This is a combined synopsis/solicitation and request for quotes (RFQ) for commercial products or commercial services in accordance with the procedures of Federal Acquisition Regulation (FAR) part 12 - Acquisition of Commercial Items and FAR part 13 - Simplified Acquisition Procedures, with FAR part 12 taking precedence per FAR 13.500(b)’s reference to FAR 12.102(c). This announcement constitutes the only solicitation with quotes requested.

This requirement is set-aside for small business concerns under NAICS code 339940 Office Supplies (except Paper) Manufacturing with a size standard of 750 employees.

Questions, Suggested Alternate Terms, and Answers

Quoters are invited to submit any questions or suggested alternate terms (including changes to the solicitation, contract clauses, statement of assumptions, or other terms). FHFA will consider all input and attempt to balance the needs of all parties.

Questions or other suggested changes must be submitted by 2:00pm Eastern on October 23, 2023, by email to the Contracting Officer (CO), Laura Baker, at Laura.Baker@fhfa.gov. Questions, any written responses, or amendments will be posted at the Contract Opportunities webpage (please see https://sam.gov/content/opportunities for more information).

FAR References

Any FAR clauses or provisions referenced may be obtained at www.acquisition.gov/far. Also, any reference to offeror or offer has the same meaning as quoter or quote for this solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2023-05, September 7, 2023.

Submission Instructions

Quoters shall be registered in the System for Award Management as stated in FAR 52.204-7(b)(1).

Therefore, FAR 52.204-7 and FAR 52.204-16 are hereby incorporated by reference into the solicitation.

A Quoter that is not actively registered in the System for Award Management at the time of quote submission will not have its quote considered and will not be eligible for award.

Each Quoter shall submit an electronic quotation (Volumes I, II, and III in separate files) to the CO, Laura Baker, at Laura.Baker@fhfa.gov.

The electronic quotation shall include any scanned copies of signatures associated with the quotation. Pricing shall be submitted in Excel format.

Each email quotation including attachments cannot exceed 50 MB because it may be rejected by FHFA’s server. If your entire quotation exceeds 50MB in size, please divide your quotation into appropriate smaller emails.

If a Quoter chooses to submit a quotation, the quote must remain valid for a minimum of 90 calendar days

Quotes are due no later than the date and time identified in Contract Opportunities. Late submissions, modifications, and revisions will be managed in accordance with FAR 52.212-1(f).

FHFA’s Contracting Officer reserves the right to reject the quotation as non-compliant if the quotation takes exception to any of the terms of the RFQ, includes assumptions, or does not conform to the RFQ’s submission instructions.

All quotations must include a cover page addressing the following information:

1. RFQ Number
2. Quoter’s Name
3. Subcontractor Name(s), If Applicable
4. Quoters System for Award Management (SAM) Unique Entity Identifier (UEI)
5. Contact Name
6. Contact Email address
7. Contact telephone number
8. Complete business mailing address
9. The following statement “The Quoter takes no exception and completely accepts all the terms and conditions in the RFQ and subsequent amendments.”

Volume I: Technical Quotation

The Quoter’s technical submission should demonstrate the firm’s capability to perform the work requirements outlined in the Attachment A. Volume I shall include separate sections within the volume outlining the following items:

Technical Capability. The Technical Capability shall describe, in narrative form, the Quoter’s proposed overall capability to fulfill the overall requirements of Attachment A. Quoters shall specifically identify their experience with providing similar services.

Implementation Plan. The Vendor shall provide an implementation plan that details the necessary steps to ensure the smooth implementation of a fully functional coffee machines and supplies program on the first day of full contract performance. The implementation plan shall address, at a minimum, the following areas:

1. Timeline addressing installation of the coffee machines. Please reflect timelines in number of days from contract award and not specific dates.
2. Identify the specific coffee machines to be provided.
3. Creation of user accounts for Invoice Approver and authorized personnel.
4. Creation of reporting systems to ensure all reporting is captured as specified in the Statement of Work.
5. Development of custom landing page on the internet ordering platform.
6. Development of “shopping list” or other process to highlight and provide easy access to products on the “Agency Commodity List.”
7. Method of ensuring on-going delivery of supplies in compliance with established delivery timeframes.

Past Performance. FHFA will evaluate recent and relevant past performance of each Quoter. This past performance may include prime or subcontractors you consider most relevant in demonstrating your ability to perform the proposed effort. However, you must include at least one reference for any subcontractor that will perform a large portion of the work.

Quoters may submit up to 3 examples of contracts performed by the Quoter or subcontractors, demonstrating recent and relevant past performance. Recent is defined as within the last 5 years from the date of this RFQ. Relevant is defined as work similar in scope, complexity, and magnitude to that identified in the work requirements defined in Attachment A. Please include the following information, limited to no more than two (2) pages:

1. Customer Name and Address.
2. Contract Number/Contract Title/Contract Type.
3. Delivery Schedule/Period of Performance.
4. Contract Value.
5. Description of the work performed.
6. Customer Point of Contact (Name, Telephone Number and Address) for Business Manager and/or Technical Manager.
7. Contracting Officer’s (or Private Sector Equivalent) name, telephone number and email address.
8. Key personnel, please identify those individuals who worked on the relevant project and are also proposed for this effort.
9. A brief narrative of why your firm believes this reference is relevant to the proposed order.

FHFA may use any other available information in the evaluation of past performance.

Page Limitation. Excluding cover pages and table of contents, the technical quote (including all non-price factors and other attachments) is limited to 8 pages. The font and format should be of readable quality. Excessively small font may be rejected or not evaluated at the Contracting Officer’s discretion.

Quoters shall not include any price information in the technical quotation. For the overall technical quotation, a recitation or paraphrasing of the requirements already identified in the work requirements will not improve the quotation.

System Demonstration.

At its sole option, FHFA may conduct system demonstrations with all Quoters. The demonstration will be evaluated as part of the technical quotation. During the demonstration sessions, neither FHFA nor the Quoter will use the system demonstration session to discuss or negotiate changes to the initial written quotation, terms and conditions of the solicitation, or prices.

If demonstrations are conducted, the Contracting Officer will provide as much notice as practical to schedule the demonstration and provide relevant details regarding the format of the demonstration, including specific instructions for the demonstration or other presentation details.

It is at the Contracting Officer’s option to reschedule demonstrations if requested by the Quoter, but FHFA is under no obligation to permit alternate times, if the Quoter is unable to attend at the scheduled time.

Volume II: Price Quotation

Each Quoter shall submit a price quotation separate from the technical quotation (Volume I). Pricing shall be submitted in Excel format.

Quoters shall complete of all unit prices as stated in Attachment C, including any stated options. The estimated quantities are solely for evaluation purposes and should neither be considered a minimum nor an expectation of actual requirements. The unit prices must include all costs associated with performance. FHFA will evaluate the quoted prices for reasonableness. FHFA reserves the right to conduct a price realism analysis to assess whether the quoted rates are unrealistically low.

Page Limitation. There is no page limitation on the price quote submission.

Volume III: Representations and Certifications

1. Quoters shall ensure their responses to the following provisions are submitted as a part of Volume III: Completed FAR 52.204-24. NOTE: "[t]he Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products or Commercial Services. The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3."
2. Completed FAR 52.212-3. NOTE: Quoters shall complete only paragraph (b) of the provision if the Quoter has completed the annual representations and certification electronically in the System for Award Management (SAM).

Page Limitation. There is no page limitation on the representations and certifications submission.

Evaluation and Selection Process

Since this award is made under the policies of FAR part 12 in conjunction with FAR part 13 procedures, the evaluation process is streamlined, and FHFA has considerable flexibility in its award decision. FHFA will evaluate the quotation considering positive attributes, negative attributes, and potential risk of the overall quotation.

During the evaluation process, FHFA may or may not conduct exchanges. If FHFA conducts exchanges, such exchanges may be with one, several, or all Quoters. Exchanges may vary based on FHFA’s need to understand or give Quoters an opportunity to improve their quotations, but all exchanges will be fair and equitable.

Only Quoters whose quotes receive an overall technical rating of acceptable or higher will be considered for award. Following an evaluation and, if necessary, tradeoff analysis, FHFA may make one award based on the quote that is evaluated to be the best value and determined responsible.

FHFA reserves the right to make an award based on other than the lowest quoted price. Technical (Volume I) is more important than price (Volume II); however, the importance of price as a factor could become greater if competing quotations are evaluated as technically equal.

List of Attachments

Attachment A Statement of Work

Appendix 1 Agency Commodity List

Attachment B Clauses and Provisions

Attachment C Price Worksheet

Attachments/Links