Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

PLEASE NOTE THIS IS EXTENDING THE RESPONSE TIME AND DATE FOR 36C25024Q0124 TO RESPOND NLT 4:30 pm Eastern time November 29, 2023 Description This is a combined synopsis/solicitation for commercial ite... PLEASE NOTE THIS IS EXTENDING THE RESPONSE TIME AND DATE FOR 36C25024Q0124 TO RESPOND NLT 4:30 pm Eastern time November 29, 2023 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-06. This solicitation is set-aside for: Total Small Disadvantaged Veteran Owned Small Business (SDVOSB) Set-Aside The associated North American Industrial Classification System (NAICS) code for this procurement is 334118, with a small business size standard of 1,000. The FSC/PSC is 3610. The Cincinnati VA Medical Center has a requirement for replacement upgrade of existing Printers and Maintenance in the Medical Media Department to support technology upgrade and workload expansion. All interested companies shall provide a quotation for BOTH a LEASE and PURCHASE option for ALL of the following listed (to include Maintenance Program in potential option years) (TWO QUOTES ARE BEING REQUIRED): Supplies/Services Item # Description/Part Number* Qty Unit of Measure Price Extended Amount 409151-289301-1-R PPROC7210SX Ricoh color production printer 2 EA $ $ 409393-289301-R PRO C5310S Ricoh color cutsheet printer 2 EA $ $ 007138MIU-289301-R XG-PCS20820D RIC AMP SURGE PROTECTOR Ricoh 20 Amp Power Filter 6 EA $ $ 006428MIU-28 409390-289301 9301-R ESP XG-PCS-15D Ricoh 15 Amp Power Filter for Color Controller E-46A or Color Controller E-86A. 2 EA $ $ 409486-289301-R TCRU/ORU TYPE S9 SET A2 Ricoh Maintenance Kit TCRU/ORU Type (Set A) 2 EA $ $ 409205-289301-R TCRU TYPE S9 (SET B) Ricoh Maintenance Kit TCRU/ORU Type (Set B) 2 EA $ $ 409284-289301-R 5TH STATION UPGRADE KIT TYPE S9 Ricoh Maintenance Kit TCRU/ORU Type S3 2 EA $ $ 409082-289301-R VACUUM FEED LCIT RT5120 Ricoh 4,400 sheet vacuum feed for paper sizes up to 13" x 19.2" and weighs up to 130 lb. 2 EA $ $ 409095-289301-1-R VACUUM FEED BANNER SHEET TRAY TYPE S9 Ricoh vacuum feed sheet tray for use with LCIT RT5120, supports media up to 300 gsm, 730 oversized prints capacity 1 EA $ $ 409258-289301-1-R COVER INTERPOSER TRAY CI5040 Ricoh interposer tray - supports up to 13" x 19.2" paper and media up to 130 lbs. 1 EA $ $ 409259-289301-1-R COVER INTERPOSER TRAY DOUBLE FEED DETECTION KIT TYPE S11 Ricoh double-feed detection kit for CI5040 Interposer Tray 1 EA $ $ 404540-289301-1-R MULTI-FOLDING UNIT FD5020 Ricoh automatic inline document folding unit in six different folding patterns 1 EA $ $ 409250-289301-1-R BOOKLET FINISHER SR5120 Ricoh multi-position staple finishing, stacking with 4 staple options, two and three hole punch, saddle-stitching 1 EA $ $ 409249-289301-R FINISHER SR5110 Ricoh multi-posiiton staple finishing, stacking with 4 staple options, and two and three hold punch, saddle-stitching 3 EA $ $ 409268-289301-R PUNCH UNIT PU5030NA Ricoh hole punch finisher for SR5100 or Booklet Finisher SR5120 4 EA $ $ 404877-289301-1-R SR5000 SERIES OUTPUT TRAY FOR BANNER SHEET TYPE S6 Ricoh banner sheet output tray for Finisher SR5110 or Booklet Finisher SR5120 1 EA $ $ 404773-289301-R GBC STREAMPUNCH ULTRA Ricoh inline punch system, capable of double punch for two-up sheet processing for variable sheet sizes and tab processing 2 EA $ $ 409059-289301-R DIE RICOH COMBBIND 19-21H HD Ricoh die set for GBC StreamPunch 2 EA $ $ 404771-289301-R GBC STREAMPUNCH ULTRA DIE C4 COIL OVAL 43-47H Ricoh inline punch system for double punch for up tow-up sheet processing for variable sheet sizes and tab processing 2 EA $ $ 409401-289301-R EFI COLOR CONTROLLER E-47B Ricoh Fiery Color Controller for job management 2 EA $ $ 409390-289301-R EFI COLOR CONTROLLER E-27B Ricoh Fiery Color Controller for job management 2 EA $ $ 3000013503-PS1-289301-R EFI IMPOSE DIGITAL Ricoh Fiery digital license for Color Controller E27B or Color Controller E47B 2 EA $ $ 3000013504-PS1-289301-R EFI COMPOSE DIGITAL Ricoh Fiery digital license for Color Controller E27B or Color Controller E47B 2 EA $ $ 007091MIU-289301-R EFI FIERY COLOR PROFILER SUITE Ricoh color management software 2 EA $ $ 45112179-289301-1-R EFI FIERY JOBMASTER WITH 1 YR MAINTENANCE Ricoh Workflow Suite for Fiery; PDF-based print management preparation 1 EA $ $ 409217-289301-R NXSTATIONGL Ricoh 22" monitor, stand, keyboard, and mouse for color controller for Color Controller E-47B 2 EA $ $ PP-ISF-72XX-E45-289301-R CIP ISF PPSE TRAINING - C72XX W/E45 FIERY Ricoh training for C72XX with Fiery for end users 2 EA $ $ PP-ISF-C5300-E27B-289301-R CIP ISF PPSE TRAINING - PROC5300 FAMILY - E27B FIERY ADD-ON Ricoh training for C5300 with Fiery for end users 2 EA $ $ HDPREMIUM-289301-R HD SWAP AND SURRENDER Hard drive removal/surrender 4 EA $ $ PPROC7210SX (2 UNITS) AND PRO C5310S (2 UNITS): FLAT RATE MAINTENANCE PROGRAM: INCLUDES ALL SUPPLIES GOLD COVERAGE (INCLUDING STAPLES, BUT EXCLUDING PAPER), PARTS, LABOR, AND TONER, AND VIRTUAL TRAINING. Base Year 12 MO $ $ PPROC7210SX (2 UNITS) AND PRO C5310S (2 UNITS): FLAT RATE MAINTENANCE PROGRAM: INCLUDES ALL SUPPLIES GOLD COVERAGE (INCLUDING STAPLES, BUT EXCLUDING PAPER), PARTS, LABOR, AND TONER, AND VIRTUAL TRAINING. Option Year 1 12 MO $ $ PPROC7210SX (2 UNITS) AND PRO C5310S (2 UNITS): FLAT RATE MAINTENANCE PROGRAM: INCLUDES ALL SUPPLIES GOLD COVERAGE (INCLUDING STAPLES, BUT EXCLUDING PAPER), PARTS, LABOR, AND TONER, AND VIRTUAL TRAINING. Option Year 2 12 MO $ $ PPROC7210SX (2 UNITS) AND PRO C5310S (2 UNITS): FLAT RATE MAINTENANCE PROGRAM: INCLUDES ALL SUPPLIES GOLD COVERAGE (INCLUDING STAPLES, BUT EXCLUDING PAPER), PARTS, LABOR, AND TONER, AND VIRTUAL TRAINING. Option Year 3 12 MO $ $ PPROC7210SX (2 UNITS) AND PRO C5310S (2 UNITS): FLAT RATE MAINTENANCE PROGRAM: INCLUDES ALL SUPPLIES GOLD COVERAGE (INCLUDING STAPLES, BUT EXCLUDING PAPER), PARTS, LABOR, AND TONER, AND VIRTUAL TRAINING. Option Year 4 12 MO $ $ Brand Name Or Equal (BNOE) offers will be considered. BNOE offers must provide documentation that the alternate item is of the same form, fit, and function as the listed item, to include the following salient characteristics: Printers need to be able to print in color and black and white on a variety of paper stocks and sizes as well as different medias. There are four printers requested for this requirement to meet medical media’s needs for printing production for all areas of the facility: two color production printers and two-color cut-sheet multi-color printers. These printers are not only used for multi-purpose printing of all medias but will also serve to finish documents such as brochures, newsletter, marketing materials, and other Veteran-centered print jobs and will need to be able to fold, bind, staple, stack, staple, and sort. The print jobs need to be professional looking in appearance but also be produced in a timely manner due to timeline deadlines. The color production printers should include following features/hardware: Vacuum feed; 4,4000 sheet handling paper sizes up to 13” x 91.2”, paper weighing up to 130 lb. User-friendly, can configure up to 3 vacuum feeds to the system, bridge unit must be added between each. Vacuum feed banner sheet tray that is compliant with vacuum feed; enables to run coated and uncoated media up to 13” x 27.5”, supports up to 300 gsm media, provides 730 sheet paper capacity oversized prints. Cover interposer tray allowing pre-printed covers and inserts fed into the finishing workflow from two sources. Supports paper up to 13” x 19.2” and media up to 130 lb, cover 350 gsm. It should have a double-feed detection kit. Multi-folding unit must be automatic inline document folding in six different patterns (half-fold, letter fold-in/tri-fold, letter fold-out/tri-fold, gate-fold, double-parallel/four-fold, and z-fold). Inline punch system in a variety of pattern and wide assortment of user-friendly punch tools/”die sets.” It also needs to have the capability to “double punch” for two-up sheet processing supporting variable sheet sizes and tab processing. This will also have a plastic comb binding, plastic bind with a hole size of 8mm x 2.9mm (0.313” x 0.116”) (L x W), center-to-center hole spacing (14.3 mm (0.563”). It will also have a color coil binding, 4 holes per inch, hole size 4.4 mm (0.174”) diameter, center-to-center hole spacing 6.3 mm (0.2475”). Booklet finisher that has multi-position staple finishing up to 100 sheets for 8.5” x 11” media or 50 sheets for 11” x 17” media. It should stack up to 3,500 sheets (dual shift tray) with 4 staple options (top, bottom, 2 staples and top slant). Two and three-hole punch as well able to saddle-stitch booklets up to 30 sheets, 20 lb. bond equivalent to a 120-page book. It should support up to 130 lb. cover. Banner sheet output tray compatible with the booklet finisher. 20-amp power filer and 15-amp power filter for color controller. System for color controller job management and color management software including maintenance, digital licenses, and training. This should also include a 22” monitor, stand, keyboard, and mouse. The color cut-sheet multi-color printer should have the following features: Vacuum feed; 4,4000 sheet handling paper sizes up to 13” x 91.2”, paper weighing up to 130 lb. User-friendly, can configure up to 3 vacuum feeds to the system, bridge unit must be added between each. Multi-position staple finishing up to 100 sheets 8.6” x 11” sized media or 50 sheets 11” x 17” sized media. Stacks up to 4,500 sheets (dual shift tray) with 4 staple options (top, bottom, 2 staples, and top slant). Also punches two and three-holes. Inline punch system in a variety of pattern and wide assortment of user-friendly punch tools/”die sets.” It also needs to have the capability to “double punch” for two-up sheet processing supporting variable sheet sizes and tab processing. This will also have a plastic comb binding, plastic bind with a hole size of 8mm x 2.9mm (0.313” x 0.116”) (L x W), center-to-center hole spacing (14.3 mm (0.563”). It will also have a color coil binding, 4 holes per inch, hole size 4.4 mm (0.174”) diameter, center-to-center hole spacing 6.3 mm (0.2475”). 20-amp power filer and 15-amp power filter for color controller. System for color controller job management and color management software including maintenance, digital licenses, and training. This should also include a 22” monitor, stand, keyboard, and mouse. The four printers will also have a base year of flat fee of maintenance program with the option of 4 additional years. The maintenance program will include all consumable supplies recommended by the manufacturer, parts, and labor: Waste toner bottles Color, black, white toners, and cartridges 5th color cartridges Toner interchange units Staple cartridges for stapling and saddle stitch functions Staple Type X cartridges; 5,000 staples per cartridge. Varying sizes of element spools in black, white, silver that can accommodate varying size of paper sizes and thickness for booklet feature. Developers in varying colors Replaceable parts for all the mainframes; drum cleaning unit, charger roller unit, belt cleaning unit, pre-transfer belt unit, paper feel rollers, fusing cleaning unit, and smoothing rollers Replaceable parts mandatory all mainframes/entire fusing unit Maintenance kits for both two-color production printers and cut sheet multi-color printers The contractor will respond to service calls during normal working hours, Monday through Friday. Excluding holidays observed by the Federal Government. The vendor must respond to verbal service calls within 30 minutes after notification of malfunction of production equipment. Service calls for production machines identified as shall be responded to within an average of 2 working hours. Service calls for equipment shall be responded to within 24 hours. The response time on a service call starts when the authorized personnel of a Cincinnati VA Medical Center VA agency/activity place a service call to the vendor. The service technician will report to the agency/activity requesting service and notify them of his/her arrival and verify the problem for which the service call was made. After the call is completed, the service technician will contact the service requester, key operator, or any Cincinnati VA Medical Center VA representative with the office, whether service is completed satisfactorily. The contractor must provide a toll-free telephone number for service calls which must be answered during at least eight working hours, between 7:30 am and 4:00 pm, Monday thru Friday, and manned in such a way that the caller will not be on hold for more than three minutes in the process of reporting a service requirement. The contractor shall also provide a means of placing a service call through the contractor’s website and provide a way to order supplies over the internet. The vendor must have sufficient management and qualified dedicated technicians to service the entire solution, including all hardware, software, and support. The vendor must have a crew of qualified and trained service and delivery personnel in sufficient numbers to service and support the requirements under contract within the specified response times. The contractor shall provide training for key operators at the time of installation. When notified, the contractor shall supply additional key operator training on an “as needed” basis due to personnel turn over or one (1) time per year for refresher. The contractor shall furnish an operator's manual for all hardware and software supplied and will make such manuals available in electronic media or web-based access. Contractor shall provide on-site training within (3) business days after installation of all solutions to key operators. Training for all installed software components will be conducted as a train-the-trainer session. These training sessions will be defined as: User training – one (1) end user training session for up to two (2) hours for up to six (6) people One week of comprehensive boot camp to review hardware, software, applications and how to incorporate new technology and workflows into the current system. Re-direct and introduce change management concerning jobs, software, calibrations, and certs. On-going training throughout the first 30, 60, 90 days. Hardware and Software operations and workflow One (1) process specific users’ guide will be provided in MS Word and/or PDF formats for distribution to users. The contractor guarantees that all delivered production equipment, onsite installation, onsite maintenance, Professional IT services, and associated services shall be free from defects in workmanship and material under normal use and maintenance conditions. Alternate submission: Offerors submitting alternate items must provide technical information sufficient for a lay person to determine acceptability. Information will not be paid for by the government nor returned to the supplying party. The information will be used to determine product acceptability. Lack of sufficient information for our staff to determine product acceptability will result in a negative determination. Any quote will then be found non-responsiveness to the solicitation and the quote will not be considered. New Equipment ONLY; NO remanufactured, used/refurbished, or "gray market" items. All items must be covered by the manufacturer's warranty. No product in development shall be considered. Authorized dealers: Experienced firms only who are authorized dealers will be considered in addition to the original equipment manufacturer. A letter from the manufacturer stating your company is an authorized dealer for the line items must be in possession by the due date and be available for submission, if requested. Equipment items, and related services will be delivered, as required, to: Cincinnati VA Medical Center 3200 Vine St., Cincinnati, OH 45220-2213 Period of Performance Delivery shall be provided no later than 30 days after receipt of order (ARO). FOB: Destination. The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services” FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services” Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: 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” The following subparagraphs of FAR 52.212-5 are applicable: 52.232-33, Payment by Electronic Funds Transfer—System for Award Management (Oct 2018) (31 U.S.C. 3332). All quotes shall be sent to the Contracting Specialist, Morgan Stein at Morgan.Stein@va.gov Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors (price, past performance, speed of delivery) resulting in a Contracting Officer decision for the quote most favorable to the Government. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Submission of your response shall be received not later than 4:30 pm Eastern time November 29, 2023. No phone calls please. Quoters shall list exception(s) and rationale for the exception(s), if any. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact for this solicitation; Morgan Stein, Contracting Specialist, NCO10 Contracting, Morgan.Stein@va.gov