693JK324RFI05.pdf

693JK324RFI05

1. REQUEST NO.

5a. ISSUED BY

NAME

a. NAME

c. STREET ADDRESS

d. CITY

10. PLEASE FURNISH QUOTATIONS TO

2. DATE ISSUED 3. REQUISITION/PURCHASE REQUEST NO. 4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG.1

RATING

6. DELIVERY BY (Date)

7. DELIVERY

9. DESTINATION

a. NAME OF CONSIGNEE

b. STREET ADDRESS

PAGE OF PAGES

5b. FOR INFORMATION CALL: (No collect calls)

TELEPHONE NUMBER

AREA CODE NUMBER

8. TO:

b. COMPANY

e. STATE f. ZIP CODE

c. CITY

d. STATE e. ZIP CODE

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

THIS RFQ

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

IS IS NOT A SMALL BUSINESS SET ASIDEX

1 2

Acquisition Services Division 1200 New Jersey Avenue SE, East Bldg, 3rd Fl Washington DC 20590

PIPELINE AND HAZARDOUS MATERIALS SA

Multiple

202 366-6688DWAYNE CROSS

THE ISSUING OFFICE IN BLOCK 5a ONORBEFORE CLOSE OF BUSINESS (Date)

4/21/2024; 2:00PM EST

FOB DESTINATION

OTHER

(See Schedule)X

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

Request for Information for Aquisition Services

The Department of Transportation seeks information from interested parties concerning the attached Request for Information. DOT would like to identify capable vendors that have the ability to complete the requested tasks. Please send responses that relate to the attached RFI rather than merely your company's capability statement. Your response shall include the following :

1. Information specific to the attached Statement of Work.

2. Business certifications/eligibility (i.e.

Service Disabled Veteran Owned, 8A, GSA number, Continued ...

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%) d. CALENDAR DAYS

NUMBER PERCENTAGE

NOTE: Additional provisions and representations

13. NAME AND ADDRESS OF QUOTER

b. STREET ADDRESS

c. COUNTY

d. CITY e. STATE f. ZIP CODE

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

16. SIGNER

a. NAME (Type or print)

c. TITLE (Type or print)

a. NAME OF QUOTER

AREA CODE

NUMBER

15. DATE OF QUOTATION

b. TELEPHONE are are not attached

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

STANDARD FORM 18 (REV. 6-95)

Prescribed by GSA - FAR (48 CFR) 53.215-1(a)

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 2

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

693JK324RFI05

etc.)

3. One example of relevant Past Performance.

** Page limit: 8 pages per submission.

**This is a Request for Information only and NOT a formal Solicitation.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Request for Information: Acquisition Services

1 Background The Pipeline and Hazardous Materials Safety Administration has a need for an acquisition vehicle to fulfill a range of acquisition services.

2 Requirements Overview The following requirements are meant to provide potential responders with an overview of the types of support that would be required, namely acquisition services.

3. Acquisitions Management Services

Task 1. Procurement File Reviews: The contractor shall provide procurement file reviews of documents from the period of FY2020 through FY2023. The government will provide the contractor an FPDS-NG generated data-set within 15 days after the effective date of task. Using the FPDS-NG data set as provided by the government, the contractor, on or before 45 days after the effective date of the contract shall develop and provide the Contracting Officer Representative (COR) a draft report describing a sampling methodology concerning FPDS-NG data, such that the draft methodology involves a sample-size large enough to produce 95% confidence level. The government will review the contractor’s Draft FPDS-NG Sampling Report, and within ten

(10) working days it is anticipated that the government will provide to the contractor review comments. Using as guidance, the government’s review comments concerning the Draft FPDS-NG Sampling Report the contractor shall submit a Final FPDS-NG Sampling Report to the COR within five (5) working days after receipt of the comments. Using the approved contractor developed methodology, the contractor shall select the sample size and the contract files to be reviewed.

The government shall provide the selected number of contract files to the contractor. The contractor shall sample procurement files which enable the contractor to assess whether solicitations issued and contracts awarded are in accordance with the FAR, OMB guidance, Transportation Acquisition Regulations and Manual (TAR and TAM) and other agency specific policies. The contractor shall have 30 days to conduct a compliance review. By using the results obtained in the sampling, the contractor shall also identify strengths and weaknesses and shall provide recommendations to address identified areas of concern. Upon completion of the reviews, the contractor shall also provide a Draft Best Practices Report for review and comment and then a final Best Practices Report.

Task 2. Requirements Documentation Support (Statements of Work, Market Research/Determination of Findings/Analysis of Alternatives, Independent Government Cost Estimates (IGCE): The contractor shall assist PHF-20 with standardizing best practice requirements documents. The contractor shall assist in the preparation of requirements document templates. Such templates must be in accordance with the Federal Acquisition Regulations (FAR), General Services Administration (GSA), US Department of Transportation (DOT) and Pipeline and Hazardous Materials Safety Administration (PHMSA) and other applicable laws, policies, procedures, guidance, and directives yet branded and tailored appropriately for PHMSA’s usage.

Provide advice, recommendations, and document support to multiple offices in all areas of the acquisition requirements phase. Contractor support personnel shall coordinate with PHF-20 Contract

Specialist and their client/customer program organizations on all requirement support services.

Requirements support includes:

2.1 Statements of Work/Specifications/Requirements Documents. Assist in development and preparation of preaward Statement of Work (SOW), Statement of Objective (SOO) and other requirements documents. This effort includes assisting program offices in researching and drafting specifications and standards, including Performance based Work Statements (PWS); developing performance measures, providing consultation and recommendations; and coordinating requirements documents.

Outputs: SOWs; SOOs; PWSs; and related documents.

2.2 Acquisition Strategy Support.

Provide advice and recommendations for all elements in acquisition plans, including approaches, opinions, strategies, risks, contracting methods, competitiion, sources, cost milestone schedule, etc.

Research exisiting Government-wide contracts for available products and services. Evaluate different approaches and sources for acquisition support. Research available suppliers and compare the services and costs of obtaining support from the different providers. Assist with Economy Act applicability determinations.

Outputs: Written acquisition plans; Economy Act documentation

2.3 Independent Government Cost Estimates (IGCE). Contractor shall provide assistance to the program offices in preparing IGCEs. Such assistance may include and is not limited to, research and analysis of past purchases of similar products or services, current market value of the products or services, other agency purchases of similar products and services.

2.4 Market Research and Market Surveys. Assist in conducting market research to identify potential sources and contract vehicles. Potential sources should include socio-economic program participants (i.e., small businesses, small and disadvantaged businesses, HUB Zone businesses). Potential vehicles should include GSA Schedule vendors, Government-wide Agency Contracts, and other agency contracts. Conduct market surveys and prepare written documentation of market research. Support program offices in documenting small business capability analysis. Prepare contract opportunities on SAM.gov and other electronic posting announcements.

Outputs: Market research documentation; SAM.gov and other electronic posting announcements; small business capability analyses.

2.5 Pre-award Documentation and Source Selection. Assist in evaluation process and assure written documentation to support both informal and formal source selection procedures. If formal source selection procedures are used, prepare source selection plans, assist with indentification of SSEB members, instruct SSEB members on roles and responsibilites, ensure Conflict of Interest/Nondisclosure Forms are signed, prepare evaluation sheets, and prepare draft of Source Selection Decission Memorandum. Other pre-award documents may Determinations and Findings (D&Fs), Justifications and Approvals (J&As), and other necessary contract file documents.

Outputs: Source Selection evaluation documentation; D&Fs; J&As; Small Business Administration (SBA).

2.6 Post-award Support. Prepare appropriate documentation for contract modifications, including the exercise of options, includes creating PRs/RFMs using ESC PRISM. Assist with monitoring contractor performance, including schedules and milestones. Assist with monitoring contractor compliance with terms and conditions of the contract, including site visits and labor interviews. Assist in the preparation of incentive and award fees. Assist in the resolution of contract performance problems.

Tracks contractor invoice payments, including contract funding status management.

Outputs: Modifications, award or incentive fee determinations, invoice packages, correspondence.

4. Program Support Services

Task 1. Data Calls and Reporting Support. The contractor shall assist PHF-20 with Federal Procurement Data System (FPDS) Data Quality Quarterly and Annual reporting.

1.1 The contractor shall update PHMSA’s Vendor database on SharePoint with all external vendor contacts.

1.2 The contractor shall update PHMSA’s Workload Tracker.

1.3 The contractor shall create and edit invoice hierarchies in Approval Workflow in Delphi; maintain hierarchy request portal on SharePoint and update other SharePoint data repositories pertaining to the work of PHMSA’s Acquisition Services Division.

1.4 The contractor shall assist with preparing responses to a range of procurement and assistance related reports.

1.5 Assist with maintenance of onboarding and contractor personnel security information for new and existing support services contracts.

1.6 Assist PHMSA Small Business Specialist with maintenance of training and recertification reporting for PHMSA’s Purchase Card Program.

Task 2. Process Improvement Initiatives. The contractor shall assist PHF-20 with process improvements in the areas of acquisition planning, contract administration and close-out activity. Contractor shall assist with standardizing best practice requirements documents. The contractor shall assist in the preparation of requirements document templates. Such templates must be in accordance with the Federal Acquisition Regulations (FAR), General Services Administration (GSA), US Department of Transportation (DOT) and Pipeline and Hazardous Materials Safety Administration (PHMSA) and other applicable federal laws, policies, guidance, procedures, and Federal and Departmental directives yet branded and tailored appropriately for PHMSA’s usage.

2.1 The contractor shall assist with preparing digital files and standardize file documents.

2.2 The contractor shall assist with preparations of Contracting Officer Representative (COR) training, industry days, match making activities, acquisition related information sessions for PHMSA’s acquisition community.

2.3 The contractor shall assist with Acquisition and Financial Assistance Hotline information established by PHMSA.

2.4 The contractor shall assist with the implementation of policy initiatives. The contractor shall update PHMSA’s Procurement Tracker on SharePoint.

2.5 The contractor shall create and edit invoice hierarchies in Approval Workflow in Delphi; maintain hierarchy request portal on SharePoint and update data sets and records maintained by the Acquisition Services Division in SharePoint.

2.6 Initiate purchase requests and purchase card transactions requests, route for approval, and address validation errors.

2.7 Keep track of files and routinely organize; maintain contract file list for closeout submissions and contract audits/reviews.

2.8 The contractor shall perform de-obligations of remaining funds on contract/grants, Interagency Agreements and other transactional agreement’s Undelivered Orders (UDOs) in coordination with the program office, contracting office and the budget and finance office on quarterly basis.

2.9 Post-award Support. Prepare appropriate documentation for contract modifications, including the exercise of options, includes creating PRs/RFMs using ESC PRISM. Assist with monitoring contractor performance, including schedules and milestones. Assist with monitoring contractor compliance with terms and conditions of the contract, including site visits and labor interviews. Assist in the preparation of incentive and award fees. Assist in the resolution of performance problems. Tracks contractor invoices payments, including contract funding status management.

Outputs: Modifications, award or incentive fee determinations, invoice packages, correspondence.

Task 3. Business Metrics Development: The contractor shall provide consulting in support of mission-oriented business functions and process improvement with program advanced acquisition planning, audits, evaluations, analysis, reports related to mission-oriented business programs or initiatives, policy development assistance, and Freedom of Information Act (FOIA) requests. Contractor shall provide recommendations and assist with the establishment of procurement performance measures consistent with government and industry.

3.1 The contractor shall assist with contracting shared services initiatives, Category Management support, identify duplicative requirements and reporting.

3.2 The contractor shall maintain and track survey feedback received from training and customer service surveys.