Fire Alarm System Maintenance
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Proposals are being requested and a written solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-75. This Request for Proposal (RFP) number 60RRBH21R0013 is issued to request proposals for a Contract or a Delivery Order for Fire Alarm System Services. Please see the attached RFP document for the Statement of Work (SOW), Clauses and Provisions, Quotation Submission instructions, and Quotation Evaluation and Award information. This RFP is issued as unrestricted. Overview A. Agency Information - The U. S. Railroad Retirement Board (RRB) is an independent federal agency that administers a retirement and survivor benefit program for railroad employees and their families. The RRB was established by the Railroad Retirement Acts of 1937 and 1974. Its benefit program was the forerunner of the more familiar Social Security System. The Railroad Retirement System is unique in as much as it is the only federally administered benefit program covering a single private industry. The RRB also administers the Railroad Unemployment Insurance Act which provides unemployment and sickness benefits to railroad employees. The RRB’s headquarters (HQ) is located in Chicago, IL and houses 600+ RRB staff as well as multiple tenant, public and private organizations. B. Background - The Fire Alarm System located at the RRB HQ was manufactured by Edwards System Technology, a division of GE Security and is model no. ALS3/EST3. The Fire Alarm System was installed at the RRB HQ in November 2001. C. Objective - The objective of this solicitation is to obtain competitive proposals for preventive maintenance of the Fire Alarm System and equipment located in the RRB HQ building at 844 North Rush Street, Chicago, IL 60611. The proposed preventive fire alarm system equipment maintenance shall meet the Original Equipment Manufacturer’s (OEM) requirements to properly maintain and service the fire alarm system equipment. All work shall be performed during normal working hours. To maintain the equipment in good working order, Contractor certified, factory-trained technicians shall perform all preventive maintenance tasks in accordance with the OEM guidelines issued. The Statement of Work (SOW) in Section III below provides the requirements for the preventive maintenance services of the RRB's fire alarm system equipment. D. Site Visit - Offerors shall visit the HQ facility and become familiar with existing conditions; examine all contract documents relating to this work, and become fully informed as to the extent and character of the work required. Maintenance and operation manuals will be available for review. No allowances will be made for failure of the offerors to avail themselves of such information. A mandatory site visit for all interested parties will be done Thursday, May 6, 2021 beginning at 9:00 a.m. local time. NOTE: ALL LOCAL COVID-19 RESTRICTIONS APPLY. NO PPE SHALL BE FURNISHED BY THE GOVERNMENT. OFFERORS WHO ATTEND MUST PRACTICE SOCIAL DISTICING AND WEAR FACEMASKS. NO EXCEPTIONS!!! Name: Scott Rush Room No.: 2nd Floor Address: 844 No. Rush Street City, State, Zip: Chicago, Illinois 60611-1275 Phone No.: (312) 751-4566 Email: scott.rush@rrb.gov Statement of Work A. General Requirements 1. The Contractor shall provide all management, supervision, labor, materials, supplies, repair parts, tools, instruments and equipment, and shall plan, schedule, coordinate and ensure effective and economical completion of all work and services specified herein. a. Operations and maintenance is defined as all services, repairs and testing necessary to maintain all fire alarm systems in a fully operational mode, 24 hours a day, 7 days a week. The exception to this requirement is for scheduled downtime including all labor, parts and materials. b. The Contractor shall provide services to support the listed aspects of fire alarm system operations and maintenance. All equipment shall be maintained in accordance with the manufacturer’s recommendations and/or the best practices of the industry including especially: - National Fire Protection Association (NFPA) 72-99, - American National Standards Institute/American Society of Mechanical Engineers (ANSI/ASME) Safety Code Requirements, - Manufacturer’s Recommendations, - the requirements of this solicitation, - All other applicable laws, regulations, rules, ordinances, and codes. c. The Contractor shall offer a discount on labor and parts for work beyond the scope of agreement. d. The Contractor will perform the above described maintenance services at the U.S. Railroad Retirement Board, 844 North Rush Street, Chicago, IL 60611-1275. e. Equipment under warranty shall be maintained in accordance with OEM warranty instructions and conditions. 3. The Contractor shall maintain the fire alarm control room and storage areas in a clean and orderly manner. When work is performed in these areas, the Contractor’s personnel shall clean up all debris and leave the area in a presentable condition. 3. All scheduled work that requires systems, equipment, apurtances or accessories to be taken out of service shall be coordinated with the Contracting Officer's Representative (COR) and the Contractor shall report to the COR the status of the equipment or systems not operating due to uncompleted work by the close of each workday. 4. The principal period to provide remedial and preventive maintenance service shall be 6:00a.m. tough 3:00p.m. Central Time, Monday tough Friday except Federal holidays. B. Remedial Maintenance 1. The COR will be verbally notified tough a telephone call from an authorized employee of the RRB (security guard) that the equipment is inoperative or in a degraded condition. Remedial maintenance shall be performed after verbal notification is made to the contractor by the COR, since RRB notification to the contractor will originate from the COR. The contractor shall be responsible for determining the problem which includes, but is not limited to, “all supervisory” alarm conditions as indicated on the fire alarm panel. It also would include instances when the fire panel will not reset and re-mote fire monitoring service cannot be properly restored. 2. Upon notification by an authorized RRB employee, the contractor's maintenance personnel shall arrive on-site and resolve the problem within the response/resolution time frames specified below. If maintenance personnel fail to provide resolution within the time specified below, the contractor will provide the RRB a credit amount per the provision "Credit for Failure to Meet Maintenance Response Times" in Section IV below. 3. The contractor shall provide an on-site response within two hours of RRB problem notification and resolve all equipment problems by restoring full operational capability within four hours of notification by the RRB. C. Preventive Maintenance Requirements 1. The Contractor shall repair, replace and/or service any piece of equipment, component or part of the fire alarm system as is required in a well-planned preventive maintenance program that sustains and maintains the system in full operational working order to OEM specifications. The preventive maintenance program shall consist of systematic examination of all peripheral devices. The Contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished. (See Section H. of this section for reporting requirements.) 2. All preventive maintenance scheduled quarterly must be completed during that quarter. Requests by the Contractor for deviations from the approved schedule must be submitted with appropriate justification to the COR for approval. 3. The Contractor shall conduct running tests or checks of the fire alarm system. The tests shall be performed during normal operating times provided that it does not cause an interruption in service or increase monthly demand cost. The COR will define the peak usage periods during which tests or checks are prohibited, and provide the Contractor with this information. 4. Equipment for which scheduled maintenance is to be performed more frequently than annually (i.e., quarterly, etc.,) shall be proportionally scheduled for completion during the first 9 months of the appropriate contract year, taking into consideration the existing preventive maintenance (PM) cycle of attached list of maintained equipment (Attachment 1). D. The Annual Preventive Maintenance program shall include the following: 1. Test all peripheral devices in attached list of maintained equipment (Attachment 1) following the test method and inspection requirements per NFPA 72-99 recommended test methods and frequencies as a minimum guideline for system testing along with the manufacturer's recommendations. 2. A visual inspection of every device in the list of maintained equipment (Attachment 1) will be performed to ensure that no facility changes have occurred which could affect equipment or system performance based on the original design. 3. Contractor will replace any failed alarm device. All repair labor will be provided during normal working hours. Any repair labor required outside of normal working hours will be scheduled with the facility manager/COR. 4. The Contractor shall provide a written report of findings, corrective actions, and recommendations following each visit. 5. There may be occasions when it is deemed necessary by the COR that certain repair services, including, but not limited to, testing horns, strobes and various peripheral devices, or repairing a dysfunctional main panel that poses a safety teat to the facility, be performed at times other than normal operating times and/or when personnel in the facility and/or restaurants are not disturbed. E. Contractor Certification Requirements Contractor must provide NICET III certified fire alarm technicians or proof of equivalent experience for all programming of the EST3 Fire Alarm System at the RRB. Contractor shall provide proof of such certification or equivalent experience with their offer. Contractor must show proof of being an EST strategic partner or have an EST strategic partner to utilize for all programming of the existing fire alarm system. F. Additional Service 1. During the term of the contract, the COR may require the Contractor to use overtime to perform work outside the scope of this contract but associated with or incidental to, expediting return of equipment and/or systems to operating condition or to minimize disruption to building occupants. The use of overtime will be authorized only by the COR, or the Contracting Officer. Periodically, occupant agencies may work on Saturdays, Sundays or evenings. In this case the building euqipment must be operated to maintain the environmental conditions present during normal operating hours. Work that needs to be completed on the fire alarm system during these times may not interrupt the building equipment. 2. The Contractor shall provide overtime services when requested, either verbally or in writing, by the COR. The request for overtime services will normally be made one working day in advance. 3. The Contractor shall respond promptly to required overtime services (within 4 hours of the time of notification) to the site during other than normal operating times (6:00a.m. tough 6:00p.m.). The Contractor shall remain on the job until the required services have been resolved. Repairs shall be completed within 12 consecutive hours after notification by the RRB. If the situation cannot be resolved immediately, the Contractor shall promptly notify the COR of the time and date corrective action will be taken. Requests for service may be made by the COR by telephone. The Contractor will be paid at the hourly rate specified in Section II. G. Non-Chargeable Maintenance Items 1. There shall be no additional charges for: a. Replacement parts, excluding all batteries, unless such parts are required due to the fault or negligence of the RRB, or a catastrophic event. b. Preventive maintenance, regardless of when performed. c. OEM maintenance in accordance with Section III.A.1. H. Inspections, Testing and Reports 1. The Contractor shall be responsible for providing a qualified employee, who is familiar with the equipment, to inspect, test and prepare a comprehensive report of all fire alarm peripheral devices as required. The Contractor shall perform the inspection testing and maintenance (ITM) per the requirements of NFPA 72 latest addition. 2. The Contractor's designated Maintenance Services Supervisor shall sign and submit, within 5 work days after the end of the month, a monthly progress report indicating the preventive maintenance work performed on each piece of equipment by type, equipment number, and location to the COR. In addition, the Contractor shall submit a consolidated report encompassing all services provided under this contract to the COR within 5 work days after the end of the month. This report shall include type of service, (i.e., preventive maintenance, service call, repair, overtime/supplemental or emergency) description of work and the number of hours expended. 3. The Contractor shall be responsible for the correction of all deficiencies, listed in the comprehensive report, which are within the scope of the contract, by the date specified by the COR. When all listed deficiencies have been corrected the Contractor shall sign and date the inspection report and return it to the COR. 4. The Contractor shall instruct his personnel that any time they perform work under this contract they shall: a. Sign in and out on the “Record of time of arrival and departure” from building located at the first floor security desk. I. Management of As-Built Drawings Contractor will serve as manager of as-built AutoCAD drawings and is responsible for updating documents as needed. All changes to the fire alarm system will be submitted by the COR to the offeror to incorporate into these documents. The contractor shall submit updated drawings in PDF and AutoCAD format to the GSA Fire Protection Engineer and RRB COR within 2 weeks of notification of the changes from the COR. The contractor must also submit updated drawings in a hard copy form which will be kept in the fire control room of the first floor of the RRB, available for the City of Chicago Fire Department. J. Post Award Conference In order to codify the implementation and procedural issues attendant upon contract performance start up, a post award conference will be held at the RRB Headquarters Facility, 844 North Rush Street, Chicago, Illinois 60611-1275. The contractor must attend this conference and be prepared to discuss an initial phase-in plan. The contractor will be responsible for all costs related to attending this conference. It is anticipated that this conference will be held within 5 workdays after contract award. K. Quality Control Program 1. The Contractor shall establish a complete quality control (QC) program to assure the requirements of the contract are provided as specified. The program shall include, but not be limited to, the items described herein. a. An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. The name(s) of the individual(s) who will perform the inspection. The checklist shall include every area of the contractor's operation as well as every task required to be performed. b. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies. c. A file of all inspections conducted by the Contractor and the corrective action taken shall be made available to the Government during the term of the contract. L. Supplies, Materials, Property, Equipment and Replacement parts 1. The Contractor shall furnish all supplies, parts, and materials necessary to perform maintenance, inspection, repairs or replacements to the Fire Alarm System, equipment, appurtenances and accessories. The Contractor must obtain the approval from the COR before storing anything on RRB premises. The Contractor shall maintain replacement parts onsite or the parts shall be immediately available so the Contractor can sustain the fire alarm system operational per their plan, and the uptime requirements specified above. 2. The Contractor shall be solely responsible to determine which materials are required to effectively perform the job and inform the COR thereof. The Government shall make available to the Contractor, any and all such materials already at its disposal. 3. All parts replaced under the provisions of this contract shall be new, or certified as new, and identical to original equipment or the equipment manufacturer’s recommended replacement parts. 4. Any and all drawings and wiring diagrams used by the Contractor for work under this contract shall be accessible to the COR at any time. 5. Government Property a. The Contractor shall take all reasonable precautions, as directed by the Government, or in the absence of such direction, in accordance with sound industrial practices, to safeguard and protect Government property. b. Government property shall be used only in direct operations of providing contract services and shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the Contractor or the Contractor's employees. c. The Government will furnish space within the building commensurate with the Contractor's personal complement and operational requirements including locker rooms. Any existing equipment, such as clothes lockers, tables, benches or chairs placed within the building by the Government, may be used by the Contractor during the term of the contract. This equipment must be kept neat and clean and be returned to the Government at the expiration of the contract in reasonably the same condition as at the time of entering into the contract. d. Space in the building will be assigned to the Contractor for the storage of an inventory of its supplies, replacement parts, and the equipment which it will use in the performance of work under the contract. The Contractor shall maintain this space in a neat and orderly condition. The Government will not be responsible in any way for damage or loss to the Contractor's stored supplies, materials, replacement parts, or equipment. M. Phase out Procedure On a mutually agreeable date no less than 90 days prior to the contract termination date, the Contractor and the COR or designee shall together make a complete and systematic inspection of all fire alarm systems equipment in the building(s) covered by this contract. Based on this inspection, the Contractor shall be provided with a deficiency list. The Contractor shall have 30 days from the receipt of this list to correct all items which fall within the scope of this contract. Sixty days prior to the contract termination, the contractor shall submit up-to-date as built drawings back to the RRB in AutoCAD and PDF format. Section V - Proposal Submission Instructions Submission of Quotations/Proposals A. The following clause, incorporated by reference is applied to offeror proposal submission: Instructions to Offerors-Commercial Items (OCT 2015) FAR 52.212-1B. RRB Supplemental Instructions to Offerors. B. RRB Supplemental Instructions to Offerors 1. General Instructions a. The proposal shall be submitted in two parts – a “business proposal” and a “technical proposal”. Each of the parts shall be separate and complete in itself so that evaluation of one may be conducted independently of, and concurrently with, evaluation of the other. b. Electronic proposals shall be submitted to proposals@rrb.gov by May 20, 2021 at 11:00AM CT. An electronically delivered proposal not received by the time and date specified in this solicitation shall be handled in accordance with FAR 52.212-1(f), “Late submissions, modifications, revisions, and withdrawals of offerors”. c. Any further questions regarding this RFP must be submitted to the RRB by May 7, 2021 at 1:00PM CT to proposals@rrb.gov. d. Site Visit - Offerors shall visit the HQ facility and become familiar with existing conditions; examine all contract documents relating to this work, and become fully informed as to the extent and character of the work required. Maintenance and operation manuals will be available for review. No allowances will be made for failure of the offerors to avail themselves of such information. A mandatory site visit for all interested parties will be done Thursday, May 6, 2021 beginning at 9:00 a.m. local time. NOTE: ALL LOCAL COVID-19 RESTRICTIONS APPLY. NO PPE SHALL BE FURNISHED BY THE GOVERNMENT. OFFERORS WHO ATTEND MUST PRACTICE SOCIAL DISTICING AND WEAR FACEMASKS. NO EXCEPTIONS!!! Name: Scott Rush Room No.: 2nd Floor Address: 844 No. Rush Street City, State, Zip: Chicago, Illinois 60611-1275 Phone No.: (312) 751-4566 Email: scott.rush@rrb.gov 2. Business Proposal a. The Offeror shall submit a signed copy of Standard Form (SF-) 1449 with Blocks 12, 17a. and b., and 30a., b., and c. completed. b. The offeror shall complete Section II – The Price Schedule with prices for all sub-CLINs. and the Contractor Information for Order Administration c. The offeror shall submit an electronic copy of their completed System for Award Management (SAM) registration, including their completed Offeror Certifications and Representations (52.212-3), fromwww.sam.gov. d. Other information the contractor determines appropriate and relevant to the RRB evaluation team. 3. Technical Proposal The offeror shall fully and clearly address each factor below in sufficient detail in their Technical Proposal so that the Government’s technical evaluation panel can identify and comprehend the capability and resources the offeror intends to bring to this procurement. a. Management Staffing and Plan Operations (1) Proposed management staff: Offerors shall submit an organization-chart that depicts the key management and supervisory positions and shows how these positions relate to and will impact the day-to-day performance of services. The chart shall include the title of each position and be accompanied by a description of the functions, responsibilities, qualifications, and authorities of each position. The chart shall also indicate the location of each position, e.g., on-site or home office. (2) Plan of Operation: The offeror shall provide a written plan demonstrating its methodology and scheduling for performing the services listed in Section III. Offerors shall provide evidence that they either have or can obtain, before performance is required, the applicable state and municipal permits and licenses and technical certifications (e.g. Section III. E.) needed by the Contractor and their employees in order to provide the services described in this solicitation. In addition, offerors must discuss their plan for staffing and scheduling in order to assure that an adequate number of qualified personnel will be available on the first day of the contract performance period and toughout the term of the contract in order to staff posts and to provide backup and relief. The offeror shall also provide a listing of planned supplies, materials and parts they will stock on-site and off-site to maintain the fire alarm system. (3) Management controls: Offerors shall submit a plan which describes the management controls that will be implemented to ensure that all inspections, logs, reports and records are maintained in accordance with contract requirements. In addition, the offerors shall describe how they intend to ensure that good tenant relations will be maintained. This description must outline procedures for monitoring and following-up on RRB and/or tenant agency complaints, indicate the supervisory ratio and controls, and outline the methods used to oversee on-site management and supervisory personnel. (4) Quality Control: Offerors shall submit information to demonstrate that they have a quality control system which will ensure effectiveness, efficiency, and soundness in the entire process to perform the required services. The Contractor shall submit a copy of its QC program as part of their proposal. b. Implementation Plan The contractor shall submit a comprehensive plan which details how the transition will be accomplished with minimal disruption to agency operations. The Contractor’s plan shall clearly state the steps to be taken by both the Contractor and the agency and timelines of each process beginning with contract signing to the initial start-up and performance date. c. Past Performance Information (1) The offeror shall describe any quality awards or certifications that indicate the offeror possesses a high-quality process for developing and producing the product or service required. Such awards or certifications include, for example, the Malcolm Baldrige Quality Award, other government quality awards, and private sector awards or certifications (e.g., the automobile industry’s QS 9000, Sematech’s SSQA, or ANSI/EIA-599). Identify what segment of the company (one division or the entire company) that received the award or certification. Describe when the award or certification was bestowed. If the award or certification is over tee years old, present evidence that the qualifications still apply. (2) All offerors shall submit information on previously performed contracts that are similar to this statement of work. Information shall be provided on either, 1) all such contracts within the past tee years, or 2) the last tee contracts performed, whichever is fewer and shall include the names and addresses of the organization for which fire alarm system maintenance services were performed and names and phone numbers of at least two contact individuals at each organization. Offerors shall also submit a detailed description of the contracts to be referenced including, but not being limited to, the nature of the work, duration of the contract, contract number, award amount, etc. The offeror shall provide information on problems encountered on the contracts and subcontracts identified above and corrective actions taken to resolve those problems. Offerors should not provide general information on their performance on the identified contracts. General performance information will be obtained from the references. Please Note: The Government will not attempt to ‘track down’ supplied past performance references in cases where inaccurate reference information is provided. Incomplete or inaccurate reference information may lead to a lower evaluation score. (3) Past Performance Questionnaires (PPQ), Attachment 2, shall be submitted from a minimum of tee (3) and maximum of five (5) references, directly to the RRB. Questionnaires will be used to collect performance information about the offeror from existing and/or prior clients. The references shall submit the completed questionnaires via email to proposals@rrb.gov by the due date of the proposals. A follow up conference call may be scheduled with the references, post PPQ completion, to discuss in greater detail the services provided by the offeror and the reference’s satisfaction with the services. Section VI - Evaluation and Award Evaluation A. In compliance with FAR clause 52.212-2, Evaluation of Offers – Commercial Items, the RRB intends to award a contract to the responsible Offeror whose submission (resulting from this solicitation) provides the best value solution to the RRB based on price and other factors including; management staffing and plan of operations, past performance, and implementation plan that will be most advantageous to the RRB. The technical factors including past performance, when combined, are more important than price. If, after evaluating all compliant offers, the RRB finds no significant discriminators between the competing offers under the non-price evaluation factors, and the RRB determines that the offers are essentially technically equal under the non-price factors, the RRB shall award on the basis of lowest total evalauted price. B. Technical Proposal Evaluation 1. To be considered responsive to this solicitation, the offeror must comply with the format and content previously specified. Offerors whose proposals are deemed deficient in this regard may be permitted, at the Board’s discretion, to remedy the deficiency by submitting additional clarifying or supplemental information. However, the Offeror runs the risk that the RRB may not allow the offeror to submit additional information or clarify the proposal and be deemed non-responsive. 2. Responsive proposals will be evaluated to determine the relative technical merit of each response. The objective of this evaluation is to measure the extent to which proposals meet the requirements as stated in the Statement of Work, Section III, and the required proposal format and content, Section V, SUBMISSION OF QUOTATIONS/PROPOSALS (Instructions to Offerors). 3. Technical proposals will be first reviewed for content conformance to proposal preparation instructions. Proposals that are very deficient in this area as to not warrant further consideration will be rejected and the Offeror will be so notified. 4. The following adjectival ratings, defined below, will be used when evaluating each Offerors’ Technical Proposal. Rating Description Excellent The combined impact of the identified strengths far outweighs the combined impact of any identified weaknesses and risks. Good The combined impact of the identified strengths outweighs the combined impact of any identified weaknesses and risks. Satisfactory The combined impact of the identified strengths is approximately equivalent to the combined impact of any identified weaknesses and risks. Marginal The combined impact of the identified weaknesses and risks out weighs the combined impact of the identified strengths. Unsatisfactory The combined impact of the identified weaknesses and risks far outweighs the combined impact of the identified strengths. If a proposal is evaluated as meeting part of one rating description and part of another the RRB will determine which rating is appropriate. For example, if the Offerors’ response comprehensively addresses the requirements and the combined impact of the strengths outweighs (but does not far outweigh) the combined impact of any weaknesses and risks, the RRB will determine whether to assign and Excellent or Good rating. 5. The following technical factors, as described in section V.C.1, in descending order of importance, shall be used to evaluate offerors: a. Management Staffing and Plan of Operations (i) Proposed Management Staff: The RRB will evaluate offeror’s organizational chart as to the extent which the chart addresses the information required in Section V.3.a.1. above. The RRB will evaluate that the Contractor's organization will support and direct the preventive and remedial maintenance program execution by its staff and provide responsive, effective support to the RRB COR. (ii) Plan of Operation: The RRB will evaluate the offeror’s written plan demonstrating its methodology and scheduling for performing the services listed in Section III shall be evaluated to determine whether the plan meets the requirements as stated in Section V.3.a.2 above. The RRB will evaluate that the Contractor has all applicable state and local permits and licenses, and its staff has all applicable technical certifications to perform the required maintenance. RRB will also evaluate that the Contractor has adequate numbers of qualified staff to perform the required maintenance. (iii) Management controls: The RRB will evaluate the offeror's management control plan providing detailed information on how they will ensure that all inspections, logs, reports and records are maintained in accordance with contract requirements to determine whether the plan meets the requirements as stated in Sections III and V.3.a.3 above. The RRB will also evaluate the offeror’s plan to ensure good tenant relations, their procedures for monitoring and following-up on RRB and/or tenant agency complaints, and their proposed method to oversee on-site management and supervisory personnel will be evaluated. (iv) Quality Control: The RRB will evaluate the offeror’s proposed quality control system to ensure effectiveness, efficiency, and soundness in the entire process to perform the required services (as stated in Sections III and V.3.a.4 above). b. Implementation Plan The RRB will evaluate the offeror’s comprehensive implementation plan, to determine how well and/or whether the contractor will achieve the transition with minimal disruption to agency operations and the steps to be taken by the Contractor and the RRB from contract award to performance of the contract services (as stated in Sections III and V.3.b. above). The RRB will also evaluate the level of burden the offerer plans to put on RRB staff to accomplish the transition (less is evaluated more favorably). c. Past Performance (1) Each offeror will be evaluated on his/her performance under existing and prior contracts for similar products or services. Performance information will be used for both responsibility determinations and as an evaluation factor against which offeror’s relative rankings will be compared to assure best value to the government. The government will focus on information that demonstrates quality of performance relative to the size and complexity of the procurement under consideration. (2) The RRB will obtain information from the contract references provided by the Offeror. The Offeror is advised that the RRB may obtain past performance information from sources other than those identified by the Offeror (e.g. but not limited to the Past Performance Information Retrieval System of PPIRS). If sub-contractor(s) are to be used, the RRB will obtain information from the contract references submitted by the Offeror for its sub-contractor(s). The RRB intends to contact the tee of the offeror's submitted references for which similar tasks or services have been performed. The RRB will evaluate the following performance characteristics to determine the Offeror’s demonstrated capability to perform the Fire Alarm System maintenance services including: i. Direct applicability (similarity of scope) of the referenced services to the RRB’s Fire Alarm maintenance services needs and requirements, ii. Customer satisfaction, which includes satisfaction of end users with the Offeror’s service, iii. Quality of service, iv. Reliability and timeliness of performance, which includes the Offeror’s reliability as well as the ability to perform in a timely manner (e.g. response and restore times and adherence to PM schedules). C. Business Proposal Evaluation 1. The Government will evaluate offers for award by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). 2. The Government may reject an offer as non-responsive if it is materially unbalanced as to prices for the basic contract term and the option periods. An offer is unbalanced when it is based on prices significantly less than cost for work and prices which are significantly overstated for other work. 3. Calculation of the price score is the Total Evaluated Price (TEP), shall be computed by multiplying the maximum point score available by a fraction representing the ratio of the lowest total evaluated price of all technically acceptable offers received by the Board to the total evaluated price of the offer being evaluated. 4. The total evaluated contract price for the fire alarm system maintenance services specified in this solicitation for proposal evaluation purposes shall be determined as follows: (For evaluation purposes only, the RRB projects the use of 120 hours per contract term to provide overtime services and 30 hours per contract term to provide emergency call-back services as defined in the solicitation.) 12(0001AA+0002AA+0003AA+0004AA+0005AA) + 120(0001BB+0002BB+0003BB+0004BB+0005BB) + 30(0001CC+0002CC+0003CC+0004CC+0005CC) = Total Evaluated Price D. Award 1. The Government reserves the right to evaluate offers and award a contract without discussion. Therefore, the initial offer should contain the Offeror’s best terms from both a price and plan/experience/past performance standpoint. 2. Award will be made to the responsible offeror whose offer conforming to this solicitation will be most advantageous to the Government, price and other factors, specified elsewhere in this solicitation, considered. 3. A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. *See Full Solicitation and Attachments 1 & 2 60RRBH21R0013 Railroad Retirement Board
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