REQUEST FOR QUOTATION (RFQ)

Description of Requirements

The United States government, represented by the U.S. Agency for International Development (USAID), invites qualified companies/individuals to submit quotation of the services/items specified below. This is to support the operation of USAID/RDMA, Bangkok, Thailand.

Quotation submission and questions regarding this Request for Quotation (RFQ) shall be ONLY via email to BANGKOKUSAIDPROC@usaid.gov by the time/date specified above.

The award of a contract hereunder is subject to the availability of funds. Issuance of this RFQ does not constitute an award or commitment on the part of the U.S. Government, nor does it commit the U.S. Government to pay for costs incurred in the preparation and submission of a quotation. Please be advised that all interested parties are required to be registered in Dun and Bradstreet and are subject to SAM registration before an award can be made. Information on obtaining the Data Universal Numbering System (DUNS), can be found at this website: http://fedgov.dnb.com/webform. Offerors are also required to register their business on the U.S. Government’s System for Award Management (SAM) at www.sam.gov. Information on this process for foreign vendors is available here. Prospective offerors are encouraged to register in SAM prior to the submittal of quotations.

Statement of Work for Managed Printing Services

INTRODUCTION

USAID/RDMA and ARTC, Bangkok Thailand has various types of office printing, scanning and fax equipment. The types range from desktop printers to multifunction network printers. The department is looking to evaluate the efficiency and the cost of maintaining, supporting this fleet of equipment. This evaluation should also include any cost cutting recommendations.

PURPOSE

The purpose of this request is to solicit potential options, approaches and strategies for the efficient management and operation of office printing, scanning and fax needs throughout the USAID/RDMA and ARTC, Bangkok Thailand office.

PARTICULAR AREAS OF INTEREST

USAID/RDMA and ARTC, Bangkok Thailand are interested in receiving potential options and strategies that can be utilized to ultimately decide how best to use current technology along with existing equipment to improve the delivery of all types of output required in the office environment as following details.

The requirement for printing and maintenance services for USAID owned printing machines is per details shown below.

A) USAID/RDMA

B) USAID/ARTC

The Quotation shall include the followings:

1. Price per page printing (including cost of printer toners, drum kits, fuser kits and other parts).
2. Regular maintenance and pro-active replacement of consumables
3. Implementation and management of administrative settings (ie default to PIN printing, B&W, Duplex, etc)
4. Next business day service, by noon, on calls made the afternoon of the previous business day
5. Onsite technician – Onsite technician will physically be located at USAID/RDMA office.

Major responsibilities:

• Provide operational support for all printing machines
• Respond within 15 minutes upon calls
• Clear paper jams as they occur
• Perform preventive maintenance on device fleet
• Assist customers in the effective use of devices
• Provide initial troubleshooting for device problems
• Escalate device problems as appropriate to maintain customer satisfaction
• Track all escalated problems to ensure timely resolution
• Ensure adequate supplies are available to support the uninterrupted use
• Replace device/printing supplies to ensure uninterrupted use
• Report any occurrences of customer feedback to USAID EXO/IT department
• Gather usage information for reporting purposes on a monthly basis.

Selection Criteria:

A) Detailed Price Quotation (70%)

B) Past Performance (30%)

All interested parties must submit a detailed price quotation along with documentation that demonstrates previous successful completion of the services described in this Request for Quotation; this could include letters of recommendation, appreciation or other evidence of vendor capability from previous customers.

The USAID Contracting Officer will select the successful contractor using a Best Value approach, considering price factors and past performance.  The Contracting Officer, at the Government’s discretion, may enter into negotiations with one or more offeror to discuss improvements in the quotation and cost deduction. Upon successful negotiation with the vendor, a purchase order will be issued, and a lump sum payment made upon acceptance of all deliverables and within 30 days of receipt of invoice.

Purchase Order Clauses:

Purchase Order issued for the selected offer(s) shall incorporate one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

- Federal Acquisition Regulation (FAR) at http://www.acquisition.gov/far/

- USAID Acquisition and Assistance Policy Directives (AAPDS) and Contract Information Bulletins (CIBS) at https://www.usaid.gov/work-usaid/aapds-cibs/

- USAID Acquisition and Assistance Policy Directive (AAPD 16-02) Revised on Clauses and special contract requirements for facilities access, security, and information technology (IT) at https://www.usaid.gov/work-usaid/aapds-cibs/aapd-16-02-revised/