Combined Synopsis Solicitation 75N96025Q00016 Space and Fac Mgmt 01-01-2025.pdf

Combined Synopsis/Solicitation No. 75N96025Q00016

NIEHS, Office of Acquisitions

SPACE AND FACILITIES MANAGEMENT

SERVICES

Combined Synopsis/Solicitation for Commercial Items

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

I. General Information

Document Type: Combined Synopsis/ Solicitation

Solicitation Number: 75N96025Q00016

Posted Date: 1 January 2025

Due Date for Questions: 8 January 2025 10am ET

Current Response Date: 22 January 2025 2pm ET

Product or Service Code: Z2PB Repair or Alteration of Exhibit Design (Non-Building)

Set Aside: Total Small Business

NAICS Code: 541410 Interior Design Services

II. Contracting Office Address

NIEHS/Office of Acquisitions (OA) 530 Davis Drive Morrisville, NC 27560

III. Description

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

This solicitation is a Request for quotations (RFQ)). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-06 effective 30 July 2024.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541410 Interior Design Services, with a small business size standard of $9M.

The NIEHS is seeking to purchase Space and Facilities Management Services in support of the Office of Management (OM) located at NIEHS Research Triangle Park, North Carolina.

All interested companies shall provide quotations for the services delineated in Attachment 1, Performance Work Statement (PWS).

The intent is to award an Indefinite Delivery Requirements type contract pursuant to FAR 16.503 with five, one-year ordering periods, anticipated from approximately March 1, 2025 through February 28, 2030. The purpose of this contract is to acquire interior design, space planning, architectural design, Americans with Disabilities Act/Architectural Barriers Act consultation, furniture installation services, Archibus FM drawing maintenance, Archibus FM application support, and other facilities management support services. Individual Firm-Fixed Price task orders issued will not exceed a 12-month period and funding will be obligated at the task order level. During the contract period, the Government will identify tasks required to complete each specific project. Task orders with more specific details will be placed as needed by the NIEHS and specific performance dates and quantities will be specified on each individual task order. The anticipated program ceiling for the acquisition is $2,700,000.00 for the five (5) year ordering period.

Award shall be made to the Quoter whose quotation offers the best value to the government, considering technical capability, past performance, and price. The selection for award(s) will be conducted utilizing FAR 13.5 - Simplified Procedures for Certain Commercial Products and Commercial Services. Although technical factors are of paramount consideration in the award of the contract, past performance, and price are also important to the overall contract award decision. All evaluation factors, other than price, when combined, are significantly more important than price. The Government intends to make an award to the Quoter whose quotation provides the best overall value to the Government.

The evaluation will be based on the demonstrated capabilities of the prospective Contractors, in relation to the needs of the project, as set forth in the solicitation. The merits of each quotation will be evaluated carefully. Each quotation must document the feasibility of successful implementation of the requirements of the solicitation. Quoters must submit information sufficient to evaluate their quotations, based on the detailed factors listed below.

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Quoters–Commercial Products and Commercial Services” (September 2023) Addendum to FAR 52.212-1 has been included.

2. FAR 52.212-2, “Evaluation – Commercial Products and Commercial Services” (November 2021) Addendum to FAR 52.212-2 has been included.

3. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services,” (May 2024)

Quoters must complete annual representations and certifications on-line at the SAM website may be accessed at: http://www.sam.gov in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” (November 2023)

FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (May 2024)

The following subparagraphs of FAR 52.212-5 are applicable: See Attachment 4. For applicable HHSAR Clauses, see Attachment 4.

This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a single Requirements Contract/Indefinite Delivery as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

Submission shall be received not later than 22 January 2025 at 2:00PM ET via email to charlotte.ange@nih.gov (Contracting Officer). Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Faxed, hand delivered, or physically mailed quotes WILL NOT be accepted. The burden of ensuring the quote is received by this office, within the stated timeframe, is the Quoter’s responsibility.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to Contracting Officer, charlotte.ange@nih.gov no later than 8 January 2025 at 10:00AM ET.

No questions will be accepted or answered via telephone.

Primary Point of Contact

Charlotte Ange Contract Specialist/Contracting Officer Charlotte.ange@nih.gov

Secondary Point of Contact

Chantal Cornelius Chantal.cornelius@nih.gov

LIST OF ATTACHMENTS

This section lists and includes those attachments referenced in this document. The following are incorporated into this solicitation/award:

Attachment 1: Performance Work Statement (PWS)

PWS Appendix A: Baseline Security Requirements

Attachment 2: SAMPLE TASK ORDER

Attachment 3: SAMPLE TASK ORDER QUOTE INSTRUCTIONS

Attachment 4. Applicable Provisions and Clauses

Attachment 5. Special Contract Requirements

Attachment 6. DOL Wage Determination

Attachment 7. Invoicing Instructions

Applicable provisions and clauses

Addendum to FAR 52.212-1, Quotation Preparation Instructions:

All quotations shall conform to solicitation provisions/clauses and be prepared in accordance with this section. The quotation shall be clearly and concisely written as well as be neat, indexed (cross-indexed as appropriate) and logically assembled. Note: The term “indexed” refers to a table of contents that lists sections and page numbers. In the event that the Quoter is unable to create an indexed quotation, an alternative approach such as a Table of Contents shall suffice.

All pages of the quotation shall be appropriately numbered.

In preparing the quotation, each volume shall stand on its own. For each given evaluation factor or subfactor the Government will only evaluate the information provided in the corresponding section of the quotation.

Volume I shall include the responses to Technical Capability, Volume II Past Performance, Volume III Price, and Volume IV Sample Task Order Quote Submission. A firm’s quotation shall be clearly divided into the following distinct sections. The below table shows the page limits to which quoters’ submissions must adhere. Quotes submitted must be valid for a period of 120 days calendar days.

Quote must comply with the page limitations and format specified for each volume.

Volume Section Page limit

I Technical Capability 50 pages

II Past Performance n/a

III Price n/a

IV Sample Task Order Quote Submission n/a

Work Samples, resumes, signed contractor teaming arrangements, labor category descriptions, charts, graphs, tabs, diagrams, tables, photographs, drawings, title page, table of contents, covers for volumes, glossary of terms/abbreviations and acronyms, indices, and section dividers are excluded from the page limitation. Pages that exceed the required page limitations will not be evaluated. All volumes must be SEPARATE and must be clearly marked as either “Volume I - Technical Capability”, “Volume II - Past Performance”, “Volume III - Price”, or “Volume IV – Sample Task Order”, respectively.

Quote Content:

Volume I – Technical Capability: The Technical Capability volume shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims. Legibility, clarity, and coherence are very important. The Technical volume shall be organized according to the following general outline:

(a) Tab 1 – Management Approach: Provide your detailed management approach to satisfying the requirements of the contract. In addition to your approach, include the following:

– A detailed organizational chart with management roles and responsibilities that clearly identifies the reporting structure of the team;

– Discuss the risks identified with the execution of simultaneous tasks, and the risk mitigation plan/approach proposed;

– Provide a detailed narrative describing your process for managing and controlling team members in multiple functional areas, to include subcontractors; and

– Management Controls: The Quoter shall fully describe the management control system that will be used to:

effectively plan, deploy and control resources account for and collect costs for the contract accomplish multiple and complex contract tasks simultaneously

(b) Tab 2 – Technical Approach: Provide your detailed technical approach to satisfying the requirements of the contract. In addition to your approach, include the following:

– Provide a detailed narrative describing your technical approaches and strategies proposed for satisfying all the activities listed in the PWS.

– Clearly indicate any activities that cannot be supported by your strategy, and why they cannot be supported.

– Identify all assumptions upon which your approach/solution is based, and the rationale supporting the assumption (i.e., why do you believe the assumptions are valid).

– Provide any other explanations or supporting data (matrix, charts, or other graphics) determined necessary for the Government to fully understand your methodology and approach.

– Thoroughly describe your firm’s physical resources and the facilities available to fulfill the technical requirements of the PWS.

(c) Tab 3 – Teaming Arrangement and Technical Experience: Quoter shall demonstrate experience, qualifications, and availability of the resources necessary for successful performance. In addition to your approach, include the following:

– Describe your teaming arrangement (i.e., utilization of subcontractors), specifying both the work and work area allocated to each team member relative to Section IV Tasks of the PWS. Provide a corresponding list of labor categories and fully burdened hourly rates proposed for this effort. This list must be the same as the fully burdened hours and labor categories listed in your price submission.

– Describe your organization’s or team’s experience.

– Provide detailed resumes for key personnel only. Provide a narrative describing each non key personnel team members skills and qualifications. Your descriptions must include sufficient information to demonstrate that the team reflects the professional/job experience, skills/qualifications, and educational/training levels that are necessary to perform the requirements of the PWS.

(d) Tab 4 – Quality Control Plan (QCP): Provide a QCP to be used in performance of the contract, include the following:

– A narrative that describes your control system and inspection techniques used to attain the level of performance required by the PWS;

– A narrative that describes your methodology for identifying deficiencies in the quality of service performed before the level of service became unacceptable;

– A narrative that describes your internal processes for documenting, maintaining records and reporting quality related problems for performance improvement.

Volume II – Past Performance: The Past Performance volume shall be clear, concise, and include sufficient detail to demonstrate the Quoter possesses the relevant technical experience required to successfully perform the contract requirements. The Quoter shall submit the following information:

(a) Tab 1 – References: The Quoter shall provide a minimum of three (3) references.

A list of three (3) references with whom like or similar services has been provided within the past three (3) years. The past performance references must include contract number, dollar value, specific points of contact, phone number and e- mail address.

Contracts listed may include those entered into by the Federal Government, agencies of state and local governments and commercial concerns. Quoter may also submit past performance information regarding predecessor companies, key personnel who have relevant experience or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition. For the purposes of this solicitation, a "major subcontract" is defined as supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime contractor.

Quoter shall submit sufficient past performance information to demonstrate the depth and breadth to successfully satisfy all Task Areas. It is incumbent upon the contractor to present the past performance information in such a manner and in sufficient detail to ensure the Government clearly understands the information provided.

Submissions should explain the aspects of the contracts/references that are deemed relevant to the effort. Include a discussion of significant achievements or explain past problems considered to be relevant to the efforts, as well as past efforts to identify and manage program/project risk. In describing contractual effort and the past performance, include specific details of performance as follows and as applicable:

actual measured quality or reliability versus specified levels or standards;

management performance in meeting schedules and milestones;

cost control;

organizational conflict of interest;

responses to technical direction; and customer satisfaction.

(b) Tab 2 – Reference Information: The Quoter shall include for each reference:

Project Title Description of the project Contract/task order number and, if applicable Total contract value and type of contract Government Agency/Organization Contracting Officer’s name and telephone number.

Current status, e.g. completed and/or if in progress start and estimated completion dates.

Name of company being referenced PWS paragraphs that the reference applies to Key personnel (please highlight those individuals who worked on the relevant project (s) and are being proposed for this effort).

A brief narrative of why you deem the reference to be relevant to this effort.

Volume III – Price Submission: The price submission must be clearly marked “Volume III, Price Submission”. The price volume shall be organized according to the following general outline:

(a) Tab 1 - RFQ Documents. The contractor must submit the following documents as part of the RFQ Document:

1. Point of Contact: The Quoter shall provide the name, title and telephone number of the company/division point of contact regarding decisions made with respect to your quote and who can obligate your company contractually.

2. Cover Letter: This statement page shall also include the following information:

Company Name/Address:

UEI:

CAGE Code:

Federal Tax ID:

Point of Contact:

POC Phone/E-mail:

(b) Tab 2 – Price Quote. The Government intends to award an Indefinite Delivery/Requirements contract from this solicitation. This means that exact work is not predefined; the work will be defined when it is ordered. Estimated quantities per year are provided for planning purposes only and are not guaranteed. The Government anticipates an estimated 3-4 projects per year.

1. Contract Pricing List: Quoters shall complete the following table to establish contract pricing. The categories must include a listing of all anticipated categories that may be used in performance of the contract and the hourly rates and prices must be fully burdened and inclusive of labor, escalation rates per year, fringe, overhead, other direct costs, G&A, fee/profit, etc. The categories shall be consistent with the written portion of the technical submission. The categories and rates/prices included are for pricing future task orders issued under the resultant contract and shall reflect the maximum rates/prices to be paid throughout the life of the contract. The labor categories listed in the table are cited as examples.

LABOR

CATEGORIES

PLUS

HOURLY RATE AND MATERIALS

Ordering Period 1 Ordering

Period 2 Ordering Period 3

Ordering Period 4

Ordering Period 5

Price Price Price Price Price

1. Project Manager $ $ $ $ $

2. Architect $ $ $ $ $

3. Mover $ $ $ $ $

4. {Add Categories} $ $ $ $ $

5. Hardware, internet access, etc.

2. Pricing Methodology: The Quoter shall provide background information, other than the pricing data that is required concerning its pricing methodology. This information might include details of the methodology applicable to your quote. The data would be used by the government to better understand the pricing.

Volume IV – Sample Task order Proposal Submission: In order to evaluate overall understanding of the requirement, the contractor shall submit a quote for the Sample Task Order attached to this solicitation as ATTACHMENT 2. See Task Order Quote Instructions at ATTACHMENT 3.

Addendum to FAR 52.212-2 Evaluation—Commercial Products and Commercial Services.

EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

Basis for Award. The Federal Acquisition Regulation (FAR), as supplemented by the Health and Human Services Acquisition Regulation (HHSAR) will be used to evaluate the quote and award this requirement. The major evaluation factors for this solicitation include Factor 1:

Technical Capability, Factor 2: Past Performance, and Factor 3: Price.

Although the technical capability factor is of paramount consideration in the award of the contract, past performance and price are also important to the overall contract award decision.

All evaluation factors other than price, when combined, are significantly more important than price. The Government will utilize a tradeoff approach to determine the Quoter who provides the best value to the Government.

The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

The Government intends to use a price/non-price tradeoff process to award an Indefinite Delivery Requirements contract to the responsible Quoter whose quotation represents the best value to the Government. The Government reserves the right to make an award to other than the lowest-price/priced Quoter or to the Quoter with the highest technical rating if the Contracting Officer determines that doing so would result in the best value to the Government. The Contracting Officer intends to award without discussions, but reserves the right to initiate discussions, if necessary.

The Government reserves the right to communicate and/or Conduct exchanges with any or all contractors submitting a technical and price quote, if it is determined advantageous to the Government to do so. This statement is not to be construed to mean that the Government is obligated to communicate with every Contractor (note that FAR Part 15 procedures do not apply to Simplified Acquisition Procedures, therefore formal discussions are not applicable). A contractor may be eliminated from consideration without further communication if its technical and/or pricing quotes are not among those contractors considered most advantageous to the Government based on a best value determination.

The evaluation will be based on the demonstrated capabilities of the prospective Contractors, in relation to the needs of the project, as set forth in the solicitation. The merits of each quote will be evaluated carefully. Each quote must document the feasibility of successful implementation of the requirements of the solicitation. Quoters must submit information sufficient to evaluate their quotes, based on the detailed factors listed below.

FACTOR 1 - TECHNICAL CAPABILITY: The Government will evaluate the technical submission to ensure it is acceptable or higher. Each submission will be rated utilizing the ratings defined below (price excluded). Technical Capability Factor evaluation provides an assessment of the Quoter’s capability to satisfy the Government’s minimum requirements.

Quoters shall provide a technical quotation addressing the following:

(a) Understanding of the PWS background, objectives, requirements, and tasks.

(b) Ability to meet or exceed the stated Government objectives outlined in PWS.

(c) Summary of the quoter’s technical ability and qualifications that would support each functional area services described in PWS, providing methodology and techniques to successfully perform tasks required.

(d) Understanding and identification of technical risks and mitigation strategies.

(e) Management approach that benefits effectiveness in supervising, coordinating, and allocating contractor personnel and resources toward the successful execution of PWS requirements and tasks.

(f) Proficiency in quality management and control approaches conducive to achieving the quality control processes as described in a submitted Quality Control Plan (QCP). The QCP must specify the activities and approaches used to manage quality and conduct continuous evaluation and improvement across all areas of performance, including performance in any subsequent task orders. The Contractor’s quality control program shall include management and technical reviews and audits to validate the quality of the work performed by the Contractor’s personnel and of the work performed by its subcontractors (as applicable).

(g) Staffing approach that provides for hiring and maintaining personnel with the capabilities, experience, and certifications beneficial for satisfying the PWS requirements, including recruitment and retention of qualified and key personnel.

(h) Responses to the Sample Task Order will be assessed to determine the offeror’s overall understanding of the Performance Work Statement.

(i) Detailed technical description including a timeline indicating how the firm will meet the Task Order requirements.

(j) The mix of personnel and proposed level of effort to meet the Task Order Requirements.

The Government will evaluate the Technical Capability Factor using the following adjectival rating:

Rating Definition

Exceptional Greatly exceeds all minimum requirements of the criteria; has a high probability of success; contains no weaknesses or deficiencies. The technical submission possesses numerous (5 or more) significant strengths (that are not offset by flaws).

Good Exceeds all the minimum requirements of the criteria; has an above average probability of success; contains no significant weaknesses and only minor, correctable weaknesses exist. The technical submission possesses one or more significant strengths (that are not offset by flaws).

Acceptable Meets all the minimum requirements of the criteria; has an average probability of success; no significant weaknesses and any deficiencies can be readily corrected.

Marginal Fails to meet one or more of the minimum requirements of the criteria; low probability of success; significant weaknesses and/or significant number of deficiencies exist.

Unacceptable Fails to meet any of the minimum requirements of the criteria; submission needs major revisions; very low probability of success.

NOTE: A Quoter must receive an adjectival rating of acceptable or above for each sub factor.

Failure to meet the criteria will render the response not eligible for award. The Government will not make an award to any Quoter with an unacceptable rating or a deficiency in ANY factor or sub factor.

FACTOR 2 - PAST PERFORMANCE: The Government will assess the Quoter’s recent and relevant past experience and performance as a measure of the Government’s confidence in the likelihood of the Quoter to successfully perform based on previous and current contract efforts. Recent past performance is defined as not more than three years from the RFQ release date; relevant in terms of size, scope, and complexity. The submission will be evaluated on the following:

(a) Relevancy of information provided and obtained from references provided by the Quoter, other relevant past performance information obtained from other sources known to the Government, and any information supplied by the Quoter concerning problems encountered on the identified contracts, as well as corrective action taken;

(b) Relevancy of past performance to the PWS in quality of services; timeliness of performance and record of meeting schedules; ability to understand and resolve deficiencies in a timely manner with no adverse impact on the mission; general responsiveness to contract requirements and to technical direction; and customer satisfaction.

The Government will evaluate the Past Performance Factor using the following adjectival ratings:

Rating Definition

Neutral No past performance available for evaluation. Quoter has asserted that it has no directly related or similar relevant past performance experience.

Submission receives no merit or demerit for this factor.

Outstanding Based on the Quoter’s record of past performance, no issues, concerns, or risks are associated with receiving timely services and contract performance.

Past performance surveys and the Quoter’s experiences indicate that the Quoter is capable of exceeding the requirements of the task order. The Quoter has demonstrated significant experience with and knowledge of the issues and problems of large organizations.

Good The Quoter’s record of past performance indicates there is very little risk associated with receiving quality products, timely services and full contract performance. Past performance surveys and the Quoter’s experience indicate the Quoter will meet or exceed

Acceptable The Quoter’s record of past performance indicates that there is some potential risk associated with receiving quality products, timely services, and contract performance. Past performance surveys and the Quoter’s experience indicate the Quoter may have some problems during performance of the task order. The Quoter has demonstrated limited experience with and knowledge of the issues and problems of large organizations.

Unacceptable The Quoter’s record of past performance indicates it will be unable to perform successfully on the task order

FACTOR 3 - PRICE: Price will not be assigned an adjectival rating.

Quoters shall submit a Price quotation that addresses the following:

(a) Quoters must provide firm-fixed fully burdened hourly rates (to include all labor costs and fees, including fringe, overhead, escalation, profit, etc.) for applicable labor categories for all ordering periods.

(b) Other Direct Costs – Other direct costs (equipment) should be all inclusive as well.

1. The Government will evaluate the Contract Pricing List to determine if the Quoters prices are fair and reasonable utilizing price analysis techniques in accordance with the guidelines in FAR Part 13. For a price to be reasonable, it must represent a price to the Government that a prudent person would pay when consideration is given to prices in the market. Normally, price reasonableness is established through adequate price competition, but may also be determined through price analysis techniques as described in FAR 13.106.

2. The Government will evaluate the Contract Pricing List and the total price of the Sample Task Order to determine if the Quoter’s price is fair and reasonable utilizing price analysis techniques in accordance with the guidelines in FAR Part

13. For a price to be reasonable, it must represent a price to the Government that a prudent person would pay when consideration is given to prices in the market.

Normally, price reasonableness is established through adequate price competition, but may also be determined through price analysis techniques as described in FAR 13.106. No award will result from the Sample Task Order.

For the Sample Task Order, the offeror’s price quoted will be reviewed for reasonableness of proposed labor mix, number of hours, and total price. All prices quoted shall be inclusive of all labor, materials and equipment to successfully perform the services identified. The categories shall be consistent with the written portion of the technical submission. The Government will evaluate the total price of the Sample Task Order, considering the level of effort and the mix of labor proposed to perform the work, to determine if the offeror's price is fair and reasonable and to determine overall best value when conducting trade-offs with technical factors.

(Options). As part of the price fair and reasonable determination, the Government will evaluate its option to extend services (see FAR Clause 52.217-8) by using six (6) months of the last years ceiling and the unit prices for the last year quoted in the Contract Pricing List for the option period. The Quoter shall not submit a price for the potential six (6) month extension of services period. The Government may choose to exercise the Extension of Services at the end of the performance period, utilizing the rates of that performance period.

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, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

RATING DEFINITIONS & TERMS

Strength: An element of the quotation which exceeds a requirement of the solicitation in a beneficial way to the Government.

Weakness: A flaw in the quotation that appreciably increases the likelihood of unsuccessful contract performance.

Risk: A risk is an aspect of a proposed approach, method, and/or quotation discussion that has the potential to negatively impact successfully meeting the Government’s needs.

Clarification: Limited exchanges between the Government and quoters for the purpose of enhancing the Government’s understanding of quotations, without entering into discussions, or requesting a revision to the quoter’s quotation.

Deficiency: A material failure of a quote to meet a Government requirement, as established in the solicitation, and renders the quote unacceptable; for example, omits data, making it impossible to assess compliance with the evaluation factors, or contains ambiguities that must be clarified before an assessment of compliance can be made.

Omission: Information requested in the solicitation that was not provided in the quoter’s submission. An omission is not necessarily a deficiency if it is not material in nature and the intent of the quoter can be readily determined.

ATTACHMENT 1: Performance Work Statement

SPACE & FACILITIES MGMT SUPPORT SERVICES

I. Purpose

a. The purpose of this contract is to acquire interior design, space planning, architectural design, Americans with Disabilities Act/Architectural Barriers Act consultation, furniture installation services, Revit, Archibus FM drawing maintenance, Archibus FM application support, and other facilities management support services. Based on the contract rates, an individual price will be negotiated for each specific project with a subsequent Task Order placed under the terms of this contract.

b. All services required under this contract are an integral part of the services provided by the Office of Management and/or in support of the services provided by the Office of Management.

c. The services to be provided under this contract effort include, but are not limited to:

surveys, evaluations studies, design presentations, accessibility evaluations, CAD drawing maintenance (utilizing NIEHS CAD standards) and Revit, software maintenance support (Archibus FM), project management, furniture installation, moving services, and other miscellaneous space and facilities management support services.

d. Deliverables required under this contract may include but are not limited to: reports, design options, material boards, final drawings, cost estimates, furniture options from sources available to purchase by the federal government (ex. unicor, NIH BPA, GSA), finish options, furniture ordering information, architectural recommendations, and other related deliverables.

II Requirements

a. Fulfilling the requirements of this contract may require frequent, on-site visits by contractor personnel to; attend project meetings, obtain field measurements make design presentations, oversee furniture installations, install furniture, resolve problems, provide software support, and accomplish drawing maintenance.

b. Archibus FM software support services may include preparing software installation and configurations of application upgrades, patches, providing user training, troubleshooting, and providing software customizations (as requested).

c. The contractor, in coordination with the COR and other appropriate NIEHS personnel will provide expertise necessary to accomplish services as indicated in this Statement of Work and as further defined in the individual task orders which will be developed for subsequent specific projects. The contractor must have the ability to respond on-site within two hours of receiving a call from the COR, 24-hour per days, 365 days of the year, including weekends and holidays for unforeseen emergencies (i.e. removing furniture, staff, etc. to mitigate risks to infrastructure due to leaks/flooding). Key personnel must have the ability to respond within two hours for possible coordination with on-stie staff or crews. Due to the fact that NIEHS has limited space in which to accommodate employees displaced due to construction activities and/or furniture installation/reconfiguration projects, coupled with the fact that furniture installation/reconfiguration projects are typically accomplished outside normal work hours to minimize disruption to affected staff; the contractor’s ability to respond within two hours’ notice is essential to the success of this contract. This required response time further requires the development of project schedules which ensure rapid progression once projects evolve to the point that employees are displaced.

While installation projects are underway, the project manager or lead designer and installation supervisor must be available to respond and rapidly resolve unexpected problems uncounted during furniture installation/reconfiguration projects, and the lead Archibus FM support person, must be available to quickly respond to problems encountered with Archibus FM.

d. Project workload will vary throughout the year. Project workload will vary in scope and size, from daily office reconfigurations to large scale space designs and relocations. The contractor must be able to manage multiple concurrent projects at various stages of completion.

e. Key personnel identified for this contract include the overall project manager for the contract, principal designer(s) who will be assigned responsibility for NIEHS space planning/interior design projects, the lead furniture installer and the Archibus consultant who is responsible for ensuring services to support software installations, upgrades, patches, and customizations are accomplished as requested. Key personnel cannot be replaced without prior approval of the COR.

III. Personnel Qualifications

a. The Contractor shall provide trained personnel with a combination of education and past performance experience consistent with standard commercial industry standards to perform the services specified in this Statement of Work.

b. Expertise which may be required under this contract is as follows.

i. The project manager must have a minimum of a B.S. degree in Interior Design and possess project management expertise in projects similar to those requested under this contract.

ii. The principal designer of the overall contract and all designers proposed to provide design services under this contract must have a minimum of a B.S degree in Interior Design.

iii. Architectural consulting services must be provided by an architect registered in the state of NC.

iv. Qualified installers experienced with the installation/reconfiguration of Steelcase and Kimball furniture.

v. Experience with accomplishing small, medium, and large-scale moves.

vi. Accessibility and availability to respond to and accomplish small scale designs, installations, and moves.

vii. Training and experience in the most recent version of AutoCAD and Revit used for the development and maintenance of architectural as-built CAD drawings.

viii. Training and expertise in the most recent version of Archibus FM which is used to manage all institute space.

ix. IT consultants who are trained, experienced, and qualified to provide various computer support services for Archibus FM specifically for preparing patches for installations, configurations, training, customizations to support our Institutes organization charts, and supporting Archibus FM.

IV. Tasks

1. Space Planning/Interior Design Services:

At the request of the COR, the Contractor shall provide space planning or interior design options for areas identified for possible redesign. These design options shall be prepared based on criteria provided by the COR and may include recommendations for architectural changes and/or furniture layout options. The contractor may be required to provide ordering information for furniture (furniture will be ordered by the government) in accordance with approved design options, and project management expertise for project oversight while furniture installation/reconfiguration projects are underway.

Project sizes may include but are not limited to routine office relocations, quick response room designs, and large-scale redesigns.

2. Architectural Design Recommendations:

At the request of the COR, the Contractor shall evaluate existing conditions and provide recommendations of an architect registered in the state of North Carolina, which address various architectural, safety, accessibility, aesthetic, or other concerns.

Recommendations received and approved under this contract will be accomplished by others via the appropriate contract mechanism, at the discretion of the government.

3. Installations/relocations/reconfigurations:

At the request of the COR, the Contractor shall install, remove, relocate, and/or reconfigure furniture in accordance with the approved design drawing. Installation sizes may include but are not limited to routine office relocations, quick response room designs, and large-scale installations. These services shall require local support and representation.

4. Move services

At the request of the COR, the Contractor shall relocate office contents, equipment, furniture, in accordance with an approved move schedule and or/ drawing. Move sizes may include but are not limited to routine office relocations, quick response room cleanouts, and large-scale relocations. These services shall require local support and representation.

5. Drawing maintenance:

At the conclusion of each project, involving architectural changes and/or furniture installation, removal relocation and/or reconfigurations, or at request of the COR, the Contractor shall modify the Room layers and Furniture layers of the NIH/NIEHS as-built CAD drawings to match the current as-built conditions of the facility. In no more than 2 weeks after the completion of the projects which involve space/furniture changes, the contractor is to complete required drawing (furniture and polyline changes) and to notify NIEHS when appropriate changes are complete. The contractor is to provide the updated drawings with any revised polylines or furniture changes.

6. Archibus FM computer support services:

At the request of the COR, the contractor shall provide appropriate support services to ensure the application is fully functional. Services may require various technical capabilities needed to prepare upgrades, patches, troubleshoot problems, and other miscellaneous software support services.

7. Monthly Task Order Status Reports:

Contractor shall develop a monthly report showing status of each of the Task Orders and its subtask. The report shall consist of Task Order Number, subtask numbers, description of task, proposed date given by NIEHS, & completion date according to invoice.

8. Quality Control:

Contractor shall develop a plan which demonstrates measures he/she will be taking to control the quality of services provided and ensure they meet the requirements of the project.

All drawings, data, software, etc. which are developed, created, revised, or maintained under this contract will remain in the possession of the government. If any new data, such as additional customizations to the Archibus FM application are developed under this contract, the specifics of these customizations shall be adequately documented by the contractor and the documentation turned over to the government. Both the documentation and the customizations (if any are accomplished) shall remain in the possession of the Government.

V. Place of Performance/Delivery

The Government expects all work that can or should be performed at the Contractor’s site to be performed at the Contractor’s site. Due to the nature of work performed, most work will be performed the Government’s site. The Government’s physical location is:

NIEHS Campus National Institute of Environmental Health Sciences Research Triangle Park, NC USA 27709

VI. Hours of Operations

The normal NIEHS hours of operation are 8:30 A.M. to 5:00 P.M. Eastern Time (ET), Monday through Friday, exclusive of Government holidays and closings. See the website below for current federal holidays.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

PWS Appendix A: Baseline Security Requirements

1. Baseline Security Requirements

D. Applicability. The requirements herein apply whether the entire contract or modification (hereafter "contract"), or portion thereof, includes either or both of the following:

a. Access (Physical or Logical) to Government Information: A Contractor (and/or any subcontractor) will have or will be given the ability to have, routine physical (entry) or logical (electronic) access to government information.

b. Operate a Federal System Containing Information: A Contractor (and/or any subcontractor) will operate a federal system and information technology containing data that supports the HHS mission. In addition to the Federal Acquisition Regulation (FAR) Subpart 2.1 definition of "information technology" (IT), the term as used in this section includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources.

E. Safeguarding Information and Information Systems. All government information and information systems must be protected in accordance with HHS/ CMS policies and level of risk. At a minimum, the Contractor (and/or any subcontractor) must:

a. Protect the:

i. Confidentiality, which means preserving authorized restrictions on access and disclosure, based on the security terms found in this contract, including means for protecting personal privacy and proprietary information;

ii. Integrity, which means guarding against improper information modification or destruction, and ensuring information non- repudiation and authenticity; and

iii. Availability, which means ensuring timely and reliable access to and use of information.

b. Categorize all information owned and/or collected/managed on behalf of

HHS/CMS and information systems that store, process, and/or transmit HHS information in accordance with FIPS 199 and National Institute of Standards and Technology (NIST) Special Publication (SP) 800-60, Volume II:

Appendices to Guide for Mapping Types of Information and Information Systems to Security Categories. Based on information provided by the ISSO, CISO, CMS SOP, or other representative, the impact level for each Security Objective (Confidentiality, Integrity, and Availability) and the Overall Impact Level, which is the highest watermark of the three factors of the information or information system are the following:

i. Confidentiality: [x ] Low [ ] Moderate [ ] High

(a) Integrity: [ x ] Low [ ] Moderate [ ] High

(b) Availability: [ x ] Low [ ] Moderate [ ] High

(c) Overall Impact Level: [ x ] Low [ ] Moderate [ ] High

(c) Based on the agreed-upon level of impact, implement the necessary safeguards to protect all information systems and information collected and/or managed on behalf of HHS/CMS regardless of location or purpose.

(d) Report any discovered or unanticipated threats or hazards by either the agency or contractor, or if existing safeguards have ceased to function immediately after discovery, within one (1) hour or less, to the government representative(s).

(e) Adopt and implement all applicable policies, procedures, controls, and standards required by the HHS/CMS Information Security Program to ensure the confidentiality, integrity, and availability of government information and government information systems for which the Contractor is responsible under this contract or to which the Contractor may otherwise have access under this contract. Obtain all applicable security and privacy policies by contacting the CO/COR or HHS/CMS security and/or privacy officials.

(c) Privacy Act. Comply with the Privacy Act requirements (when applicable), and tailor FAR and HHSAR clauses as needed.

(d) Privacy Compliance. Comply with the E-Government Act of 2002, NIST SP 800- 53, and applicable HHS/CMS privacy policies, and complete all the requirements below:

Per the Office of Management and Budget (OMB) Circular A-130, Personally

Identifiable Information (PII), is "information that can be used to distinguish or trace an individual's identity, either alone or when combined with other information that is linked or linkable to a specific individual." Examples of PII include, but are not limited to the following: Social Security number, date and place of birth, mother's maiden name, biometric records, etc.

Based on information provided by the ISSO, system/data owner, or other security or privacy representative, it has been determined that this solicitation/contract involves:

[ ] No PII [ ] PII

The Contractor must support the agency with conducting a Privacy Threshold Analysis (PTA) for the information system and/or information handled under this contract to determine whether or not a full Privacy Impact Assessment (PIA) needs to be completed.

If the results of the PTA show that a full PIA is needed, the Contractor must support the agency with completing a PIA for the system or information within [CMS to insert contract-specific timeline] after completion of the PTA and in accordance with HHS policy and OMB M- 03-22, Guidance for Implementing the Privacy Provisions of the E- Government Act of 2002.

(c) The Contractor must support the agency in reviewing the PIA at least every three years throughout the system development lifecycle (SDLC)/information lifecycle, or when determined by the agency that a review is required based on a major change to the system, or when new types of PII are collected that introduces new or increased privacy risks, whichever comes first.

(c) Controlled Unclassified Information (CUI). Executive Order 13556 defines CUI as "information that laws, regulations, or Government-wide policies require to have safeguarding or dissemination controls, excluding classified information." The Contractor (and/or any subcontractor) must comply with Executive Order 13556, Controlled Unclassified Information, (implemented at 3 CFR, part 2002) when handling CUI. 32 C.F.R. 2002.4(aa) As implemented the term "handling" refers to "…any use of CUI, including but not limited to marking, safeguarding, transporting, disseminating, re-using, and disposing of the information." 81 Fed. Reg. 63323. The requirements below apply only to nonfederal systems that process, store, or transmit CUI, or that provide security protection for such components. All sensitive information that has been identified as CUI by a regulation or statute, handled by this solicitation/contract, must be:

1. Marked appropriately;

2. Disclosed to authorized personnel on a Need-To-Know basis;

3. Protected in accordance with NIST SP…