2025-R-007 (RFQ) Statement of Work AED and Fire Extinguishers FINAL .pdf

REQUEST FOR QUOTATION 2025-R-007

U.S. SENATE, OFFICE OF THE SERGEANT AT ARMS

STATE OFFICE READINESS PROGRAM

AUTOMATED EXTERNAL DEFIBRILLATOR & FIRE EXTINGUISHER PROGRAM

I. STATEMENT OF WORK

1. INTRODUCTION

The United States Senate (“Senate”) Office of the Sergeant at Arms’ (“SAA”) State Office Readiness Program (“SORP”) is seeking a Contractor to provide Automated External Defibrillators (AEDs), fire extinguishers, and to provide associated nationally recognized Cardiopulmonary Resuscitation (CPR) and AED training1 as well as training on the use of fire extinguishers at Senate State office located across the United States. Senators have official offices in their home states, and there are currently approximately 460 of these offices located throughout the country in all 50 states.

2. DESCRIPTION OF PRODUCTS AND SERVICES

The Contractor shall aid the SORP (term includes parent organizations SAA and Senate) by providing and maintaining the AEDs, fire extinguishers, and associated equipment, including the necessary replacement of any related consumable supplies in these offices, conducting or arranging for training of Senate personnel and, if tasked, providing similar services in Senate-owned or leased facilities located within the Metropolitan Washington Area. Office locations change periodically, and some locations will change during the contract period. A current list of Senate State Office locations can be found in Attachment A - Senate State Office Locations. The Contractor should provide a means of collecting equipment for redeployment at other sites when no longer needed due to an office closing or relocating.

AEDs, fire extinguishers, and the associated supplies and training will be internally marketed to Senate offices, but ultimately the equipment and services provided will be upon request of the individual Senate office. Services are to be provided to specific locations at the direction of the Contracting Officer Representative (COR) or designee. No minimum order quantity is guaranteed by the Senate.

The Contractor shall provide an Account Manager to provide oversight and management. The Senate is not requiring on-site program management for this contract; however, the Contractor should provide a primary and alternate point of contact who are familiar with the terms of this contract and can provide support to the Senate during business hours. Class scheduling, equipment purchases and delivery, requests for service, and billing questions will be directed to these personnel, and they should be empowered to assist the Senate with the goods and services as described herein.

3. REQUIREMENTS

The Contractor shall furnish all management, supervision, labor, equipment, maintenance, and supplies, including working such hours as may be necessary to perform work in accordance with the requirements which are set forth in this Statement of Work (“SOW”), as directed by the COR. These are the minimum requirements for the Contract. In addition to meeting these minimum requirements, the Contractor may propose alternative recommendations to the minimum requirements or services, which would require

1 For the purposes of this solicitation, American Heart Association Heartsaver CPR AED and American Red Cross Adult CPR/AED-R.21 (or successor courses) are acceptable.

approval by the COR. Subcontracted instructors, service technicians/ inspectors, when used, shall be identified and approved in advance by the COR. The Contractor and COR may agree to a standardized form for Subcontractor approval.

The Contractor may be required to travel during performance of the contract requirements.

Reimbursement for travel is only authorized with prior approval from the COR and will only be considered for locations beyond 50 miles of a contractor site. Any reimbursement will be limited to the actual cost not to exceed the published General Services Administration rates. The Contractor shall provide a list of locations where they have staff or Subcontractors qualified to provide the training described above as part of the proposal and any time during the contract period there is an update.

The Contractor shall provide the following products and services.

3.1 Automated External Defibrillators (AED)

a. AEDs and related equipment, meeting current American Heart Association (AHA) Guidelines for adults.

i. AEDs shall be new, current models of FDA-approved automatic or semiautomatic external defibrillators suitable for use by lay personnel. The same model shall be used at all locations. AED models shall have the ability to update software as necessary. A period of no longer than 3 months shall be acceptable to make any programming changes necessary should AHA guidelines be updated during the contract period. If the selected model is no longer capable of meeting current AHA guidelines, the Contractor will replace units, such that a single type is deployed across all sites within six (6) months.

a. Each unit shall have the ability to record and retrieve “code events” for use by local emergency medical services personnel, or for audit by the

SORP.

b. The selected model should have an inert “trainer” unit available, and four

(4) of those “trainer” units shall be delivered to the SORP after contract award. Replacement “trainer” units shall be provided upon request of the COR, and before the distribution of any newer models to Senate offices.

ii. The Contractor shall provide maintenance to include, replacement pads, batteries, and any other consumable supplies necessary for operation of the AEDs throughout the contract period, to keep units in the field fully operational. The maintenance plan shall be approved by the SORP. This plan must include a means for the monitoring of equipment status and allow proactive equipment repair or replacement should a deficiency be identified. The monitoring system should not rely solely on Senate staff performing inspections and must plan to include devices at locations which are occasionally unstaffed. If Subcontractors will be used to perform inspection and/or maintenance activities, they shall be approved by the SORP prior to visiting a Senate office.

iii. The Contractor shall provide storage and/or mounting options suitable for an office environment. In some locations, building managers or landlords may prevent wall-mounting, so a portable case or similar should be one of the proposed options.

3.2 Fire Extinguishers

Fire extinguishers shall meet standards of the National Fire Protection Association (NFPA) Standard for Portable Fire Extinguishers as described in NFPA® 10 and at a minimum have an Underwriters Laboratory (UL) 2 listing as a 10lb “ABC” fire extinguisher.

a. The Contractor shall provide storage/mounting options suitable for an office environment.

b. The Contractor shall provide maintenance to inspect, service, or replace equipment based on manufacturer’s recommendations. If Subcontractors will be used to perform inspection and/or maintenance activities, they shall be approved by the SORP prior to visiting a Senate office.

3.3 CPR/AED and Fire Extinguisher Training3

a. The training must include an in-person skills verification regardless of the class delivery method. The course type (in-person or hybrid) is to be determined for each location in consultation with the COR or designee. Training sessions will be requested by the SORP and may be at additional locations beyond those where AEDs on this contract are delivered, for example at federal buildings where AEDs may already be in place.4 The Contractor shall provide any necessary supplies or equipment required to complete the training, including mannequins, trainer AEDs, required textbooks or reference materials, etc.

b. If the Contractor will use subcontractors to provide training, the SORP may request proof of AHA or ARC instructor status prior to class delivery. Subcontractors shall be approved by the SORP prior to class scheduling.

c. (Optional) The Contractor may also propose nationally recognized first aid and/or Stop-the-Bleed training. If the Contractor offers this training, details on the training type and curriculum shall be approved by SORP.

d. Fire Extinguisher Training

i. The Contractor should propose a training delivery method, with live simulator-based training preferred, but not required. If live, this training will occur at Senate facilities, scheduled in conjunction with the COR, or designee, and local office staff. The Contractor shall provide all equipment and materials necessary to complete the training.

2 Or equivalent 3 For the purposes of this solicitation, American Heart Association Heartsaver CPR AED and American Red Cross Adult CPR/AED-R.21 (or successor courses) are acceptable.

4 In situations where the Contractor is providing the training, but not the AED, the Contractor is not required to use a specific model of AED trainer device during the course instruction.

ii. If the training is to be virtual or remote, the content and delivery system shall be approved by the COR.

iii. If Subcontractors will be used to provide live training, they shall be approved by the COR.

3.4 DEDICATED ACCOUNT MANAGER

The Contractor shall provide a primary and alternate Account Manager that is empowered to assist the Senate with the goods and services as described herein, is familiar with the terms of this contract, and can provide support to the Senate during business hours. The Account Manager shall coordinate and manage class scheduling, equipment purchases and delivery, requests for service, and billing questions. They should be empowered to assist the Senate with the goods and services as described herein.

3.5. KICK-OFF MEETING

The Contractor shall attend a kick-off meeting with COR as soon as possible after award, but no later than two (2) weeks. The purposes of this meeting are to review the Contract; identify project expectations, review the Contractor’s proposed maintenance plan; provide invoicing guidance; introduce key players on both sides; and establish communication protocols between the Contractor and COR.

3.6 MONTHLY STATUS REPORTS

The Contractor shall prepare and deliver a monthly status report no later than the 10th business day of each month for the preceding month. Reports shall be delivered by email. The Contractor shall:

a) Identify the work performed during the month;

b) Forecast the next month’s activities; and

c) Identify any risks to the successful and timely completion of tasks.

The Contractor shall provide a proposed format for the report for the COR’s approval within 15 calendar days following the commencement of performance under the Contract.

4. DELIVERABLES

Section Description of Deliverable Due Date

Kick-Off Meeting General overview of the timeline for reviewing items assigned.

ASAP, NLT 2

weeks after contract award

Monthly Status Reports Report on status of tasks by Contractor. 10th business day of each month

5. PERIOD OF PERFORMANCE

The SAA anticipates a base period of one (1) year starting from the award, and four (4), one-year option periods.

6. ATTACHMENTS

Attachment A – Senate State Office Locations Attachment B – RFQ Pricing Table Attachment C – Products Requirements Matrix Attachment D - Section 208 Compliance Certificate Attachment E - Purchase Order Clauses Attachment F - Addendum to Commercial Agreements

II. PROPOSAL INSTRUCTIONS

1. Technical Proposal Instructions

The written proposal shall consist of two (2) separate volumes: Volume I is Technical and Volume II is

Price.

a. Cost information shall appear only in the Price Volume.

b. Each page shall be numbered.

c. The page limits for the two (2) volumes are depicted in the table below.

Volume Title Page Limit

I Technical Proposal 15

II Price None

2. Responses to Requirements and Deliverables

The Offeror shall provide a proposal to demonstrate a detailed understanding of the requirements and deliverables and describe approaches and methods that shall be employed in fulfilling this Contract and the Statement of Work. The Offeror shall describe in specific detail how it will satisfy each requirement and deliverables within the Statement of Work.

The Offeror shall document any support requirements in the Statement of Work that the Offeror will be unable to satisfy with an explanation of the obstacles or issues that would keep the Offeror from meeting the requirements. The Offeror shall document any support requirements in the Statement of Work that the Offeror will be able to exceed and a discussion of the capabilities that allow the Offeror to exceed the requirements.

2.1 The Technical Proposal must include:

a. Products: Automated External Defibrillators (AEDs), Fire Extinguishers –The proposal shall provide product descriptions, to include the make and model of the proposed AED and fire extinguisher units.

b. Products Requirements Matrix - Completed Attachment C – Products Requirements Matrix

c. Technical Approach - A comprehensive description of the approach to perform the technical services in support of the requirements in the Statement of Work.

d. Account Management – Describe the approach that shall be used for project planning, resource management, risk analysis, and quality assurance.

3. Past Performance

a) Offeror shall comply with the instructions as follows:

Offeror shall provide a list of its similar experience as a prime Contractor for up to three (3) contracts performed in the past three (3) years. Contracts (Federal, state, local government) must be for similar work and complexity related to effort described in the Statement of Work.

Offerors shall include the following information for each contract:

1) Name of contracting activity

2) Contract number

3) Contract type

4) Total contract value with the value of each delivery order issued listed separately

5) Detailed synopsis of the Contract work performed

6) Contracting officer and telephone

7) Program manager and telephone

8) Administrative contracting officer, if different from # 6, and telephone

9) List of teaming partners and subcontractors

b) Past Performance Questionnaire

The listed references for the Offeror shall complete and submit the attached Past Performance

Questionnaire, Appendix A-1, as follows:

1) The Offerors shall send its listed references the attached Past Performance Questionnaire as the selected point of contact and request its completion. The references must submit the completed Past Performance Questionnaire directly to the United States Senate, Attention Nicole Barnes at acquisitions@saa.senate.gov no later than February 14, 2025.

mailto:acquisitions@saa.senate.gov

Instructions for submission of the completed questionnaires are provided on the questionnaire.

4. Price

a) The Offeror shall submit a firm-fixed price quotation using the attached Excel pricing schedule, Attachment B - RFQ Pricing Table, signed by an authorized representative of the Offeror.

III. EVALUATION OF OFFERS

1. TECHNICAL AND PRICE QUOTATIONS

Evaluation of a quotation submitted by the Offeror will be made in accordance with the following three

(3) factors. Factors 1 and 2 are referred to as the Technical Factors. Offeror’s Technical Approach and Past Performance will be evaluated as the Technical Factors. The third factor is Price. The three factors are as follows:

Factor 1 Technical Approach

Factor 2 Past Performance

Factor 3 Price

The Evaluation Panel (Panel) will evaluate Offeror's ability to perform the requirements specified in the SOW based upon Offeror's written submission.

Factor 1 - Technical Approach

The SAA will evaluate the Offeror on its entire proposed technical approach for the project. The following are the key criteria that will be used to evaluate the Offeror’s technical approach:

a) Clear and concise written technical approach that meets or exceeds the RFQ requirements;

and

b) Comprehensive methodology, technique, or plan to accomplish the project.

Factor 2 - Past Performance

The SAA will review Offeror’s similar experience as a prime contractor or subcontractor during the past three (3) years. Past contracts (Federal, state, or local government) or subcontracts shall be of similar work and complexity related to the effort described in the scope of work.

Evaluation of past performance will be based on consideration of all relevant facts and circumstances potentially from a variety of sources, including but not limited to completed Past Performance Questionnaires.

Factor 3 - Price

The SAA will review the price quotation for reasonableness, completeness, and accuracy. A determination will be made as to whether the Offeror has properly understood the price schedule instructions and properly completed the price schedule.

To derive a proposed price for Price Proposal evaluation purposes, the SAA will multiply the Offeror’s proposed prices by an SAA-estimated quantity. Please note that the SAA estimated quantities will not carry through to the Contract but will solely be used for evaluation purposes.

2. EVALUATION CRITERIA

This is a best value, competitive source selection conducted in accordance with the Senate Procurement

Regulations. The SAA intends to award one contract, as determined to be most advantageous to the

Senate, considering Technical Factors and Price, based upon the recommendation of an evaluation panel.

The SAA reserves the right not to award a contract depending on the quality of the proposal(s) submitted and the availability of funds.

Offeror’s Technical Approach and Past Performance will be evaluated as the Technical Factors. For the purposes of a best value tradeoff analysis between the evaluation factors, all Technical Factors combined are considered more important than Price. The importance of price, as a factor, could become greater where Technical Factors for Offerors are evaluated as more equal. The SAA reserves the right to make an award based on other than the lowest quoted price, according to the evaluation factors.

The SAA may decide that award based on initial quotations, is not in the best interests of the SAA. In such an instance, the SAA may establish a competitive range of those Offerors having a reasonable chance for award, and may conduct discussions with, and only with, each of the Offerors included in the competitive range. The SAA may request that only those Offerors included in the competitive range submit final quotation revisions.

The SAA reserves the right to require discussions with one (1) or more Offerors with the evaluation team or any other designated staff. The Offeror will receive a minimum of three (3) business days’ notice for the discussions. If discussions are requested, the Offeror must involve its proposed key personnel in said discussions.

Following an evaluation, and a tradeoff analysis if appropriate, the SAA may make a single award to the Offeror determined to be best value Offeror.

3. QUOTATION SUBMISSION INSTRUCTIONS

The following are the instructions and requirements for the completion and submission of quotes in response to this RFQ:

a. The attached Purchase Order Clauses (Attachment E) shall govern any contract awarded by the SAA.

Offeror quotes must include all other applicable contract terms and conditions, if any, or terms it uses in sales to government agencies. Any terms and conditions referenced as hyperlinks, or in other documents including third party terms, are not applicable to this order unless submitted in full text, in searchable

PDF, with the quotation. If terms or conditions are provided, then the Offeror must sign and return the ADDENDUM TO COMMERCIAL AGREEMENTS (see included PDF file) with the quotation (Attachment F).

b. Offeror may submit questions about this RFQ. Questions must be submitted no later than 12:00 Noon

ET, on January 28, 2025, via email: acquisitions@saa.senate.gov Attention: Nicole A. Barnes.

c. All qualified sources should respond to this RFQ by submitting a quotation in accordance with the RFQ instructions via e-mail to: acquisitions@saa.senate.gov with subject line ATTN: Nicole Barnes RFQ# 2025- R-007 entitled "State Office Readiness Program, Automated External Defibrillator & Fire Extinguisher

Program” by 12:00 noon ET on February 14, 2025. No other method of transmittal will be accepted. Early submissions are encouraged. E-mails that do not reference the RFQ Number in the subject line may not be accepted.

d. Offeror must have an active registration in the System for Award Management (SAM) database, https://www.sam.gov/ and must provide its DUNS or Unique Entity Identifier (see Attachment B). Offeror shall ensure that all information contained in its SAM registration is current, complete, and accurate during the period of performance of an award and until final payment is made by the SAA.

e. The Offeror shall provide a Firm-Fixed-Price for services in the RFQ Pricing Table, included as Attachment B.

f. The Offeror shall complete the Products Requirements Matrix, included as Attachment C.

g. The Offeror must return the OEM STATEMENT OF COMPLIANCE, included as Attachment D, signed by the OEM, certifying that it is in compliance with Section 208 of the Legislative Branch Appropriations Act, 2020.

h. The SAA reserves the right to reject the entire quotation if any of the required RFQ line items from the PRICING TABLE Excel Worksheet are missing from the quotation or differ from the specifications contained therein. This request does not commit the SAA to pay any costs incurred in the preparation and submission of this quotation, nor to purchase or contract for any item on this RFQ.

i. This is a source selection is conducted in accordance with Senate Procurement Regulations. Contractor may submit an open market quotation, or a quotation submitted in accordance with NASA SEWP, GSA

Schedule, or other GWAC contracts.