Photocopier Rental, Rome, Italy

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 191T7026Q0008 for Photocopier Rental in Rome, Italy. It clarifies specific aspects of the solicitation process.

• Question #14: Addresses how to handle situations where maintenance for machines outside the city relies on a direct Supplier/Producer. It asks whether to declare this situation and present related documents (DURC, Visura, etc.) for those providing assistance.
• Answer #14: Confirms that bidders should submit their offer in strict accordance with the specifications outlined in Section 3 of the Request for Quotation (RFQ) and its attachments, implying that such arrangements should be detailed within the offer as per the RFQ requirements.

Bidders are instructed to refer to the first "Questions and Answers" file on SAM.gov for the initial 13 questions. Answer #14 reinforces the importance of adhering to the RFQ's specifications in Section 3 and its attachments for proposal submission.

Amendment / Modification

This amendment revises Attachment 1 - PERFORMANCE WORK STATEMENT.

Specifically, it includes format A3 for:

• Paragraph II. GROUP 2 (BW)
• Paragraph IV. GROUP 4 (BW / Color)

Attachment 1 - PERFORMANCE WORK STATEMENT is enclosed in its entirety with these changes.

• Attachment 1 - PERFORMANCE WORK STATEMENT

The offer due date of April 24, 2026 at 12:00 noon remains unchanged.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the "Photocopier Rental, Rome, Italy" opportunity (Solicitation Number: 191T7026Q0008).

• Sorter Capacity: Offset stacking functionality is acceptable as an alternative to a 10-bin sorter for Group 1 and 3 copiers. A 7-bin sorter is also considered compliant for Groups 2, 3, and 4.
• Stapling: Stapling of documents is not required.
• Color Copiers: For color copiers (Groups 3 and 4), all copies should be considered color, and color overages should be quoted separately.
• Consumables Stock: Vendors must provide a two-month stock of consumables for installed machines as specified in the RFQ. Waivers for this requirement are not granted.
• Technical Support: The contract requires a firm fixed price charge including rental and maintenance. Cost-per-copy service management is not accepted.
• Offer Pricing: Offers should be submitted in strict accordance with Section 1 of the RFQ and its attachments, including unit prices and costs for additional copies.
• Existing Machines: The contractor shall supply and maintain all copiers as requested upon award, including existing machines not replaced under the new contract.
• Service Support: For offices outside the Lazio region, company registration certificates and a signed agreement for handling service requests are required.
• Documentation Language: All submitted documents must be in English.
• Business Registration: Offerors must have business registration in each requested location.
• Financial Documentation: Specific financial reports (Bank of Italy credit report, financial statements) are required. Self-declarations are not acceptable for the credit report. The 2024 financial statements may be submitted if 2025 statements are not yet available by the bid deadline.
• Format: A3 format is required for submissions.

This document clarifies several technical and submission requirements. Bidders should ensure their offers strictly adhere to these clarifications and the original RFQ specifications, particularly regarding sorter functionality, consumables, pricing, business presence, and required documentation formats. Amendment 0001 is referenced for A3 format requirements.

Solicitation / RFP / RFQ

This document is a Request for Quotes (RFQ) for the rental of photocopier machines throughout Italy. The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price. Discussions may be held with companies in the competitive range if needed.

• Rental of photocopier machines.

• Offerors must submit the following:

  • SF-1449
  • Section 1, Technical Specifications of Proposed Models
  • Section 1, Pricing
  • Attachment 3 – Pricing Schedule
  • Additional information as required in Section 3
  • Proof of SAM Registration

• Not explicitly stated, but implied to be a contract for rental services.

• Quotations are due by April 24, 2026, at 12:00 (noon) local time.

• Quotations must be submitted electronically ONLY to RomeGSO-Offers@state.gov.

• Offers must not be larger than 25MB and may only contain MS Office, PDF, or zip formats.

• Award will be based on the lowest price from a responsible company with an acceptable offer.

• The government may award based on initial proposals without discussions, but may hold discussions if necessary.

• Offerors must be registered in the SAM (System for Award Management) database prior to offer submission. Failure to register may result in the offer being considered non-responsible.

• A pre-quotation conference will be held on March 30, 2026, at 2pm local time. Interested offerors must email RomeGSOProcurement@state.gov by March 26, 2026, at 6:00 pm local time to attend.

• Quotations must be in English. Incomplete proposals will not be accepted.

• Certified Mail (PEC) will not be accepted.

• Cloud storage, DropBox, or Google Drive submissions are not permitted.

Solicitation / RFP / RFQ

This document is a Solicitation/Contract/Order for Commercial Items, specifically a Request for Quotation (RFQ), for the "Rental and Maintenance of Photocopier Machines Throughout Italy".

• Rental and maintenance services for photocopier machines.

• Services are to be provided throughout Italy.

• Solicitation Number: 191T7026Q0008

• Solicitation Issue Date: 03/23/2026

• Offer Due Date: 04/24/2026 at 12 noon local time.

• Method of Solicitation: RFQ

• Contract is a "Rated Order" under DPAS (15 CFR 700).

• Offerors must complete blocks 12, 17, 23, and 30.

• Invoices are to be submitted to the American Embassy Financial Management Center at TriMissionInvoices@state.gov.

• The solicitation incorporates by reference FAR 52.212-1, 52.212-4, and 52.212-5. Addenda may be attached.

• The acquisition is not set aside for any specific small business category (Small Business, Hubzone Small Business, Service-Disabled Veteran-Owned Small Business, Women-Owned Small Business, EDWOSB are all unchecked).

• The issuing office is the American Embassy GSO/Acquisitions Office in Rome, Italy.

• Contact for solicitation information: Crystal Sheridan / John Crisafulli at +39-06-4674-2581 / 2139.

• Delivery for FOB Destination unless otherwise marked.

• Payment will be made by the American Embassy Financial Management Center.

Solicitation / RFP / RFQ

This solicitation is for the rental, maintenance, and per-copy charges for photocopier supplies and services. The contract will be an Indefinite Delivery/Indefinite Quantity (IDIQ) type, with a firm-fixed price structure for rental, maintenance, and per-copy usage. Services and supplies will be provided on an indefinite quantity basis to U.S. Missions and constituent posts throughout Italy.

• Rental and maintenance of copiers.

• Usage charges (per copy).

• All necessary consumables (excluding paper), including toner and developer kits.

• Unlimited repair services (emergency and preventive maintenance) during normal business hours.

• Training for each copier.

• Specific technical specifications for four groups of copiers (BW and Color) are detailed in Attachment 1, covering copy speed, paper capacity, ADF, duplexing, and other features.

• Contract Type: Indefinite Delivery/Indefinite Quantity (IDIQ) with firm-fixed prices.

• Period of Performance: 12 months base period, with four (4) one-year option periods.

• Pricing: All prices are in Euros. Value Added Tax (VAT) is not applicable due to U.S. Embassy tax exemption.

• Offers must be submitted electronically to ROMEGSO-OFFERS@STATE.GOV by April 24, 2026, 12:00 noon.

• Proposals must include a completed SF-1449, SAM registration proof, price proposal (Attachment 3 and Section 1, Paragraph 3.C), and detailed technical specifications for proposed models.

• Offerors must demonstrate established business operations in specified Italian locations, provide past performance information, and evidence of personnel, equipment, and financial resources.

• Evaluation will be based on the lowest priced, technically acceptable offer from a responsible contractor.

• A pre-quotation conference is scheduled for March 30, 2026.

• Offerors must be registered in SAM.gov.

• Offerors must provide evidence of authorization to do business in Italy, including Italian Company Registration Report, DURC, and INAIL/INPS payment proof.

• Specific requirements for subcontractors are detailed, including a minimum three-year partnership and past performance.

• Attachment 1: Performance Work Statement detailing equipment capabilities, maintenance, and operational requirements.

• Attachment 2: Estimated machine requirements and locations across Italy (Rome, Milan, Naples, Genoa, Palermo, La Spezia).

• Attachment 3: Pricing Schedule (enclosed separately).

• The U.S. Government will provide paper and electricity.

Form / Attachment / Pricing Sheet

This document is a pricing schedule for the Base Year and four Option Years, detailing rental costs and per-copy charges for different copier groups. Bidders are instructed to fill out specific highlighted sections in Euro.

• Rental Pricing: Fixed-price per month for equipment rental, maintenance, loading, transportation, installation, and removal. Includes Unit Price (Euro per Month), Estimated Quantity, and Total Price (Euro per Month and Euro per Year) for Groups 1-4.
• Copy Pricing: Fixed-rate per 1,000 copies. Includes Price per 1,000 Copies, Estimated Yearly Quantity of Copies, and Total Yearly Cost for Groups 1-4.
• Minimum and Maximum Amounts: For each contract period (Base Year and Option Years), the government will order a minimum of five copiers and a maximum of fifty copiers.
• Total Estimated Amounts: Calculated for each year (Base, Option 1-4) and a Grand Total.
• Instructions: Bidders must fill out fields highlighted in green, specifically 'Unit Price Euro per Month' and 'Price per 1,000 Copies'.

This pricing schedule is critical for bidders to understand the cost structure and to prepare their financial proposals. Bidders must accurately complete the specified fields to ensure their bids are compliant and competitive. The minimum and maximum quantities provide an indication of the potential order volume.