Attachment 6 - 52.212-1 Addendum - Instructions to Offerors.pdf

15M20019RA32NPS01

NATIONAL PHYSICAL SECURITY (NPS)

MAINTENANCE AND INSTALLATION SERVICES

52.212-1 ADDENDUM – INSTRUCTIONS TO OFFERORS

ATTACHMENT 6

ADDENDUM TO 52.212-1

Addendum to 52.212-1 (c), Period for Acceptance of Offers. The paragraph is tailored as follows:

“The Offeror agrees to hold the prices in its proposal firm for 120 calendar days from the date specified for the receipt of offers.”

1.0 GENERAL

1.1 The Government intends to award a single Indefinite Delivery/Indefinite Quantity (IDIQ) for Maintenance and Installation Services. The Government anticipates the period of performance of the IDIQ resulting from this request for proposals (RFP) to be a 12 month base period, and four (4), 12 month option periods in accordance with FAR 52.217-9. FAR 52.217-8 will be incorporated into the resulting IDIQ and will be evaluated in this RFP.

1.2 The price shall be based on the level of effort necessary to perform the services described in Attachment 1 – Performance Work Statement, Attachment 2(A) – Sample RFQ (Installation), Attachment 2(B) – Sample RFQ (Maintenance), and Attachment 2(C) – Sample RFQ (Repair and Upgrades); and will be gathered from the Offeror’s submitted SF1449 and completed Attachment 3 – Pricing Schedule.

1.3 The Government intends to award an IDIQ resulting from this solicitation to the responsible Offeror whose proposal, conforming to the RFP, is most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate proposals:

- Factor 1: Technical and Management Approach o Subfactor 1: Technical Approach o Subfactor 2: Management Approach and Staffing Plan o Subfactor 3: Sample RFQ Technical Proposals

- Factor 2: Past Performance

- Factor 3: Price

1.3 Each Offeror’s submission will be screened by the Government upon receipt to ensure completeness and compliance with the instructions contained in this RFP.

1.4 The Government will not reimburse the costs of developing a proposal in response to this Request for Proposals.

2.0 MULTIPLE OFFERS

2.1 With the exception of providing Alternative Line Items in accordance with FAR 52.204-22, the Government does not encourage Offerors to submit multiple proposals presenting alternative terms and conditions for satisfying the requirements of this RFP.

3.0 GUIDANCE

3.1 Proposals must be prepared in accordance with these instructions. Failure to do so may result in the Offeror’s submission being determined to be non-compliant and ineligible for award.

3.2 Data previously submitted, or presumed to be known (e.g., descriptions of previous projects performed for the Government) cannot be considered as part of the proposal unless physically incorporated in the proposal. Clarity, completeness, and conciseness are essential.

3.3 Rejection of Unrealistic Offers. The Government may reject any proposal that is determined to be unrealistic in terms of contract commitments, contract terms and conditions, or unrealistically high or low in price when compared to Government estimates, such that the proposal is deemed to reflect an inherent lack of competence or failure to comprehend the complexity and risk of the requirement.

3.4 Conformance to RFP Requirements. By submission of its offer, the Offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications, and technical specifications, in addition to those identified as evaluation factors. Offerors shall clearly identify any exception(s) to the solicitation terms and conditions and provide a complete accompanying rationale.

4.0 CONFIDENTIAL INFORMATION

4.1 The Freedom of Information Act (FOIA) and its amendments have resulted in an increasing number of requests from outside the Government for copies of contract qualifications and proposals submitted to federal agencies. If an Offeror’s submissions contain information that he/she believes should be withheld from such requestors under FOIA on the grounds that they contain “trade secrets and commercial or financial information”, the Offeror should mark its submissions in the following manner:

4.2 The following notice should be placed on the title page: “Some parts of this document, as identified on individual pages, are considered by the Offeror to be privileged or confidential trade secrets or commercial or financial information not subject to mandatory disclosure under the Freedom of Information Act. Material considered privileged or confidential on such grounds is contained on page(s)_______.”

4.3 Each individual item considered privileged or confidential under FOIA should be marked with the following notice: “The data or information is considered confidential or privileged, and is not subject to mandatory disclosure under the Freedom of Information Act.”

5.0 QUESTIONS AND PROPOSAL SUBMISSION

5.1 Proposal Submission

5.1.1 Interested Offerors must provide the following three (3) volumes, covering the entire anticipated period of performance of this effort, in response to this RFP:

• Volume 1 – Technical Proposal

• Volume 2 – Business Proposal

• Volume 3 – Price Proposal

5.1.2 Offerors’ proposals shall be submitted to the following address by the due date of 10:00AM Eastern Standard Time (EST) on Monday, June 24, 2019:

ATTN: 15M20019RA32NPS01

Headquarters United States Marshals Service (USMS) Office of Security Contracts CG-3, 14th Floor 3601 Pennsy Drive Landover, MD 20785 Attn: Stephen Seaberry, Contracting Officer

Delivery methods shall include: United States Postal Service or commercial companies, such as UPS, FedEx, DHL, etc.

As an additional precaution to ensure receipt of all offers, offerors submitting proposals will be required to e-mail a notice on its company letterhead to the USMS, Attn: Stephen Seaberry at osc.procurements.nps@usdoj.gov, stating that they are submitting a proposal and to include the method of delivery.

For all correspondence and packages being sent via U.S. Mail, offerors will need to allow for additional time due to all correspondence and packages being forwarded for irradiation prior to delivery at the

USMS.

It is the offeror’s responsibility to ensure and verify that the USMS receives its delivery on or before the deadline specified herein. If the proposal is not received by the USMS on or before the specified deadline for submission of proposals, the offeror’s submission will be considered late (FAR 52.215-1).

5.2 Questions

mailto:osc.procurements.nps@usdoj.gov

5.2.1 Questions pertaining to this RFP must be submitted by 12:00PM EST on Monday, June 3, 2019 to allow for research and dissemination of the answers. The Offeror shall submit questions via e-mail to osc.procurements.nps@usdoj.gov, using the subject line, “15M20019RA32NPS01 Questions”. Offerors shall provide questions in Microsoft Excel in the following format:

Section Subsection Question Offeror

PWS 5.1 Overall Program Management Your Question Your Company Name

52.212-1 Addendum 5.2 Questions Your Question Your Company Name

Offerors may expect responses to questions to be provided by the Government via an amendment to the

RFP.

5.2 Publication 64 Transmission

All Offerors who wish to view Publication 64 prior to contract award shall complete and return a signed copy of Attachment 9 – Non-Disclosure Agreement, and indicate their desire to receive an electronic copy of Publication 64, to osc.procurements.nps@usdoj.gov by 12:00PM EST on Monday, June 3, 2019. Upon receiving the signed NDA, USMS will email Publication 64 to the Offeror point of contact (POC).

Publication 64 is a Law Enforcement Sensitive document and shall be secured from unapproved distribution.

6.0 PROPOSAL FORMAT

6.1 In order to maximize the efficiency and minimize the time for proposal evaluations, it is required that all Offerors submit their original proposals in accordance with the format specifications detailed below:

6.1.1 Each proposal shall be legible, single-spaced, in Times New Roman or other professional font, no smaller than 11 point type size, no less than 1 inch margins. In regards to page limitations and formatting, this does NOT include a cover/title page, table of contents, callout boxes, graphics and tables.

6.1.2 Offerors shall submit three (3) hardcopies of their proposals (Volume I, II, and III) as well as a digital copy. Digital copies shall be submitted on CD-ROM or USB Flash Drive and submitted with the hard copies.

a. All hardcopies of the paper proposals (Volume I, II, and III) shall be submitted in three-ring binders and tabbed appropriately and accurately to reflect the contents. Each volume shall be in a separate binder.

b. Every page of a proposal shall have a unique page number to support accurate referencing.

c. All digital copies of the proposals (Volume I, II, and III) shall be submitted on CD-ROM or USB

Flash Drive. The CD-ROMs or USB Flash Drive shall include a copy of the proposal, cover to cover as submitted in hardcopy, incorporated into a single digital file. The CD-ROMs or USB Flash Drive for the Volume II Business Proposal(s) shall also include individual soft copy digital files of those solicitation attachments requiring offeror completion.

d. Price Proposal information from Volume 3 shall not contain any Technical Proposal information from Volume 1 and vice versa.

7.0 PROPOSAL CONTENT

7.1 The Offeror’s submission shall contain the following:

Volume 1 – Technical Proposal Part A – Not To Exceed 20 double-sided pages

a. Volume 1 - Technical Proposal Cover Letter*;

b. Table of Contents*;

c. Cross Reference Matrix*;

d. Technical Approach Narrative;

e. Management Approach and Staffing Plan;

f. Subcontracting Plan*; and

g. Technical Assumptions

Volume 1 – Technical Proposal Part B

a. Sample RFQ (Installation) Technical Proposal – Not to exceed five (5) double-sided pages;

a. Technical Approach Narrative

b. Pre-Survey Checklist**

c. Electronic Security System Checklist**

d. Electronic Security System Assessment (ESSA) Report**

e. 30% Phase 2 Design Proposal**

f. 90% Phase 2 Design Proposal**

g. 100% Phase 2 Design Proposal**

h. Phase 3 Bill of Materials**

b. Sample RFQ (PM) Technical Proposal - Not to exceed five (5) double-sided pages;

a. Technical Approach Narrative

b. Preventative Maintenance (PM) Plan**

c. Sample RFQ (Repair and Upgrade) Technical Proposal - Not to exceed five (5) double-sided pages.

a. Technical Approach Narrative

b. Repair/Upgrade Report**

Volume 2 – Business Proposal – Not To Exceed 5 double-sided pages

a. Volume 2 - Business Proposal Cover Letter*;

b. Table of Contents*;

c. Quality and Satisfaction Narrative for Contracts Completed in the Past Three Years; and

d. Completed Attachment 5(B) – Past Performance Survey*

Volume 3 – Price Proposal – Not To Exceed 10 double-sided pages

a. Volume 3 - Price Proposal Cover Letter*;

b. Signed SF1449 page 1 and completed pages 4 through 6 – Services Schedule*;

c. Supporting material including Price Narrative (if applicable); and

d. Completed Attachment 3 – Price Schedule Template*

7.1.1 Documents from Subsection 7.1 marked (*) are not included in the Not to Exceed page limitations established for the Proposal Volumes.

7.1.2 Documents from Subsection 7.1 marked (**) are not included in the Not to Exceed page limitations established for the Proposal Volume. Items marked (**) are further discussed in Attachment 7 – Basis for Award.

7.1.3 The Cover Letter for each Volume shall identify the RFP number, corporate principle submitting the proposal, CAGE code, DUNS code, Tax ID, Statement of Registration in the System for Award Management (SAM), Offeror Point of Contact and Alternate Point of Contact information (name, title, telephone number, email).

7.1.4 The Cross Reference Matrix shall demonstrate the referential relationship between the Offeror’s proposed solutions, RFP requirements, Performance Work Statement, Addendums 52.212-1 and 52.212- 2, and any comments. The referential relationship shall include the page number and section of the referenced document. Specifically, The Cross Reference Matrix is a compliance table that tells evaluators where they can find responses to specific RFP requirements.

7.1.4 The Offeror shall list all Technical Assumptions, conditions, or exceptions with ANY of the terms and conditions of this RFP. Technical assumptions shall be grouped together in a single table in the Technical Proposal. The Offeror shall not include ANY price assumptions in this section. If no assumptions are presented it will be assumed that the Offeror agrees to comply with all terms and conditions as set forth in the RFP. It is not the responsibility of the Government to seek out and identify assumptions, conditions, or exceptions buried within the Offeror’s submissions. Offerors are advised that assumptions that do not comply with solicitation requirements may make an Offeror ineligible for award.

If a Volume exceeds the stated Not to Exceed page limitation, all pages in excess of the limitation will not be considered during the evaluation process.

8.0 EVALUATION CRITERIA

8.1 Factor 1: Technical and Management Approach

8.1.1 Subfactor 1: Technical Approach

The technical approach should clearly demonstrate how the Offeror’s solution meets the requirements and objectives set forth in the RFP. The approach should articulate the business case for the particular mix of resources, and strategies proposed in a manner that demonstrates an understanding of the priorities and emerging issues within those areas.

The approach should expand on the tasks presented in the PWS to the degree necessary to impart confidence in the Government that the Offeror’s approach will result in consistent quality performance with minimal risks.

The approach should also describe any innovative methods, techniques, technologies, or process improvements within the Offeror’s approach and clearly discuss the advantages to the Government; and if applicable, the associated task these advantages will improve.

8.1.2 Subfactor 2: Management Approach and Staffing Plan

The management approach should familiarize the Government with the methodology for planning, organizing, directing, and controlling all resources at its disposal in performance of the tasks identified in the PWS. The approach should speak to the Offeror’s organizational structure and demonstrate an efficient delineation of responsibilities, clear lines of authority, and effective spans of control; a communication process that effectively flows program information throughout the Offeror’s organization, as well as with the Government; and unique business practices that will ensure successful execution of the requirement.

The approach should capture unique ways in which the Offeror intends to leverage internal and external resources in the most advantageous way, clearly communicating these advantages to the Government in the same manner the Offeror would during contract performance. Additionally, the approach should provide the risk management techniques that will be used to identify and manage risks during the contract period, including a detailed description of the Offeror’s approach for managing risks.

The approach should include a Quality Control Plan (QCP) detailing the Offeror’s approach to ensure quality services throughout the duration of the contract. The Offeror should identify in the plan the procedure for continually monitoring, identifying, and correcting deficiencies. The QCP should describe the Offeror's methods (i.e. 100% inspection, planned sampling, random, sampling, customer complaints, third party registration, or incidental inspections) to determine whether performance objectives in the PWS are met. The QCP should describe whether measurements of performance are subjective or objective and identify the quality, quantity, and timeliness of the services to be provided. The narrative must identify and discuss the risk factors associated with accomplishment of the requirements of the contemplated task order. Risk factors may be those inherent in the work, unique to the Offeror’s chosen approach, and must include risk factors that are specifically identified by the Government in this solicitation.

The approach should discuss the Offeror’s schematic for transferring all data and knowledge to the Government at the conclusion of task order performance. This Transition Plan should speak to the Offeror's approach to phase-in to ensure continuity and a smooth transition with the incumbent Contractors assuming a one month phase-in period. The transition narrative should address how ongoing work will be maintained, the proposed management organization, schedule, schedule milestones, staffing plan, subcontracting activities, orientation and training of personnel. Describe how the logistics and property management functions will transition. If the Transition Plan assumes any dependency upon the incumbent contractors, the proposal should identify and describe the dependency. The extent of involvement of USMS personnel during this period should be clearly communicated in the narrative.

Offerors staffing plan should clearly demonstrate the Offeror’s proposed resource allocation and key staff required to perform the duties as delineated in Attachment 1 – Performance Work Statement to ensure adequate staffing is available through the life of the contract.

8.1.3 Subfactor 3: Sample RFQ Technical Proposals

Offerors shall provide a sample technical proposal in response to Attachments 2(a-c) Sample Request for Quotations (RFQ). The Offeror’s response shall be in accordance with the instruction contained in each RFQ. Offeror’s response should demonstrate how their proposed solutions will meet the requirements specified in the RFQ, and shall include the following items:

• Sample RFQ (Installation) Technical Proposal o Technical Approach Narrative

The technical approach should clearly demonstrate how the Offeror’s solution meets the requirements and objectives set forth in the sample RFQ o Pre-Survey Checklist** Sample of the proposed pre-survey checklist in accordance with PWS Section

C.3.2.1.1.

o Electronic Security System Assessment (ESSA) Report**

Sample of the proposed ESSA Report in accordance with PWS Section C.3.2.1.3.

o Electronic Security System Checklist**

Sample of the proposed electronic security system checklist in accordance with PWS Section C.3.2.1.4.

o Concept Design Package Phase 2 Design** Sample of the proposed concept design package in accordance with PWS Section

C.3.2.2.1.

o Final Design Package Phase 2 Design**

Sample of the proposed final design package in accordance with PWS Section C.3.2.2.2.

o Phase 3 Bill of Materials** Sample of the proposed bill of materials in accordance with PWS Section

C.3.2.3.

• Sample RFQ (PM) Technical Proposal o Technical Approach Narrative The technical approach should clearly demonstrate how the Offeror’s solution meets the requirements and objectives set forth in the sample RFQ o Preventative Maintenance (PM) Plan**

Sample of the proposed PM plan in accordance with PWS Section C.3.1.1.3.1.

• Sample RFQ (Repair and Upgrade) Technical Proposal o Technical Approach Narrative The technical approach should clearly demonstrate how the Offeror’s solution meets the requirements and objectives set forth in the sample RFQ o Repair/Upgrade Report**

Sample of the proposed repair/upgrade report in accordance with PWS Section C.3.1.2.

8.3 Factor 2: Past Performance

Offerors shall identify past performance of relevant size and scope. The Offeror shall send Attachment 5(A) - Past Performance Survey Rating Guidelines and Attachment 5(B) - Past Performance Survey to an authorized official from the organization associated with the identified past performance. The Offeror shall request the recipients evaluate the Offeror’s performance by completing Attachment 5(B) – Past Performance Survey. The Offeror shall include all completed Attachment 5(B) – Past Performance Surveys, including current contact information for the reference.

The Offeror’s Quality and Satisfaction Narrative should address the quality of an Offeror’s recent and relevant (similar in size and scope) past performance based on the input received from the Offeror, its references and other reliable sources contacted by the Government. The Offeror shall clearly demonstrate the relation in scope of the past performance being submitted with the current requirement. The Offeror may provide information on problems encountered on the identified contracts and Offeror’s corrective actions. Recent past performance is defined as performance for which the Offeror was either the Prime or

Subcontractor related to security system maintenance and installation services occurring within the three

(3) years prior to the RFP closing date. If the Offeror was a Subcontractor, they must clearly identify the magnitude of performance they directly engaged in.

The Offeror should provide at least three (3) references for past or current contracts (Federal, State, local government, and commercial) for efforts similar to the Government’s requirement.

Offerors that have no record of past performance (i.e. new businesses) shall submit a signed and dated past performance certification statement on Company Letterhead to that effect.

The Government may request additional past performance information from others using Attachment 5(B) - Past Performance Survey and Attachment 5(A) - Past Performance Survey Rating Guidelines or seek amplifying information from references the Offeror provides copies of the Past Performance Surveys. The Government may also use other information such as Contractor Performance Assessment Reporting System (CPARS) and the Federal Awardee Performance and Integrity Information System (FAPIIS) data available from Government sources to evaluate an Offeror’s past performance. The Government reserves the right to limit or expand the number of references it decides to contact and to contact references other than those provided by the Offeror.

8.4 Factor 3: Price

The Offeror shall submit a completed Attachment 3 – Pricing Schedule Template and SF 1449. The Offeror shall follow all instructions found on the “Instructions” Tab of Attachment 3 – Pricing Schedule Template.

Pricing information shall not appear anywhere in the Technical or Past Performance Proposal.

Offerors are only required to price the base and option periods. The prices for all option periods will be evaluated in accordance with FAR 52.217-5, Evaluation of Options. For evaluation purposes only, FAR 52.217-8 will be evaluated by dividing the Offeror’s total proposal price for Option Period 4 in half and adding the price to the proposal price for the base and four FAR 52.217-9 option periods. Should the Government, acting within its unilateral capacity, exercise this option, the Contractor shall continue performance at the rates current at the time the clause is exercised. The Government makes no guarantee that the option periods will be exercised. It will be the Government’s unilateral right to exercise any option periods and, once option periods are exercised; the Offeror is required to perform the work when ordered during the scheduled period of performance of the resultant task order(s).

The corresponding Period Task Total from Attachment 3 – Pricing Schedule Template shall be clearly annotated in the Schedule of Supplies/Services of the SF 1449. The pricing should avoid ambiguities of inclusion, exclusion, or content.

Per FAR 52.204-22, the Offeror may submit alternative line items, provided that alternative line items are consistent with FAR 4.10. At award, the Government will either establish new line items or incorporate the Offeror's proposed line items to ensure the resulting task order is economically and administratively advantageous to the Government and the Offeror.

Offerors shall include the below information in its proposal submission. At a minimum, the following areas must be addressed:

• Proposal is valid for 120 calendar days from the RFP close date;

• No exceptions to any Terms and Conditions have been taken, or if so, clearly stated;

• Acknowledge any amendments to the RFP;

• A valid registration in the System for Award Management (SAM);

• Signed proposal of $XXXXXXXX for the one (1) Base Year, four (4) Option Years, and 6 month extension in accordance with 52.217-8 Option to Extend Services provided;

• Completed Attachment 3 - Pricing Schedule Template; and,

• Task pricing, to include unit, total, and grand total price

The Government intends to make an award without exchanges with Offerors. Consequently, Offerors are highly encouraged to proposal their best technical and pricing proposals in their initial submissions.

However, the Government reserves the right to discuss proposals with any or all Offerors submitting a technical and price proposal, if it is determined advantageous to the Government to do so. This statement is not to be construed to mean that the Government is obligated to conduct exchanges. A Contractor may be eliminated from consideration for award without further exchanges if its technical and/or pricing proposals are not among those Contractors considered most advantageous to the Government based on a best value determination.

9.0 LIST OF ATTACHMENTS

9.1 The Offeror shall review and complete, if necessary, the following attachments:

Attachment 1 – Performance Work Statement

Attachment 2(A) – Sample RFQ Installation SOW

Attachment 2(B) – Sample RFQ Preventative Maintenance SOW

Attachment 2(C) – Sample RFQ Repair and Upgrade SOW

Attachment 2(D) – USMS Facilities List

Attachment 2(E) – Sample Drawing Package

Attachment 3 – Pricing Schedule Template

Attachment 4 – Current USMS Equipment Inventory

Attachment 5(A) – Past Performance Survey Rating Guidelines

Attachment 5(B) – Past Performance Survey

Attachment 6 – 52.212-1 Addendum - Instructions to Offerors

Attachment 7 - 52.212-2 Addendum - Basis for Award

Attachment 8 – Personnel Security

Attachment 9 – Non-Disclosure Agreement

Attachment 10 – USMS Property Operations Guide Version 2, August 2018

Attachment 11 – United States Marshals Service Publication 64, Volume III (Rev 10/17) (available in accordance with Section 5.2 of this document)

(End of Addendum)