This requirement is considered to be sole source to Pitney Bowes since they are the only authorized vendor to service the equipment they manufacture. This notice will be posted to FedBizOps as required by FAR Part 5, Publicizing Contract Actions. Solicitation number KOACL3RV100 is issued as a request for quotation (RFQ). The solicitation is for the procurement of maintenance services for Pitney Bowes Mail and Inserter Equipment at DFAS-Cleveland, Ohio. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular, FAC 2005-6, effective August 27, 2012. This requirement is unrestricted. The NAICS code is 333313 Small Business standard is 1000 employees. Request for Quote (RFQ) - KOACL3RV100 Title of Requirement: Maintenance Service Digital Mailing and Inserting Systems Note: This requirement is considered to be Sole Source to Pitney Bowes for original equipment per terms and provisions associated with maintenance and repairs warranty. The associated NAICS code is 333313 Issue Date: September 6, 2012 Issued by: Point of Contact: Diane Hulett DFAS Contract Services Directorate 3990 E. Broad Street Bldg. 21, Room 2B218 Columbus, OH 43213-1152 Phone Number: 614-701-2762 Fax Number: 614-701-2918 E-mail address:
[email protected] Furnish quotes to this POC on or before the closing time/date of 12:00 P.M. EST on September 10, 2012. Quotes may be submitted via facsimile, or by email. It needs to be noted that due to system constraints, electronic file size shall be no larger than 5 MB and shall be uncompressed. Vendors who submit a quote by email are strongly encouraged to ensure it was received by the Government by the time/date specified for closing. All questions regarding this Request for Quote (RFQ) shall be submitted in writing via facsimile or email to the point of contact above. Quotes are to be valid for a period of 60 days. The contract type is: Firm Fixed Price. 1. Description/Intent of Work to Be Performed: Maintenance Services. 2. Location of Work to be Performed: DFAS Cleveland Attn: Mail Manager 1240 E. Ninth Street Cleveland, Ohio 44199 3. Anticipated Period of Performance: October 1, 2012 through September 30, 2013 4. List any applicable standards: Award will be made on an All or None basis (no split awards will be made.) The complete Statement Of Work is below: STATEMENT OF WORK Digital Mailing and Inserting Systems 1.0 Project: Annual Maintenance Agreement for the Pitney Bowes DM900 Digital Weigh-on-Weigh Mail Processing System and DI950 Inserting System for DFAS Cleveland. 2.0 Objective: The objective is to provide DFAS Cleveland with the ability to continue maintenance on the mail inserting and metering systems which will ensure there is no degradation in service. 3.0 Background: Currently, the DFAS Cleveland mailroom mails and inserts approximately 100,000 envelopes/letters separately per month. The current contract which covers maintenance will soon expire. Continued support for the hardware and software is required. 4.0 Scope: The contract shall include all maintenance on hardware to include parts, labor, on-call and emergency repair services. Not included are consumables such as ink, roll tape and sealing solution. The contract will also include updates to software. The contractor shall not be reimbursed for any travel expenses resulting from this contract. The contractor shall not be responsible for repairs caused by accident, misuse, abuse, neglect, theft, riot, vandalism, electrical power failure, fire, water, or other casualty. 5.0 Place of Performance: All work shall be completed at: DFAS Cleveland, Federal Office Building (FOB), 1240 East 9th Street, Cleveland, OH, Attn: Mail Manager, 216-204-7048 6.0 Deliverables: • Hardware coverage to include all parts (except consumables) and labor charges. • Software coverage shall include any updates necessary throughout the year. • Maintenance/repair services shall be provided during normal working hours, 0700 to 1500 hours, Monday through Friday, excluding Federal Holidays. • A service line number shall be provided to DFAS for this purpose. • The contractor shall provide on-site call maintenance within a 4 hour response time. • The contractor shall provide preventive maintenance 2 times per 12-month period. • The customer will schedule the preventive maintenance calls with the contractor. • Work performed shall include, but not limited to, cleaning, adjusting, aligning of each electronic and mechanical component, replacing parts where needed to maintain the equipment in good operating condition. Parts and materials used for repairs/maintenance shall be new and meet manufacturer specifications. • The contractor shall maintain and adequate inventory of spare parts to accommodate the repair of equipment within the time limits specified. Equipment List for maintenance services: ITEM MODEL SERIAL DESCRIPTION BILL CYCLE 1 SF90 140428 SOFTGUARD FOR DM900 Semi-Annually 2 MP30 160992 15/30 LB SCALE PLATFORM Semi-Annually 3 DV00 3301242 DM900 SERIES WOW Semi-Annually 4 F7B0 2200890 DI950 FOLDER/INSERTER Semi-Annually 5 F7B0 2200922 DI950 FOLDER/INSERTER Semi-Annually 6 F7EF 2200879 ENVELOP FEEDER Semi-Annually 7 F7EF 2200881 ENVELOP FEEDER Semi-Annually 8 F7T2 2200024 TOWER 2 FEEDER Semi-Annually 9 F7T2 2200043 TOWER 2 FEEDER Semi-Annually 10 F721 2200540 SHEET FEEDER HIGH CAP Semi-Annually 11 F721 2200541 SHEET FEEDER HIGH CAP Semi-Annually 7.0 Government Facility Entrance: All Contractor personnel or any representative of the Contractor entering any Government facility or Government leased facility shall abide by all security regulations and be subject to security checks. Access to the DFAS Cleveland mailroom must be coordinated with the Government Technical Point of Contact (GPOC) listed in on the information sheet in the contract and in Paragraph 10. 8.0 Data Security: Official correspondence for and by DFAS Cleveland is considered "Sensitive" and the information contained therein is protected under current "Privacy Act" requirements. As such, adequate safeguards will be established and in place to protect the correspondence from either misuse or from natural or man-made disaster's. 9.0 Proprietary Information: Information acquired by the Contractor pursuant to the performance of the tasks under this SOW shall not be disclosed by the Contractor to others outside the approved Contractor team members and the oversight staff without prior approval by the GPOC. 10.0 Government Technical Point of Contact (GPOC): The GPOC for this contract will be Donna Jenkins, DFAS Cleveland Mail Manager. A separate WAWF acceptor will be assigned for payment. 11.0 Terms of Service: Contractor will be expected to be on-site within 24 hours following a request for repair or to perform routine maintenance. 12.0 Subcontracting: The Contractor shall not engage sub-contractor's to perform any of its duties or responsibilities under this contract without the prior written approval from the DFAS Contracting Officer. If the Contractor's proposal leading to this contract requests approval for use of named or designated sub-contractor's and if the DFAS Contracting Officer has accepted that proposal, the sub-contractor shall be deemed approved and further approval shall not be needed. 13.0 Inspection and Acceptance: Inspection and acceptance of all work completed will be performed by the GPOC the listed in Paragraph 10.0 above. After acceptance, a copy of the signed acceptance documentation shall be sent to the Contracting Officer. The Government will notify the Contractor of any service that is unacceptable within seven (7) days. The Contractor will correct any deficiency within fifteen (15) calendar days of notification of an unacceptable service. 14.0 Payment: Payments shall be made in arrears after services rendered semi-annually. 15.0 Invoices: Payment: Payment is to be made using Wide Area Work Flow and invoices shall be submitted to the COR/GPOC or (Acceptor-listed on final contract document) as a 2-in-1 or Combo invoice via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil. (ref. clause 252.232-7003). When the 2-in-1 or Combo invoice is received by the COR/GPOC or acceptor listed on the final contract document via WAWF, the COR/GPOC or acceptor listed on the final contract document will review the document and, if it is correct, accept it electronically and forward it for payment. Web Base Training is available at www.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link. END OF STATEMENT OF WORK 5. List any Acceptance Criteria: Quoters must meet the Statement of Work requirements. Any exceptions to the Statement of Work must be clearly noted within the quote. Unless a specific exception to the Statement of Work is taken, the quote will be deemed to be in complete accordance with the Statement of Work as identified in this RFQ. 6. Basis for Selection: Best price and Technical authority to work on Pitney Bowes equipment. The Government will award a single contract to the Contractor whose quote is determined to provide the best price and authority to maintain equipment. Contractor quotes are requested to remain valid for a minimum of 60 days. DFAS Columbus is seeking price reductions. 7. Payment: Invoices shall be submitted to the COR/GPOC (Acceptor) as a 2-in-1 or Combo invoice via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil (reference clause 252.232-7003). When the 2-in-1 or Combo invoice is received by the COR/GPOC via WAWF, the COR/GPOC will review the document and, if it is correct, accept it electronically and forward it for payment. Web Base Training is available at www.wawftraining.com and for more information go to www.dod,mil/dfas and click the e-commerce link. 8. Clauses/Provisions: FAR 52.212-1 Instructions to Offerors-Commercial Items (JUN 2008) 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 Statues Or Executive Orders-Commercial Items apply to this acquisition. FAR 52.252-2, Clauses Incorporated by Reference (Feb 1998) FAR 52.252-6, Authorized Deviations in Clauses (Apr 1984) FAR 252.212-7001 (Dev) Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (Deviation) (SEP 2008) DFARS 252-232-7003, Electronic Submission of Payment Requests (MAR 2007) NOTE: the FAR and DFARS clauses may be accessed in full text at http://farsite.hill.af.mil The following DFAS provisions are included in full text in this solicitation and will be included in any resulting Order. 52.232-18 - Availability of Funds (Apr 1984) Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. (End of Clause) 252.232-7006 Wide Area WorkFlow Payment Instructions. As prescribed in 232.7004(b), use the following clause: WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JUN 2012) (a) Definitions. As used in this clause- "Department of Defense Activity Address Code (DoDAAC)" is a six position code that uniquely identifies a unit, activity, or organization. "Document type" means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF). "Local processing office (LPO)" is the office responsible for payment certification when payment certification is done external to the entitlement system. (b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports. (c) WAWF access. To access WAWF, the Contractor shall- (1) Have a designated electronic business point of contact in the Central Contractor Registration at https://www.acquisition.gov; and (2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site. (d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the "Web Based Training" link on the WAWF home page at https://wawf.eb.mil/ (e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol. (f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order: (1) Document type. The Contractor shall use the following document type(s). Invoice (Contracting Officer: Insert applicable document type(s). Note: If a "Combo" document type is identified but not supportable by the Contractor's business systems, an "Invoice" (stand-alone) and "Receiving Report" (stand-alone) document type may be used instead.) (2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer. N/A (Contracting Officer: Insert inspection and acceptance locations or "Not applicable.") (3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system. Data to be determined at time of award Routing Data Table* Field Name in WAWF Data to be entered in WAWF Pay Official DoDAAC Issue By DoDAAC Admin DoDAAC Inspect By DoDAAC Ship To Code Ship From Code Mark For Code Service Approver (DoDAAC) Service Acceptor (DoDAAC) Accept at Other DoDAAC LPO DoDAAC DCAA Auditor DoDAAC Other DoDAAC(s) (*Contracting Officer: Insert applicable DoDAAC information or "See schedule" if multiple ship to/acceptance locations apply, or "Not applicable.") (4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request. (5) WAWF email notifications. The Contractor shall enter the e-mail address identified below in the "Send Additional Email Notifications" field of WAWF once a document is submitted in the system. ________________________________________________________________ ________________________________________________________________ (Contracting Officer: Insert applicable email addresses or "Not applicable.") (g) WAWF point of contact. (1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact. _________________________________________________________________ (Contracting Officer: Insert applicable information or "Not applicable.") (2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988. (End of clause) SOLICITATION PROVISION: DFAS 52.223-9000, "ENVIRONMENTALLY PREFERABLE PRODUCTS" (June 2012) The Environmentally Preferable Products clause is included in this contract to articulate the Government's policies on Green Contracting. FAR 23.403 sets forth the Federal Government's policy to acquire items composed of the highest percentage of recycled-content practical, in a cost effective manner while still obtaining other contracting goals. Recycled-content products are identified in the Environmental Protection Agency's Comprehensive Procurement Guidelines (CPGs). The United States Department of Agriculture (USDA) will be producing a similar list which designates Bio-based products. EPA guideline items (and USDA designated bio-based products, when designated) are seen as the minimum that should be considered when evaluating environmentally preferable materials. Other environmentally preferable materials and products not listed, but commonly used in industry outside of the Government, should also be considered. Executive Order 13423 (January 24, 2007) required federal agencies to use sustainable environmental practices, including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products. Moreover, it required that paper of at least 30 percent post-consumer fiber content must be acquired or used in Agency acquisitions of goods and services. Executive Order 13514 (October 5, 2009), required federal agencies to analyze internal processes and revise reporting requirements in order to achieve such results as improvement of water use and efficiency, promoting pollution prevention and elimination of waste. But more particularly as related to procurement, an emphasis was placed on efforts to advance sustainable acquisitions to ensure that 95 percent of new contract actions including task and delivery orders, for products and services with the exception of acquisition of weapon systems, are energy-efficient (Energy Star or Federal Energy Management Program (FEMP) designated), water-efficient, bio-based, environmentally preferable (e.g., Electronic Product Environmental Assessment Tool (EPEAT) certified), non-ozone depleting, contain recycled content, or are non-toxic or less-toxic alternatives, where such products and services meet agency performance requirements. § 1. Mandatory Use of Paper and Other Products with Recycled Content. (a) All paper utilized in the performance of this contract must be of at least 30 percent post-consumer fiber content. (b) The contractor, by responding to this solicitation, affirmatively acknowledges that it will, to the maximum extent practicable, use sustainable environmental practices including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products in the performance of this contract that meet the recycled-content recommendations for EPA designated items, which are found at http://www.epa.gov/epaoswer/non-hw/procure/products.htm. In addition, by responding to this solicitation the contractor is certifying the deliverables required under this contract shall meet the recycled-content recommendations for EPA designated items. § 2 Notice of Green Alternatives in Offerors' Product/Service. (a) When offering a product or service that contains "Green" components as that term is defined at http://www.epa.gov/epaoswer/non-hw/procure/products.htm, the contractor shall make the Contracting Officer aware of such facts in the submission of their quote or proposal. (b) The contractor, when appropriate, shall comply with FAR Clause 52.223-9 Estimate of Percentage of Recovered Material Content for EPA Designated Products. § 2 Affirmative Duty of Contractors to Adhere to Green Contracting Policy. (a) Whenever practicable, the Contractor has an affirmative duty to examine its packaging to eliminate or reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable material for non-recyclable material in packaging. (b) Whenever practicable, the Contractor has an affirmative duty to find other materials utilized in the delivery of services under this contract and examine whether it can reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable materials for non-recyclable materials of items consumed in the furnishing of their services. DFAS 52.204-9000 "REPLACEMENT OF PAPER DOCUMENT DISTRIBUTION WITH ELECTRONIC DOCUMENT ACCESS (EDA)" (June 2012) Copies of DFAS contracts and modifications are available on the Electronic Document Access (EDA) website at http://eda.ogden.disa.mil. The website provides access information as well as EDA Help Desk Support. (END OF CLAUSE) 52.232-99, Providing Accelerated Payment to Small Business Subcontractors (DEVIATION 2012-O0014) (August 2012) This clause implements the temporary policy provided by OMB Policy Memorandum M-12-16, Providing Prompt Payment to Small Business Subcontractors, dated July 11, 2012. (a) Upon receipt of accelerated payments from the Government, the contractor is required to make accelerated payments to small business subcontractors to the maximum extent practicable after receipt of a proper invoice and all proper documentation from the small business subcontractor. (b) Include the substance of this clause, including this paragraph (b), in all subcontracts with small business concerns. (c) The acceleration of payments under this clause does not provide any new rights under the Prompt Payment Act. 52.217-8 -- Option to Extend Services.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 the period up to 14 days prior to the contract's expiration. 9. SAM: In order to do business with the Government, companies must be registered in SAM (System for Award Management) and the status "Active". The web site is https://www.sam.gov/portal/public/SAM/. Offeror Information: This information must be included with your quote. Cage Code: Company Name: Point of Contact: Telephone Number: Email Address: TIN (Taxpayer Identification Number): Business Size/Classification: (Applicable NAICS is 333313)