Collection Maintenance & Reformatting Services
Added: Aug 10, 2017 6:30 pm NATIONAL LIBRARY OF MEDICINEREQUEST FOR QUOTATIONS (RFQ) NO. NIHLM2017960MM(Dated: 08/10/2017)PROFESSIONAL SERVICES TO SUPPORTCOLLECTION MAINTENANCE AND REFORMATTING ACTIVITIESINSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORSA. GENERAL INFORMATION1. PURPOSEThis RFQ solicits quotations to obtain professional services of highly qualified staff to support the following collection maintenance and reformatting activities: prepare items for commercial binding and inspect newly bound volumes; identify missing serial items and maintain accurate online records of NLM's serial holdings; shelve library materials; performing reformatting of collection materials tough scanning and image processing of scanned images; perform quality assurances on scanned journal articles and performance specific collection maintenance tasks including book repair for the Preservation and Collection Management Section within the Public Services Division of the National Library of Medicine. The requirements are described in the attached Statement of Work (SOW), as Attachment 1.2. BACKGROUNDSee Statement of Work, posted as Attachment 1 to this solicitation.3. METHOD OF ACQUISITIONOffers are solicited only from small business concerns expressly certified by the Small Business Administration (SBA) for participation in the SBA's 8(a) Program. Proposals received from others will be considered non-responsive.This acquisition is an 8(a)-competitive set-aside and the NAICS code is 519120. This announcement constitutes the formal Request for Quote (RFQ) and NO additional written solicitation will be issued.This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 12.6 as supplemented with additional information contained in this notice. This procurement is being conducted under Simplified Acquisition Procedures in accordance with FAR Part 13.5 and Part 19.8. This solicitation document and incorporated provisions and clauses are those in effect as of January 19, 2017. Federal Acquisition Regulation revision, which includes the consolidation of all Federal Acquisition Circulars tough 2005-94, 2005-95. 5. NUMBER OF AWARDSIt is anticipated that one (1) award will be made from this solicitation.6. DATE OF AWARDIt is anticipated that award will be made on or before September 1, 2017.7. PERIOD OF PERFORMANCEIt is anticipated that the award from this solicitation shall be for a twelve (12) month base period of performance with the option for two additional twelve month periodsThe anticipated period of performance will be begin on or around September 29, 2017.8. COMMITMENT OF PUBLIC FUNDSThe Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with the proposed acquisition. Any other commitment, either explicit or implied, is invalid.9. COMMUNICATIONS PRIOR TO AWARDOfferors shall send all questions by electronic mail by the deadline to:Maryann Meza, Contract Specialist, maryann.meza@nih.govCommunications with other officials may compromise the competitiveness of this acquisition and result in cancellation of the requirement.E-mails with questions must include "NIHLM2017960MM" in the subject line.Questions regarding this RFQ should be submitted electronically to the aforementioned no later than 5:00 p.m. ET on August 16, 2017.10. PREPARATION COSTSThis RFQ does not commit the Government to pay for the preparation and submission of a quotation.11. PROPOSAL PREPARATION• Limit 1 Page - Cover Page• Limit 1 Page - Introduction Letter• Limit 1 Page - Table of Contents• Limit 25 Pages - combined for:o Technical Solutiono Management Solutiono Personnel Solution• Limit 3 Pages - Past Experience and Performanceo 1 Page per Experience• Limit 2 Pages - for Each Résuméo Résumés required for Key Personnelo Résumés optional for Non-Key PersonnelCost Proposal SubmissionElectronic (Word/Excel/PDF) - Cost proposal labor categories and fixed-per-item rates by base and option years must be in Excel. B. GENERAL INSTRUCTIONS TO OFFERORS1. ORDERING TERMS AND CONDITIONSPrices quoted shall be fixed unit prices (per labor hour) per labor category and fixed-per-item, per period of performance (base, option year 1, and option year 2). The proposal must indicate the Quantity, Item, and any other applicable information, quoted for each line item.2. TERMS AND CONDITIONSResultant contract shall incorporate FAR 52.212-4, Contract Terms and Conditions - Commercial Items and FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items and are attached to this solicitation as Attachment 2.3. ADDENDUM TO TERMS AND CONDITIONSResultant contract shall incorporate Addendum to Terms and Conditions and are attached to this solicitation as Attachment 3.4. SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FAR 52.252-1, FEBRUARY 1998)This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contract Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its proposal. In lieu of submitting the full text provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its proposal. Also, the full text of a solicitation provision may be accessed electronically at this address: http://www.acquisition.gov.Vendor shall comply with all applicable Federal, State and Local laws, executive orders, rules and regulations applicable to its performance under this solicitation/contract. Full text of clauses and provisions are available at Federal Acquisition Regulations (FAR). The following clauses and provisions shall apply to this acquisition and may be obtained from the web site: FAR 52.212-1, Instructions to Offerors-Commercial Items (April 2014), FAR 52.212-2, Evaluation-Commercial Items (October 2014). Offerors are advised to provide with their offer a completed copy of the following provisions: FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (March 2015)-With DUNS Number Addendum [52.204-6 (July 2013)].The following FAR clauses apply to this acquisition: FAR 52.217-5, Evaluation of Options (July 1990); FAR 52.222-41, Availability of Funds (April 1984); FAR 52.232-7 Payments under Time-and-Material and Labor Hour Contracts; FAR 52.242-17, Government Delay of Work (April 1984); and FAR 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (July 2013).4. SELECTION OF VENDORYou are advised that the award will be made to the 8(a) company that the Government determines to represent the best value to meet the Government's needs.The technical evaluation will be based on the demonstrated capabilities of the 8(a) Offeror in relation to the needs of the project as set forth in the SOW and Evaluation Factors. The Government reserves the right to make an award to other than the low-priced offeror if the superior technical submission, or the submission indicating a reduced performance risk, warrants paying a premium.A final best-value analysis will be performed taking into consideration the results of the technical evaluation, price analysis, and adequate resources to respond to the Government's need. The Government reserves the right to make an award of the best value to the Government, technical merit, price, and other factors considered. The NLM reserves the right to make a single award, multiple awards, or no award at all as a result of this RFQ. In addition, the RFQ may be amended or cancelled as necessary to meet NLM's requirement.Upon conclusion of the evaluation and analysis the NLM will directly advise the servicing Small Business Administration District Office of the apparent successful offeror. The SBA will review and determine the eligibility of the apparent successful offeror.5. SUBMISSION OF QUOTATION/DEADLINEYour quotation shall be organized as specified in Section A., GENERAL INFORMATION; Section C., INSTRUCTIONS FOR PREPARING THE TECHNICAL PORTION OF THE QUOTATION; and Section D., INSTRUCTIONS FOR PREPARING THE BUSINESS PORTION OF THE QUOTATION.The National Library of Medicine (NLM) requires proposals to be submitted via eCPS.:1. All proposals received via eCPS by August 25, 2017 at 10:00 AM will be considered by NLM.2. Electronic copy via the NLM electronic Contract Proposal Submission (eCPS) website at https://ecps.nih.gov/ .3. For directions on using eCPS, go to https://ecps.nih.gov/home/howtoNOTE: To submit your electronic proposal using eCPS, all offerors must have a valid NIH External Directory Account, which provides authentication and serves as a vehicle for secure transmission of documents and communication with the NLM. The NIH External Directory Account registration process may take up to 24 hours to become active. Submission of proposals by facsimile or e-mail is not accepted.6. AWARD TYPEThe Government intends to award an IDIQ contract. A hybrid contract of Labor-Hour and fixed-per-item prices is contemplated.7. ORAL PRESENTATIONThe offeror is advised that it may be invited to provide an oral presentation to the Government after the Government completes its initial evaluation of the quotation.8. POTENTIAL AWARD WITHOUT DISCUSSIONSThe Government reserves the right to make an award without discussions if the Contracting Officer determines that the initial offer is fair and reasonable and that discussions are not necessary.12. CONTRACTOR QUALITY CONTROLThe Contractor shall establish and maintain an inspection system in accordance with FAR 52.246-6 "Inspection-Time-and-Material and Labor-Hour" clause and the provisions of this paragraph.Contractor performed inspections are independent of those performed by the COR. The Contractor shall perform its inspections prior to requesting acceptance of the work by the COR.14. INVOICE PROCESSINGThe Contractor shall follow the Invoice and Payment Provisions (2/2014) that will be incorporated into the resultant contract. The Provisions are attached to this solicitation as Attachment 4. C. INSTRUCTIONS FOR PREPARING THE TECHNICAL PORTION OF THE QUOTATION1. PREPARING THE TECHNICAL PORTION OF THE QUOTATIONTechnical Proposal: The offeror shall include in its PROPOSAL a discussion of the offeror's proposed technical approach to respond to the requirements in the statement of work. The technical proposal is expected not to exceed 25 pages in length. Offerors are encouraged to focus their response on items in the attached SOW.In its proposed technical approach, the offeror shall summarize its corporate experience (including results) with contracts similar in scope and size to this solicitation that the offeror has successfully performed in the past tee years. The information presented shall be in sufficient detail to describe the previous experience and effectiveness of the offeror in similar or closely related work, and to demonstrate the offeror's current ability to accomplish the tasking in this solicitation. Include the following information for each contract and subcontract:• Name of contract or project;• Contract Number;• Role (Prime or Subcontractor);• Sponsoring Organization or Company;• Contract type;• Period of Performance;• Total Contract Value;• Contract Manager, telephone number, and email address;• Program Manager, telephone number, and email address;• Project description, scope of work performed, services or products delivered;• Major success or accomplishments, and • Major problems, lessons learned, and solution(s) applied if applicable.Resumes shall include the following:• Name of person;• Proposed position, function, or role;• Proposed labor category;• Education (including, in reverse conological order, colleges and/or technical schools attended (with dates), degree(s)/certification(s) received, major field(s) of study, and approximate number of total class hours);• Experience (including, in reverse conological order, area(s) of work in which a person is qualified, company and title of position, approximate starting and ending dates (month/year), concise descriptions of experience for each position held, and• Certification that the information contained in the resume is correct and accurate.2. EVALUATION OF THE TECHNICAL PORTION OF QUOTATIONSQuotations which merely offer to conduct the work in accordance with the requirements of the Government's scope of work will be considered nonresponsive. The offeror shall include in its quotation a discussion of the offeror's proposed technical approach to respond to the requirements in the SOW. Quotations that do not address the work to be performed in a specific requirement will be considered nonresponsive. 3. ADDITIONAL INSTRUCTIONS FOR PREPARING THE TECHNICAL PORTION OF THE QUOTATIONThe offeror must submit an explanation of the proposed technical approach in conjunction with the tasks to be performed in achieving the project objectives.5. NON PERSONAL SERVICES(1) As stated in the Federal Register, Volume 57, No. 190, page 45096, dated September 30, 1992, Policy Letter on Inherently Governmental Functions, no personal services shall be performed under this contract. All work requirements shall flow only from the Project Officer to the Contractor's Project Manager. No Contractor employee will be directly supervised by the Government. All individual employee assignments, and daily work direction, shall be given by the applicable employee supervisor. If the Contractor believes any Government action or communication has been given that would create a personal services relationship between the Government and any Contractor employee, the Contractor shall promptly notify the Contracting Officer of this communication or action.(2) The Contractor shall not perform any inherently Governmental actions under this contract. No Contractor employee shall hold him or herself out to be a Government employee, agent, or representative. No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government. In all communications with third parties in connection with this contract, Contractor employees shall identify themselves as Contractor employees and specify the name of the company for which they work. In all communications with other Government contractors in connection with this contract, the Contractor employee shall state that he/she has no authority to, in any way, change the contract and that if the other contractor believes this communication to be a direction to change their contract, they should notify the Contracting Officer for that contract and not carry out the direction until a clarification has been issued by the Contracting Officer.(3) The Contractor shall insure that all of its employees working on this contract are informed of the substance of this article. Nothing in this article shall limit the Government's rights in any way under the other provisions of the contract, including those related to the Government's right to inspect and accept the services to be performed under this contract. The substance of this article shall be included in all subcontracts at any tier. D. INSTRUCTIONS FOR PREPARING THE BUSINESS PORTION OF THE QUOTATION1. PRICE INFORMATIONOfferors shall submit a detailed breakdown of estimated labor hours and fixed-per-item prices shall also be provided.The business portion of the quotation must contain sufficient information to allow the Government to perform a basic analysis of the proposed price of the work.2. INFORMATION OTHER THAN PRICING DATAThe vendor shall submit sufficiently detailed information to permit the Contracting Officer and authorized representatives to evaluate the offer.Unless otherwise stated in this solicitation, the information may be submitted in the offeror's own format. E. EVALUATION FACTORS FOR AWARDThe Offeror's proposal will be evaluated against the tee factors listed below in order of importance.1. Understanding the Requirement & Technical Approach (40 points)The Offeror must demonstrate a thorough knowledge and understanding of the work requirements as outlined in the Statement of Work (SOW) and its appendices. This includes the methodologies, processes and techniques used to successfully complete the requirements described in the SOW and appendices.• The Offeror must demonstrate a logical approach to how the work will be successfully completed with the identified resources. The Offeror shall describe an approach that demonstrates the achievement of timely and acceptable performance of the requirements.• The Offeror must address how they will develop a quality assurance program and implement quality control measures during the performance of the work requirements. The Offeror must address how errors will be corrected and problems with workflow or inefficiencies will be resolved.• The Offeror must demonstrate how they will correctly use US National Library of Medicine (NLM) policies, procedures and instructions, as well as, case-by-case judgements regarding unusual features or problems encountered while performing the work requirements especially when preparing collection materials for binding or reformatting and when repairing collection materials.• The Offeror must demonstrate how they will work to prevent damage to NLM collection materials.2. Management Approach and Personnel (35 points)The Offeror shall include a detailed description of the experience for all staff proposed, including the proposed key personnel, which clearly identifies the ability to meet the requirements of the SOW and appendices.• The Offeror shall provide sufficient detail on how the Project Manager will organize and administer work flow to successfully accomplish all the work requirements described in the SOW and appendices. The details must include an effective communications plan with all on-site contract staff and with the NLM Contracting Officer's Representative (COR) or designee(s). The offeror will be evaluated based on the approach to supervising staff, managing work distribution, ensuring quality control, and accomplishing the work requirements on time, efficiently and accurately.• The Offeror must demonstrate how they will secure qualified staff for long- and short-term work requirements and a commitment of adequate and quality resources to the requirements.• Staffing plans should include proposed staff, their roles and responsibilities as they pertain to requirements of the SOW and appendices.• Resumes of staff should be included and should reflect the length and variety of experience working on similar size projects with similar technical requirements and clearly demonstrate relevant training and experience. The resume of Project Manager shall reflect his/her experience and ability to coordinate and manage the requirements.3. Past Performance & Corporate Capability (25 points)The Offeror must demonstrate a history of successful performance providing similar services. The past performance shall demonstrate the offeror's background and experience with projects of similar size and technical requirements.• The Offeror's corporate past performance will be evaluated on the relevance of submitted project summaries relating to the type of work, complexity, and technical applicability of experience.• The Government will conduct reference checks to determine the Offeror's corporate past performance. The Offeror shall provide a point of contact (name and telephone number), for each key personnel proposed and for each contracted project listed, who can attest to past performance. Relevant contracts and projects referenced must have been completed within the past tee (3) years or currently in progress for services and support like the requirements of the SOW.• The Offeror's corporate capabilities will be evaluated based on the Offeror's description and discussion of its corporation (and any proposed partners, mentors, or subcontractors) demonstrating corporate resources and capabilities to perform the requirements contained in the SOW.• The Offeror will be evaluated on their description of how the company will assume responsibility for all work requirements identified in the SOW and appendices. The description must include an effective communications plan with the on-site Project Manager and the NLM COR or designee(s).  ATTACHMENTS(1) Statement of Work(2) Terms and Conditions:a. FAR 52.212-4, Contract Terms and Conditions - Commercial Itemsb. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items(3) Addendum to Terms and Conditions(4) Invoice and Payment Provisions
NIHLM2017960MM Department of Health and Human Services National Institutes of Health National Library of Medicine
8/10/17, 6:30 PM