36C25520Q0775 – Combined Synopsis/Solicitation – Printers for Kansas City VAMC

Sep 5, 2020 | SDVOSB Set-Asides


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 a Request for Quotes (RFQ). Submit written quotes referencing RFQ No. 36C25520Q0775. The government anticipates awarding a firm-fixed price contract resulting from this solicitation.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2020-09, published in the Federal Register on August 27, 2020.

This solicitation is set-aside for Service Disabled Veteran Owned Small Businesses (SDVOSB).

The associated North American Industrial Classification System (NAICS) code for this procurement is 334118, with a small business size standard of 1000 Employees.

The Federal Supply Codes (FSC) is 7025.

The Department of Veterans Affairs, Kansas City VA Medical Center (VAMC) located in Missouri, is seeking to purchase Printers.

All interested companies shall provide quotations for the following:


Line Item


Lexmark MS421dn printer, monochrome, laser | 10 EA.


Lexmark MS621dn printer, monochrome, laser | 11 EA.


Lexmark MS821dn printer, monochrome, laser | 7 EA.


HP LaserJet Enterprise M608dn printer, monochrome, laser | 5 EA.


HP LaserJet Pro M404dn printer, monochrome, laser | 2 EA.


Canon Pixma iP110 photo printer | 12 EA.





  1. GENERAL DESCRIPTION.  Kansas City VAMC is requesting various Lexmark and HP printers to replace printers that have been excessed throughout the campus.  The printers are various models to meet the needs of the location, whether it be speed, average monthly quantity, or specialized need.  The Canon photo printers are needed for the HBPC Team to develop and design hard-copy detailed color graphs and charts.


  1. SCOPE AND MINIMUM TECHNICAL REQUIREMENTS. The KCVAMC already has deployed and in use the below makes and models throughout the facility.  PM kits and imaging supplies are already on hand for these printers.

The printers shall have the following minimum specifications:   

  • Lexmark MS421dn printer or similar
    • Monochrome
    • Print Speed:  up to 42 ppm, monthly volume 1,000 to 10,000 pages.
    • Auto duplex printing.
    • 2 paper trays
      • 1 adjustable size media
      • 1 100 sheet multipurpose feeder for smaller items like envelopes.
    • Hard-wire, NOT wireless.
  • Lexmark MS621dn printer or similar
    • Monochrome
    • Print Speed:  up to 50 ppm, monthly volume 2,000 to 20,000 pages.
    • Auto duplex printing.
    • 2 paper trays
      • 1 adjustable size media
      • 1 100 sheet multipurpose feeder for smaller items like envelopes.
    • Hard-wire, NOT wireless.
  • Lexmark MS821dn printer or similar
    • Monochrome
    • Print Speed:  up to 55 ppm, monthly volume 3,000 to 50,000 pages.
    • Auto duplex printing.
    • 2 paper trays
    • Hard-wire, NOT wireless.
  • HP M608dm printer or similar
    • Monochrome
    • Print Speed:  up to 65 ppm.
    • Auto duplex printing.
    • 2 paper trays.
    • Hard-wire, NOT wireless.
  • HP Pro M404dn printer or similar
    • Monochrome
    • Print Speed:  up to 40 ppm.
    • Auto duplex printing.
    • 2 paper trays.
    • Hard-wire, NOT wireless.
  • Canon Pixma iP100 printer or similar
    • Must be able to print photos.
    • Color printing capability.
    • Print Resolution:  600 x 600 dpi
    • Capacity:  50 sheets
    • Wireless, USB 2.0 compatible.
    • Smartphone, Tablet, Cloud printing compatibility.
    • Must be able to edit photos.
      Installation is not required.
      Delivery shall be provided NLT 30 Days After Receipt of Order (ARO). FOB: Destination.


Department of Veterans Affairs

Kansas City VAMC

Attn: OIT Department, Room M4-240 4801 Linwood Blvd

Kansas City, MO  66048


The full text of FAR and VAAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.


The following solicitation provisions apply to this acquisition:

  • Addendum to FAR 52.212-1, Instructions To Offerors – Commercial Items (OCT 2015)
  • FAR 52.204-7, System for Award Management (OCT 2018)
  • FAR 52.204-16, Commercial and Government Entity Code Reporting (JUL 2016)
  • FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (DEC 2019)
  • FAR 52.211-6, Brand Name Or Equal (AUG 1999)
  • FAR 52.212-3, Offerors Representations and Certifications–Commercial Items (JUN 2020)
    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 Items.” If paragraph (j) of the provision is applicable, a written submission is required.
    The following contract clauses apply to this acquisition:
  • Addendum to FAR 52.212-4, Contract Terms and Conditions–Commercial Items (JAN 2017)
  • FAR 52.204-13, System for Award Management Maintenance (OCT 2018)
  • FAR 52.232-40, Providing Accelerated Payments To Small Business Subcontractors (DEC 2013)
  • VAAR 852.203-70, Commercial advertising (MAY 2018)
  • VAAR 852.219-10 VA Notice Of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JUL 2019) (DEVIATION)
  • VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018)
  • VAAR 852.246–71, Rejected Goods (OCT 2018)
  • FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (AUG 2020)

The following subparagraphs of FAR 52.212-5 are applicable:

  1. 52.219-28, Post Award Small Business Program Re-representation (MAR 2020) (15 U.S.C 632(a)(2)).
  2. 52.222-3, Convict Labor (June 2003) (E.O. 11755).
  3. 52.222–19, Child Labor—Cooperation with Authorities and Remedies (JAN 2020) (E.O. 13126).
  4. 52.222-21, Prohibition of Segregated Facilities (APR 2015).
  5. 52.222–26, Equal Opportunity (SEP 2016) (E.O. 11246).
  6. 52.222–36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793).
  7. 52.222-50, Combating Trafficking in Persons (JAN 2019) (22 U.S.C. chapter 78 and E.O. 13627).
  8. 52.223-13, Acquisition of EPEAT®-Registered Imaging Equipment (JUN 2014) (E.O.s 13423 and 13514).
  9. 52.223-15, Energy Efficiency in Energy-Consuming Products (DEC 2007)(42 U.S.C. 8259b).
  10. 52.223–18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513).
  11. Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).
  12. 52.232-33, Payment by Electronic Funds Transfer—System for Award Management (Oct 2018) (31 U.S.C. 3332).

VAAR 852.212-72  Gray Market And Counterfeit Items (MAR 2020)

  (a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided. This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory.

  (b) No counterfeit supplies or equipment/parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

  (c) Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

(End of Clause)

VAAR 852.219-74  Limitations On Subcontracting—Monitoring And Compliance (JUL 2018) (DEVIATION)

(a) This solicitation includes VA Acquisition Regulation (VAAR) 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.

 (b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6.  The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor’s compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause.  To that end, the support contractor(s) may require access to Contractor’s offices where the Contractor’s business records or other proprietary data are retained and to review such business records regarding the Contractor’s compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure 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 Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and 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 Contracting Officer to assess the Contractor’s compliance with the limitations on subcontracting or percentage of work performance requirement.

(End of Clause)

All quotes shall be sent to the Department of Veterans Affairs, Network Contracting Officer (NCO 15), Courtney.Chattman@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 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.


  1. Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.
  2. The following factors shall be used to evaluate quotations:  
  1. Quality of items offered
  2. Past Performance (Provide at least two references)
  3. Price
  4. Speed of delivery
  1. Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not accepting alternate quotations. The evaluation will consider the following:
  1. Technical or Quality: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.
  2. Past Performance: The past performance evaluation will assess the relative risks associated with a quoter’s likelihood of success in fulfilling the solicitation’s requirements as indicated by the quoter’s record of past performance. The past performance evaluation may be based on the contracting officer’s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/;   or any other reasonable basis.
  3. Price: The Government will evaluate the price by adding the total of all line item prices. The Total Evaluated Price will be that sum.
    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.”
    “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:”
     Quoters shall list exception(s) and rationale for the exception(s), if any.
    Submission of your response shall be received not later than Wednesday, September 16, 2020, 3:00 PM CST to Courtney.Chattman@va.gov. Written quotes shall reference RFQ No. 36C25520Q0775.
    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 listed below.

Courtney Chattman, Contracting Officer.


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