RFP_150202_Facility_ _HVAC.pdf

SAVANNAH RIVER REMEDIATION LLC

REQUEST FOR PROPOSAL (RFP)

TO: Companies Participating Facility/HVAC

Maintenance

RFP NO. 140202

DATE: July 7, 2015

Savannah River Remediation LLC (SRR) invites you to submit a proposal for Administrative Facility Maintenance Services, including HVAC Preventive Maintenance Service, Repairs and Material in accordance with the attached Statement of Work, M-SOW-G-00059, Rev. 1.

SECTION I INTRODUCTORY INFORMATION

SECTION II BASIS FOR AWARD

SECTION III PROPOSAL INSTRUCTIONS

SECTION IV DRAFT OF SUBCONTRACT

Sincerely, Heather Pisano

Procurement Representative/Service Subcontracts

RFP No. 140202

TABLE OF CONTENTS

SECTION I. INTRODUCTORY INFORMATION

1. Proposal Due Date

2. Modifications and Revisions to Proposals, Late Proposals, and Withdrawal of Proposals 3

3. Anticipated Award Date

4. Proposal Preparation Costs

5. Restriction on Disclosure and Use of Data

6. Pre-Proposal Conference

7. Explanation to Offerors

8. SRR Procurement Representative

9. RFP Addenda

10. Service Contract Act Wage Determination

11. Notification of Award (NOA)

12. Resolution of Supplier Complaints/Inquiries (SRR Ombudsman)

13. Environmental Safety and Health – Minimum Performance Eligibility Factors

SECTION II. BASIS FOR AWARD

A. Preface B. Relative Importance of Evaluation Criteria C. Evaluation Criteria

SECTION III. PROPOSAL INSTRUCTIONS

A. Proposal Organization B. Proposal Content C. Offeror Notifications

SECTION IV, DRAFT OF SUBCONTRACT (Attached)

SECTION I. INTRODUCTORY INFORMATION

1. Proposal Due Date

Your proposal must be received on or before 12:00 noon, local time at the Savannah River Site, at the Procurement Representative’s Office on August 13, 2015. Proposal instructions are contained in Section III. Your proposal shall be valid for acceptance for 120 days after the date set for receipt of the proposals.

2. Modifications and Revisions to Proposals, Late Proposals, and Withdrawal of Proposals

A “Proposal Modification” is a change made to a proposal before the proposal due date and time.

A “Proposal Revision” is a change made to a proposal after the proposal due date, at the request of or as allowed by SRR.

Offerors are responsible for submitting proposals, and any modifications or revisions, so as to reach the office designated herein by the established due date and time. Any proposal, modification, or revision received after the time specified for receipt is late. Consideration of late proposals, modifications, or revisions to proposals is at the sole discretion of SRR.

Proposals may be withdrawn by written notice received at any time before award. Proposals may also be withdrawn in person by an authorized representative of the offeror, if the representative's identity is made known and the representative signs a receipt for the proposal before award.

3. Anticipated Award Date

The anticipated date of award is October 2015.

4. Proposal Preparation Costs

This solicitation does not commit SRR to pay costs incurred in the preparation and submission of a proposal or for studies and designs necessary for the preparation of a proposal.

5. Restriction on Disclosure and Use of Data

SRR or the Government shall have the right to duplicate, use, or disclose data to the extent provided in any resulting subcontract. However, your proposal may include technical data and other data, including trade secrets and/or privileged or confidential commercial or financial information that you do not want disclosed to the public or used by SRR or the Government for any purpose other than proposal evaluation. To protect such data you must specifically identify each page, including each line or paragraph thereof, containing the data to be protected and mark the cover sheet of the proposal.

6. Pre-Proposal Conference

A pre-proposal conference will be held on July 14, 2015 beginning at 9:30 am local time at the Savannah River Site (SRS), including a walk down in nearby areas. The location for the conference is 707-18B/B. The purpose of the conference will be to familiarize offerors with the extent and nature of the work. Attendees must be U.S. Citizens and to be allowed access to SRS facilities will be required to present two forms of identification, one of which must be a valid State or Federal government-issued picture ID. Acceptable forms of identification are shown on

Department of Homeland Security Form I.9, page 3, “List of Acceptable Documents”. A copy of Form I.9 is available on the SRS Internet Homepage.

The offeror should allow sufficient time for badging and processing.

All logistics and questions related to the pre-proposal conference should be directed to Randy Ray at 803-952-5603, and/or E-mail randy.ray@srs.gov. Please notify this person of your plans to attend the conference at least 3 days prior to its scheduled date so you will be added to the badge office roster.

Each offeror may have no more than 2 individuals attend the conference.

A tour of the SRR Facility will be conducted as part of the pre-proposal conference.

In the event the offeror has questions relating to the solicitation after the conference, such questions should be submitted in writing to the SRR Procurement Representative on or before 12 noon local time at the Savannah River Site, on July 22, 2015. E-mail is preferred.

7. Explanation to Offerors

Any offeror 1) desiring an explanation or interpretation of the solicitation and its related documents or 2) discovering any discrepancies or omissions in the solicitation or related documents, shall notify the SRR Procurement Representative in writing. Each notification must make specific reference to the applicable section of the solicitation to be considered by SRR.

SRR reserves the right to reject any request that does not conform to this requirement. Oral explanations or instructions provided will not be binding. Any information given to an offeror concerning the solicitation will be furnished in writing promptly to all other offerors as an addendum to the solicitation, if that information is necessary in submitting offers, or if the lack of it would be prejudicial to any other offerors.

All communications regarding this solicitation must be coordinated through the SRR Procurement Representative. Failure to do so may result in disqualification of the offeror from further consideration.

8. SRR Procurement Representative

Mailing Address:

Savannah River Remediation LLC Procurement Services Attn.: Heather Pisano Building 707-9B, Room 3 Aiken, SC 29808

Communication Numbers:

Telephone No.: (803) 952-7103 E-mail address: heather.pisano@srs.gov mailto:heather.pisano@srs.gov

9. RFP Addenda

The only method by which any requirement of this solicitation may be modified is by written addendum. It is the responsibility of each offeror to verify the number of addenda issued on the solicitation (if any).

10. Service Contract Act Wage Determination

The Service Contract Act of 1965 will apply to the subcontract to be awarded. The offeror and any lower tier subcontractor shall pay each service employee not less than the minimum monetary wages and furnish fringe benefits in accordance with the wage determination(s) attached to the Draft of Subcontract. The offeror shall take this into consideration when preparing a proposal and any possible increases during the term of the contract.

In addition, a current wage determination has been requested by SRR and it will be incorporated into the solicitation and/or subcontract according to the time it is received.

A wage determination for the following localities has been requested for the, county of Aiken, Barnwell and Allendale in the State of South Carolina. The wage determination has been requested for the following class(es) of service employees:

Occupation Code: 23410 Title: Heating, Ventilation and Air-Conditioning Mechanic Occupation Code: 23640 Title: Millwright Occupation Code: 23890 Title: Sheet-Metal Worker Occupation Code: 23160 Title: Electrician Maintenance Occupation Code: 23810 Title: Plumber, Maitenance Occupation Code: 23370 Title: General Maintenance Worker Occupation Code: 23470 Title: Laborer Occupation Code: 23130 Title: Carpenter

The requested wage determination(s) will be incorporated into the solicitation and/or subcontract according to the time it is received. The offeror will be required to pay not less than the minimum monetary wages and furnish fringe benefits in accordance with the wage determination(s). In the event that the wage determination(s) is received and incorporated into the subcontract after the award, the subcontractor may be entitled to an equitable adjustment in subcontract price.

In the event the offeror, including lower tier subcontractors, plans to perform work in localities not listed above, or utilize service employees not covered by the foregoing service classes, the offeror is required to notify the SRR Procurement Representative in writing no later than noon local time at the Savannah River Site on July 15, 2015. If the notification is not received by this date, a wage determination shall be requested upon notification of locality or service class and incorporated in the resultant subcontract retroactive to the date of award, and there shall be no adjustment in the subcontract price.

11. Notification of Award (NOA)

For awards in excess of $100,000, when the award is made on technical factors or a combination of technical and price factors, SRR will provide award information if requested by an unsuccessful offeror. The award information shall be provided orally and will be limited to providing the name of the successful offeror and the amount of the award. A debriefing may be provided, but must be requested in writing within 10 days from the date the offeror receives the NOA information. During the debriefing, relative strengths and weaknesses of the offeror’s proposal will be discussed in relation to the evaluation criteria.

Responses to requests for information will be made by SRR as soon as practicable after award

12. Resolution of Supplier Complaints/Inquiries (SRR Ombudsman)

SRR purchases are not Federal procurements and therefore not governed by the traditional formality, and customs, statutes and regulations associated with Federal procurements. This includes Federal Acquisition Regulation (FAR) Part 15, Contracting by Negotiation and the Federal protest process. Also, the Government Accountability Office (GAO) and the Department of Energy do not accept protests regarding SRR procurements. Any issues or complaints regarding this solicitation may be addressed to the SRR Procurement Representative.

It is the policy of SRR that all employees, in the performance of their respective responsibilities, shall conduct themselves in the highest possible standards of ethical and business conduct. SRR has established an Ombudsman in the SRR Compliance Department of the Office of General Counsel, who is responsible for resolving supplier complaints or inquiries that have not been satisfactorily resolved by the Procurement Representative, or their Manager, regarding this solicitation and any subsequent award of a subcontract. The Ombudsman may be contacted by phone at (803) 557-8825. The Ombudsman will investigate the complaint or inquiry and provide the caller with a response. The caller may remain anonymous, if he or she chooses.

13. Environmental Safety and Health – Minimum Performance Eligibility Factors

It is the policy of SRR and its teaming partners that all work performed on the Savannah River Site shall be conducted in a manner that protects workers, the public, and the environment. The objective of this policy is to establish a consistent site-wide approach to worker protection by incorporating safety and health into daily activities. To support the effective implementation of this policy for subcontracted activities, only those firms which have a demonstrated safety performance equal to the following standards shall be eligible for award:

• A three year average Interstate Experience Modification Rate (EMR) of 1.0 or less.

• A three year average Total Recordable Case Rate (TRC) of 3.2 or less.

Offerors must submit a properly executed ES&H Worksheet (see Section III) with the proposal along with a letter from their Workman’s Compensation Insurance Carrier to certify the EMR performance.

Any proposal received from firms which do not meet the stated minimum requirements, which do not provide the ES&H Worksheet, or which have less than three years of demonstrated safety performance will be considered unacceptable. However, SRR reserves the right to accept an offer exceeding the above criteria, if determined to be in the best interest of SRR or the Government. In such cases, SRR would require submission of proposed alternative subcontractor management controls to be agreed upon and implemented in the subcontractors Worker Protection Plan, to ensure safety and health performance remains top priority during performance of the work.

(The remainder of this page is intentionally left blank)

SECTION II. BASIS FOR AWARD

A. Preface

1. Any award resulting from this solicitation will be made to that offeror whose proposal provides the best value to SRR. This best value determination will be at the sole discretion of SRR and could result in an award to other than the lowest price proposal. Proposals will be evaluated by SRR in accordance with the evaluation criteria described in paragraphs B. and C. below.

2. Section III of this solicitation provides guidance to the offeror concerning the format and type of information that will be used by SRR to evaluate proposals. It is important that adequate and specific information be furnished in the offeror's initial proposal submission because it is possible for an award to be made without communications or negotiations with every supplier.

3. SRR anticipates the award of (1) subcontract under this solicitation. However, SRR reserves the right to change the number of awards, if the Procurement Representative considers such action to be in the best interest of SRR. SRR also reserves the right to:

a. Reject any or all proposals received in response to this solicitation.

b. Waive informalities and minor irregularities in proposals received.

c. Negotiate separately with any offeror in the event the Procurement Representative considers such action to be in the best interest of SRR.

d. Conduct a preaward survey, at the offeror's facility.

e. Cancel this solicitation in its entirety.

f. Accept other than the lowest priced offer.

g. Limit the number of proposals to the greatest number that will permit an efficient competition among the best proposals.

B. Relative Importance of Evaluation Criteria

There are two categories of evaluation criteria as follows:

a. Capability

b. Overall Cost to SRR

1. The Technical/Management criteria is significantly more important than the Overall

Cost to SRR criteria. However, Overall Cost is a substantial factor.

2. Each Technical/Management criterion will be rated in accordance with the following rating matrix:

Poor

Marginal Good

Very Good

4. SRR will use its business judgement to determine Capability as well as determine the trade off between Capability and Overall Cost that promises the greatest value to

SRR.

C. Evaluation Criteria

1. Capability

The capability of the service offered to meet SRR needs including the experience and past performance of the offeror in providing the service.

a. Technical

The offeror must demonstrate the technical understanding and organizational ability to perform the scope of work. This includes meeting all requirements of the scope of work, adequate facilities, equipment and support services as well as the project organization, including key personnel, location of offices, assignment of responsibility, delegation of authority, planned subcontracting, etc. The offeror must have the ability to obtain parts for all manufacturers equipment identified in the SOW M-SOW-G-00059 Rev. 1, both at a reasonable price and in a timely manner to adequately perform the scope of work. This also includes the commitment of the offeror to assure the technical adequacy and quality of work performed.

b. Qualification of Personnel

The offeror must demonstrate the experience and qualifications of the personnel and subcontractors it will have perform the scope of work. Refer to Section 3.6 of the scope of work for specific qualifications or certifications. This includes experience in similar work of comparable complexity to that detailed in the scope of work. The offeror will be entitled to the fully loaded hourly labor rates proposed for the identified Occupation Codes. In cases where the offeror’s personnel cannot perform the work and other subcontractor or manufacturer personnel are utilized, SRR will only reimburse the actual hourly rate paid to the other subcontractor or manufacturer personnel. The offeror must be committed to establish and maintain adequate staffing to ensure successful subcontract performance by direct hire employees.

c. Past Performance

The offeror must demonstrate its experience and past performance in the last three

(3) years for similar work of comparable complexity to that detailed in the scope of work. This includes transfusion of this experience to the accomplishment of the scope of work.

2. Overall Cost to SRR

The overall cost to SRR will be determined by:

a. Preventive Maintenance – Based on the HVAC Equipment List attachment to

SOW M-SOW-G-00059 Rev. 1, the offeror must propose the fixed annaul/monthly price for Labor to accomplish the preventive maintenance scope of work. Parts required during the performance of Preventive Maintenance work will be per pricing methodology incorporated into the subcontract.

b. Corrective Maintenance – The offeror will be paid the proposed fully loaded labor rate for hours worked in each occupation code identified in the subcontract. Parts required during performance of the corrective maintenance work will be per pricing methodology incoorporated into the subcontract.

c. Offerors are reminded that the primary objective of the proposed subcontract is to obtain the services required to support Facility Maintenance Services work per M- SOW-G-00059, Rev. 1. including the SRR HVAC equipment. Required parts to perform the identified scope should be proposed at offeror actual cost plus a reasonable mark-up for administrative costs to accomplish the service scope in an accteptable time frame.

d. Pre Priced option years incorporating the estimated SCA wage determinaton rates.

e. Another factor to consider is any additional cost SRR or the Government must incur to accept an offeror’s proposal.

SECTION III. PROPOSAL INSTRUCTIONS

A. Proposal Organization

Complete Proposals must be submitted via mail and/or email to:

Savannah River Remediation Procurement Services Department Attn: Heather Pisano Building 707-9B, Room 3 Aiken, SC 29808

Email: heather.pisano@srs.gov

The above address is to be utilized for deliveries via the U.S. Mail, UPS, Federal Express, etc. No street address is necessary. The outer cover of the proposal envelope or package shall be marked with the Request for Proposal Number, the due date and time for receipt, and the name and address of the offeror. Administrative documentation paperwork associated with this Request for Proposal submitted to the Procurement Representative via e-mail is acceptable and preferred.

1. The offeror's proposal shall be submitted in two parts as set forth below:

Volume 1 - Capability and Price

Volume 2 - Other Information

B. Proposal Content

1. Volume 1 - Capability and Price

a. The offeror shall provide whatever information it deems necessary to demonstrate to SRR that the proposed service provides the best value to SRR and meets the requirements of the capability evaluation criteria contained in Section II of the solicitation. This information may include, but is not limited to, offeror literature; narrative discussions regarding technical approach and compliance with the scope of work; information requested by the scope of work; proposed key personnel and organizational structure; data regarding experience, past performance and financial capability etc.

b. The offeror shall present a completed Price Schedule, which is the Price

Schedule attached to this section or contained in Section IV, Draft of Subcontract. The proposed price shall include costs associated with the following, if applicable to this solicitation:

mailto:heather.pisano@srs.gov

(1) Substance Abuse Program and Suitability for Acceptance for Employment. Refer to the article entitled “Workplace Substance Abuse Program,” in the Terms and Conditions.

(2) Badging and Security Education Requirements. Refer to the articles entitled, “Badging Requirements” and “Security Education Requirements for Subcontractors,” in the Terms and Conditions.

(3) General Employee Training. Refer to the article entitled, “General

Employee Training and Consolidated Annual Training for Subcontract Employees,” in the Terms and Conditions.

c. SRR, as a Department of Energy Contractor, is entitled to your best pricing, including GSA contract pricing. Therefore, if your pricing is based on a GSA contract, a published price list, catalog price, etc.; please provide a copy of the appropriate document.

d. The division of hours by year and labor category (if provided) is only an estimate.

The offeror will be required to furnish qualified personnel resources in accordance with the terms and conditions of the subcontract which is awarded. In addition, SRR does not guarantee that any minimum amount of services will be utilized under any resultant subcontract.

e. The offeror must state in the proposal that, "No deviations or exceptions to the solicitation, proposed subcontract and its attachments, are taken related to the technical or commercial requirements." If the offeror fails to make this statement, or lists deviations or exceptions to the technical or commercial requirements, the entire proposal may be deemed to be unacceptable.

However, if an offeror does propose an exception or deviation, they must:

(1) Individually address each one;

(2) Identify the addressed area by section and paragraph number;

(3) Provide written justification or explanation for each one; and

(4) Present solutions or recommendations.

2. Volume 2 - Other Information

a. The offeror shall submit the following with the proposal. The items listed below can be obtained by downloading from the Savannah River Site Internet Homepage at http://www.srs.gov/general/busiops/SRR- Procurement/mat_svc.htm when so indicated. Copies are also available upon request from the Procurement Representative.

http://www.srs.gov/general/busiops/SRR-Procurement/mat_svc.htm http://www.srs.gov/general/busiops/SRR-Procurement/mat_svc.htm

(1) The complete name and address of the offeror, point of contact, telephone number, facsimile number, internet address and Dun & Bradstreet identification number of the offeror.

(2) A properly executed Environmental Safety & Health (ES&H) Worksheet that is available on the Savannah River Site Internet Homepage and a letter from the Offeror's Workers Compensation Insurance carrier, which certifies EMR performance, in accordance with the requirements in Section I, Introductory Information. Also include copies of the OSHA Annual Summary Logs (OSHA’s Form 300A) for the previous 3 years and a current year OSHA 300 log for the months during the period since the last annual report.

(3) A completed, signed copy of the Representations and Certifications for

Commercial Goods and Services attached to this section.

(4) A Small Business Subcontracting Plan, if applicable. Refer to the

Representations and Certifications. The offeror shall use the Blank – Small Business Subcontracting Plan format (Form SRR-PPS-2009-00016) that is available on the Savannah River Site Internet Homepage.

C. Offeror Notifications

1. The offeror is notified of the following:

a. A completed copy of the SRR Vendor Authorization for Automatic Electronic

Deposit of Invoice Payments form, that is available on the Savannah River Site Internet Homepage, must be submitted no later than 15 days after subcontract award.

b. If you are a nonresident South Carolina Subcontractor and SRR has not previously obtained the I-312 Form (State of South Carolina “Nonresident Taxpayer Registration Affidavit Income Tax Withholding”) from you, your payments under a SRR subcontract ($10,000 or more) may have a two percent (2%) South Carolina withholding tax deducted. Reference the article entitled, “Tax Withholding for Nonresidents.” in the Terms and Conditions. To avoid this 2% reduction from your payments, register with the South Carolina Department of Revenue with a SCTC-111 form and fax it to (803) 898-5888, Attention: Patricia Brunson. Upon receipt of a confirmation letter from the Department of Revenue, complete an I-312 form. Fax the completed form in advance of the first payment due date to (803) 952-8843 or send the completed form to: Savannah River Remediation, Accounts Payable/Cash Management, Aiken, SC 29808. The above forms are available on the South Carolina Department of Revenue homepage at http://www.sctax.org. (click on the link http://www.sctax.org/

“Forms and Instructions”). If there are any questions concerning compliance with the South Carolina Tax Code, please contact the South Carolina Department of Revenue at (803) 898-5872. Other questions can be directed to E-mail address: srraccountspayable@srs.gov.

c. A Certificate of Insurance, evidencing the requirements of the article entitled

“Work on SRR, Government, or other Premises” in the Terms and Conditions must be submitted to the SRR Procurement Representative before work is commenced under the subcontract. The subcontractor shall include with the certificate a copy of the written policy endorsement naming SRR and the Government as additional ensured under the policy for comprehensive general liability insurance.

e. Environment, Safety and Health Compliance. A Corporate Worker Protection

Plan (WPP) must be submitted to the SRR Procurement Representative for review and acceptance before work is commenced under the subcontract. See specific requirements in the article titled “Environment, Safety, and Health Compliance” included in the Terms and Conditions. A WPP Checklist and a Task Specific Plan (TSP) guidance document are available on the Savannah River Site Internet Homepage to assist in meeting WPP requirements. The subcontractor must complete the WPP Checklist and include it with the WPP when it is submitted for review and acceptance. Offerors are also notified that, a “Subcontractor Safety Handbook” that provides general safety rules that apply to all workers at SRS can download from the Savannah River Site Internet Homepage for information and use.

f. Additional information regarding the Service Contract Act entitled, "Information to Offerors-Service Contract Act of 1965", Document No. SRR- PPS-2009-00019 is available on the Savannah River Site Internet Homepage.

mailto:srraccountspayable@srs.gov

SECTION IV, DRAFT OF SUBCONTRACT (Attached)

SECTION IV, DRAFT OF SUBCONTRACT (Attached)