Request_for_Quote-PDF.pdf

34300018Q0020

SECTION 1

1.0 INTRODUCTION

The United States International Trade Commission (USITC or Agency) is issuing this competitive Request for Quote (RFQ) to solicit local, Washington, D.C. Metropolitan Area, recreational fitness facilities or “gyms” for the purpose of entering into a Blanket Purchase Agreement (BPA). The term “gym” is used herein to identify any commercially operated health, recreational and/or fitness facility.

The USITC will conduct this procurement in accordance with the Federal Acquisition Regulation (FAR) Part 12 Acquisition of Commercial Items, and FAR Part 13.303 Blanket Purchase Agreements (BPAs), for the purpose of establishing one or more BPAs for Agency membership with the organization..

1.1 SET ASIDE

Not Applicable.

1.2. SYSTEM FOR AWARD MANAGEMENT

PLEASE NOTE: As provided for at the Federal Acquisition Regulation (FAR) 4.11 – System for Award Management (SAM), with few exceptions, prospective contractors shall be registered in the SAM database (www.sam.gov) prior to award.

The FAR may be accessed at: https://www.acquisition.gov/browsefar

1.3 PRICING – CONTRACT LINE ITEM NUMBERS (CLIN)

The price quotation shall include a Firm Fixed Price, per gym member, per month, for unlimited access to all that is offered by and/or available at the health and fitness facility.

CLIN Performance Period Description Firm Fixed Price

Per Member Per Month

(12 Months) 00001

January 2018 – December 2018 Unlimited Access to Fitness Facility $

10001

January 2019 – December 2019 Unlimited Access to Fitness Facility $

20001

January 2020 – December 2020 Unlimited Access to Fitness Facility $

30001

January 2021– December 2021 Unlimited Access to Fitness Facility $

40001

January 2022 – December 2022 Unlimited Access to Fitness Facility $ http://www.sam.gov/ https://www.acquisition.gov/browsefar

SECTION 2

STATEMENT OF WORK

2.0 AGENCY MISSION

The United States International Trade Commission (USITC or Agency) is an independent, quasi-judicial Federal agency with broad investigative responsibilities on matters of trade. The mission of the USITC is to (1) administer U.S. trade remedy laws within its mandate in a fair and objective manner; (2) provide the President, the U.S. Trade Representative (USTR), and the Congress with independent quality analysis, information and support on matters relating to tariffs, international trade and competitiveness; and (3) maintain the Harmonized Tariff Schedule of the United States (HTS).

2.1. BACKGROUND

The USITC is committed to helping its Federal workforce stay healthy. Health and wellness programs help employees modify their lifestyles and move toward an improved state of wellness.

Toward supporting this healthy lifestyle, the USITC will procure an Agency membership in a local, Metropolitan Washington, DC, gym, for its employees’ unlimited use. Within this Statement of Work, “membership” will refer to the Agency membership and “employee member” will refer to the Agency’s individual employee’s access to the facility.

2.2 OBJECTIVE

The objective of this requirement, in an effort to improve employee health and reduce unintentional injuries due to poor physical fitness, lower healthcare costs, and increase productivity, is to procure one commercial gym membership in the name of the U. S. International Trade Commission. The Agency-held membership will then provide individual USITC Government employees monthly access to the gym facility.

2.3 SCOPE OF WORK

2.3.1 REQUIREMENTS

2.3.1.1 The Contractor shall agree to allow the Agency to purchase one membership in the name of the Agency – the U. S. International Trade Commission, Washington, D.C.. The membership will be provided and the Contractor will be reimbursed through the obligation of funds on a Task Order, on which specific individual Agency employees will be named. The gym shall not allow the individual employees registered with the specific gym to transfer their registration and the gym shall not allow any USITC employee to hold any personal rights in the membership separately from their employment with the U. S. International Trade Commission. Upon separation from employment or re-assignment, individual employee members will be terminated and the vacancy created by the departure may be used for other eligible personnel.

2.3.1.2 The Contractor shall operate at least one (preferably more than one) gyms located within the Washington, D.C.-Baltimore, MD-Arlington, VA- DC-MD-VA-WV-PA locality pay area as defined by the Office of Personnel Management (https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2017/locality-pay-area-definitions/#DC).

2.3.1.3 The fitness facility shall be located on the premises of a Federal agency; the premises of a State, county, or municipally managed facility, such as a community center; or in a commercial space.

2.3.1.4 The Contractor shall have the ability to provide the Agency periodic documentation/reporting of usage related to individual registrants with the facility, by providing records of electronic sign-ins upon entry to the facility.

2.3.1.5. The Contractor shall offer all or most of the following services and amenities, within its fitness facility(ies):

• Electronic Sign-In

• Controlled Access at the Entrance Requiring Electronic Sign In

• Restrooms

• Showers

• Locker Rooms

• Strength Training Equipment to include the required free weights

• Cardiovascular training equipment o Treadmills o Elliptical Machines

• Fitness and Wellness Classes o Yoga o Step Aerobics o Pilates

2.3.1.6 The Contractor shall be able to accept payments from both the Agency and the individual registrant (USITC employee) each billing cycle, if necessary.

2.3.1.7 The Contractor shall be able to manage individual registrants (USITC employee) in the event any materials issued by the Contractor to the registrant (i.e. key fobs, etc.), are lost, misplaced, or damaged by the registrant to which it/they are assigned, to replace such item at the expense of the registrant. The Agency will not be responsible for payment upon such an event.

2.3.1.8 The Contractor shall be in compliance with all commercial health and safety guidelines required for operation of a fitness facility.

https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2017/locality-pay-area-definitions/#DC https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2017/locality-pay-area-definitions/#DC

2.4 DELIVERABLES

The Contractor shall be required to schedule a Post-Award Meeting with the Contracting Officer’s Representative within 7 calendar days from the date of award, to be held at the U.S. International Trade Commission, or via teleconference, at a date and time that is mutually agreed upon.

The table below outlines the key deliverables, delivery point of contact, and due dates.

The due dates presented are subject to revision.

No. Deliverable Delivery * Due Date

1 Post-Award Conference COR/CO

Within 7 Calendar Days of Award

2 Periodic Reports of Level of Usage / Sign in Records COR/CO

Emailed monthly, on or before the 10th day of the month on the previous month’s activity.

Quarterly Meetings – (Via Teleconference or on-site as mutually agreed upon)

COR/CO Quarterly, after Award.

COR Contracting Officer’s Representative CO Contracting Officer

2.5 INSPECTION AND ACCEPTANCE

Final inspection and acceptance of work performed, reports, and other deliverables will be performed by the Contracting Officer’s Representative (COR).

2.6 GOVERNMENT FURNISHED PROPERTY

Not Applicable.

2.7 SECURITY AND PRIVACY CONSIDERATIONS

2.7.1 The requirement contained within this Statement of Work requires the exchange of personal data (for example: employee name, home address, personal credit card information) between the Government and the Contractor. The Contractor shall ensure all data is properly safeguarded in accordance with standard commercial practices.

SECTION 3

GENERAL TERMS AND CONDITIONS

3. 0. TYPE OF CONTRACT

The Contractor shall be awarded a Blanket Purchase Agreement, which will include one Base Year and four Option Years.

The Government will issue, on an anticipated bi-annual or annual basis, funded Task Orders on which funds will be obligated to support specified Agency employees, to support their use of the contractor’s fitness facility.

3.1. PERIOD OF PERFORMANCE (ANTICIPATED)

Base Year: January 2018 - December 2018 Option Year 1 January 2019 - December 2019 Option Year 2: January 2020 - December 2020 Option Year 3: January 2021 - December 2021 Option Year 4: January 2022 – December 2022

Option years are exercised at the sole discretion of the Government.

3. 2. PLACE OF PERFORMANCE

All fitness activity shall be performed at the Contractor’s facility/facilities.

3. 3. TASK ORDER MANAGEMENT

The following individuals will serve as the Commission’s points of contact during the performance of this Task Order:

3.3.1 CONTRACTING OFFICER (CO)

All contract administration shall be effected by the CO. Communications pertaining to contract administration matters shall be addressed to the CO. No changes in or deviations from this contract are authorized unless directed in writing by the CO.

The CO is the only person authorized to make or approve any changes in any of the requirements of the contract and notwithstanding any provisions contained elsewhere in this contract. The said authority remains solely with the CO. The CO is authorized to appoint a Contract Specialist to perform administrative contracting functions for this contract. In the event, the Contractor makes any changes at the direction of any person other than the CO, the change shall be considered to have been made without the authority of the CO and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

The CO is also responsible for making the final decisions on matters under dispute, unsatisfactory conformance, as well as contract terminations for convenience or default.

The following Contracting Officers will be responsible for contract administration. The CO may change at any time by the Government without prior notice to the Contractor, but notification of the change, including the name and address of the successor CO, shall be promptly provided to the Contractor in writing.

Contracting Officer

TBD

U.S. International Trade Commission 500 E Street, SW Washington, DC 20436 Phone: 202-205-xxxx / Email: TBD@usitc.gov

3.3.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the Commission and the Contractor.

The COR shall be designated on authority by the CO to monitor all technical aspects and assist in the administration of this contract. A copy of the COR’s letter of designation shall be issued to the COR with a copy furnished to the Contractor, stating the responsibilities and limitations of the COR. This letter shall clarify to all parties of the contract, the responsibilities of the COR. The duties of the COR include but are not limited to: 1) assuring the Contractor’s compliance with the technical requirements;

2) performing or arranging necessary inspections in connection with the technical performance;

3) maintaining both written and oral communications with the Contractor/Subcontractor; 4) notifying the Contractor and the CO of any deficiencies observed; 5) monitoring the Contractor’s overall performance; and 6) certifying all invoices/vouchers for acceptance of services provided for payment.

The COR does not have the authority to alter the Contractor’s obligations, direct changes that fall within purview of the General Provisions clause entitled “Changes,” or modify any of the expressed terms, conditions, specifications, or cost under this contract. If because of technical discussions it is desirable to alter/change contractual obligations within the Scope of Work, the CO shall issue such changes in writing.

The COR may be changed at any time by the Government without prior notice to the Contractor, but notification of the change, including the name and address of the successor COR, shall be promptly provided to the Contractor in writing:

Contracting Officer’s Representative

TBD

U.S. International Trade Commission 500 E Street, SW Washington, D.C. 20436

3.4 SUBMISSION OF INVOICES

All invoices shall be submitted no more frequently than monthly to the following address:

invoices@usitc.gov

The Contractor shall submit proper invoices on a monthly basis for services rendered in the previous month. To constitute a proper invoice, each invoice submitted shall include the following information and/or attached documentation.

1. Name and address of the contractor

2. Invoice date and invoice number

3. Blanket Purchase Agreement and Task Order Number (TBD)

4. Description, price, and quantity of services/supplies actually rendered/delivered

5. Delivery date/period of performance covered by the invoice

6. Payment terms

7. A “Remit To” address that corresponds to the remittance address of the Task

Order

8. Name, title, phone number, email address of contact person to be notified in the event of a defective invoice.

3.5 KEY PERSONNEL

Certain experienced professional personnel are essential for the management and oversight of the Blanket Purchase Agreement and Task Orders issued against the BPA. The individual(s) named below are defined as "Key Personnel" and are those persons whose resumes are submitted and marked by the contractor as "Key Personnel." No substitutions shall be made of accepted Key Personnel except for sudden illness or death, or termination of employment.

To Be Completed at Time of Award

Name Position

3.5.1 SUBSTITUTION OF KEY PERSONNEL

The Contractor agrees to assign those persons identified above and who are necessary to fulfill the requirements of the contract as Key Personnel. No substitutions shall be made except in accordance with this clause. Prior to removing, replacing or diverting any of the specified individuals, the Contractor shall promptly notify the CO.

All proposed substitutions shall be submitted to the CO for approval at least 15 calendar days in advance of the proposed effective date (unless substitution is necessitated by sudden illness, death, or termination of employment in which case notice shall be within five (5) calendar days of the effective date), and must provide the information as stated herein.

All requests for substitutions shall be in writing unless otherwise agreed to by the CO and shall include a complete resume for the proposed substitute and any other information required by the CO to permit effective evaluation of the proposed substitution’s qualifications.

Requests for substitution of the key personnel named above must also provide a detailed explanation of the circumstances necessitating it and sufficient information for the CO to evaluate the impact of the substitution on contract performance.

3.6. OPTIONS

3.6.1. OPTION TO EXTEND SERVICES – FAR 52.217-8 (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 15 calendar days.

3.6.2 OPTION TO EXTEND THE TERM OF THE CONTRACT – FAR 52.217-9 (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 15 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five years.

3.7 ORDERING PROCEDURES

The Contractor shall provide access to its fitness facility as described herein based upon a funded and issued Task Order by a Contracting Officer of the U. S. International Trade Commission. All Task Orders will be executed in writing by an authorized Contracting Officer (CO). Costs not attributed to the performance of a specific Task Order will not be allowed without prior written consent of an authorized CO.

3.8 CORRESPONDENCE

To promote timely and effective administration, correspondence shall be subject to the following procedures:

3.8.1 Technical correspondence (where technical issues relating to compliance with the requirements herein) shall be addressed to the Contracting Officer’s Representative (COR) with an information copy to the Contracting Officer (CO).

3.8.2 All other correspondence, including invoices, shall be addressed to the CO with an information copy to the COR.

3.9 CONTRACTOR PERFORMANCE EVALUATIONS

An evaluation of the contractor’s performance will be prepared on this effort in accordance with FAR Subpart 42.15. This evaluation will be prepared, by the COR, at the time of completion of work.

The evaluation will be provided to the Contractor as soon as practicable after completion. The Contractor will be permitted thirty (30) calendar days to review the document and to submit additional information or a rebutting statement. Any disagreement between the parties regarding an evaluation will be referred to an individual one level above the CO, whose decision will be final.

Copies of the evaluation, contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

3.10 AUTHORITY TO OBLIGATE THE GOVERNMENT

The Contracting Officer is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No cost chargeable to the contract or task orders can be incurred before receipt of a fully executed contract or task order or specific authorization from the Contracting Officer.

SECTION 4

QUOTATION PREPARATION INSTRUCTIONS

4.0 GENERAL INFORMATION

The U. S. International Trade Commission is issuing this Request for Quotation to solicit commercial vendors for gym membership, as detailed in Section 2 of this Request for Quotation.

If you are interested in competing for the award of a Blanket Purchase Agreement for the requirement detailed in Section 2 of this solicitation, you may participate by following the instructions provided herein.

DUE DATES

Questions related to this Request for Quotation must be emailed to debra.bridge@usitc.gov, no later than 12:00 p.m., Noon, E.T., Wednesday, December 20, 2017.

Written Quotation shall be received by the Government on or before 12:00 p.m., Noon, E.T., Thursday, December 28, 2017. Email submissions are preferred but quotations may be delivered by U. S. Mail, courier service, UPS, or FedEx to:

U. S. International Trade Commission Office of Procurement

500 E Street, S.W., Suite 315 Washington, DC 20436 ATTN: Debra Bridge

Please note: Any submission received by the USITC after the above stated date and time will be considered as late and may not be considered for award.

4.1. WRITTEN QUOTATION

4.1.1. WRITTEN TECHNICAL QUOTATION

Offerors shall address the following in their written technical quotation:

4.1.1.1 Program and Data Management and Activity Monitoring Capabilities

The Offeror shall designate a Project Manager (Key Personnel) who shall be vested with authority to ensure timely and efficient communications with the Government as may be required. The Offeror shall also provide evidence of its activity monitoring capabilities to meet the requirement of monthly reporting and delivery of the Government’s required deliverables (Reference Section 2.4).

mailto:debra.bridge@usitc.gov

4.1.1.1.2 Past Experience/Past Performance

The offeror shall provide evidence of the offeror’s past experience and past performance in performing the work and/or providing the deliverables required by the solicitation, by one or more customers, including meeting delivery dates and schedules the same as, or substantially similar to, that required by the solicitation.

(i) Key Personnel (Resumes). The offeror shall provide the name(s), position description(s) and information to support the qualifications of all proposed key personnel. Include any degrees or associated skills and certifications that would assist in performance of duties. The offeror shall submit resumes of its key team members including, but not limited to, the Project Manager (PM).

Limit resumes to one page per person.

4.1.2. BUSINESS/PRICE QUOTATION

A written business/price quotation shall be prepared in accordance with Section 1, and is due to the Government with its technical quotation.

• The completed Section 1.3 – Pricing- Contract Line Item Numbers (CLIN)

• The offeror’s DUNS Number

• The offeror’s contractual Point of Contact information

• Any assumptions, conditions, or exceptions to the solicitation.

In addition, as noted in Paragraph 2.6.1, the offeror shall provide information that it can comply with the requirement of having two sources of payment, if necessary (i.e. The Agency and The USITC employee). The Government will reimburse the Contractor up to a certain monthly amount (ceiling) per member employee, and any monies owed over that monthly ceiling remains the responsibility of the employee member to pay the Contractor directly.

Assumptions, Conditions, or Exceptions: Offerors must submit any and all assumptions, conditions, or exceptions with any of the contractual, technical, and/or price terms and conditions of this Request for Quotation. If not noted in this section of your quote, it will be assumed that the offeror proposes no assumptions for award, and agrees to comply with all of the terms and conditions as set forth herein. It is not the responsibility of the Government to seek out and identify assumptions, conditions, or exceptions buried within the offeror’s submission.

SECTION 5

EVALUATION OF QUOTATIONS

5.0 GENERAL INSTRUCTIONS

Quotations shall be prepared and submitted in accordance and in compliance with the instructions contained in Section 4 of this RFQ. Each submission will be evaluated as described herein. The Government reserves the right to award without any clarifications or communications.

The Government reserves the right not to make an award as a result of this competition if, in the opinion of the Government, none of the submissions could meet the requirement in a satisfactory manner and/or at a price that is considered fair and reasonable.

5.1 BASIS FOR AWARD

Award(s) shall be made to the responsible offeror(s) whose offer, in conforming to this Request for Quotation, provides an overall best value to the Government, all technical evaluation factors and price considered. The Government's objective is to obtain the Best Value to the Government which meets the Government’s requirement with a fair and reasonable price.

Contractors operating multiple fitness facilities within the particular locality pay area (Reference Paragraph 2.3.1.2) and/or contractors operating a location within one mile of the USITC’s premises at 500 E Street, S.W., Washington, D.C. 20436, will be preferred to those not meeting this criteria.

In addition, in making the determination of Best Value to the Government, a Contractor able to provide maximum convenient gym locations within the stated geographical area, at a fair and reasonable monthly fee per USITC employee member, will be preferred.

5.2 TECHNICAL EVALUATION FACTORS FOR AWARD

Each offeror’s submission will be evaluated by the Government in accordance with the criteria listed below. All technical evaluation criteria are of equal importance. The following evaluation criteria will be utilized in the evaluation of quotations in determining the best overall value.

5.2.1. Program and Data Management and Activity Monitoring Capabilities

Evidence that there will be a committed Project Manager with sufficient management experience and requisite authority to ensure timely and effective communication with the Government and be able to provide program and data management and activity monitoring reporting (Reference Section 2.4, Deliverables).

5.2.2. Past Experience/Past Performance and Key Personnel

Offeror shall complete Attachment 1 entitled “Experience/Reference Information Sheet.” The form shall include information on similar efforts performed by either your proposed Key Personnel or your organization during the last two or three years. The offeror shall provide one or more (but no more than three) references. It is preferred but not required that at least one of the references be Federal Government agency clients, with requirements similar in scope and scale as that contained herein.

5.3 PRICE

The business/price quotation shall be received with the written technical quotation.

The offeror is expected to quote a reasonable price.

Each price quote will be assessed to identify any potential risk. Price risk refers to any aspect of an offeror’s quote which could have significant negative price consequences for the Government. Where risk is assessed, it may be described in qualitative terms or used as a best-value discriminator.

< End of Solicitation >

SECTION 6

ATTACHMENTS

Attachment 1 Past Experience/Past Performance Form 2 pages

ATTACHMENT 1

PAST EXPERIENCE/PAST PERFORMANCE

REFERENCE INFORMATION FORM

1. Complete name of Government agency, commercial firm, or other organization

2. Complete address

3. Order number or other reference

4. Date of Order

5. Date work was begun

6. Date work was completed

7. Estimated Order price

8. Final amount invoiced or amount invoiced to date

9a. Technical point of contact (name, title, address, telephone no. and email address)

9b. Ordering or purchasing point of contact (name, title, address, telephone no. and email address)

10. Location of work (country, state or province, county, city)

11. Description of Order work (Describe the nature and scope of the experience and provide an explanation of how the work is the same or similar to the work required by the USITC). Attach an explanation of any performance problems or other conflicts with the customer. Use a continuation sheet, if necessary.)

12. Current status of Order (choose one):

Work continuing, on schedule Terminated for convenience Work continuing, behind schedule Terminated for default Work completed, no further action pending or underway Other (explain) Work completed, routine administrative action pending or underway Work completed, claims negotiations pending or underway Work completed, litigation pending or underway

Instructions for Completing the Experience/Reference Information Sheet

Item 1: Insert the complete name of the Government Agency, commercial firm or other organization for whom the work was performed.

Item 2: Insert the customer’s complete address, including both post office box and street addresses, if applicable.

Item 3: Insert any Order number or other Order reference used by the customer.

Item 4: Insert the date on which the Order came into existence

Item 5: Insert the date on which you started to perform the work.

Item 6: Insert the date on which the customer agreed that the work was satisfactorily completed. If work is ongoing insert the date of Order expiration.

Item 7: Insert the total estimated Order price or value.

Item 8: Insert the final sum of all invoices, or the sum of all invoices to date.

Item 9a: Insert the name, title, address, telephone no., and email address (if available) of the program or project manager or other customer technical representative who is most familiar with the quality of your work under the Order.

Item 9b: Insert the name, title, address, telephone no., and email address (if available) of the contracting officer, purchasing agent, or other customer contracting or purchasing representative who is most familiar with your work under the contract.

Item 10: Insert the location(s) where the work was performed.

Item 11: Describe the nature and scope of the work. The objective is to show how the work that you did or are doing is similar in nature and scope to the work that is to be performed under the Order contemplated by the request for proposal. Describe any unusual circumstances of performance or problems that may be relevant to the work that is to be performed. Tell your side of the story of any conflicts with the customer concerning which they may make adverse remarks about your performance.

Describe any actions that you have taken to take to correct any shortcomings in your performance.