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REQUEST FOR QUOTATION PSC Code: 7021 NAICS code: 334111 Requirement Title: Automated Key Tracking System and Cabinets 1. Introduction This is a Combined Synopsis/Solicitation for commercial items prep... REQUEST FOR QUOTATION PSC Code: 7021 NAICS code: 334111 Requirement Title: Automated Key Tracking System and Cabinets 1. Introduction This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulations document (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a separate written solicitation will not be issued. This notice and the incorporated provisions and clauses are implemented in accordance with the FAR. All responsible sources may submit a quote. This combined synopsis/solicitation notice is a request for competitive quotations. Therefore, all questions pertaining to this notice received prior to 1300 CET on 16 September 2019 will be considered by the Regional Contracting Office, Vicenza, Italy. The RFQ and any amendments will be posted to FedBizOpps (www.FBO.gov). Responses must include at least the solicitation number 2. Applicable FAR Clauses 52.212-1 - Instructions to Offerors - Commercial Items. (DEVIATION 2018-O0018) 52.212-4 - Contract Terms and Conditions-Commercial Items 52.212-5 - Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items All FAR Clauses may be viewed in full text by viewing the Federal Acquisition Regulation Table of Contents via the Internet at http://farsite.hill.af.mil/. 3. Delivery and Payment FOB: Destination to: USAG Italy, DPW Housing Division Via Casermette 107 Vicenza, Italy 36100 Requested Delivery Date: Within 30 days of contract award - Please specify your earliest delivery date for each CLIN. For payment purposes, invoices will be submitted through Wide Area Workflow (WAWF). For further information: https://wawf.eb.mil/ 4. Instructions to Offerors The resultant order will be Firm Fixed Price (FFP). All responsible sources may submit a response, which, if timely received, will be considered by the agency. Award will be made to the quote with the lowest total price that meets the Technical Specifications detailed in paragraph 5. All questions pertaining to this notice received prior to 0900 EST on 16 September 2019 will be considered by the Regional Contracting Office, Vicenza, Italy. Quotes must be received no later than Wednesday, 18 September 2019, 1700 EST Responses to this RFQ shall be provided electronically via email to the point of contact listed below as a written quote (IN ENGLISH). Responses must include at least the solicitation number as the subject of the email. It MUST provide all of the information required under this RFQ and shall include the technical specifications of the quoted items in sufficient detail for a technical review. Oral offers will not be accepted. If you have any questions, you may contact: MAJ Eugene Choi, Contract Specialist, eugene.choi3.mil@mail.mil Please fill out and return the following information with your quote: Company Name: Point of contact (POC): Address: Phone Number: Email: CAGE Code *: Quote Number: Date: Quote is valid for ______days. *To be eligible for award, contractors must be registered and have an active account in the System for Award Management (SAM) database. The CAGE Code is provided upon registration. For further information: https://www.sam.gov. 5. Requirements: Request Prices for the following CLIN and mandatory technicalities: a. In accordance with Clause 252.211-7003, each item with a cost above $5,000 will require a unique item identifier. b. Include details of any commercial warranties in quote. CLIN 0001: Automated Key Control System with Storage Cabinets (includes installation) - KeyTrak KT1200 OR EQUAL. Quantity 1 Each. OPTION CLIN 0002: Removal of current KeyTrak Key system - 6 Tall Drawers. Quantity 1 Lot. Salient Characteristics: THE EQUIPMENT SHALL BE 220v (CE) - or it will be found to not meet the technical specifications and rejected. Cabinet Size Constraints: Location 1 - 8ft 4in X 8ft 4in. Location 2 - 5ft 4in (length) x 3ft 4in (width) Each set of keys will contain anywhere from 3-15 keys and key fobs. System should allow access to each set of keys individually without interfering with another set. Need key control systems in two different locations that can communicate with each other. One main location to hold two sets (~2500 slots each) One location (on a separate floor with no elevator capability) to hold one set (~1250 slots) System will enable scheduling viewings/showings of houses System should have a program to ensure 100% accountability at all times. Monitor who, when, why keys were removed/accessed from the control system System should include a "notes/remarks/comments" field to enable more detailed description of reason for check out System should include a screen/monitor large enough and with ample clarity to been seen without confusion or mistake System should allow a search feature either by address or code linked to an address System should show how many keys for address currently in the key control system System should include the ability to run reports on keys and/or users System should include a standard mouse System should include a standard keyboard System should be able to print out a "receipt" for each action System should have an UPS system for backup power Key control system needs to be accessed by ~30 or more personnel System should be able to differentiate each person System should have fingerprint/card swipe reading capability to expedite login capabilities Shipping Costs to Italy Contractor will install the system in the building. The building does not have elevator access and will require the contractor to transport the equipment up a flight of stairs to the TR's designated location. Further instructions below. System should include one year software support and one year hardware support PWS 1. DELIVERY a. The Contractor shall notify the TR within 5 workdays prior to product shipment to coordinate delivery. The Contractor shall ensure they fully understand all site security regulations stated and initiate any required procedures to minimize the impact on installation personnel. The Contractor shall notify the TR of any issues related to the install schedule as defined in the contract. This also include any issues with the removal of the old equipment. b. Shipment must be via Contractor scheduled Commercial Transportation. The Contractor is responsible for all documentation associated with all shipments. The Contractor is responsible for all aspects of clearing the products through customs, which includes coordination with the TR for delivery to installation site. c. The Contractor shall provide the TR with a minimum of 48 hours notification via email, as to the date and time the truck(s) will arrive. d. Contractor must ensure the driver(s) of the delivery vehicle(s) have copies of the delivery order (either form SF 1449 or DD Form 1155, as applicable), for the items being delivered in order to gain entry to the facility. e. Equipment shall be delivered to the job site in the manufacturer's original packaging with the item identification and project clearly shown. f. Driver(s) of the delivery vehicles shall not attempt to deliver any item(s) before the scheduled delivery date. In the event the delivery date falls on a Saturday, Sunday, or US or Italian federally recognized holiday, the delivery date shall be the next workday after the Saturday, Sunday, or holiday. g. Shipping Label(s) shall read clearly. h. Items shall be labeled with the building number provided. 2. RECEIVE AND UNLOAD a. Contractor shall start assembling and installing items in the room upon delivery between 0830-1200hrs and 1300-1600hrs. The Contractor may work outside this time frame with prior approval of the TR. b. If the Contractor is unable to complete the assembly and placement of all unloaded items before end of the workday, the Contractor will transport the remaining items to a location designated by the TR for storage until the next work day. The Contractor will be responsible for moving the items from the overnight storage site to the designated positions in the building. c. The Contractor shall verify and inspect all items. Any deficiencies (damage/overage/ shortage) shall be brought to the attention of the TR. The Contractor shall store damaged items in the location designated by the TR. d. The Contractor shall maintain a complete file of all documents relating to each discrepancy(ies). Copies of discrepancy reports shall be forwarded to the TR on a daily basis. e. The Contractor shall repair (if the TR agrees to keep the item(s)) or to coordinate for replacement of damaged, defective, or missing items. 3. PLACE AND INSTALL a. Contractor shall place item(s) in the building noted in the contract. The Contractor shall complete installation of furnishings under this Performance Work Statement (PWS) in the time period specified per the contract. b. The Contractor shall clean all items that have been installed. c. The Contractor shall remove all protective coverings off of any item (such as protective film on the monitor, etc.). The Contractor shall be responsible for disposal of all packing materials. d. The Contractor shall ensure that all stickers and labels are removed, and no adhesive residue remains on the surface. e. If applicable, the Contractor shall provide power cords for all electrical items and other accessories required to have a fully functioning unit(s). The cords shall be appropriate for the item and the building's electrical service, and must be in line with commercial safety practices. 4. ASSEMBLY a. The Contractor shall uncrate all items received and perform all required assembly in accordance with the manufacturers' instructions. b. All equipment and accessories shall be level, plumb, squared, freed of rough or sharp edges in proper alignment with adjoining equipment, and shall be securely attached to the building where applicable. c. All assembly shall be accomplished using conventional tools found in any hardware store. If special tools are required, they shall be furnished by the Contractor at no charge to the customer. d. The Contractor shall ensure the equipment is free of surface dirt and defects and that the installation is complete and is ready to use immediately after installation. 5. PROTECTION OF PROPERTY a. The Contractor shall protect all items from damage. The Contractor shall take precautions against damage to the building, grounds, and other furnishings. The Contractor shall repair or replace any items in the buildings, or grounds damaged due to negligence and/or direct action by the Contractor, using materials of the same quality, size, texture, and color to match adjacent existing work. This action is to be completed in conjunction with the building Facilities Department, to ensure repairs/replacement are consistent with existing requirements. b. The Contractor shall perform an inspection of the buildings and grounds with the TR before and after starting work, and document accordingly. The Contractor shall repair or replace any items in the buildings, components or grounds damaged due to negligence and/or direct action by the Contractor. The source for all repairs beyond simple surface cleaning will be done in coordination with the TR. This is to maintain the same quality, size, texture, and color to match adjacent existing work. If the facility requires joint occupancy during the install period, inspections may be required on a more frequent basis. 6. PRODUCT DOCUMENTATION a. The Contractor shall ensure all owners' manuals, warranty information to include an updated list of manufacturer's point of contact for every item, assembly instructions, maintenance and care instructions, operating instructions, electrical system descriptions, wiring schematics, and any other information is provided to the TR upon installation start date. b. If applicable, the Contractor shall turn over to the TR any special assembly tools, security hardware, wrenches, and spare parts provided with the equipment. 7. CLEANUP a. The Contractor is responsible for the removal and disposal of all trash connected with uncrating and assembling equipment and other items installed under this contract in accordance with 4.e. Final acceptance of the equipment from the Contractor will not occur until all installation trash is removed from the site. b. Recyclable materials shall be disposed of in accordance with local recycling and disposition regulations. c. The Contractor shall remove personal trash (food wrappers, drinks, etc.) from the site on a daily basis. 8. SECURITY REQUIREMENTS a. Access and general protection/security policy and procedures - All Contractor and subcontractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative). The Contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DoD, HQDA, and/or local policy or installation. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes. b. For Contractors that do not require Common Access Card (CAC), but require access to a DoD facility or installation - Contractor and all associated subcontractors employees are required to follow the procedures for admittance of uncleared personnel. Contractor and all associated subcontractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.