner capability to email, FTP, HDD, individual user, SharePoint site, and USB IV. Fax capability V. Memory storage of at least 2 GB and 250 HDD VI. Warm up speed of 30 seconds VII. Processor speed of at least 1 GHz VIII. Printer resolution of at least 1800 dpi x 600 dpi IX. Gradaton:256 color shades per pixel 9. CHANGES TO THE STATEMENT OF WORK (SOW) Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. 10. DELIVERABLES/PERFORMANCE MATRIX 10.1. Did the vendor deliver copiers in a timely manner: YES or NO 10.2. Was service provided in a timely manner: YES or NO 10.3. Did the vendor complete the repairs and satisfactorily resolve the problem: YES or NO