Photocopier Supplies and Service

Amendment / Modification

This amendment (0001) to Solicitation No. 19TH2026Q0007, dated January 7, 2026, serves to replace Attachment 1, the Performance Work Statement (PWS).

• Attachment 1, Performance Work Statement (PWS)

• The quotation due date remains unchanged.

• Equipment Requirements: The U.S. Embassy Bangkok requires 42 photocopiers with specific minimum capabilities including:

  • Speed: 25 letter/A4 copies per minute.
  • Features: Mobile cabinet base, receiving bin, two adjustable paper trays (A4/US size), reduction/enlargement modes, 11"x17" platens, 3-5 bin sorter, automatic document feeder, book copying, and front loading paper storage.

• Consumable Supplies: The Contractor must furnish all consumable supplies (excluding paper) and maintain a two-month supply for warehouse storage, coordinating delivery with the Key Operator.

• Maintenance:

  • Preventive Maintenance: At least twice per year during normal business hours.
  • Response to Service Calls: Within 24 hours of notification during normal Embassy working hours. Repairs should be completed within 48 hours; otherwise, a replacement machine of equal or greater capability is required.

• Operational Requirements: Includes equipment demonstrations, operator training, introduction of new models (subject to Contracting Officer approval), and coordination of machine movements.

• Changes in Copier Requirements: The number of copiers can be changed by the Contracting Officer via task order or modification. Discontinuance of service requires action within 30 days of receipt of a modification.

• Contractor's Reports: Monthly inventory of equipment, including make/model, location, serial number, repair records, monthly copy volume, and total cost for copying services.

• Key Operators: Designated points of contact for copier-related issues, with the COR as the initial contact for installations and escalations.

• Quality Assurance: The plan outlines surveillance procedures for monitoring contractor performance, with a standard of no more than two customer complaints per month.

Solicitation / RFP / RFQ

This solicitation is a Request for Quotations (RFQ) for photocopier supplies and services for the U.S. Embassy Bangkok. The government intends to award a contract/purchase order to the responsible company offering the lowest price, based on initial quotations, without necessarily holding discussions.

• Provision of photocopier supplies and services on a firm fixed price (cost per copy) basis.

• Contractor-furnished services and supplies are to be provided on an indefinite quantity basis.

• Machines will remain in place for the life of the contract, with occasional requests for shorter durations.

• Contractor retains ownership of all machines installed.

• Services include usage charge, insurance, consumables (except paper), unlimited repair services, and operator training.

• Copier specifications include minimum copy speed, mobile cabinet base, receiving bin, adjustable paper trays, reduction/enlargement modes, platen size, bin sorter capacity, automatic document feeder, book copying capabilities, and front loading paper storage.

• Maintenance includes preventive maintenance (at least twice per year) and response to service calls within 24 hours, with replacement machines provided if repair takes longer than 48 hours.

• Contract Type: Indefinite Delivery/Indefinite Quantity (IDIQ) Contract.

• Period of Performance: 12 months from contract award, with four (4) one-year option periods.

• Estimated Value: Not explicitly stated, but minimum order is 10,000 copies and maximum is 350,000 copies per performance period.

• Pricing: Cost per copy basis, in Thai Baht. VAT is not applicable.

• Questions Deadline: January 20, 2026, 16:00 hours (Bangkok time).

• Quotations Due: February 24, 2026, 16:00 p.m. (Bangkok time).

• Submission Method: Electronically via email to soontare@state.gov, with specific subject line. Proposals must be in English.

• Required Documents: SF-1449, Section 1 (Pricing), and additional information as required in Section 3.

• Evaluation Criteria: Compliance Review, Technical Acceptability (including past performance and experience), Price Evaluation, and Responsibility Determination.

• Offerors must be registered in the SAM (System for Award Management) database prior to proposal submission.

• The acquisition is currently set as UNRESTRICTED.

• Proposals must be in English.

• Incomplete proposals will not be accepted.

• File size limit for electronic submission is 30MB; larger submissions must be split into multiple emails.