Instructions and Evaluation_ESO_Solicitation_06202024_Amendment_4.docx

ADDENDUM TO FAR PROVISIONS 52.212-1 & 52.212-2

The content of this addendum replaces paragraphs (b) and (c) of FAR provision 52.212-1, Instruction to Quoters – Commercial Products and Commercial Services.

The content of this addendum provides the information required for paragraph (a) of FAR provision 52.212-2, Evaluation – Commercial Products and Commercial Services.

THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6-STREAMLINED PROCEDURES FOR EVALUATION AND SOLICITATION FOR COMMERCIAL ITEMS-AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE BEING REQUESTED, AND A SEPARATE WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED. THE SOLICITATION IS BEING ISSUED USING SIMPLIFIED ACQUISITION PROCEDURES FOR CERTAIN COMMERCIAL ITEMS UNDER THE AUTHORITY OF FAR 13.

This acquisition will be conducted under the auspices of The Lab. The Lab provides a safe environment to explore new ideas, share lessons learned, and promote best practices. There is nothing you need to do differently for this requirement. After an award(s), The Lab may reach out to successful and unsuccessful quoters to assess the effectiveness of the procurement process and innovative techniques applied. The anonymous feedback will be used to further refine procurement practices within the Department of Commerce. Additional information on The Lab may be found here— https://www.commerce.gov/oam/lab/about-the-lab.

1. INTRODUCTION

The U. S. Department of Commerce, National Institute of Standards and Technology (NIST) has a campus located in Gaithersburg, MD. The Gaithersburg Campus is approximately 578 acres, constructed in the 1960’s, that is a secure federal facility closed to the public, that consists of multiple buildings with a perimeter fence.

The campus has a Lenel OnGuard Physical Access Control System (PACS) with approximately 600 card readers and various auxiliary alarm points that was installed in 2003. The campus has a Milestone Video Management System (VMS) with 200 cameras that are IP based. Both systems are operating on a separate, isolated security network on Cisco routers and switches placed throughout the buildings on campus. NIST/Office of Information Systems Management (OISM) performs the Security Assessment & Authorization (SA&A) internally and the Security Systems Access Control Group performs all necessary Plan of Action & Milestone (POA&M) remediation.

The NIST Emergency Services Office (ESO) manages and maintains all aspects of the security system. The system consists of the Security Network, Physical Access Control System (PACS) and Video Management Systems (VMS). This is an accredited information technology system certified to operate on-site. The database contains Privacy Act information, as well as controls for the protection of high-value assets and classified material located on-site.

1.1 Brief Description of Services

NIST, ESO manages and maintains all aspects of the security system. The system consists of the Security Network, PACS and VMS. NIST requires contractor support to assist with the current and future needs of the Security Systems and Access Controls Group within ESO. This acquisition is being procured as a 100% set-aside for small business concerns. The associated North American Industrial Classification System (NAICS) code for this procurement is, Security Systems Services (except Locksmiths), with a small business size standard of $25.0M. Simplified acquisition procedures shall be utilized in accordance with FAR Part 13. Failure of a quote to comply with these instructions may be grounds for exclusion of the quotation from further consideration.

1.2 Contract Type

The Government intends to award a single, indefinite delivery/indefinite quantity (IDIQ) contract to provide support for both existing and new security infrastructures at NIST campuses in accordance with the statement of work. Firm fixed price, labor hour and time and materials type task orders may be awarded against this IDIQ contract.

1.3 Phased Procurement

The NIST intends to conduct the quote submission and quotation evaluation process in two Phases. A notional schedule for the procurement is below:

Date

CO provides responses to Draft RFQ Questions 05/23/2024

1.3.1 Draft RFQ & Questions

The CO intends to release a draft RFQ prior to the final RFQ. The intention is to release all documents as drafts and to conduct the traditional question session during the draft RFQ phase only. The NIST does not intend to allow for questions, barring any substantial changes between the draft and final documents, after release of the final RFQ but reserves the right to do so.

Contractors are encouraged to use this draft RFQ question session to submit its questions as opposed to waiting for the final RFQ to be released.

1.3.2 Evaluation Factors

Phase I Factor 1 - Demonstrated Capability Phase II Factor 2 - Technical Capability Factor 3 – Demonstrated Experience Factor 4 – Mock Task Order Factor 5 - Price

The factors are listed in descending order of importance. When combined, factors 1, 2, 3 and 4 are significantly more important than price (Factor 5).

1.4 Instructions Phase I

1.4.1 Factor 1 - Demonstrated Capabilities

The Quoter shall submit a PDF document, totaling no more than twenty-five (25) pages, demonstrating its capability as it aligns to the items below and associated information:

· Demonstrate authorization and the collective capability: Lenel OnGuard Value Added Reseller, RS2 Reseller, ASSA ABLOY Authorized Channel Partner, HSPD-12 Certified Systems Integrator, UL 2050 Standards Certification and Milestone Reseller. Provide evidence of being an authorized reseller for the brand. This must be verified by an authorization letter or other documents from the manufacturer.

· Demonstration that all hardware/equipment is Trade Agreement Act (TAA) and/or Defense Authorization Act (DAA) compliant.

· Demonstration that Physical Access Control Systems and components are listed under the approved section of the GSA Approved Products List - /FIPS 201/ Approved 13.01 Topology PACS Products, https://www.idmanagement.gov/fips201/

· Demonstration that card readers are on the GSA Approved Product List (APL), cannot be “awaiting approval”.

· Provide documentation of the qualifications for the technicians, engineers, and installers, as applicable to the work proposed to perform: Security Clearance (minimum SECRET), Certified Lenel OnGuard version 8.0 or later, Lenel Certified Associate, Lenel Certified Professional, Lenel Certified Expert (Access Control), Lenel Certified Professional (Video), Lenel Certified Expert (Video), Current distance learning completion for Lenel OnGuard version 8.0 or later, RS2 (aka ACRE Security), AccessIT Essentials (minimum), ASSA ABLOY Certified Integrator, HSPD-12 Certified Systems Integrator, UL 2050 NISSC Standards Certification, National Industrial Security Systems (CRZH) minimum and National Industrial Monitoring Station (CRZM). If subcontractors are proposed, documentation must include copies of certifications of the subcontractor that are valid and current at the time the proposal is submitted. Certifications must be relevant to the work that the subcontractor is proposed to perform. Letters of commitment and/or business agreements which clearly specifies that the subcontractor has agreed to work with the prime contractor for the work for which they are proposed must be provided.

· Demonstrated capability to implement the NIST Special Publication 800; Specifically, the (SP800-116, SP800-53) series of documents, and the Federal Information Processing Standards Publications (FIPS). The Contractor must be familiar with FIPS, and how the implementation of FIPS affects the required work regarding the application of the Homeland Security Presidential Directive 12 (HSPD 12), to comply with FIPS 201-2 processing.

REMINDER: Phase 1 (Factor 1) submissions shall be submitted no later than June 11, 2024 at 11:00 a.m., EST.

1.5 Advisory Down-Select

The NIST will evaluate the Phase I (Factor 1) submission, Demonstrated Capability submission. The CO will provide advisory notifications to quoters. This notification will advise the Quoters of the CO’s advisory recommendation to proceed or not to proceed with the Phase II submission.

Rated Most Highly: Quoters who are rated most highly for Phase I will be advised to proceed to Phase II of the quote submission process. The NIST intends to provide no more than four (4) Quoters with an advisory notification to proceed, but reserves the right to advise more than four (4) Quoters if it is determined that there are more than four (4) Quoters equally rated to the Quoters that are determined to be the most highly rated. However, the NIST’s advice will be a recommendation only, and those Quoters who are advised not to proceed may elect to continue their participation in the procurement. The NIST does not intend to provide brief explanations after the completion of the advisory down-select notifications.

Rated Not Among the Most Highly: Quoters who were not among the most highly rated will be advised that they are unlikely to be viable competitors. The intent of this advice is to minimize quote development costs for those Quoters with little to no chance of receiving an award.

Quoters are reminded as previously stated, that the Phase I evaluation factor is the most important evaluation factor.

Proceeding to Phase II: Failure to participate in Phase I of the procurement precludes further consideration of a Quoter. Phase II submissions will only be considered from Quoters who have submitted Phase I quotes by the due date and time stated in this RFQ.

All Quoters that elect to submit a Phase II submission shall send an email to Monica H. Brown, Contracting Officer at Monica.Brown@nist.gov no later than 72 hours after receipt of the advisory notifications they received and indicate their intent to participate in Phase II. Failure to respond within the time frame indicated in the advisory notification may preclude the Quoter from being further considered for award.

Phase II Instructions: After this 72-hour period has ended, the CO will issue Phase II submission instructions to all Quoters that elect to proceed by submitting a timely email response. The Phase II written submission due date will be approximately three (3) weeks from the date of the advisory notifications from Phase I, however, the official Phase II submission due date will be stated in the advisory notifications sent by the Government.

1.6 Phase II Instructions - All written submissions for Phase II, Factors 2-5 shall be in PDF format. Text shall be presented on 8 ½ x 11- inch layout in Arial or Times New Roman typeface, no smaller than 12-point pitch (10-point fonts are acceptable for graphics, figures, tables, footnotes, and legends) with 1-inch margins.

1.6.1 Factor 2 – Technical Capability

The Quoter shall submit a PDF document, totaling no more than ten (10) pages, detailing its technical capability.

Technical capability should address in detail the planned technical approach that will accomplish the key tasks listed below.

· A discussion of the quoter’s knowledge of and expertise with 10 CFR 37, Sections A and a summary of their approach to working in a radioactive environment, and the steps taken, and processes followed relevant to a radioactive environment.

· A discussion of the quoter’s ordering process for the required product lines. Standard and expedited ordering processes must be addressed.

· A discussion of the quoter’s business relationships with suppliers and/or manufacturers. The discussion must include but is not limited to the length of time the business relationship has been in place, troubleshooting problems with orders, average delivery times for orders, and ability to expedite delivery.

· Describe the process that will be utilized to schedule service and meet the required response time of 24 hours.

· A discussion of the quoter’s expertise and knowledge with various elements of design and engineering services.

· A discussion of the communication process utilized by the quoter when scheduling or rescheduling personnel, considering privity of contract, if subcontractors are utilized.

· A discussion of the quoter’s rationale of the number of qualified personnel quoted.

1.6.1 Factor 3 – Demonstrated Experience

The Quoter shall submit a PDF document, totaling no more than eight (8) pages, detailing its capability as it aligns to the items below and associated information:

Quoters must provide descriptions of projects which demonstrate the quoter’s relevant experiences in performing work that are similar to the size and scope of this contract, including installation, support and maintenance in environments relevant to 10 CFR 37 with special emphasis of Subparts B and C, and experience with HSPD12.

Quoters shall provide a resume for the proposed Project Manager with descriptions of work managed by the proposed Project Manager. The work must include multiple, concurrent, high profile and secure work. Quoters shall provide descriptions of work performed by personnel meeting mandatory requirements. The work must include work that is similar to or the same as work the personnel are proposed to perform under this contract, including work in a radioactive environment.

Of the eight pages (8), the Quoter is limited to five (5) pages to describe no more than three (3) projects during the last five (5) years where the quoter served as the prime quoter specifically focused on the services listed above. Quoters are encouraged to include details in their narratives addressing these services. The Quoter may use prior experiences in which they served as a prime or subcontractor; however, experience as a prime may instill higher confidence. The Quoter must identify the Quoter’s role (prime vs. subcontractor) in all the prior experience projects submitted.

The remaining three (3) pages are required for associated information on the three (3) projects referenced in the five-page narrative. For each project, the quoter should include:

The Quoter is limited to one page for each project submitted (totaling three pages). A scenario for the various page limitations: If the Quoter is only relying on two projects to cover the experiences above, then it is only permitted one page for each project, so its total would be five (5) pages for the narratives and two (2) pages for the associated information, totaling a seven (7) page submission.

NIST employees may contact the Reference POC to confirm the level and quality of this demonstrated prior experience submissions. In addition, NIST reserves the right to review any information contained within the Contractor Performance Assessment Reporting System (CPARS) or consider information obtained from any other Government system, source, or individual.

1.7 Factor 4 – Mock Task Order (Attachment 1, 1A, 1B and 1C)

Quoters shall also submit a technical quotation and price quotation for the mock task order. The mock task order does NOT constitute an actual order for which work will commence after award. The mock task order is for evaluation purposes only.

Technical Quotation for the Mock Task Order A technical quotation must be submitted for the mock task order. The quoter must include the quoter’s technical approach to complete the required work including a discussion of the technical approach that will be utilized by the quoter, specifics of the technical approach, and the names of proposed qualified personnel.

The technical offer for the Mock Task Order shall be limited to five (5) pages and must be separate from the technical offer for the base contract.

1.8 Factor 5 – Price

1.8.1 General Price Quotation Instructions and Information

Contract Line Item Number (CLIN) Structure: The period of performance of this IDIQ is for a base period of one year plus four option periods.

The Quoter shall submit the following as part of the response to this factor:

1. Standard Form (SF) 1449 - The SF1449 must be executed fully (e.g. signed and dated) and used as the cover sheet (or first page) The Quoter shall include one (1) original signed copy of the SF1449. All Amendments to the solicitation must be acknowledged on Page 1 of the signed SF1449 or on additional pages immediately following the signed SF1449, if necessary.

2. The Quoter shall further provide its affirmation that its proposed pricing shall remain valid for at least 60 days from the date of Proposal submission.

Labor categories that are covered by the Service Contract Labor Standards must be priced in accordance with the wage determination for Gaithersburg, MD, Attachment 2. The price quotation must reference the wage determination and indicate the specific labor categories covered by the Standards.

IDIQ Contract Pricing:

The Quoter shall complete and submit Attachment 4 – IDIQ Price Template with fully burdened hourly labor rates for each labor category. Quoted rates must submit fully loaded hourly labor rates, including wages, indirect costs and profit for all labor categories quoted by the Contractor for the base period and each of the four one-year option periods. Labor categories must cover all required work.

In addition, quoters must submit the name(s) of proposed subcontractors and consultants and identify fully loaded hourly rates for all subcontractors and consultants for the base period and each of the four one-year option periods.

The price quotation must include discounts that will be offered to the Government for equipment that will be utilized. Amounts for discounts shall include all the following information, as applicable: Manufacturer names; Percentage of discount being offered; The price base from which the discount will be taken; Purchase quantities that may increase the amount of discount; and any other relevant information.

Additional labor categories or products may be added if they are included in the overall submission.

The Quoter shall assume for quotation preparation purposes that any resultant IDIQ contract will commence, tentatively, on August 8, 2024. The following dates are not binding – the actual Period of Performance of the base contract may be different than listed below:

· Price Offer for the Mock Task Orders

The Quoter shall complete Attachment 5 – Price Template –Mock Task Order. A firm-fixed-price offer must be submitted for the mock task order. The firm-fixed-price for the mock task order must be based on the quoter’s own technical offer, the Government's specifications, and the requirements within the mock task order. The firm-fixed-price shall be submitted considering all requirements of the Statement of Work for the mock task order. The price quoted for the mock task orders shall be separate from the price quoted for the base contract.

The quoter shall include all information and costs shown below to complete the required work:

2 EVALUATION RATING

2.1 Technical Evaluations

The evaluation of each non-price factor (Factors 1 - 4) will be done holistically with a rating scale of "high confidence," "some confidence," and "low confidence," representing the technical team’s confidence that the Quoter understands the requirement and will be successful in performing the work. Each non-price factor may receive an individual confidence rating as outlined in the table below; there will not be an overall or roll-up confidence rating for the non- price factors.

2.1.1 Confidence Ratings Table

requirement, proposes a sound approach, and will be successful in performing the contract with little or no Government intervention.

requirement, proposes a sound approach, and will be successful in performing the contract with some Government intervention.

requirement, proposes a sound approach or will be successful in performing the contract even with Government intervention.

All quotes shall be evaluated by the NIST in accordance with the factors and criteria established above.

2.2 Price Evaluation

The CO will review the IDIQ Price Quoting Matrix, Attachment 4, for completeness and accuracy. The sum of the subtotals for the base period and each option period quoted in the Price Quoting matrix will represent the quoter's overall evaluated price. The CO will evaluate the quoted discounted fixed unit prices/rates and overall total price quoted in the price quoting matrix for the services to determine if they are fair and reasonable.

While the pricing for the mock task order will not constitute an actual task order, the proposed prices in Attachment 5 – Price Template –Mock Task Order, will be evaluated for reasonableness, and to further determine the quoter’s understanding of the work required. Mock task order prices must be entirely compatible with the technical portion of the quotation for the mock task order.

3. SELECT BEST-SUITED, THEN NEGOTIATE

3.1 Award on Initial Responses

The Government anticipates selecting the best-suited quoter from initial responses, without engaging in exchanges with quoters. Quoters are strongly encouraged to submit their best technical solutions and price in response to this RFQ.

3.2 Exchanges with Best-Suited Quoter

Once the CO determines the quoter that is the best-suited (i.e., the apparent successful quoter), the CO reserves the right to communicate with only that quoter to address any remaining issues. These issues may include technical and price. If the CO and the quoter cannot successfully address any remaining issues, as determined pertinent at the sole discretion of the CO, the CO reserves the right to communicate with the next best-suited quoter based on the original analysis and address any remaining issues.

Once the CO has begun communications with the next best-suited quoter, no further communications with the previous quoter will be entertained until after the contract has been awarded. This process shall continue until an agreement is successfully reached and the CO awards a contract.

4. BASIS FOR AWARD

The CO intends to award a single IDIQ to the quoter whose quotation has been determined by the CO to represent the best value, evaluated price and other factors considered. The CO may award to other than the lowest priced Quoter or other than the highest technically rated Quoter. All non-price factors, when combined, are significantly more important than evaluated price.

5. INNOVATIVE PROCUREMENT TECHNIQUES

This solicitation encompasses several innovative procurement techniques. To increase transparency of them with industry, they are listed below. Further, the Periodic Table of Acquisition Innovations (PTAI), https://www.fai.gov/periodic-table, includes a full tile sharing the description, problems solved, benefits of use, small business benefit, and real sample documents.

· Confidence Ratings

· Down-Selects