4. Evaluation Factors for Award.pdf

(Attachment # 4)

REQUEST FOR QUOTE

NATIONAL JEWELRY, ART, ANTIQUES & COLLECTIBLES CONTRACT

SOLICITATION NO.: 15M50022QA4400006

1. FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS (OCT 2014)

(a) The contract will be awarded to the responsible company whose proposal conforming to the solicitation will be most advantageous to the government, based on the evaluation of Technical Capability, Past Performance, and Price.

TECHNICAL CAPABILITY

PAST PERFORMANCE

PRICE

Technical and past performances, when combined, are significantly more important than cost or price.

(b) Options. The government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. 52.217-8 will be calculated by using 50% of Option Year 4. Evaluation of options shall not obligate the government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

End of Provision

2. EVALUATION PROCESS

(a) The evaluation process consists of three (3) components: (1) Price, (2) Past Performance, and

(3) Technical Capability by way of Written Proposals and Site Visits if deemed appropriate.

A contract will be awarded to the responsible offeror whose proposal represents the best value to the government as described in (c) below.

(b) The government may choose to conduct site visits; companies selected for site visits will be notified of the date and time. No rescheduling of site visits will be done unless determined necessary by the government to resolve unanticipated problems or delays encountered in the proposal process. If the government conducts site visits, then the results of those visits will be used as an element in determining technical capability.

(c) The best value determination will be made as follows:

a. The total evaluated price will be the determining factor for award among proposals that are considered substantially equal with regards to non-price factors. That is, where the USMS determines that the non-price factors of each offeror are not significantly different among competing proposals, then the proposal with the lowest evaluated price will be selected for award.

EVALUATION FACTORS FOR AWARD

NATIONAL JEWELRY, ART, ANTIQUES & COLLECTIBLES CONTRACT

SOLICITATION NO.: 15M50022QA4400006

b. If the USMS determines that there are significant non-price factor differences among competitive proposals, then an offeror whose total evaluated price is higher may be selected for award where the contracting officer determines that the value of the selected proposal is worth the price differential.

c. The Government intends to evaluate proposals and make awards without discussions.

Therefore, the offeror’s initial proposal shall contain their best terms from a technical, past performance, and price standpoint. The Government reserves the right to conduct discussions if later determined necessary by the Contracting Officer.

3. TECHNICAL CAPABILITY

(a) Technical Capability will be assessed by the government by means of a Written Proposal and, if the government so choses, site visits (refer to Attachment 3 Instructions to Offerors). The specific technical evaluation sub-factors are set forth below. The responses to each section of Technical Capability will be assessed by the Technical Evaluation Board (TEB) to determine the degree to which an offeror meets the requirements of the solicitation. Any Offeror whose technical proposal is found to be unacceptable may be removed from further consideration for award at the discretion of the CO.

(b) The Technical Capability factors and sub-factors below will be used by the Technical Evaluation Board (TEB) to comparatively evaluate each company. All responses must be presented to the TEB in the Written Proposal, and the current or proposed storage facilities must be available for the TEB members to conduct a Site Inspection if deemed necessary in the evaluation process.

A. FACILITY, STAFFING, AND SECURITY

(i) Your firm's current or proposed facilities meet the requirements of the SOW.

a. The offeror shall provide a schematic of the facility or proposed facility for the storage addressing the minimum square footage requirement needed, space, security, safety, technology, vaulted storage consistent with a minimum Class 2 Rating, climate-controlled storage, wine storage, general warehouse storage, a dedicated appraisal area, and a space for public viewing and auctions, and other requirements set forth in the SOW. All required areas are within the same structure, under a single roof.

b. The offeror shall provide the proposed plan for obtaining additional substitute custodial storage facilities and additional primary facilities if required by USMS pursuant to the SOW.

c. The offeror shall provide a copy of a signed Memorandum of Understanding (MOU) or Leasing Agreement for the facilities. The MOU should properly detail the requirements of the lease and timeframes equal to the length of the contract action.

(ii) Detail the Phase-In Plan for contract transition (to include time period, security, equipment, personnel, etc.).

a. The offeror shall provide their process for the contract phase-in at the start of the contract. This process shall fully define the actions from the onset of the contract

NATIONAL JEWELRY, ART, ANTIQUES & COLLECTIBLES CONTRACT

SOLICITATION NO.: 15M50022QA4400006

action to transfer existing JAAC assets from incumbent location to the new storage facility, providing proper equipment, resources, and required security.

(iii) Detail the Phase-Out Plan for contract transition (to include time period, security, equipment, personnel, etc.).

a. The offeror shall provide their process for the contract phase-out at the end of the contract. This process should detail the transition plan for the end of the contract action to include the transfer of assets to a new facility, the timeframe and resources required, current asset status, and record retention considerations.

(iv) Your workforce (including sub-lets), will meet the requirements of the SOW.

a. The offeror shall provide a list of employees (to include the office point of contact, auctioneers, etc.) and the job titles/descriptions for all personnel who will be working on the proposed contract. The offeror shall also include the resumes of their proposed personnel showcasing related experience and any applicable licenses and/or other professional certifications required to perform the contract actions as assigned. Include the subcontractor you are proposing to use.

(v) Physical Security Plan in place at main storage facility to be used for the duration of the contract.

a. The offeror shall provide their physical security plan on how they plan to store the

JAAC assets securely. The plan should include, in full detail, all security measures to limit access, prevent loss, theft and/or damage. It should detail what types of systems will be used for the duration of the contract, access points, proposed users and any other relevant security measures related to the location.

B. TRANSPORTATION

(i) Provide proposed equipment for use to satisfy relocation requirements for specialized types of JAAC (Artwork, Antiques, Collectibles, etc.) and other personal property assets, as per the SOW.

a. The offeror shall provide a list of equipment that they would use when relocating the assts during the contract period. The offeror should detail the ability to obtain any required equipment, their ability to secure additional equipment as needed.

The detailed list should properly detail the types of equipment capacities, their use and any specialty requirements if needed.

(ii) Provide detailed plan of transportation process for transition of assets from incumbent facility to newly awarded facility.

a. The offeror shall provide the step-by-step process for the transition of the JAAC assets from the previous contractor to the new contractor. This process should fall in line with the phase-in process as explained in full detail. The process should fully detail any logistics concerns, transportation requirements, insurance requirements, timeframes and any other relevant information to achieve the action.

NATIONAL JEWELRY, ART, ANTIQUES & COLLECTIBLES CONTRACT

SOLICITATION NO.: 15M50022QA4400006

(iii) Detail transportation plan upon receipt of the STO including time frames for transporting a JAAC asset to be seized from its current location (not from incumbent storage facility) to the primary storage facility. Demonstrate ability to track and monitor all transportation activities.

a. The offeror shall provide their step-by-step process of how they would transport a

JAAC asset upon notification from the USMS and in the process provide how they will track the asset during the transportation process. This process should be a cradle to grave detailed report to include original initial assessment, packaging services prior to transportation, emergency issues that may arise and final arrival at the destination.

C. INITIAL INTAKE

(i) Describe the initial intake process of a JAAC asset.

a. The offeror shall provide their process, procedures, and associated technology to be utilized regarding the intake of assets upon receipt of a STO and the ability to perform in accordance with Section 7 of the SOW. This process should detail the initial intake of an asset from the time the offeror receives a STO of inbound shipment from the USMS to the time the asset is in the offeror’s storage facility.

(ii) Describe management system for tracking and storing case files/records.

a. The offeror shall provide a description of their plan for storage as well as tracking for single and multiple assets. The offeror should also provide a process for case file creation that will be used to log all relevant records for each asset.

(iii) Describe process to inventory JAAC and personal property assets.

a. The offeror shall provide a detailed plan of tracking the JAAC asset, the inspection and inventory process of the items received.

D. APPRAISAL/AUTHENTICATION

(i) The offeror shall describe the processes and procedures regarding the appraisal and authentication process.

a. The offeror shall provide a description of their plan and procedures regarding the appraisal process, the management of assets for appraisal, and working with appraisers set forth in Section 9 of the SOW and the Appraisal Technical Guidance Letter.

b. The offeror shall provide a description of their plan and procedures regarding the authentication process, and the management of assets for authentication.

E. STORAGE

(i) The contractor shall provide ability track assets in contractor’s custody, and the ability to obtain and maintain liability insurance commensurate with the value of asset inventory throughout the life of the contract. (Example:

Insurance quotation and policy documents)

NATIONAL JEWELRY, ART, ANTIQUES & COLLECTIBLES CONTRACT

SOLICITATION NO.: 15M50022QA4400006

a. The offeror shall provide how they will be able to successfully track our JAAC assets from the time of first custody until final disposal. Proposal should detail any inventory system that will be used, its ability to track assets in either static or real time, any web-based access points, user abilities, etc.

b. The offeror shall provide proof of insurance for the noted value of the asset. The proof can be a policy or email or documentation from the insurance company that they can be insured for the current inventory. This should be a fully documented report from an operating insurance provider with the indication that insurance will be obtained for the duration for the contract period. Policy documents should fully detail the insurance coverages, limits of liability, etc.

F. TECHNOLOGY

(i) Describe a detail secured web-based management system.

a. The offeror shall provide detail plan for developing, implementing, and maintaining the asset management system set forth in Section 5 of the SOW.

G. DISPOSAL

(i) Live auction: Describe entire auction process from preview day through the

USMS receipt of sale proceeds and documentation (security, registration, and documentation, etc.).

a. The offeror shall provide their process on how they will sell the USMS JAAC assets to include their thoughts on how to preview the JAAC assets until the end of the sale of the asset. The proposal shall include a written plan that shows a cradle to grave process of preparing the assets for sale, advertising methods, how assets will be previewed, protected and how the sale will transpire, to include handling of offers, review of offers and offer close out.

(ii) Online auction: Provide process for online sales plan to include website sample, how auctions will be conducted online, duration proposed, online security protocols, and marketing plan and outreach efforts.

a. The offeror shall provide their process on how they would conduct an online sale of USMS JAAC assets, and it starts with the website and how they would advertise and market the assets so the government achieves the most for the JAAC assets as there may be victims in the case. Offeror shall demonstrate ability to target and market to jewelry, art, antiques and collectibles industry outlets to show ability to advertise to the widest market available.

(iii) Provide a sample marketing plan for an online auction, four (4) paintings with a combined liquidation value of $1,550,000 (painting 1 = $150,000, painting 2 = $150,000, painting 3 = $450,000 and painting 4 = $800,000). Plan should incorporate market research, advertising, proposed sales campaign, creative sales strategy, etc.

NATIONAL JEWELRY, ART, ANTIQUES & COLLECTIBLES CONTRACT

SOLICITATION NO.: 15M50022QA4400006

a. The offeror shall provide three sample marketing plans to USMS on the noted JAAC assets to include how they would market and advertise and any other creative sales for each painting.

4. PAST PERFORMANCE

(a) By past performance, the government means the offeror’s record of conforming to specifications and to standards of good workmanship; the offeror’s adherence to contract schedules, including the administrative aspects of performance; the offeror’s reputation for reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the offeror’s business-like concern for the interest of the customer.

(b) The evaluation of the offeror’s past performance will be used as a means of evaluating the relative capability of the offeror with that of other competitors.

(c) In investigating an Offeror’s performance, the government may consider the information provided by the Contractor as well as information obtained from other sources, including past and present customers and their employees; other federal government agencies and the Contractor Performance Assessment Reporting System (CPARS), state and local government agencies; consumer protection organizations and better business bureaus; former subcontractors; and others who may have pertinent information.

(d) The offeror is required to provide information regarding the level of performance, in terms of delivery and quality achieved, under government and/or commercial contract(s) for the same or similar services within the last three years. The information provided should reflect the offeror’s record of performance in the areas of conforming to specifications, adherence to contract schedules, reputation for reasonable and cooperative behavior, commitment to customer satisfaction and business-like concern for the interest of the customer. Additionally, if performance deficiencies are identified, describe the deficiency and the corrective action taken.

(e) The offeror is required to provide a completed worksheet “Past Performance Data

Worksheet” (Attachment #6) for three (3) similar and relevant Federal Government or Commercial contracts worked on within the last three (3) years.

(f) In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the Offeror may not be evaluated favorably or unfavorably on past performance, and will receive a neutral rating.

5. PRICE

(a) Each price quote will be evaluated for reasonableness in accordance with FAR 13.106-3(a) as appropriate. Contract award will be based on an assessment of which quotation presents the best combination of technical capability, past performance and price. The government may make award for other than the lowest price.