Maintenance and Repair Services for Tape Drives

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.201-1, Simplified Procedures, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation number is NARA-883103-26-Q-00019 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Regulation (FAR), Part 12, updated April 20, 2026. This is an unrestricted acquisition under NAICS code 811212, Computer and Office Machine Repair and Maintenance. CONTRACT LINE ITEM NUMBER(S): See Attachment 2, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement to obtain maintenance and repair services for tape drives. See Attachment 1, Performance Work Statement (PWS). PERIOD OF PERFORMANCE: The period of performance will consist of a base year and four option years. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant contract, with the exception of FAR provisions which will be removed prior to award: FAR 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services (Deviation Date). EVALUATION: Evaluation and award will be in accordance with FAR 52.212-2, Evaluation – Commercial Products and Commercial Services (Deviation Date). Selection of the Contractor to perform this contract will be based on NARA’s assessment of the best overall value to the Government. Accordingly, best value for this procurement will be obtained through a lowest price technically acceptable evaluation. Exceptions taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Contractor’s quotation entitled “Exceptions”. The Contractor must also include complete rationale, justification, and the cost impact of each exception noted. The Government reserves the right to make an award on the initial quotation without discussions of this procurement. Multiple awards will not be made under this RFQ. For evaluation purposes, the Total Contract (Base Year Plus Option Years) Ceiling Price will be used to determine the lowest price.  The resultant contract will include FAR 52.217-8, Option to Extend Services.   The Total Option Year IV Contract Ceiling Price will be divided in half and added to the Total Contract (Base Year Plus Option Years) Ceiling Price.  The resultant contract will include FAR 52.217-9, Option to Extend the Term of the Contract (Mar 2000).  The contract will be for a base year plus four, 12-month option years.   The evaluated Total Contract (Base Year Plus Option Years) Ceiling Price will be determined by summing the Total Contract Ceiling Price of all performance years and half of the Option Year IV contract ceiling price. Contractors must provide pricing (USD) for each CLIN using Attachment 2, Schedule of Prices. Failure to submit any of the required information and documentation with the quotation may result in rejection of the quotation. FAR 52.212-4, Terms and Conditions - Commercial Products and Commercial Services (Deviation Date) – see Attachment 4, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). Full text provisions and clauses can be found at https://www.acquisition.gov/far-overhaul. QUESTIONS: Questions regarding this RFQ must be submitted in writing to the Contract Specialist, Cynthia Jones, at cynthia.jones@nara.gov no later than 12:00 p.m. eastern time on July 20, 2026 to be considered. Questions submitted in any other manner will not be answered. The Government will answer questions or requests for clarification via a written RFQ amendment which will be posted on SAM.gov. QUOTATION DUE DATE: Quotations must be received by 12:00 p.m. eastern time on July 27, 2026. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely. Contractors submitting via e-mail are cautioned to allow one extra business day for delivery and confirm receipt of quotation as the e-mail will need to pass through IT security. QUOTATION SUBMISSION INSTRUCTIONS: NARA requests that contractors email a copy of their quotation to: cynthia.jones@nara.gov. Contractors must provide the following information with their quotation: -Attachment 2, Schedule of Prices -Attachment 3, RFQ Information Sheet ATTACHMENT 1 PERFORMANCE WORK STATEMENT FOR MAINTENANCE AND REPAIR SERVICES FOR TAPE DRIVES 1.0 General 1.1 Introduction The mission of the National Archives and Records Administration is to store, preserve, and provide public access to the permanently valuable records of the Federal Government. The mission of the Digital Records Division is to provide the essential lifecycle management including accession, preservation, and public accessibility of non-textual and born-digital records. 1.2 Objective 1.2.1 The National Archives and Records Administration (NARA) has a requirement for maintenance and repair services for data tape drives supporting the Archival Interim Storage System (AISS).  The maintenance and repair services will cover data tape drives of various formats, examples of which are listed in Section 2.1. This maintenance is needed due to repeated use and the age of the drives and to ensure that they remain functional. NARA holds additional tape drives that may be available to use for spare parts as needed.    1.2.2 Most tape drives are utilized to process unclassified and classified data for archival preservation purposes. The AISS is a custom-developed software system used by NARA to manage the technical metadata associated with electronic records on magnetic tape within NARA to…