36C10F23R0067 Amend 0001.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* VAHO Archives and Museum Professional Support Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 20001

SOLICITATION NUMBER* 36C10F23R0067

RESPONSE DATE/TIME/ZONE 05‐24‐2023 1500 EASTERN TIME, NEW YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET‐ASIDE

PRODUCT SERVICE CODE* R499

NAICS CODE* 712110

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Office of Construction and Facilities Management (003C4FA) 425 I Street NW Washington DC 20001

POINT OF CONTACT*

Samantha Gibson Contract Specialist samantha.gibson1@va.gov

PLACE OF PERFORMANCE

ADDRESS Dayton VA Medical Center 4100 W Third St

Dayton OH

POSTAL CODE 45428

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation for

VA History Office Archives and Museum Professional Support Services

I. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation document will not be issued.

II. Solicitation number 36C10F23R0067 is issued as a request for proposal (RFP).

III. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-02, effective March 16, 2023.

IV. The North American Industry Classification System (NAICS) code is 712110 – Museums with a small business size of $34M. The PSC is R499 – Support – Professional: Other. This requirement is set-aside on a Total Small Business basis.

V. The Department of Veterans Affairs, Office of Construction and Facilities Management, Office of

Facilities Acquisition in support of the National Veterans Affairs History Center is seeking to staff in the following areas: access, acquisitions, arrangement, appraisal, conservation, description, digitization, imaging, and preservation of both artifacts and archival materials in accordance with Attachment 1 – VAHO Archives and Museum Support Services Statement of Work.

VI. All interested offerors shall provide quotations for the following services in accordance with Attachment 1 – VAHO Archives and Museum Support Services Statement of Work.

Line Item

Description Quantity Unit of Measure

Fixed Hourly Rate

Total Price

0001 Archivist 1920 HR

0002 Curator 1920 HR

0003 Digital Imaging Specialist 1920 HR

0004 Historian 960 HR

Total Base Year:

Description Quantity Unit of Measure

Fixed Hourly Rate

Total Price

1001 Archivist 1920 HR

1002 Curator 1920 HR

1003 Digital Imaging Specialist 1920 HR

1004 Historian 960 HR

Total Option Year 1:

Description Quantity Unit of Measure

Fixed Hourly Rate

Total Price

2001 Archivist 1920 HR

2002 Curator 1920 HR

2003 Digital Imaging Specialist 1920 HR

2004 Historian 960 HR

Total Option Year 2:

Description Quantity Unit of Measure

Fixed Hourly Rate

Total Price

3001 Archivist 1920 HR

3002 Curator 1920 HR

3003 Digital Imaging Specialist 1920 HR

3004 Historian 960 HR

Total Option Year 3:

Description Quantity Unit of Measure

Fixed Hourly Rate

Total Price

4001 Archivist 1920 HR

4002 Curator 1920 HR

4003 Digital Imaging Specialist 1920 HR

4004 Historian 960 HR

Total Option Year 4:

Total Price (Base + Option Years):

VII. Place of performance is for this project is, VA Medical Center Dayton, 4100 West Third Street, Building 401, Dayton, OH 45428, USA. Period of performance is:

Base Period: June 1, 2023 through 31 May, 2024 Option Period One: June 1, 2024 through 31 May, 2025 Option Period Two: June 1, 2025 through 31 May, 2026 Option Period Three: June 1, 2026 through 31 May, 2027 Option Period Four: June 1, 2027 through 31 May, 2028

VIII. The provision at 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

OFFER SUBMITTAL INSTRUCTIONS:

1) Offeror shall submit proposals by Due Date/Time specified in section XVI. Late proposals will not be considered.

2) Offeror shall acknowledge all amendment acknowledgements as part of their proposal.

3) Offeror shall demonstrate an understanding of the requirements as described in Attachment 1 –

VAHO Archives and Museum Support Services Statement of Work.

4) Offeror shall submit the completed Price Schedule Table from Section VI.

5) Completed 52.204-26, Covered Telecommunications Equipment or Service-Representation

(Attachment 2)

Offers received that do not comply with the terms and conditions of the solicitation and/or have missing documentation may be considered non-compliant and excluded from evaluation and award.

(End of Provision)

IX. The provision at 52.212-2 Evaluation – Commercial Items applies to this acquisition.

Addendum to 52.212-2 EVALUATION—SIMPLIFIED ACQUISITION PROCEDURES

(a) Basis of Award:

The Government will award a contract resulting from this solicitation to the responsible Offeror whose proposal, in conforming to the RFP, provides the best value to the Government considering technical evaluation factor(s), past performance and price. For each offeror received, the Government will evaluate the following factors: Technical, Past Performance and Price. Technical and Past Performance when combined is considered significantly more important than Price.

The Government may reject any proposal that is evaluated as non-compliant with the solicitation requirements, unreasonably high or low in price, or reflects a failure to comprehend the complexity and risks of the work to be performed. Should initial offers not provide the Government with a satisfactory total solution, the Government reserves the right to engage with offerors to obtain a better understanding to reach the best value determination.

Proposal submission shall be submitted in three separate volumes in PDF format in accordance with the page limitations provided for each factor. Offerors are responsible for concisely including sufficient details to permit a complete and accurate evaluation of each proposal. Proposals submitted in response to this solicitation shall contain the following in separate volumes:

VOLUME NUMBER FACTOR

Volume I Technical Requirements

Volume II Past Performance

Volume III Price Schedule

FACTOR 1 – Technical Requirements will be assigned the following adjectival ratings:

Rating Descriptive Statement OUTSTANDING Offeror fully addresses all aspects of the technical requirements, demonstrates that it will meet the Government’s performance requirements, and demonstrates no weaknesses.

GOOD Offeror fully addresses all aspects of the technical requirements, demonstrates a likelihood of meeting the Government’s requirements, and demonstrates only a few minor weaknesses.

SATISFACTORY Offeror addresses all aspects of the technical requirements, demonstrates the ability to meet the Government's performance requirements. The Offeror may contain significant weaknesses and/or a number of minor weaknesses.

POOR Offeror does not address all aspects of the technical requirements nor is evidence presented indicating the likelihood of successfully meeting the Government's requirements. Significant weaknesses are demonstrated and clearly outweigh any strengths presented.

UNSATISFACTORY Offeror does not address all aspects of the technical requirement and the information presented indicates a strong likelihood of failure to meet the Government's requirements.

FACTOR 2 – Past Performance will be assigned the following adjectival ratings:

Rating Descriptive Statement

SATISFACTORY The past performance record represents that the Offeror is capable of adequately performing the requirement. This rating indicates a low level of performance risk to the Government.

NEUTRAL Indicates that the Offerors references could not be verified or that the Offeror lacks relevant past performance experience.

UNACCEPTABLE Indicates that the Offeror has historically failed to perform in a satisfactory manner in the fulfillment of like or similar requirements. This rating indicates an unacceptable level of performance risk.

Factors to be evaluated:

The best value approach will be used to select the contractor to whom a contract will be awarded. The Contracting Officer will select the awardee based upon the following evaluation factors:

1. FACTOR 1 - Technical Requirements:

Technical Factor 1 – Relevant Experience (Page Limitation – 4 pages)

Offeror shall provide a Summary Page of its recent, within ten (10) years, and relevant experience which is similar in size, scope and magnitude to this requirement. Recent and relevant experience shall include:

A. Development and execution of industry processing and project plans.

B. Working within a team that reflects the diversity of our society and a commitment to all voices.

C. Working on projects that focus on American history.

D. Working on projects that show successful integration of archival, museum, history, and educational priorities. This includes processing archival material for access by researchers, accessioning, cataloging and re-housing objects in a museum collection, conducting historical research and writing articles and other historical materials.

E. Working on projects that clearly illustrate a commitment to accessibility.

F. Familiarity with 36 CFR 1234 and 36 CFR 1220

Technical Factor 2 – Key Personnel Qualifications: (Page Limitation – 16 pages) Company must have demonstrated previous successful contract executions with recognized governmental history, museum, and archival programs in the last 10 years.

At a minimum, the offeror shall describe the professional qualifications and experience of the following:

Archivist

Experience: Requires at least three years of experience in archival setting. Must be able to correctly lift 30-pound boxes of archival material. Requires relevant professional archival experience, including records management, appraisal, processing, description, preservation, conservation, and digitization of analog and digital records.

Education: Bachelor’s degree in history, museum studies or related field. Master’s degree in Library and Information Science, Archives and Records Administration, or related field is strongly preferred

Curator

Experience: Requires at least three years of experience in the management of museum collections. This work must include at least one year of experience accessioning, cataloging, and re-housing of three-dimensional objects. Processing of archaeological materials does not constitute the specialized experience unless in includes experience in accessioning the objects into a permanent museum collection, cataloging the information into a collections management system, rehousing the object for permanent preservation, and developing a preservation plan.

Education: Bachelor’s degree in history, museum studies or related field from an accredited institution. Master’s degree in museum studies is strongly preferred.

Digital Imaging Specialist Experience: Requires at least three years of experience in the creation digital images of archival and museum objects using applied principles of both photography and digital technology.

Requires ability to implement digital imaging and conversion projects and provide consultation and liaison duties. Requires ability to implement digitization and conversion processes, post processing, and quality review. At least one year of Photoshop and/or CaptureOne is preferred.

Education: Bachelor’s Degree in Fine Arts or Arts-related field.

Historian Experience: Requires at least three years of experience as a historian, focused on the history of the U.S. Federal Government and/or armed forces, public administration, political science, or Veterans studies. Requires demonstrated experience in conducting research in major archives on 2-4 significant projects (substantiated by professional conference presentations, writing samples, or other scholarly works) evidenced by the sources used in research and writing projects. Preference for experience conducting oral histories.

Education: Master’s degree in Public History or other directly related field.

Company data shall include the following:

Sampling of products, including writing, exhibition, curatorial guides, etc. produced by staff. Strong preference for peer reviewed, publicly accessible materials.

For the historian position, 2-3 writing samples are required.

Technical Factor 3 – Schedule and Capacity (Page Limitation – 6 pages)

Describe your approach and ability to meet the schedule. The approach shall clearly convey the Offeror’s understanding of this requirement as well as the resources committed to ensure timely and successful completion of the work.

2. FACTOR 2 - Past Performance: (Page Limitation – N/A)

Past Performance for Projects Submitted under Technical Factor 1.

Submit client references (name, number, and email) for those projects provided in Technical Factor 1. The Government reserves the right to also evaluate past performance on previously awarded federal task orders and any other information available.

Note: We recommend you contact every reference listed and let them know we may contact them for information. Their timely replies would be appreciated.

3. FACTOR 3 - Price

Vendor’s price shall represent the best price in response to the RFP. The price shall be evaluated to determine fairness and reasonableness. Vendors are required to provide prices for all items/CLINs. All prices on CLINs shall be a firm-fixed price. The total of all CLINs shall be added together to arrive at an aggregate total.

(b) Evaluation Process: All proposals shall be subject to evaluation by Government personnel. Any proposals that do not meet the following criteria will be eliminated from consideration:

All Small Businesses must be certified as a Small Business in SAM under NAICS code 712110. Offerors and subcontractors must also be certified in SAM.gov following SBA guidelines for certification as a small business.

(End of Provision)

X. FAR 52.212-3 – OFFERORS REPRESENTATION AND CERTIFICATIONS – COMMERCIAL

ITEMS

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR

52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

A completed copy of the FAR 52.212-3 – OFFERORS REPRESENTATION AND CERTIFICATIONS – COMMERCIAL ITEMS is required with offer.

XI. FAR 52.212-4 – CONTRACT TERMS AND CONDITIONS – COMMERIAL ITEMS (October 2018), applies to this requirement.

Addendum to XI. FAR 52.212-4 – CONTRACT TERMS AND CONDITIONS- COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (November 2021)

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

52.252-2 Clauses Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp

(VAAR)

52.203-16 Preventing Personal Conflicts of Interest (JUN 2020) 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020) 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011) 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) 52.204-26, Covered Telecommunications Equipment or Services-Representation (Oct 2020) 52.204-21 Basic Safeguarding of Covered Contractor Information Systems (NOV 2021) 52.222-19 Child Labor – Cooperation with Authorities (DEC 2022) and 52.239-1 Privacy or Security Safeguards (AUG 1996); applies to this requirement.

XII. FAR 52.212-5 – CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS – COMMERCIAL PRODUCTS and COMMERCIAL SERVICES (MAR 2023), apples to this requirement. The additional clauses below are incorporated by reference.

52.203-6, Restrictions on Subcontractor Sales to the Government (Jun 2020), with Alternate I (JUN 2020) (41 U.S.C. 4704 and 10 U.S.C. 2402).

52.203-13, Contractor Code of Business Ethics and Conduct (Nov 2021) (41 U.S.C. 3509).

52.204–10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) (Pub.

L. 109–282) (31 U.S.C. 6101 note).

52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Nov 2021) (31 U.S.C. 6101 note).

52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) (41 U.S.C. 2313).

52.219-6 Notice of Total Small Business Set-Aside 52.219-8, Utilization of Small Business Concerns (Oct 2018) (15 U.S.C. 637(d)(2) and (3)).

52.219-13, Notice of Set-Aside of Orders (Mar 2020) (15 U.S.C. 644(r)).

52.222-3, Convict Labor (June 2003) (E.O. 11755).

52.222-21, Prohibition of Segregated Facilities (APR 2015).

52.222–26, Equal Opportunity (SEP 2016) (E.O. 11246).

52.222-35, Equal Opportunity for Veterans (Jun 2020) (38 U.S.C. 4212).

52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793).

52.222-37, Employment Reports on Veterans (Jun 2020) (38 U.S.C. 4212).

52.222-50, Combating Trafficking in Persons (Nov 2021) (22 U.S.C. chapter 78 and E.O. 13627).

52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Jun 2020) (E.O.

13513).

52.225-1, Buy American-Supplies (Nov 2021) (41 U.S.C. chapter 83).

52.225-13, Restrictions on Certain Foreign Purchases (Feb 2021) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).

52.232-33, Payment by Electronic Funds Transfer—System for Award Management (Oct 2018) (31 U.S.C. 3332).

852.203–70, Commercial Advertising.

852.209–70, Organizational Conflicts of Interest.

852.232–72, Electronic Submission of Payment Requests.

852.233–70, Protest Content/Alternative Dispute Resolution.

852.233–71, Alternate Protest Procedure.

852.270–1, Representatives of Contracting Officers.

852.273–70, Late Offers.

852.273-74, Award without Exchanges.

XIII. FAR 52.217-8 – OPTION TO EXTEND SERVICES (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 30 days.

(End of clause)

XIV. FAR 52.217-9 – OPTION TO EXTEND THE TERM OF THE CONTACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 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 5 years.

(End of clause)

XV. VAAR 852.237-75 – KEY PERSONNEL (OCT 2019)

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to the Contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement's skills, experience, and credentials meet or exceed the requirements of the contract. If the employee of the Contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days notice, the Contractor shall provide the maximum notice practicable under the circumstances.

The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

(End of clause)

XVI. Proposals are due 05-24-2023 @ 15:00 EST. All questions/inquiries must be submitted to the Contracting Officer via electronic mail (e-mail) not later than 05-17-2023 @ 15:00 EST. The point of contact for this requirement is Samantha Gibson; samantha.gibson1@va.gov.

XVII. Submit offers or any questions to the attention of Samantha Gibson via email to:

samantha.gibson1@va.gov

See attached document: Attachment 1 – VAHO Archives and Museum Support Services Statement of Work.

See attached document: Attachment 2 - 52.204-26 Covered Telecommunications Equipment or Services-Representation.