B5_70FBR719Q00000021.RFQ.pdf

809-1596 3: pm

FEMA FINANCE CENTER

PO BOX 9001

WINCHESTER, VA 22604

EMAIL: FEMA-FINANCE-VENDOR-PAYMENTS@FEMA.DHS.GOV

CONTENTS

SECTION DESCRIPTION PAGE

ATTACHMENT DESCRIPTION

ATTACHMENT A SUBMITTAL CHECKLIST

ATTACHMENT B RISK ASSESSMENT AND VALUE ADDED (RAVA) PLAN TEMPLATE

ATTACHMENT C WORK PLAN TEMPLATE

ATTACHMENT D PAST PERFORMANCE INFORMATION GUIDE

EXHIBIT 1 STATEMENT OF OBJECTIVES (SOO)

EXHIBIT 2 BUILDING DRAWINGS

EXHIBIT 3 AV SYSTEM DESIGN

EXHIBIT 4 PRE-AWARD PHASE GUIDE

EXHIBIT 5 WEEKLY RISK REPORTING SYSTEM

EXHIBIT 6 WAGE DETERMINATION

SECTION 1 PROJECT INFORMATION 7

SECTION 2 STATEMENT OF OBJECTIVES 7

SECTION 3 QUOTE REQUIREMENTS AND EVALUATION CRITERIA 7

SECTION 4 SUBMITTAL FORMAT AND INSTRUCTIONS 11

SECTION 5 GENERAL INFORMATION 12

SECTION 6 CLAUSES AND PROVISIONS 15

SECTION 1 – PROJECT INFORMATION

1.1 AUTHORITY

Procurement strategy for this project is FAR Part 13 in conjunction with FAR Part 12.

The procurement strategy will implement the Best Value Trade-off approach for the source selection of the contractor and will also be implemented during the entire project.

This procurement is a total small business set-aside.

1.2 PROJECT BUDGET

The total available budget for services on this project is undetermined at this time.

1.3 SCHEDULE OF CRITICAL DATES

All references to time periods in this RFQ shall be considered calendar days unless otherwise specified.

The Government does not guarantee award within this period nor shall the Government be liable for any costs should award occur before or after this period. The preliminary milestone schedule is as follows (please be advised that these dates are subject to change by the Government):

Activities 5/18/2019 Project Announcement / RFQ Released 5/28/2019 Pre-Quote Conference 6/3/2019 Questions Due 6/13/2019 Quotes Due (3:00 PM Kansas City Time) 6/27/2019 Pre-Award Kickoff Meeting 7/11/2019 Pre-Award Meeting 7/16/2019 Prime Contract Award 7/16/2019 Notice to Proceed 0/0/2019 Substantial Completion (To be Quoted by

Contractor)

1.4 PRE-PROPOSAL CONFERENCE

Pre-Quote Conference Date:

5/28/2019 Time: 10:00 am local KC Time Location: 11224 Holmes Road, Kansas City, MO 64131 Conference Line: 1-800-320-4330 PIN 332158

Contractors must notify the Contracting Officer via email by COB 5/24/2019 of their intent to attend the pre-proposal conference. All attendees must be cleared by FEMA Security prior to entrance into the building.

1.5 COMPLETION

The entire project must be substantially complete within the negotiated calendar days from Notice to Proceed.

The Contractor guaranteed delivery date will be incorporated into the purchase order.

SECTION 2 – STATEMENT OF OBJECTIVES

2.1 STATEMENT OF OBJECTIVES

In 2017 FEMA awarded a contract for the design and installation of an audio-visual system in the new FEMA Region VII Regional Office. During the design process FEMA did not have on-site technical expertise to work with the contractor to ensure the design met the need of the agency. In addition, during installation FEMA again did not provide on-site technical expertise to respond to inquiries, provide direction or approve the work. Unfortunately, there were also challenges with accurate and timely information being provided to the contractor. As a result, FEMA has experienced a number of issues/challenges with the system. It is not clear whether the issues are FEMA or contractor caused.

FEMA is needing the contractor to do the following:

- Review the AV Design and the installed equipment and determine if the system is installed per the design and the Statement of Objectives (SOO).

- If issues are identified provide recommendations/options for resolution.

- Assess rooms 107A, B, and C. Provide options for equipment updates and potential growth.

Including, but not limited to – removing equipment from podiums, installing rear monitors to allow presenters to view presentation while presenting and updating the microphone system to allow individuals to be heard throughout the room and on conference call without the use of a handheld microphone.

- Meet with FEMA to identify any other opportunities for improvement.

- Provide a complete design and estimate for all approved options.

- (All work to the existing system will be performed by the existing contractor, Communitronics, unless otherwise determined by the Government). Provide assistance with negotiating work with existing contractor. Document negotiations. Prepare modification package. Once existing contractor begins work, provide oversight to ensure work is performed in accordance with the scope of work and terms of the contract. Upon completion, provide recommendation for acceptance of the work.

***FEMA does not intend to award this order to a contractor to provide installation of any AV work. FEMA currently has a contractor under contract and at this time has no intention of changing contractors. Therefore, FEMA is looking for a contractor who is very experienced in providing design experience and oversight of installation work. Contractors who are experienced with government contracts and have served in similar roles to that of a Contracting Officers Representative are what this solicitation is seeking.

SECTION 3 – QUOTE REQUIREMENTS AND EVALUATION CRITERIA

3.1 GENERAL INFORMATION

The Respondent selected for an award will be the one whose quote is responsive, responsible, and is the most advantageous to the Government, as determined by the Government in its sole discretion. All Respondents will have a fair and reasonable opportunity to provide to submit a quote.

The “best value trade-off” concept will be used for selecting the offeror. The best value concept is a method of evaluating technical factors specified in the solicitation and price with the goal being to select the quote that offers the best value to the Government.

The Government will make award to the responsible offeror whose quote conforms to the Request for Quote (RFQ) and is most advantageous to the Government. The RFQ specifies the Government's requirements and the quotes in response to the solicitation will be evaluated for award based upon the best value of the quotes.

The successful quote will be incorporated into the Purchase Order and is considered an integral part of the Purchase Order. Award will be made to the one (1) successful offeror reflecting the best value to the Government.

The award may be made without negotiations of quotes. Therefore, offerors are requested to initially submit quotes to the Government on the most favorable terms from a technical and price standpoint. The Government intends to award a contract, subject to the terms of this solicitation, to the best valued Respondent. The Government may add, delete, or modify any requirement or statement in this solicitation if the Government deems that it is in the best interest of the Government.

The Government reserves the right to contact any Respondent to clarify any information in their quote and/or request additional information not described in this RFQ. Respondents that do not, or cannot provide the requested information shall be considered nonresponsive.

3.2 RESPONSIVENESS (PASS/FAIL)

The Government will review each quote submitted in response to this RFQ for responsiveness, completeness, signatures, and all required data before accepting the Quote for further review. Please be advised that failure to comply with any of the requirements in this section may be grounds for disqualification.

Only responsive quotes will be evaluated and considered for award. Respondents must prepare quotes that follow the format and sequence specified in this RFQ. This includes adherence to the format of any attachments. The following conditions/criteria MUST be met in order to be considered responsive:

1. Attend all mandatory meetings / site walks

2. Complete and provide all information in Attachment A

3. Complete and provide all information in Attachment B

4. Complete and provide all information in Attachment C

5. Complete and provide all information in Attachment D

3.3 EVALUATION CRITERIA & WEIGHTS

Only responsive quotes will be evaluated and considered for award. The evaluation factors are significantly more important than cost/price. The Government will evaluate Quotes against the evaluation criteria below:

Weight CRITERIA 50% Risk Assessment and Value Added Plan Rating 20% Work Plan 20% Past Performance Information 10% Project Duration

3.4 EVALUATION COMMITTEE

An Evaluation Committee will evaluate specific portions of the quotes (as described in this RFQ). The Government expects to have a minimum of three evaluators on this committee.

3.5 QUOTE FORM & FINANCIAL INFORMATION

The Respondent will prepare and submit a quote on the Standard Form 1449. The total price is the cost of work, contractor fees and all other costs associated with providing the services required in accordance with the RFQ.

3.6 RISK ASSESSMENT AND VALUE ADDED PLAN (Attachment B)

Objective of the RAVA Plan The Risk Assessment and Value Added (RAVA) Plan is used to identify the Respondents ability to generate a concise synopsis of their plan of work that will be used to complete the project or service. The RAVA Plan has two major components, including a Risk Assessment Plan, and a Value Added Plan. The RAVA Plan serves several purposes, including:

1. Assist the Government in prioritizing Respondents based on their ability to understand the project.

2. Assist the Respondent in visualizing what they are going to do before they do it.

3. Minimize the effort of experienced companies who are competing for the project / service.

4. Provide high performing Respondents the opportunity to differentiate themselves from their competitors due to their experience and expertise.

The RAVA Plan is also used to identify the following characteristics in the contractor’s understanding of the project:

1. Insight: to see the project as it is done, see it with very little information, and know what risks are possible and how to mitigate them.

2. Understanding: the problems and concerns of the unique project.

3. Value: know how to add value to the project.

The RAVA Plans should not contain any marketing information. The Plan should be used to prove to the Government that the Respondent has expertise on the specific project / service being proposed on. The RAVA Plan will become part of the final contract (if the Respondent is selected for award).

RAVA Plan Format In order to minimize any bias, the RAVA Plan must NOT contain any names that can be used to identify who the Respondent is (such as company names, personnel names, project names, or product names). The RAVA Plan must not include the proposed cost or proposed duration that the Respondent has identified in the Proposal Form. A RAVA plan template is included in the RFQ. This document must be used by all Respondents. Respondents are NOT allowed to re-create, re-format, or modify the template in any manner (cannot alter font size, font type, font color, boarder size, add colors, add lines, add pictures, add diagrams, etc).

The Government’s goal is to make the selection process as efficient as possible. Efficiency is to minimize the effort of all participants. Therefore, the RAVA Plan should be a brief and concise overview of the project.

The RAVA Plan must NOT exceed 2 pages.

Any plan that contains names, or fails to meet all of the formatting requirements mentioned above, may be deemed non-responsive and eliminated from the evaluation process.

Evaluation of RAVA Plan An evaluation committee will review and rate each RAVA Plan. Since there are no names in the RAVA Plans, the evaluation will minimize any personal bias that an evaluator may have towards any Respondent (positive or negative bias). All RAVA Plan’s will be rated comparatively to one another. They will be rated on a scale of 1-10 with 10 representing the highest score and 1 representing the lowest score. Respondents should keep in mind that the RAVA Plan is only one step in the selection process. It is the Respondents responsibility to prove to the Government that they have more expertise from their competitors.

Overview of the Risk Assessment Section The Respondent should list and prioritize major risk items that are unique to this project. This includes areas that may cause the project to not be completed on time, not finished within budget, generate any change orders, or may be a source of dissatisfaction for the owner. Risks can include things that you control and things that you do not control. The risk should be non-technical, but should contain enough information to describe to an evaluator why the risk is a valid risk. The Respondent must also explain how they will avoid or minimize the risk from occurring. If the Respondent has a unique method to minimize the risk, they should explain it in non-technical terms.

Overview of the Value Added Section The purpose of the Value Added Plan is to provide Respondents with an opportunity to identify any value added options or ideas that may benefit the project or Government. These options or ideas may also be referred to as additional or optional services. If the Respondent can include more scope or service within the constraints of the stated scope of work, they should provide an outline of potential value added options.

The Respondent may propose alternative designs or ideas in this section. Respondents must comply with the Government Standards and/or as per the proposed design by the assigned consultant as the base quote.

If the project budget is a risk, the Respondent should provide value added ideas to alter the scope of work to meet the Government’s budgetary constraints. All value added options must be related to a cost and schedule impact. After award, the Government will determine if the value added items will be accepted or rejected.

Remember: All value added ideas must NOT be included in the base quote cost.

3.7 WORK PLAN (Attachment C)

The purpose of the Work Plan is to identify the Contractor’s ability to generate a concise synopsis of the work that will be performed to provide this service. The Work Plan should be a succinct summary of the project/service. The Work Plan should be used to prove to the Government that the Contractor can visualize what they are going to do before they do it.

The Work Plan should be developed around fulfilling the Governments scope requirements within the known constraints of fee, time, and expected quality. The Work Plan must show the Contractors impression of the project/service in terms of scope alignment within the Governments expectations. The Work Plan should:

• Describe the work that will be performed

• Describe how the Contractor will achieve the objectives of this project/service

• Describe how the Contractor will monitor performance throughout the project

In order to minimize any bias, the Work Plan must NOT contain any names that can be used to identify who the Contractor is (such as company names, personnel names, past contract names, or product names, etc). The Work Plan must NOT contain any cost information. A Work Plan template is provided in this document and must be used by all Contractors. Contractors are NOT allowed to re-create, re-format, or modify the template (cannot alter font size, font type, font color, add colors, pictures, diagrams, etc).

The Work Plan must NOT exceed two (2) pages. Any plan that contains names, or fails to meet all of the formatting requirements mentioned above, may be deemed non-responsive and eliminated from the evaluation process.

An Evaluation Committee will review and rate each Work Plan. All Work Plans will be rated comparatively to one another. They will be rated on a scale of 1-10 with 10 representing the highest score and 1 representing the lowest score. If the Work Plans are all about the same, they will receive the same score. Therefore, it is the Contractor’s responsibility to prove to the Government that they have more expertise than their competitors.

3.8 PAST PERFORMANCE INFORMATION (PPI) (Attachment D)

Past Performance Information (PPI) will be analyzed on the critical team components listed below. Failure to submit PPI for any of the critical team components (identified below) will jeopardize your proposals competiveness. For additional information, please view the Past Performance Information Guide in Attachment E. The critical team components that will be analyzed in this project include:

• The General/Prime Contractor

• The Project Manager

• The Subcontractor

3.9 ANALYSIS OF QUOTES

All responsive quotes will be evaluated based on the criteria and weights outlined in the RFQ. The Government will determine the potential best-valued Respondent who, in the sole judgment of the Government, best meets the requirements of the project. The Government reserves the right to clarify or seek additional information on any quote. The Government also reserves the right to re-scope the project, and/or cancel and reject all quotes.

3.10 PRICE REASONABLENESS

After prioritizing all of the Respondents, the Government will identify the potential best valued respondent in the following manner:

• If the highest ranked respondent is within budget and is within 10% of the next highest ranked respondents cost the Government reserves the right to award to the highest ranked respondent.

• If the highest ranked respondent is within budget, but is greater than 10% of the second highest ranked respondents cost, the Government reserves the right to award to the second highest ranked respondent.

• If the highest ranked respondent is over-budget, the Government reserves the right to proceed to the highest ranked respondent within the budget unless the Government obtains additional funding.

• If all of the Respondents are over-budget, the Government may; obtain additional funds, re-scope the project, or cancel the project.

3.11 NEGOTIATION

If the Contracting Officer determines that negotiations are necessary prior to award, the Contracting Officer will conduct negotiations/discussions with all offerors considered competitive based on the technical evaluation (Technically Competitive). All quotes will be initially evaluated considering technical factors.

Only those Offerors with quotes which have a reasonable chance of being selected for award will be invited to participate in negotiations. Upon completion of all negotiations the Government will request final quote revisions.

3.12 AWARD OF CONTRACT

A Firm Fixed Price Purchase Order will be awarded to one successful offeror following evaluation. The award document for the Purchase Order will be the Standard Form 1449.

Items not included in the initial award may be awarded anytime during the Purchase Order Period of Performance.

Funding is not currently available for this Purchase Order. Contractors are required to hold their pricing for 60 days from the date of receipt quotes.

SECTION 4 – SUBMITTAL FORMAT AND INSTRUCTIONS

4.1 SUBMITTAL FORMAT

All submittal documents must be on standard 8½” x 11” document. The submittal package must include two separate documents:

1. Technical Proposal

2. Price Proposal The submittal documents shall be prepared using a word processor and shall include all information required by this solicitation. The submittal must be uploaded to e-buy.

4.2 TECHNICAL INSTRUCTIONS

The Technical Package shall NOT contain any price/fee information. The Technical Package will contain:

1) Risk Assessment Value Added Plan (Attachment C) – 2 Pages Maximum

2) Work Plan (Attachment D) – 2 Page Maximum

3) Performance Surveys (Attachment E) – 10 Pages Maximum per critical area Any additional pages or materials submitted as a part of any offeror's quote in excess of the above limitations will not be considered by the Government.

4.3 PRICE INSTRUCTIONS

The submittal package must contain all documents included in Attachment A, Submittal Checklist.

4.4 SUBMITTAL INSTRUCTIONS

The submittal package must be received by the date and time specified in the RFQ. Late submittals will not be considered. The submittal package must be uploaded to e-buy.

The proposal due date and time is listed in Block 8 on the SF1449.

4.5 QUESTIONS AND INQUIRIES

The person designated below shall be the only contact for all inquiries regarding any aspect of this RFQ process and its requirements. All questions must be submitted in writing by 12:00pm CST on 6/3/2019.

Stephanie Lindner Contracting Officer Email: stephanie.lindner@fema.dhs.gov

4.6 PRE-AWARD NOTICE

No oral statement made by a Government representative during pre-award period, nor any written record of such oral statements as may be made and subsequently furnished to the contractor, will be deemed to have the effect of adding to, modifying, or otherwise varying from the written provisions of the request for quotes including, but not limited to specifications, drawings and written amendments to the solicitation). In the event the discussion or questions raised during the pre-award period indicate a need to modify the request for quotes, an amendment to the solicitation will be issued in writing; any such amendment to the solicitation must be acknowledged in the same manner and under the same conditions as all other written amendments to a request for quotes.

4.7 AMENDMENTS

Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment of the solicitation, if that information is necessary in submitting quotes or if the lack of it would be prejudicial to any other prospective offerors.

4.8 PREAWARD PHASE (Exhibit 1)

The potential best-valued Respondent will be required to perform the Pre-Award functions as outlined in Exhibit 4. The intent of this period is to allow the Respondent an opportunity to clarify any issues or risks, and to prepare a Pre Award Document.

The Pre Award Period is not a negotiation period. The Respondent will not be permitted to modify their cost/fee, project durations, or project team (unless specifically requested to do so by the Government). The potential best-valued Respondent will be required to prepare a Pre-Award Document. If the Government is not satisfied with the Pre Award Document, the Government may consider another Respondent for potential award. If the Government is satisfied with the potential best-value, they will proceed to issue an Award and Notice to Proceed.

4.9 QUOTE PREPARATION COST

This RFQ does not commit the Government to pay any costs incurred in the preparation or submission of any quotes. The Government is not obligated to procure or contract for said services. The Contracting Officer is the only individual who can commit the Government to the expenditure of public funds in connection with this proposed procurement.

4.10 NOTICE TO PROSPECTIVE OFFERORS

Associated plans, drawings, or specifications provided under this solicitation are intended for use by prospective offerors (and their subcontractors and suppliers). In support of this requirement, FEMA requires offerors to exercise reasonable care when handling documents relating to building drawings/plans, security equipment, security equipment installations, and contract guard service, to include:

1) Limiting reproduction and/or dissemination of covered materials only to persons/parties related to this acquisition or otherwise authorized to receive such information

2) Making every possible effort that is reasonable and prudent to prevent unauthorized disclosure of this Information.

3) Upon award and completion of any appeals process, unsuccessful offerors making every reasonable and prudent effort to destroy or render useless all information/documentation received during the solicitation and/or appeals process; and

4) The awardee continuing the efforts required above throughout the entire term of the contract and for what specific time thereafter as may be necessary, as determined by the awardee.

4.11 WEEKLY RISK REPORTING SYSTEM (Exhibit 2)

The awarded Respondent will be required to submit weekly reports documenting risks on the project, as outlined in Exhibit 5. The reports are due every Friday, once a notice to proceed is issued, until the project is 100% completed and final payment is received. It is the Respondents responsibility to submit accurate reports on time.

The accuracy and on-time submittal of the reports will impact the Respondents final rating.

4.12 POST PROJECT EVALUATION

Upon completion of the project, the Respondent will be evaluated based on their performance on the project.

This includes (but is not limited to): overall quality, ability to manage the project, ability to minimize complaints, ability to minimize Government efforts, ability to minimize project delays, ability to minimize cost increases, and submission of accurate weekly reports.

SECTION 5 – GENERAL INFORMATION

5.1 IDENTIFICATION OF GOVERNMENT OFFICIALS (AUG

2014)

The Government Officials assigned to this contract are as follows:

Administrative Contracting Officer:

Name: Stephanie R. Lindner

Phone: 816-809-1596

Email: Stephanie.lindner@fema.dhs,gov

Contracting Officer’s Representative:

Name: TBD

Phone:

Email:

5.2 BILLING INSTRCTIONS (JUN 2014)

Contractors will use Standard Form 1034 (Public Voucher for Purchases and Services Other Than Personal) located at http://www.gsa.gov/portal/forms/type/SF when submitting a payment request. A payment request means any invoice or request for contract financing payment requesting reimbursement for supplies or services rendered. The Contractor shall not be paid more frequently than on a monthly basis.

Contractors must submit vouchers electronically in pdf format to the FEMA Finance Center at FEMA- Finance-Contractor-Payments@fema.dhs.gov. A copy of the voucher must be submitted electronically to the contracting officer identified within this contract. The submission of vouchers electronically will reduce correspondence and other causes for delay to a minimum and will facilitate prompt payment to the Contractor.

Paper vouchers mailed to the finance center will not be processed for payment. If the Contractor is unable to submit a payment request in electronic form, the contractor shall submit the payment request using a method mutually agreed to by the Contractor, the Contracting Officer, and the payment office.

5.3 INVOICE INSTRUCTIONS (FIXED PRICE)

The contractor shall submit a monthly invoice upon delivery and acceptance of all supplies or services as specified in the Section B clause, “Consideration and Payment”. Invoices shall be submitted as follows:

Contractors will use Standard Form 1034 (Public Voucher for Purchases and Services Other Than Personal) and SF 1035 Continuation sheet when requesting payment for supplies or services rendered. The voucher must provide a description of the supplies or services, by line item (if applicable), quantity, unit price, and total amount. The item description, unit of measure, and unit price must match those specified in the contract. Invoices that do not match the line item pricing in the contract will be considered improper and will be returned to the Contractor.

SF 1034 and 1035 instructions:

SF 1034 – Fixed Price The information which a contractor is required to submit in its Standard Form 1034 is set forth as follows:

(1) U.S. Department, Bureau, or establishment and location insert the names and address of the servicing finance office unless the contract specifically provides otherwise.

(2) Date Voucher Prepared - insert date on which the public voucher is prepared and submitted.

(3) Contract/Delivery Order Number and Date - insert the number and date of the contract and delivery order, if applicable, under which reimbursement is claimed.

(4) Requisition Number and Date - leave blank.

(5) Voucher Number - insert the appropriate serial number of the voucher. A separate series of consecutive numbers, beginning with Number 1, shall be used by the contractor for each new contract. When an original voucher was submitted, but not paid in full because of suspended costs, resubmission vouchers should be submitted in a separate invoice showing the original voucher number and designated with the letter "R" as the last character of the number. If there is more than one resubmission, use the appropriate suffix (R2, R3, etc.)

(6) Schedule Number; Paid By; Date Invoice Received - leave blank.

(7) Discount Terms - enter terms of discount, if applicable.

(8) Payee's Account Number - this space may be used by the contractor to record the account or job number(s) assigned to the contract or may be left blank.

(9) ) Payee's Name and Address - show the name of the contractor exactly as it appears in the contract and its correct address, except when an assignment has been made by the contractor, or the right to receive payment has been restricted, as in the case of an advance account. When the right to receive payment is restricted, the type of information to be shown in this space shall be furnished by the Contracting Officer.

(10) Shipped From; To; Weight Government B/L Number - insert for supply contracts.

(11) Date of Delivery or Service - show the month, day and year, beginning and ending dates of supplies or services delivered.

(12) Articles and Services - insert the following: "For detail, see Standard Form 1035 total amount claimed transferred from Page of Standard Form 1035." Type the following certification, signed by an authorized official, on the face of the Standard Form 1034.

"I certify that all payments requested are for appropriate purposes and in accordance with the agreements set forth in the contract."

(Name of Official) (Title)

(13) Quantity; Unit Price - insert for supply contracts.

(14) Amount - insert the amount claimed for the period indicated in (11) above. This amount should be transferred from the total per the SF 1035 Continuation Sheet.

5.4 INVOICE PREPARATION INSTRUCTIONS (SF 1035)

The SF 1035 will be used to identify the specific item description, quantities, unit of measure, and prices for each category of deliverable item or service. Suitable self-designed forms may be submitted instead of the SF 1035 as long as they contain the information required.

The information which a contractor is required to submit in its Standard Form 1035 is set forth as follows:

U.S. Department, Bureau, or Establishment - insert the name and address of the servicing finance office.

Voucher Number - insert the voucher number as shown on the Standard Form 1034.

Schedule Number - leave blank.

Sheet Number - insert the sheet number if more than one sheet is used in numerical sequence. Use as many sheets as necessary to show the information required.

Number and Date of Order - insert payee's name and address as in the Standard Form 1034.

Articles or Services - insert the contract number as in the Standard Form 1034.

Amount - insert the total quantities contract value, and amount and type of fee payable (as applicable).

A summary of claimed current and cumulative goods and services delivered and accepted to date. - Invoices shall include an itemization of all goods and services delivered and accepted for the period by item and by CLIN. Each invoice shall include sufficient detail to identify goods and services as compared to and in accordance with contract terms and conditions. Invoices that do not match the line item pricing in the contract will be considered improper and returned to the contractor. In addition, each invoice shall detail the total charges by showing current and cumulative goods and services both currently invoiced and cumulative to date.

5.5 INVOICE APPROVAL (JUN 2014)

The following FEMA individual (in addition to the Contracting Officer) is hereby delegated authority to accept goods and services and to review invoices for this contract:

Authorized Invoice Reviewer

Name: Ben Tews Title: Acting IT Branch Chief Phone: 816- Email: ben.tews@fema.dhs.gov

5.6 DEFECTIVE INVOICES OR IMPROPER INVOICES (JUN 2014)

Name, title, phone number, and email of officials of the business concern who are to be notified when the Government receives an improper invoice.

[Insert Contact1 here]

[Insert Contact2 here]

[Insert Contact3 here]

[Insert Contact4 here]

5.7 FACILIITY ACCESS

The Contractor shall comply with FEMA Directive 121-1 “FEMA Personal Identity Verification Guidance,” FEMA Directive 121-3 “Facility Access,” and FEMA Manual 121-3-1 “FEMA Credentialing Access Manual,” to arrange for Contractor personnel’s access to FEMA facilities, which includes, but is not limited to, arrangements to obtain any necessary identity badges for contractor personnel.

Contractor personnel working within any FEMA facility who do not require access to DHS or FEMA IT systems and do not qualify for a PIV Card may be issued a Facility Access Card (FAC). FACs cannot exceed 180 days; all Contractors requiring access greater than 180 days will need to qualify for and receive a PIV card before being allowed facility access beyond 180 days.

Contractor personnel shall not receive a FAC until they have submitted a SF 87, “Fingerprint Card,” and receive approval from FEMA PSD. Contractor personnel using a FAC for access to FEMA facilities must be escorted in Critical Infrastructure areas (i.e., server rooms, weapons rooms, mechanical rooms, etc.) at all times.

FEMA may deny facility access to any contractor personnel whom FEMA’s Office of the Chief Security Officer has determined to be a potential security threat.

The Contractor shall notify the FEMA COR of all terminations/resignations within five calendar days of occurrence. The Contractor must account for all forms of Government-provided identification issued to Contractor employees under a contract (i.e., the PIV cards or other similar badges) must return such identification to FEMA as soon as any of the following occurs:

• When no longer needed for contract performance.

• Upon completion of a Contractor employee’s employment.

• Upon contract completion or termination.

If an identification card or building pass is not available to be returned, the Contractor shall submit a report to the FEMA COR, referencing the pass or card number, name of the individual to whom it was issued, and the last known location and disposition of the pass or card.

The Contractor or Contractor personnel’s failure to return all DHS- or FEMA-issued identification cards and building passes upon expiration, upon the Contractor personnel’s removal from the contract, or upon demand by DHS or FEMA may subject the Contractor personnel and the Contractor to civil and criminal liability.

5.8 PLACE OF PERFORMANCE

Primary work location is 11224 Holmes Road, Kansas City, MO. The contractor is not required to perform all work on-site.

5.9 HOURS OF OPERATION

Core business hours are 9:30am – 3:30pm, Monday – Friday, with flexible work hours between 7:00 a.m. and 6:00pm as required. The contractor will follow the federal government’s holiday schedule.

5.10 GOVERNMENT FURNISHED PROPERTY

None.

SECTION 6 – CLAUSES AND PROVISIONS

6.1 CLAUSES

This order is subject to the terms referenced in the awardees General Services Administration (GSA) Federal Supply Schedule Contract.

FAR

52.212-1 Instructions to Offerors – Commercial Items (JAN 2017)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code and small business size standard for this acquisition appear in Block 10 of the solicitation cover sheet (SF 1449). However, the small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.

(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart

4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and—

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.

(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.

(i) Availability of requirements documents cited in the solicitation.

(1)(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to—

GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407

Telephone (202) 619-8925 Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST (https://assist.dla.mil/online/start/).

(ii) Quick Search (http://quicksearch.dla.mil/).

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by—

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier. (Applies to all offers exceeding $3,500, and offers of $3,500 or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.)

The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation “Unique Entity Identifier” followed by the unique entity identifier that identifies the Offeror’s name and address. The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Offeror to establish additional SAM records for identifying alternative EFT accounts (see subpart 32.11) for the same entity. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(k) System for Award Management. Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. Offerors may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.acquisition.gov.

(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed offeror’s offer.

(2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.

(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award;

(5) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror.

(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

(End of provision)

52.212-2 Evaluation – Commercial Items (OCT 2014)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Risk Assessment Value Added (RAVA) Work Plan Past Performance Project Duration

Technical and past performance, 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. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. 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)

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 5 days of contract completion.

(End of clause)

52.217-9 Option to Extend the Term of the Contract. (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 5 days of contract completion; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 10days (60 days unless a different number of days is inserted) 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)

52.219-6 Notice of Total Small Business Set-Aside. (NOV 2011)

(a) Definition. "Small business concern," as used in this clause, means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the size standards in this solicitation.

(b) Applicability. This clause applies only to--

(1) Contracts that have been totally set aside or reserved for small business concerns; and (2) Orders set aside for small business concerns under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F).

(c) General. (1) Offers are solicited only from small business…