Attachment_1_-_Instructions_to_Offerors.pdf

70US0918R70090005

Attachment 1

Instructions to Offerors

The United States Secret Service intends on awarding a single award Hybrid Fixed Price/Time and Material (T&M) contract for Elevator Maintenance.

The Government anticipates awarding on initial offers but reserves the right to conduct discussions if necessary and determined to be in the best interests of the Government. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint.

The offerors Proposal shall be submitted in the following format:

PART A - General Business Information/Representations and Certifications PART B – Evaluation Criteria/Technical Capabilities

Technical Approach

a. Response to Statement of Work

b. Key Personnel

PART C - Past Performance PART D – Site Visit PART E – Pricing

PART A: General Business Information/Representations and Certifications

Please provide the following information

1. Name, title, telephone number, fax number, and email address of the point of contact.

2. Nine-digit DUNS. The DUNS is used to verify that the vendor is in SAM. By submitting a proposal, the Offeror acknowledges the Government requirement to be in the System for Award Management (SAM) database prior to award of any contract.

Information about SAM may be found at www.SAM.gov.

3. Nine-digit TIN. The Taxpayer Identification Number is necessary for electronic payment.

4. General Banking Information:

Vendor Name:

Vendor Site Address (Street/City/State/Zip code):

Vendor Site Contact (Name and Phone Number) :

Tax Payer Identification (TIN or SSN):

Data Universal Numbering System (DUNS):

Vendor Type - Specify one of the following:

1. Private Sector Company (Including all hotels)

2. USSS Employee

3. Individual (Includes invitational travelers)

4. Federal Agency (Provide Trading Partner code and sub-code)

5. State or Local Government

ACH Banking Information:

6. Bank Name

7. Bank Address (Street/City/State/Zip code)

8. ABA routing number

9. Account number

10. Type of Account – (checking or savings)

PART B: EVALUATION CRITERIA / TECHNICAL CAPABILITIES

The proposals received under this Request for Proposal (RFP) will be evaluated in accordance with the instructions contained in this solicitation. As stated in the RFP, the award(s) shall be made to the responsible Offeror(s) whose proposal provides the best value to the United States Government. Past Performance is equal to Technical Approach. When combined, the non-price factors are significantly more important than price. However, based on the best value source selection approach, specifically, the tradeoff process involves selecting the most advantageous offer based on an integrated assessment of both non-cost/price factors and/or factors and sub factors that:

1) May not be the lowest cost/price, but possess benefits/advantages that are worth a price premium;

2) May be the lowest priced/cost when no other higher priced/cost proposal possesses benefits worth the price premiums or;

3) May be the lowest price/cost among essentially equal proposals

Although the Government anticipates making an award on initial offerors, the Government reserves the right to establish a competitive range and open discussions with those offerors in the competitive range. The competitive range may be further limited in accordance with FAR 15.306(c)(2) for purposes of efficiency.

The technical evaluation factors for this award are:

Factor 1: Technical Approach Factor 2: Past Performance Factor 3: Price

Technical Approach

Technical approach is broken down into two subfactors; the offerors Statement of Work and Key Personnel. Technical sub-factors noted below are of equal importance, and must be addressed separately within the proposal.

a. Statement of Work: The offeror shall provide a comprehensive and detailed response outlining the processes, procedures and strategies to be utilized in addressing the maintenance tasks provided in the furnished Statement of Work. Offerors shall address the maintenance of all items. Additionally, the offeror shall outline their proposed procedures for emergency service calls. Technical approach shall be addressed and assigned one of the five possible ratings.

Offerors which demonstrate substantial understanding of the Statement of Work will be assigned higher ratings.

b. Key Personnel: The offeror shall provide personnel that have demonstrated at least five years’ experience in elevator maintenance and repair. The offeror shall provide evidence of this experience by submitting resumes, copies of applicable licenses and a synopsis of each proposed key personnel to work on this effort. If an offeror does not have the qualifications required, the offeror shall state they have none, shall state why they are capable of performing this work and how they would accomplish the tasks.

PART C: Past Performance

Each prospective offeror will be required to submit past performance information from at least three (3) references. Past performance submissions must be from contracts similar in scope, price and must be within the past 3 (three) years. Past performance information MUST include the following:

1. Name of Company/Agency

2. Two (2) Points of Contacts from the company/agency with telephone numbers and email addresses

3. Address of Company/Agency

4. Contract Number

5. Dollar Amount

6. Brief description of work performed

7. Period of Performance

Each performance risk assessment of the areas listed above will consider the number and severity of problems, the effectiveness of corrective actions taken and the overall work record. Problems not addressed by the offeror will be considered to still exist. However, the degree to which the offeror can demonstrate that it has successfully provided program support will be given a higher rating. Under this factor, the USSS will evaluate how well an offeror performed similar work with other government agencies or companies. The assessment of performance risk is not intended to be an analysis of an offeror’s performance on a list of contracts, but rather the product of subjective judgment of the evaluators after it considers all available, relevant and recent information.

PART D: Site Visit

In order to be eligible for award, all interested parties MUST attend the mandatory site visit scheduled for Friday, March 16, 2018, 10:00 am (eastern) located at 9200 Powder Mill Road, Laurel, MD. Offerors are required to attend and must attend the entire site visit until dismissed by the contract specialist. To participate, eligible firms must be registered in System for Award Management (SAM) within the NAICS code referenced herein. Vendors are required to be registered in the SAM @ www.sam.gov. Firms interested in attending the site visit must: (1) submit proof of SAM Registration, i.e. provide Dun & Bradstreet Number (DUNS), (2) complete a non-disclosure agreement (Agreement) for individual(s) to attend the site visit, and (3) complete the contractor access form. To receive the appropriate forms, please email me a copy of your DUNS number and once DUNS is verified I forward copy of the appropriate forms by email. All forms should be returned to the Procurement Division (PRO), Attn: Danielle Donaldson at e-mail Danielle.Donaldson@usss.dhs.gov no later than March 13, 2018 at 9AM (EDT).

Please call to confirm receipt by PRO if no response is received within one hour of email transmittal. Upon receipt of all three items, PRO will forward information pertaining to the site visit (address, time, site visit protocol) to the eligible firm(s). To participate in the site visit, each individual must complete a contractor access form; individuals who have not completed an Agreement prior to the site visit will not be allowed access. Firms are responsible for all costs associated with the site visit. Contractor personnel proposed to work under this contract shall be U.S. citizens (green cards not accepted) and non-felons.

PART E: Price

Proposed pricing will be evaluated for reasonableness. Each offeror’s Price proposal will be evaluated to determine if it is consistent with the offeror’s technical approach and reflects a clear understanding of the solicitation requirements. Inconsistencies between the Technical and Price proposals may be assessed as proposal weakness under the Technical evaluation.

The offeror shall provide a price break down for each of the following CLINS for the base year and all four option years.

CLIN 0001: Fixed Price: Monthly Requirements for the Preventative Maintenance of five elevators and associated equipment. Provide a total for 12 months of maintenance (include base and all four option years).

CLIN 0002: Fixed Price: Annual Inspection and Repairs (include base and all four option years).

CLIN 0003: Fixed Price: Routine Service Calls (include base and all four option years).

CLIN 0004: Labor Hour: Emergency Service Calls. Provide hourly wage for one hour of work (include base and all four option years).

CLIN 0005: Time and Materials: Unplanned Repair Work (include base and all four option years).

Six Month Option under clause 52.217-8

The government reserves the right to exercise a six month option, in lieu of a full one-year option during any fiscal year. This option may not be used to extend the order beyond 5 years.

The government will evaluate offerors for award purposes by adding the total price for all options to the total price of 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 options.

CLINs for Monthly Maintenance, Annual Inspections and Routine Service Calls will be priced as a fixed price.

CLINS for Emergency Service Calls and Unplanned Repair Work that are labor hour and time and material the offerors shall identify hourly rates, which shall be completed on a Time and Material Basis in accordance with the Statement of Work. Offerors shall submit their hourly rate in the following format:

Labor Category/Rate

Base Year Option Year

Option Year

Option year

Option Year

All questions are due, via email, to the contract specialist NO LATER THAN March 20, 2018 at 2:00 PM

ET.

All proposal documents shall be submitted in electronic format and emailed to Danielle Donaldson at Danielle.donaldson@usss.dhs.gov NO LATER THAN March 27, 2018 at 2:00 PM EST Hard copy proposals will not be accepted.