11. Instructions to Offerors-Updated.pdf

(Attachment # 11)

VESSEL TRANSPORTATION, STORAGE, MAINTENANCE & DISPOSAL SERVICES

SOLICITATION NO.: 15M50023RA4400003

1. SUBMITTAL INSTRUCTIONS

(a) Proposals are due on Tuesday, June 6, 2023 by 11:00 a.m. EDT.

(b) All questions with respect to this solicitation must be submitted in writing no later than Wednesday, May 31, 2023 by 11:00 a.m. EDT

(c) Incomplete proposals will not be considered for award. See FAR 52.212-2 “Evaluation – Commercial Items (Oct 2014) under Attachment 4 in the Evaluation Factors for Award section. Each area / section of Technical Capability must be addressed in the Written Proposal.

(d) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of offers.

Questions and Proposals shall be e-mailed t o Christopher.Ottie@usdoj.gov, Jenelle.Jackson@usdoj.gov, and AFP.Procurement@usdoj.gov. Please reference the solicitation number in the subject line of emails. If more than one email will be sent, please state the total number of emails (ex. 1 of 3) to be sent in the email or subject line.

FOR INQUIRES ON THIS SOLICITATION PLEASE E-MAIL

CHRISTOPHER.OTTIE@USDOJ.GOV, JENELLE.JACKSON@USDOJ.GOV, AND

AFP.PROCUREMENT@USDOJ.GOV.

(e) Your proposal should contain the following information:

1) Signed and Dated SF-1449 and Completed Offeror’s Information Page.

2) Signed and Dated Standard Form SF-30 (Amendment of Solicitation/Modification of

Contract) [If any amendments were issued]

3) Three (3) Past Performance Data Worksheets (Attachment #6).

4) Price Quote.

5) Proposed Storage Facility – Signed Memorandum of Understanding or Lease Agreement and address of Facility.

6) Technical Capability Materials - one (1)

7) Shall provide a proof of concept for each sales option for review within their proposal.

(f) SYSTEM FOR AWARD MANAGEMENT

Ensure all Representations and Certifications are up to date with all fill ins completed in www.SAM.gov.

(g) PAST PERFORMANCE INSTRUCTIONS (VOLUME I)

Each company must submit three (3) Past Performance Data Worksheets for similar and relevant Federal Government or Commercial contracts worked on within the last three (3) years. The information provided should reflect the offeror’s record of performance in the areas of conforming to specifications, adherence to contract schedules, reputation for reasonable and cooperative behavior, commitment to customer satisfaction and business-like concern for the interest of the customer. Additionally, if performance deficiencies are identified, describe the deficiency and the corrective action taken.

FAR 52.212-1- INSTRUCTIONS TO OFFERORS (ADDENDUM)

mailto:Christopher.Ottie@usdoj.gov mailto:Jenelle.Jackson@usdoj.gov mailto:AFP.Procurement@usdoj.gov mailto:Christopher.Ottie@usdoj.gov mailto:Jenelle.Jackson@usdoj.gov mailto:AFP.Procurement@usdoj.gov

(h) PRICE QUOTE INSTRUCTIONS (VOLUME II)

Each company must submit one (1) original Price Schedule (Attachment #13). The pricing schedule will be provided in Microsoft Excel. Once the unit price is entered for a line item, an automatic calculation will occur for the total price of the line item. The total amount for each year will also be automatically calculated, as well as, the total price of the contract. There are six (6) tabs at the bottom of the excel spreadsheet.

Pricing shall be completed on the excel spreadsheet only. 52.217-8 will be calculated by using 50% of Option Year 4.

(i) TECHNICAL CAPABILITY / WRITTEN PROPOSAL AND SITE VISIT (VOLUME III)

(1) SCHEDULE FOR SITE VISIT: The government may choose to conduct site visits; companies selected for site visits will be notified of the date and time. No rescheduling of site visits will be done unless determined necessary by the government to resolve unanticipated problems or delays encountered in the presentation process.

(2) WRITTEN PROPOSAL: Written proposals shall not exceed 25 pages to include the Physical Security

Plan, tables, charts, etc. Photos, copies of professional certifications, resumes, schematics of the facility, sample marketing plans, Memorandum of Understanding (MOU) and Pricing Schedule are excluded from the written proposal 25 page maximum. Proposals shall be typed, double-spaced on standard-sized paper (8.5" x 11") with 1" margins on all sides with 12 point Times New Roman font. If two (2) sided proposals are submitted, each side will count as one (1) page.

Note: If the offeror uses a different format (font size, margin, etc.), the government reserves the right to adjust the proposal to fit the parameters of the format as stated in the RFQ, and if this results in the proposal exceeding the page limitations in any one area, the government will not consider those excess pages.

(3) Your technical proposal should address all of the following:

(1) FACILITY, STAFFING, AND SECURITY

(i) Describe how your firm's current or proposed facilities meet the requirements of the Statement of

Work (SOW).

a. The offeror shall provide a schematic of the facility or proposed facility for the storage addressing the square footage requirement needed, along with a copy of a signed Memorandum of Understanding (MOU) or Leasing Agreement for the facilities. The MOU should properly detail the requirements of the lease and timeframes equal to the length of the contract action. Include, in full detail, all security measures to limit access, prevent loss, theft and/or damage. It should detail what types of systems will be used for the duration of the contract, access points, proposed users, and any other relevant security measures related to the location.

(ii) Describe the Phase-In/Phase-Out Plan for contract and asset transition.

a. The offeror shall provide their process for the contract phase-in/phase-out at both the start and end of the contract. This plan shall fully define the actions at contract onset to transfer existing assets from incumbent location to the new storage facility, and the actions to close out asset inventory at the conclusion of the contract period. Details provided shall, at a minimum, include time frame, security, equipment, and personnel.

(iii) Describe how your workforce (including sub-lets), will meet the requirements of the SOW.

a. The offeror shall provide a list of job titles and descriptions for all personnel who will be working on the proposed contract. The offeror shall also provide summaries of their proposed personnel showcasing related experience and any applicable licenses and/or other professional certifications (mandatory for auctioneers and appraisers) required to perform the contract actions as assigned. Include any subcontractor(s) proposed for use. The offeror shall address how personnel changes will be implemented and shared during the duration of the contract.

(2) RELOCATION

(i) Provide proposed equipment for use to meet the transportation requirements for all types of assets as per the SOW.

a. The offeror shall provide a list of equipment that they would use when transporting assets during the contract duration. The offeror should detail the ability to obtain any required equipment within a specified timeframe and their ability to secure additional equipment as needed. The detailed list should properly detail the types of equipment capacities, their use, and any specialty or licensing requirements if needed.

(ii) Describe the transportation plan for relocation of assets from the incumbent facility to newly awarded facility, to include time frame for total inventory relocation.

a. The offeror shall provide their step-by-step process, to include time frames, of how they would relocate existing asset inventory. This process should include a detailed report of the full procedure to include initial assessment, mechanical inspection, necessary repairs as needed, navigational considerations, emergency issues that may arise, and final arrival at the relocation destination.

(iii) Provide a detailed relocation plan for a high-value vessel from receipt of the STO to arrival at the final storage facility

a. The offeror shall provide specifics of how they will secure, transport, track, and monitor vessels in transit as per the SOW. This must include the ability to track the asset from pick-up to arrival at destination, and usage of the standard tow/tug ticket.

(3) INITIAL INTAKE

(i) Describe the initial intake process of a vessel to be stored in dry dock.

a. The offeror shall provide their process for how they would intake a vessel to be stored in dry dock. This process should detail the initial intake of a vessel, detailing services, and maintenance required through the duration of the storage period.

(ii) Describe the initial intake process of a vessel to be stored in wet dock/moored.

a. The offeror shall provide their process for how they would intake a vessel to be stored in wet dock/moored. This process should detail the initial intake of a vessel, detailing services, and maintenance required through the duration of the storage period

(iii) Provide a sample intake report with mechanical assessments for a large vessel (over 80 feet), a small pleasure craft (less than 30 feet) and a commercial fishing vessel.

a. The offeror shall provide a sample intake report with mechanical assessments for a large vessel (over 80 feet), a small pleasure craft (less than 30 feet) and a commercial fishing vessel.

(iv) Provide the methods of valuation for a large vessel (over 80 feet), a small pleasure craft (less than 30 feet), a commercial fishing vessel with a commercial fishing permit.

a. The offeror shall provide the methods of valuation for a large vessel (over 80 feet), a small pleasure craft (less than 30 feet), a commercial fishing vessel with a commercial fishing permit.

(v) Describe the process to inventory assets along with any contents and subsequent removal of any non-vessel related property.

a. The offeror shall provide the process to inventory assets along with any contents and subsequent removal of any non-vessel related property.

(4) STORAGE AND MAINTENANCE

(i) The contractor shall provide ability to obtain and maintain liability insurance commensurate with the value of asset inventory throughout the life of the contract. (Example: Insurance quotation and policy documents).

a. The offeror shall provide proof of insurance for the noted value of the vessel inventory from the pricing schedule. Hard copy documentation shall be presented. This proof should indicate that insurance will be obtained for the duration for the contract period and should fully detail the insurance coverages, limits of liability, etc.

(ii) Describe ability to track assets in contractor’s custody.

a. The offeror shall provide how they will be able to successfully track all vessels from the time of custody until final disposal. Proposal should detail any inventory system that will be used, its ability to track assets in either static or real time, any web-based access points, user abilities, etc.

(iii) Describe ability to perform routine maintenance to assets in dry dock storage as stated in the

SOW.

a. The offeror shall provide how they will accomplish maintenance to the dry-docked vessels in their custody. The proposal shall detail industry standard specifications.

(iv) Describe ability to perform routine maintenance to assets in wet dock/moored storage as stated in the SOW.

a. The offeror shall provide detailed proposal of how they will accomplish maintenance to the wet-docked/moored vessels in their custody. The proposal shall detail industry standard specifications.

(v) Describe ability to perform mechanical repairs as requested to all vessel types.

a. The offeror shall provide detailed proposal of capacity to perform mechanical repairs, including additional services such as mold remediation, conducting sea trials, and winterization.

(vi) Describe ability to prepare vessels for hazardous weather.

a. The offeror shall provide detailed description of procedures to secure vessels in both dry and wet dock storage against inclement weather such as hurricanes, hail, snow, high-winds, etc.

(vii) Provide a sample maintenance plan for a large, high-value motor yacht.

a. The offeror shall provide a detailed plan for all services needed to maintain a sample vessel.

(5) DISPOSAL

(i) Live auction: Describe the entire auction process.

a. The offeror shall provide their process on how they will sell USMS vessels to include their proposal of preview period through sale conclusion. The proposal shall include details of the full lifecycle process of preparing the assets for sale, advertising, how assets will be previewed, protected, and how the sale will transpire, to include handling of offers, review of offers, and close out.

(ii) Online auction: Provide process for online sales plan to include website sample, how auctions will be conducted online, duration proposed, online security protocols, and marketing plan and outreach efforts.

a. The offeror shall provide their process on how they would conduct an online sale of

USMS vessel, from creation to marketing to sale conclusion. Offeror shall demonstrate ability to target and market to appropriate outlets and the ability to advertise to the widest market available.

(iii) Provide a sample marketing plan for one low valued vessel and one high valued vessel for a live and online sale. Plan should incorporate market research, advertising, proposed sales campaign, creative sales strategy, etc.

a. The offeror shall provide two sample marketing plans and associated market research examples for each of the noted vessels.