W--ALL IN ONE PRINTERS FOR THE PUBLIC CONTACT TEAM AND VETERAN SERVICES CENTER

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; proposals are being requested and a written solicitation will not be issued. VA101V-17-Q-0487 The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-95 This solicitation is set-aside exclusively for Small Business concerns. The applicable NAICS Code for this solicitation is 333244 and the Small Business Size Standard is 750 Employees. The Contract shall provide all labor, parts, personnel, equipment, supplies, materials, travel, supervision and other related supplies and services in order to integrate two (2) new multifunctional copiers for duplication, scanning, faxing and printing of various types of documents for the Department of Veterans Affairs, Chicago VA Regional Office. See Statement of Work below. ITEM NO. DESCRIPTION QTY UNIT UNIT PRICE AMOUNT 0001 The contractor shall provide all supplies, services, equipment, tools, labor, facilities, transportation, and supervision for the leasing of one (1) multifunctioning copier and all associated maintenance for the Chicago VA Regional Office Public Contact in accordance with the attached Statement of Work. Period of Performance: Base Year October 2017 October 2018 12 MO $___________ $___________ 0002 The Contractor shall provide all supplies, 12 MO $ __________ $ ___________ services, equipment, tools, labor, facilities, transportation, and supervision for the leasing of one (1) multifunctioning coper and all associated maintenance for the Chicago VA Regional Office Veterans Service Center in Accordance with the attached Statement of Work. Period of Performance: Base Year October 2017 October 2018 1001 The Contractor shall provide all supplies, 12 MO $ __________ $ ___________ services, equipment, tools, labor, facilities, transportation, and supervision for the leasing of one (1) multifunctioning coper and all associated maintenance for the Chicago VA Regional Office Public Contact in accordance with the attached Statement of Work. Period of Performance: Option Year One October 2018 October 2019 1002 The Contractor shall provide all supplies, 12 MO $ __________ $ ___________ services, equipment, tools, labor, facilities, transportation, and supervision for the leasing of one (1) multifunctioning coper and all associated maintenance for the Chicago VA Regional Office Veterans Service Center in Accordance with the attached Statement of Work. Period of Performance: Option Year One October 2018 October 2019 2001 The Contractor shall provide all supplies, 12 MO $ __________ $ ___________ services, equipment, tools, labor, facilities, transportation, and supervision for the leasing of one (1) multifunctioning coper and all associated maintenance for the Chicago VA Regional Office Public Contact in accordance with the attached Statement of Work. Period of Performance: Option Year Two October 2019 October 2020 2002 The Contractor shall provide all supplies, 12 MO $ __________ $ ___________ services, equipment, tools, labor, facilities, transportation, and supervision for the leasing of one (1) multifunctioning coper and all associated maintenance for the Chicago VA Regional Office Veterans Service Center in Accordance with the attached Statement of Work. Period of Performance: Option Year Two October 2019 October 2020 3001 The Contractor shall provide all supplies, 12 MO $ __________ $ ___________ services, equipment, tools, labor, facilities, transportation, and supervision for the leasing of one (1) multifunctioning coper and all associated maintenance for the Chicago VA Regional Office Public Contact in accordance with the attached Statement of Work. Period of Performance: Option Year Three October 2020 October 2021 3002 The Contractor shall provide all supplies, 12 MO $ __________ $ ___________ services, equipment, tools, labor, facilities, transportation, and supervision for the leasing of one (1) multifunctioning coper and all associated maintenance for the Chicago VA Regional Office Veterans Service Center in Accordance with the attached Statement of Work. Period of Performance: Option Year Three October 2020 October 2021 4001 The Contractor shall provide all supplies, 12 MO $ __________ $ ___________ services, equipment, tools, labor, facilities, transportation, and supervision for the leasing of one (1) multifunctioning coper and all associated maintenance for the Chicago VA Regional Office Public Contact in accordance with the attached Statement of Work. Period of Performance: Option Year Four October 2021 October 2022 4002 The Contractor shall provide all supplies, 12 MO $ __________ $ ___________ services, equipment, tools, labor, facilities, transportation, and supervision for the leasing of one (1) multifunctioning coper and all associated maintenance for the Chicago VA Regional Office Veterans Service Center in Accordance with the attached Statement of Work. Period of Performance: Option Year Four October 2021 October 2022 Description of Requirement Part 1. General Information: The Department of Veterans Affairs has a requirement to lease two (2) Konica BIZHUB C308 or equivalent Multifunctional devices (MFD) and associated lifecycle maintenance services to support the Veterans Benefits Administration (VBA) Regional Office (RO) in Chicago, IL. Copy volumes for both MFD s will estimate around 42,000 B&W copies per month and 24,000 color copies per month. Part 2. Scope: The contractor shall provide two (2) MFD under operating leases with comprehensive lifecycle supplies, service, and maintenance, in support of the VBA RO in Chicago, IL. The Government will manage the leased device until the end of the performance period. Part 3. Governing Terms and Conditions: The contractor shall provide services in accordance with all contractual terms and conditions. Part 4. Requirements: The contractor s pricing shall represent total cost of leasing, including service and consumables, and a calculation of the cost to operate the device, if any. The devices shall be packaged with consumables (excluding paper) and maintenance agreements/extended warranties. Periodic preventive maintenance of the machine leased and key operator training are also required. In addition, the contractor shall deliver a method of managing comprehensive device information, including meter reads, billing, serial numbers, up-time calculations, and leasing history and replacement cycles of the devices. The method must be deployed using the Internet to allow assigned individual at the regional office to order supplies for machines under lease, request service, display service history and response time and have the ability to produce reports tailored to meet requirements. The company s method to manage the leased device must be provided to the Agency for operation by Agency personnel. The method must take into account the fact that most or all of the devices deployed will not be connected to an external network. Additional Deliverables Service Report The contractor shall provide an automated system or methodology to track and report all maintenance activities for the purpose of monitoring the contractor's ability to meet device performance and service standards. The contractor shall track, at a minimum, response time from time of customer call to identification of the problem and response time from identification of the problem to problem resolution. Incident Report The contractor shall immediately report to the COR and CO all violations or suspected violations of Agency XXXX security policies and the requirements of the task order, as well as the loss or suspected loss of equipment or data including Sensitive but Unclassified (SBU) or Personally Identifiable Information (PII) information. Meeting Availability The contractor shall meet in person or by telephone, at the direction of the CO or COR, with reasonable frequency and logistical accommodation, during the term of the task order. The contractor may request a meeting with CO or COR when the contractor deems necessary. Constraints All Devices and accompanying software must comply with the VBA security requirements. Standards may change over time; familiarity with requirements will be part of the standard project management and communications functions performed by the contractor. If necessary, in order to obtain access to VBA s Local Area Network (LAN), e-mail, or supported computing environments, the contractor must comply with the Customer s network access policy and any other applicable security policies or procedures. Prior to access, the contractor must complete and sign any applicable agreements as required by the VB A and the customer. Network access will be coordinated for the Customer upon final approval by the Network Administrator. Configurations and settings will be determined collaboratively between the VBA and the contractor, on a case-by-case basis, based on mission requirements and efficiency best practices. The leased device shall have the capability to track all jobs performed. These job logs shall be accessible only to authorized personnel. The contractor is responsible for obtaining and maintaining all the documentation necessary for performance of the leased device in accordance with applicable VBA guidelines, including Configuration Management Standards and Practices, and local policy guidance. The contractor shall make any specific documentation requests, including applicable standards, known to the COR on an as-needed basis. Performance Standards and Quality Assurance The contractor shall perform in accordance with all terms, conditions, standards, and quality levels applicable to the delivery of equipment. The Government will perform quality assurance surveillance using any method it chooses as appropriate for the circumstance, including direct observation, electronic monitoring of systems using the contractor s management solution, review of official receiving reports and building access logs, periodic audit or inspection of deployed devices, VBA verification and validation of contractor invoice data, VBA key operator/customer surveys and interviews, and any other available means to assess the contractor s performance. In the event of the contractor s failure to perform according to any applicable obligations, the Government may exercise any rights and remedies available. Performance Requirement Method of Surveillance Acceptable Quality Level/Standard Incentive/Disincentive Delivery and installation: The contractor shall deliver and install the leased MFD in the quantity and at the location ordered no later than 30 days ARO, at a specific time and date agreed upon in advance by the recipient. COR will verify delivery and successful installation with key operators or other the VBA receiving personnel. Delivery and installation is completed on or before 30 days ARO at a time agreed upon in advance by the recipient. Disincentive: The Government will assess the full cost of work interruption or other collateral costs to the contractor. Up-time: The contractor shall maintain the leased MFD in a fully functional state, meeting all technical requirements COR will monitor reports of down machines. Each month, the leased device will be 95% operational. The effectiveness level for the device is computed using this formula: 1 [total number of hours downtime / total productive time in the month]. Total productive time shall be computed by multiplying eight hours per day by the number of working days in the month (weekends and federal holidays excluded). Disincentive: Upon not meeting the standard for a single month or more, the Government will assess the full cost of work interruption or other collateral costs to the contractor. The Contractor shall replace the leased MFD that operates at less than the required up-time for two (2) consecutive months with an MFD of equal or greater capabilities at no cost to the ordering activity. Consumables: Contractor shall provide all consumable supplies, excluding paper and transparencies, necessary for the continuous operation of the devices throughout the duration of the task order or consumable agreement. COR will monitor consumables orders in the contractor s management solution and shall receive out-of-stock notifications from key operators. Supplies shall be delivered to the destination located in the contract within (2) business days of receipt of the consumable request. Disincentive: The Government will assess the full cost of work interruption or other collateral costs to the contractor. Noncritical Response Time: The contractor shall provide maintenance and repair service to the MFD device that, at a minimum, includes installation; IT and operational troubleshooting; service orders; preventive maintenance; repairs, including parts and labor; and network connectivity guidance throughout the term of each device. COR will verify contractor-reported response times with key operators to verify responsiveness and effective repair/replace. For service/repair orders placed by the ordering activity, the contractor shall dispatch a technician within six (6) hours to respond to all noncritical leased/purchased devices requiring onsite service. (Devices will be identified as critical or non-critical when ordered.) Response time on a service order begins when the order, if placed by phone, is received by the Contractor. Service orders received after normal hours of operation shall begin the following business day at 8:00 am. Disincentive: Upon not meeting the standard by one (1) hour or more, the Government will assess the full cost of work interruption or other collateral costs to the contractor. After determining that an MFD cannot be repaired, the Contractor shall provide a temporary device of equal or greater capabilities within two (2) business days at no additional cost to the ordering activity. After the service order is completed, the service technician shall notify the key operator about whether or not service was completed satisfactory. If the original MFD is not repaired within fourteen (14) calendar days, the Contractor shall provide a permanent replacement MFD with equal or superior features and capabilities. Critical Response Time: The contractor shall provide maintenance and repair service to the MFD device that, at a minimum, includes installation; IT and operational troubleshooting; service orders; preventive maintenance; repairs, including parts and labor; and network connectivity guidance throughout the term of each device. COR will verify contractor-reported response times with key operators to verify responsiveness and effective repair/replace. For service/repair orders placed by the ordering activity, the contractor shall dispatch a technician within two (2) hours to respond to all critical leased/purchased devices requiring onsite service. (Devices will be identified as critical or non-critical when ordered.) Response time on a service order begins when the order, if placed by phone, is received by the Contractor. Devices for critical use may require maintenance availability on federal Holidays, weekends, or after hours. Disincentive: Upon not meeting the standard by one (1) one or more, the Government will assess the full cost of work interruption or other collateral costs to the contractor. If a device for critical use cannot be restored to its fully operational state, the Contractor shall install a substitute device within one (1) business day of the service response, at no additional cost to the Government. Equipment Relocation, Removal, and Disposal: The contractor shall perform relocation, removal, and disposal functions, as ordered by the COR, subject to the terms of BPA section 4.10. COR will track response time and verify timely completion with key operator or other Agency personnel. The contractor shall meet all timeframes and standards within BPA section 4.10. Disincentive: The Government will assess the full cost of work interruption or other collateral costs to the contractor. The Government may perform the work on its own or by another contract and charge this task order contractor for those costs in the form of an enforced credit on the next invoice. Period of Performance: 30 Days from issuance of the notice to proceed FAR 52.212-1, Instructions to Offerors Commercial Items, applies to this solicitation. The following provisions and clauses are added as addenda: 52.211-6 Brand Name or Equal (AUG 1999) 52.217-5 Evaluation of Options (JUL 1990) 52.252-1 Solicitation Provisions Incorporated By Reference (FEB 1998) VAAR 852.270-1 Representatives of Contracting Officers (JAN 2008) FAR 52.212-2, Evaluation Commercial Items, applies to this solicitation. Offers will be evaluated on price only. Criteria: The Government will evaluate offers submitted in response to this solicitation on a Lowest Evaluated Price, Technically Acceptable basis. All quotes will be evaluated for Technical Acceptability. The Contractor s offer will be compared to the technical requirements depicted within the attached Statement of work (SOW). If the Offered services do not meet or exceed the specifications and quality per the SOW, the Contractor s overall offer will be found to be Technically Unacceptable. Technical Acceptability: The Government will evaluate quotes submitted in response to the solicitation for the technical capability to meet this requirement. Included with each Contractor s quote, the Offeror is to provide a written statement limited to one page or less as to how the offeror intends to comply with the technical specifications of the statement of work. 3. Basis for Award: The Government shall make award to that quote that is found to be the Lowest Priced, Technically Acceptable based upon the stated strategy above. FAR 52.212-3, Offeror Representations and Certifications Commercial Items applies to this solicitation. Offerors shall submit a completed copy of FAR 52.212-3 with its Offer. FAR 52.212-4, Contract Terms and Conditions Commercial Items applies to this solicitation. The following provisions and clauses are added as addenda: 52.252-2 Clauses Incorporated By Reference (FEB 1998) 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.217-8 Option to Extend Services (NOV 1999) 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 15 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 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 Five (5) years and Six (6) months. (End of Clause) Insurance Work on a Government Installation (JAN 1997) (a) Workers compensation and employer s liability. Contractors are required to comply with applicable Federal and State workers compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer s liability section of the insurance policy, except when contract operations are so commingled with a contractor s commercial operations that it would not be practical to require this coverage. Employer s liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers compensation to be written by private carriers. (See 28.305(c) for treatment of contracts subject to the Defense Base Act.) (b) General liability. (1) The contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. (2) Property damage liability insurance shall be required only in special circumstances as determined by the agency. (c) Automobile liability. The contracting officer shall require automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims. 52.232.40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 52.233-1 Disputes (MAY 2014) 52.252-6 Authorized Deviations in Clauses (FEB 1998) VAAR 852.203-70 Commercial Advertising (JAN 2008) VAAR 852.211-70 Service Data Manuals (NOV 1984) VAAR 852.211-73 Brand Name or Equal (JAN 2008) VAAR 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (DEC 2009) VAAR 852.215-71 Evaluations Factors Commitments (DEC 2009) Subcontracting Commitments Monitoring and Compliance: The solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in the assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end of support contractor(s) may be required access to the contractor s business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of the VA will be required to sign an Information Protection and Non-Disclosure and Disclosed of Conflicts of Interest Agreement to ensure the contractor s business records or other proprietary data reviewed or obtained in the course of assisting the CO is assessing the contractor for compliance are protected to ensure information of data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services that support contractor(s) will perform in assessing compliance are advisory assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2012) VAAR 852.237-70 Contractor Responsibilities (APR 1984) 52.212-5, Terms and Conditions Required to Implement Executive Orders Commercial Items, applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation: Paragraph b clauses applicable: (4) 52.204-10 Reporting Executive Compensation & First Tier Subcontract Awards (OCT 2015) (8) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) (14) 52.219-6 Notice of Total Small Business Set-Aside (NOV 2011) (22) 52.219-28 Post-Award Small Business Program Representation (DEC 2015) (27) 52.222-21 Prohibition of Segregated Facilities (FEB 1999) (28) 52.222-26 Equal Opportunity (APR 2015) (30) 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) (33) 52.222-50 Combating Trafficking in Persons (MAR 2015) (44) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (51) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) (58) 52.232-34 Payment by Electronic Funds Transfer Other than Central Contractor Registry (MAY 1999) Paragraph c clauses applicable: (1) 52.222-41 Service Contract Labor Standards (MAY 2014) (2) 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) (THIS IS NOT A WAGE DETERMINATION) EMPLOYEE CLASS WAGE + FRINGE BENEFITS 23710 Office Appliance Repairer WG-9 $26.30 - $8.64 (8) 52.222-55 Minimum Wages Under Executive Order 13658 (JAN 2017) (9) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) N/A N/A Offers are due not later than Monday October 2, 2017 at 12:00PM CST. Offers must be submitted electronically to [email protected]. Only written quotes shall be accepted and must be received and identified by solicitation number VA101V-17-Q-0487. Vendors bear the burden of ensuring that quotes, and any applicable amendments, are emailed on time. Offerors shall ensure that the following information is also clearly identified on their quote: Unit Price, Extended Price, FOB Point, Prompt Payment Terms, Correct Remittance Address, Cage Code, DUNS Numbers, Tax Identification Number, Full name and address of the vendor s Point of Contact. All pages of the quote must be emailed before the deadline specified in this solicitation. Failure to provide any of this information or providing inadequate or unclear information will result in the quote being rated unsatisfactory and ineligible for award. The vendor must be active in the System for Award Management (SAM) to receive an award. For additional information, please contact the Contracting Officer, Rebecca S. Quilhot at (563) 424-5874 or by e-mail to [email protected]