Attachment 2 - Sections B-M.pdf

ATTACHMENT 2

Request for Quote: 9531BM20Q0006 Page 1 of 20

SECTION B – SUPPLIES OR SERVICES AND PRICES

1. SUPPLIES OR SERVICES

The contractor shall provide a cloud-based web-enabled software as a service solution to the National Transportation Safety Board (NTSB). The period of performance of this requirement is for one (1) base year and up to four (4) option years.

2. MINIMUM/MAXIMUM AMOUNT OF SUPPLIES OR SERVICES

(a) The minimum amount of supplies and services that shall be ordered during the effective period of this contract is for $30,000.00. The maximum amount of supplies and services that may be ordered during the effective period of this contract is for $450,000.00.

(b) The minimum amount is reached when the quantity all ordered supplies or services equals or exceeds the minimum amount stated in paragraph (a).

(c) The maximum amount is reached when the quantity of all ordered supplies and services equals the maximum amount stated in paragraph (a).

3. PRICES OF SERVICES UNDER INDEFINITE DELIVERY/INDEFINITE QUANTITY (IDIQ)

CONTRACT

The government contemplates award of (one) 1 Indefinite Delivery/Indefinite Quantity (IDIQ) type contract with individually funded task orders using firm-fixed price (FFP) rates resulting from this solicitation. The contractor shall furnish all necessary labor, supplies, and technology to provide the supplies and/or services as set forth in Section C, Statement of Work (SOW).

No future work is ordered by this IDIQ contract beyond the minimum amount of services provided in Section “B.2 Minimum/Maximum Amount of Supplies or Services” until funds are obligated through the issuance of individually funded firm fixed-price task orders.

The contractor shall provide all discovery support, software, labor, and materials to implement its software solution to be fully functional and to meet the requirements of the SOW, including testing and demonstration, and provide training.

Contractors shall complete the pricing tables below for evaluation purposes. In addition, contractor shall provide a detailed description of the price breakdown for providing a cloud-based web-enabled software as a service solution, discovery support, labor, material, implementation, testing and training as listed in Section L.5.

In addition to completing the tables below, contractors shall submit price quotes providing additional pricing information, as set forth in Section L, Quote Instructions, under Price.

The contractor shall provide the following firm-fixed price hourly rates to provide additional module development and/or contractor assistance to NTSB personnel to develop independent modules as requested by various offices within the agency based on mission need.

(a) Additional module customization by contractor for the base year and option years 1 through 4.

Request for Quote: 9531BM20Q0006 Page 2 of 20

(b) Additional module customization assistance by contractor to NTSB personnel for the base year and option years 1 through 4.

[SECTION INTENTIONALLY BLANK]

Request for Quote: 9531BM20Q0006 Page 3 of 20

A. BASE YEAR EVALUATED PRICES

EVALUATED BASE YEAR PRICE – INCIDENT MANAGEMENT SOFTWARE AS A SERVICES

AS SET FORTH IN SOW

Supply/Service Category Quantity Unit of Issue FFP Rate Total Price

Software Each $____________

Discovery Services Hours $____________

Implementation Services Hours $____________

Training Days $____________

Travel Days $____________

Software Maintenance/Support Services Year $____________

Total Base Year Price $_____________

B. OPTION YEAR 1 EVALUATED PRICES

EVALUATED OPTION YEAR 1 PRICE – INCIDENT MANAGEMENT SOFTWARE AS A SERVICES

AS SET FORTH IN SOW

Supply/Service Category Quantity Unit of

Request for Quote: 9531BM20Q0006 Page 4 of 20

C. OPTION YEAR 2 EVALUATED PRICES

EVALUATED OPTION YEAR 2 PRICE – INCIDENT MANAGEMENT SOFTWARE AS A SERVICES

Supply/Service Category Quantity Unit of

D. OPTION YEAR 3 EVALUATED PRICES

EVALUATED OPTION YEAR 3 PRICE – INCIDENT MANAGEMENT SOFTWARE AS A SERVICES

Supply/Service Category Quantity Unit of

Request for Quote: 9531BM20Q0006 Page 5 of 20

E. OPTION YEAR 4 EVALUATED PRICES

EVALUATED OPTION YEAR 4 PRICE – INCIDENT MANAGEMENT SOFTWARE AS A SERVICES

Supply/Service Category Quantity Unit of

F. TOTAL EVALUATED CONTRACT PRICE

TOTAL EVALUATED CONTRACT PRICE

INCIDENT MANAGEMENT SOFTWARE AS A SERVICES AS SET FORTH IN SOW

Description Total Price

Total Evaluated Base Year Price

Total Evaluated Option Year 1 Price

Total Evaluated Option Year 2 Price

Total Evaluated Option Year 3 Price

Total Evaluated Option Year 4 Price

Evaluated Total Contract Price (Base Year + Option Years 1-4)

[END OF SECTION]

Request for Quote: 9531BM20Q0006 Page 6 of 20

SECTION C – STATEMENT OF WORK

1. BACKGROUND

The National Transportation Safety Board (NTSB) is a Federal agency mandated by Congress to investigate all aviation accidents and selected accidents/incidents in other modes of transportation and report the results of those investigations. In support of this mission, the NTSB runs a 24-hour 7 day a week Response Operations Center (ROC). The NTSB’s ROC is seeking a cloud-based web-enabled software capable of providing a centralized, secure, and integrated incident management system designed to manage incidents, accidents, and events. The agency requires an efficient means of disseminating information with and among investigative participants.

The NTSB currently operates a centralized information dashboard for gathering real time investigative data. The NTSB has a continued need to further utilize a solution that will disseminate accurate and timely information to the intended audiences as soon as the information is generated with auditing capabilities, real-time notification via short messaging services (SMS) texting and other forms of messaging.

2. SCOPE OF WORK

The NTSB’s ROC is seeking a cloud-based web-enabled software as a service solution capable of providing a centralized, secure, and integrated incident management system designed to manage information during the launch of incidents, accidents, and events. The software shall include the ability to process information for mission/tasking, situation reporting, significant events, and incident action planning. The ROC staff shall be able to use the software to track, view, and print reports with the above information. The software is to provide a wide range of professional services and these services are to be specialized in nature and focused on configuration and technical support for the software technology. The software shall be able to interface with the NTSB’s current emergency notification system to send SMS text, email messages, and voicemail messages to an individual or Outlook Active Directory group simultaneously through multiple types of devices (Android or Apple devices, email, and voicemail). The software shall be able to function for a minimum of 250 users simultaneously.

The contractor shall provide all discovery support, software, labor, and materials to implement its software to be fully functional and to meet the requirements of this SOW, including testing and demonstration, and provide training to up to 15 NTSB users. The contractor shall also provide software maintenance in the form of upgrades and 365-day, 24-hour technical support.

2.1. The Implementation, installation and configuration of the software shall provide:

2.1.1 Ability to process information for mission/tasking, situation reporting, significant events, and incident action planning create and send SMS text, email messages, and voicemail messages to an individual.

2.1.2 Ability for recipient to respond back to messages with options to join telecoms.

2.1.3 Ability to get overall notification results and create reports.

2.1.4 Ability to provide status board access/ dashboard with limited read/write only

Request for Quote: 9531BM20Q0006 Page 7 of 20 functions to select users.

2.1.5 Ability to allow simultaneous data entry, deletion and closeouts with the ability to identify who made the entry, deletion and/or closeout, time stamp the action and create a timeline of all actions.

2.1.6 Ability for a select group of users to update all users’ contact data.

2.1.7 Ability for select group of users to create and store prerecorded messages

(i.e., accident/incident background information).

2.1.8 Ability to allow limited (read only) to others depending on the nature of the event.

2.1.9 Ability to allow employees to self-register their individual profiles and update contact information.

2.1.10 Ability to access system via any web-based connection (browser or internet connected device) with appropriate user authentication and security controls.

The software shall have the capability to independently continue services in the event NTSB’s IT infrastructure is compromised.

2.1.11 Ability to allow the NTSB to provide portal access to outside originations who are not operating the same software/solution.

2.1.12 Ability to provide an instant messaging system that does not maintain a permanent record of the messages.

2.1.13 Ability to create and print after actions reports.

2.1.14 Ability to archive full operational status.

2.1.15 Ability to be compatible with web-based emergency notification system using

SMS, landline, cell phones and emails to contact individuals 24-hours 7-days per week.

2.1.16 Ability to create an internal flag/warning system that is user specific before data is shared or emailed.

2.1.17 Ability to modify time zones for sending /receiving messages.

2.1.18 Ability to send info with a button click from the Journal to the Daily Shift log.

2.1.19 Ability to send caller info from the Journal to a duty officer as an email.

2.1.20 Ability to keep a master Go Team (launched employees) roster, allowing individual offices the ability to change their specific duty officer on the rooster and automatically update the master roster.

2.1.21 Ability for end-users to check-in/checkout from scene/hotel/etc. (Status board)

2.1.22 Ability to allow NTSB personnel to create and customized modules with ease within the incident management software for data collection and reporting needs for various offices with differing missions and/or contractor development of new modules. For example:

• A dynamic multiuser case management system.

• This system shall allow inputs to address, victims, next of kin, legal family representative, lawyer info, accident case #, date of event, lists of specific modes from a drop down menu, notes section with auto population of entry

Request for Quote: 9531BM20Q0006 Page 8 of 20 date and time, mailing address, reminders of specific dates for action items, case status option, and allow simultaneous entries.

• This system shall have the ability to be independent (firewalled) of the main system used by the ROC due to confidentially/personally identifiable information.

2.2. Each of the above system functionality shall have an audit trail (except the instant messaging system). The audit trail shall include tracking all persons (using login and password) who accessed the system/file and the actions performed (print, view, etc.).

All audit trail items shall be time stamped with a time based on a hardware-based tamperproof trusted time clock provided as part of the system. System shall have variable user rights as assigned by the System Administrator (SA).

2.3. This software/solution shall include an automated system that will allow recipients to receive messages through multiple formats (such as voice messages, text messages, and email). The solution shall be able to notify the user via the multiple formats and allow the recipient to send a response back to initiator, the ROC staff. The solution should support infrastructure of multiple carriers, carrier networks and aggregators, and geo-redundant data centers, ensuring top emergency notification system performance and delivery.

The ROC staff should be able to use the software/solution to track, view, and print reports with the above information.

2.4 The contractor shall submit to the NTSB a Project Plan describing the specific incident management software solutions that will meet the requirements of the SOW.

3. TECHNICAL REQUIREMENTS

3.1 Software shall be available as a true Multi-Tenant Software as a Service (SaaS). Along with meeting the cloud first mandate, the SaaS reduces the footprint on the NTSB’s Office of Chief Information Officer (OCIO) IT infrastructure and resources required to maintain the system. The SaaS solution will remove the dependency on the NTSB Headquarters for the availability of the tool to the users on the accident scene. In the event of a disruption to the internet service at the Headquarters, NTSB users are disconnected from virtual communications such as email, internet, website and on-premise applications. The SaaS will host the data and application in the cloud enabling users with internet connected mobile devices like iPad and iPhone to communicate and obtain real-time updates from the incident management solution. The SaaS ability is critical to the NTSB, as it allows for continued workflow and transmittal of vital real-time investigative information.

3.2 Ability to collaborate and share data with outside entities to include other emergency response agencies and/or public health departments in real-time. This feature is only possible if the solution is a true Multi-Tenant SaaS in which single instance of software and its supporting infrastructure serves multiple agencies. This ability will allow the NTSB to communicate and gather vital information from various entities and agencies during launches investigations in a more effective and efficient manner. The unique real time collaboration tool is essential to the future workflow of the NTSB’s ROC. This will allow the NTSB to effectively collaborate with mission essential entities, and allow

Request for Quote: 9531BM20Q0006 Page 9 of 20 greater information sharing with increased accuracy and reduced redundancy and delays.

3.3 Ability to integrate with Active Directory.

3.4 Software shall have a mobile application that will work on Apple or Android OS.

4. DELIVERABLES

4.1 A full subscription of incident management software solution.

4.2 A complete Implementation, installation and configuration of all relevant modules of the software.

4.3 Targeted user training.

4.4 Administrator and customization training to the individuals designated as Administrators.

4.5 A complete requirements document that shall outline the system configuration.

4.6 Provide Customer Support for software solution.

5. SECURITY REQUIREMENTS

5.1 All work shall meet all Federal FISMA guidelines and NTSB IT policies for the protection of privacy of unclassified data.

5.2 Relevant policies primarily include, but are not limited to, NIST Special Publications 800- 53 Rev 4, Security and Privacy Controls for Federal Information Systems and Organizations.

6. SECTION 508 COMPLIANT

Section 508 of the Rehabilitation Act requires Federal agencies to make their electronic and information technology accessible to people with disabilities. This applies to all Federal agencies when they develop, procure, maintain, or use electronic and information technology.

All electronic and information Technology (EIT) procured through this contract must meet the applicable accessibility standards specified in 36CFR1194.2, unless an agency exception to this requirement exists. Any agency exception applicable to this order is listed below.

The standards define Electronic and Information Technology, in part, as “any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion, or duplication of data or information.” The standards define the type of technology covered and set forth provisions that establish a minimum level of accessibility. The application section of the standards (1194.2) outlines the scope and coverage of the standards. The standards cover the full range of electronic and information technologies in the Federal sector, including those used for communication, duplication, computing, storage, presentation, control, transport and production. This includes computers, software, networks, peripherals and other types of electronic office equipment.

Review Attachment 5 for further accessibility requirements statement per the revised Section 508 of the Rehabilitation Act.

Request for Quote: 9531BM20Q0006 Page 10 of 20

7. PERIOD OF PERFORMANCE

The period of performance for the contract is date of award through twelve months. With a potential of four (4) one (1) year option periods. The ultimate order deration is up to five (5) years if all options are exercised.

Base Year: March 29, 2020 – March 28, 2021 Option Year 1: March 29, 2021 – March 28, 2022 Option Year 2: March 29, 2022 – March 28, 2023 Option Year 3: March 29, 2023 – March 28, 2024 Option Year 4: March 29, 2024 – March 28, 2025

8. POINTS OF CONTACT

Contracting Officer:

Peter M. Hazlinsky National Transportation Safety Board Acquisition and Lease Management Division, AD-20 490 L’Enfant Plaza East, SW Washington, DC 20594 Phone: (202) 314-6205 Email: matt.hazlinsky@ntsb.gov

Contract Specialist:

Janice R. McCoy National Transportation Safety Board Acquisition and Lease Management Division, AD-20 490 L’Enfant Plaza East, SW Washington, DC 20594 Phone: (202) 314-6247 Email: janice.mccoy@ntsb.gov

Contracting Officer’s Representative (COR):

TBD

National Transportation Safety Board (NTSB) Office of the Chief Information Officer, CIO-60 490 L’Enfant Plaza East, SW Washington, DC 20594 Phone: TBD Email: TBD

Request for Quote: 9531BM20Q0006 Page 11 of 20

SECTION G – CONTRACT ADMINISTRATION DATA

TRAVEL AND PER DIEM

Travel and per diem will be reimbursed in accordance with the Federal Acquisition Regulation (FAR) and the Federal Travel Regulations (FTR) in effect at the time of the travel. The contract will include an allocation for travel, and per diem (lodging/meals & incidentals) costs “not to exceed” $1,500.00 per class, for the base year of the contract, and a “not to exceed” a 3% increase (from the previous year) for the aforementioned costs (per class) for each option year thereafter. For example, in Option Year One, the total costs cannot exceed $1,545 per class ($1,500 x 3% = $45. $1,500 + $45 = $1,545). Option Year Two will have a “not to exceed” cost of $1,591.45 ($1,545 x 3% = $46.35. $1,545 + $46.45 = $1,591.45). The contractor shall provide legible receipts with the submission of invoices, for all travel, lodging, parking and related expenses. Receipts are not required for meal expenses.

Information on current FTR and current per diem rates may be obtained at the following web site:

FTR website: www.gsa.gov/federaltravelregulation

Per Diem website: www.gsa.gov/perdiem

A helpful lodging site is: www.fedrooms.gov, which is also linked through www.gsa.gov.

Travel reimbursed under this contract shall be based on the most economical form of transportation available only. Any costs deemed unreasonable will be reduced to a reasonable amount. Improper costs will be disallowed and deducted from the invoice. Any exceptions shall be fully justified and approved in advance by the Contracting Officer. All travel shall be scheduled sufficiently in advance to take advantage of available discount rates.

For lodging, the contractor shall make use of Government rates whenever possible; otherwise, corporate rates or other discounts shall be obtained. Any hotel expenses considered excessive or unreasonable will not be reimbursed. In those cases, lodging reimbursement will be limited to the GSA lodging rate under the established GSA per diem.

Travel requirements shall be met using the most economical form of transportation available. This includes using connecting rather than direct flights, and reasonable efforts to insure the most economical flights are secured. Simply relying on a travel agent may not be sufficient. If economy class transportation is not available, the invoice shall include justification for use of higher class travel indicating dates, times, and flight numbers. Air travel should be in coach class only, unless the contractor bears the cost of the difference between coach and first class pricing.

If the contractor purchases non-refundable tickets as a cost saving measure, and then is required to change or cancel the tickets due to causes beyond its control (such as travel delays or cancellations due to acts of God), the contractor may claim reasonable reimbursement for service charges. Unused tickets paid for by the Government shall be sent promptly to the Contracting Officer, unless it is likely they can be re-issued for a later trip, under this contract, and the contractor maintains an adequate accounting system to protect the tickets from misuse, and insures the Government will not be billed for the subsequent trip. The contractor shall provide complete justification and accounting with the invoice.

http://www.gsa.gov/federaltravelregulation http://www.gsa.gov/perdiem http://www.fedrooms.gov/ http://www.gsa.gov/

Request for Quote: 9531BM20Q0006 Page 12 of 20

The contractor shall justify in writing the use of a rental car, and their use is to be the exception rather than the rule. The contractor shall use alternate methods of local travel whenever possible, such as hotel or airport shuttles and taxis. If using a rental car, the contractor shall include in the justification the distance from the airport to the hotel and then to the training site; the name, phone number, and cost of a shuttle service, or statement that none are available. The Government is only obligated to pay reasonable costs, and without proper justification, charges will be reduced or eliminated as being unreasonable.

Personal convenience or “club” membership is not a justification for higher airfares, rental cars, or the choice of airlines or hotels.

The contractor shall always attempt to receive the Government rate for auto rentals and hotel rooms. Authorization letters will be issued to travelers upon request.

Request for Quote: 9531BM20Q0006 Page 13 of 20

SECTION J – LIST OF ATTACHMENTS/EXHIBITS

1. Attachment 1 – Request for Quote – SF-18

2. Attachment 2 – Sections B-M

3. Attachment 3 – Past Performance Questionnaire

4. Attachment 4 – Non-Disclosure Agreement

5. Attachment 5 – ICT Accessibility Requirements Statement

Request for Quote: 9531BM20Q0006 Page 14 of 20

SECTION L – QUOTE INSTRUCTIONS

1. GENERAL INFORMATION

The NTSB solicits your quote to provide cloud-based web-enabled incident management software that meets the specifications described in the Statement of Work (SOW). This solicitation will result in the award of one (1) IDIQ contract with firm fixed price task order for the requirement described in the SOW.

2. NOTICE AND INSTRUCTION TO CONTRACTORS

Contractors are required to meet all the requirements of the RFQ, including but not limited to instructions, conditions/notices, and requirements in the SOW. Quotes should address each factor(s)/sub factor(s) as described below. Responses that merely repeat the requirements in the SOW or give only assurances without detailing how the Contractor can perform the requirements may not be considered as being responsive to the requirements of this RFQ.

Quotes that fail to address the essential requirements of this RFQ or are impractical in terms of technical content, schedule commitment, or price will be deemed to have an inherent lack of technical competence or indicative of a failure to comprehend the requirements. The Government may reject any quote that is so lacking in competence or in understanding the requirements that without a major reformation of the quote it is not adequate for evaluation purposes. Alternate/conditional quotes may result in a quote being rejected as non-responsive. The Government reserves the right to award without discussions. Contractors are cautioned that they must submit a best offer with the initial quote.

In responding to this RFQ, contractors shall submit a quote in three (3) separate parts:

Technical, Past Performance, and Price. For each part the contractor shall provide an original copy with all company identifying information. The contractor shall also provide a sanitized copy of the technical quote with no company identifying information to include the name of the software solution. However, sanitized version of quote shall be sanitized in a manner in which the reader can understand the content and context of the submission in full for evaluation purposes. The sanitized technical quote shall exclude the “Executive Summary.”

1) Part I – Technical Quote: Include all information requested under section L #3 Part I

“Technical Quote.” Exclude any references to price.

2) Part II – Past Performance Quote: Include all information requested under section #4 Part II “Past Performance.”

3) Part III – Price Quote: Include all information requested under section L #5 Part III “Price,” as well as completed solicitation Sections A, J, and K.

3. PART I - TECHNICAL QUOTE

The Technical Quote shall include the following factor and sub-factors:

A. EXECUTIVE SUMMARY

An Executive Summary of the Contractor’s quote is required. This summary will not be evaluated separately but will be used by evaluators to understand the overall quote contents. Therefore, the information contained in the summary is important. It should identify and highlight significant features of the quote and include the salient points contained in the various parts. Each Contractor should include a General Information

Request for Quote: 9531BM20Q0006 Page 15 of 20 section in the Executive Summary that addresses the following: 1) company name and address, 2) Company Taxpayer Identification Number (TIN), Dun and Bradstreet’s number, CAGE code, and 3) quote point of contact.

B. FACTOR 1 – TECHNICAL MERIT

This part describes the contractor’s overall understanding of the requirements, including the soundness, appropriateness, and reasonableness of the overall technical approach to performing the required services. This portion of the quote includes the following sub-factors:

(a) Sub-factor 1 – Technical Approach. A contractor’s technical approach is the degree to which contractor’s technical capabilities satisfy the requirements in the SOW. Each requirement of the SOW shall be addressed separately. The contractor shall provide a detailed description of their implementation methodology and approach to be used to meet or exceed the requirements of the SOW. The contractor shall also identify any areas of performance risks and describe how the contractor intends to mitigate those risks.

(b) Sub-factor 2 – Project and Transition Plan. The contractor shall submit a Project Plan and Transition Plan describing the specific incident management software solutions that will meet the requirements of the SOW including the proposed Section 508 compliance of the software solution. The Plan shall demonstrate the contractor’s software solution, implementation processes, understanding of SaaS hosting, and the transition in or out of the NTSB environment. It shall also include plans for (1) tracking and controlling implementation, (2) ensuring continuity of service performance; (3) methods for monitoring, maintaining and enhancing the quality of the software, (4) ensuring timely deliverables and (5) maintaining customer satisfaction. The contractor shall describe its proposed transition plan that shall address Continuity of Services to include administrative and operational responsibilities, schedules, and plan to minimize operating disruptions. The contractor shall include a Project and Transition Plan with their quote.

(c) Sub-factor 3 – Multi-Tenant SaaS Independent Hosting. The contractor shall explain the offering of the proposed software solution as a multi-tenant software as a service.

Provide detailed explanation of the innerworkings of the proposed software solution as it relates to independent cloud-based hosting outside of the NTSB IT infrastructure using the multi-tenant environment. Contractor shall describe its approach to ensuring continuity of services if there is an internal NTSB IT disruption. Describe the software’s scalability as it relations to cloud-based SaaS, and the ability to increase and/or decrease the number of users at any given time.

(d) Sub-factor 4 – Presentation (optional at the discretion of the NTSB). After the initial evaluation of quotes, the NTSB may invite contractors to the NTSB for a presentation in person or virtually. During the presentation, the contractor shall present its overall approach to fulfilling the requirements of the SOW to include describing how the SaaS hosting experience functions. In addition, the NTSB may ask the contractor to discuss real world scenarios and will evaluate the degree to which the contractor’s proposed solution meets the requirements stated in its presentation. During the presentation, contractors shall be given time to formulate and present their solution. There will be approximately four (4) NTSB technical staff present to evaluate the presentation.

Request for Quote: 9531BM20Q0006 Page 16 of 20

It is estimated that if presentations are requested, they will last for approximately 60 minutes and occur between January 28, 2020 and January 31, 2020.

There is no limit on the number of pages for Part I Technical Quote. The technical quote shall be submitted in two (2) versions. One (1) version shall include company identifying characteristics (i.e., company name, software name, branding, etc.); and one (1) sanitized version excluding any reference to the contractor that may identify the company (i.e., company name, software name, branding, etc.). Sanitized quotes shall be comprehensive such that the technical team may evaluate the quote in full with complete comprehension of the context. The sanitized mandate identified in Sections L and M for Technical Factor 1 is inapplicable to Sub-factor 4, Presentations.

6. PART II - PAST PERFORMANCE QUOTE

FACTOR 2 – PAST PERFORMANCE

The past performance quote shall consist of completed past performance questionnaires from no less than three (3) past references whose requirements are similar in scope to this NTSB requirement. Contractors shall ask their references to complete the Past Performance Questionnaire (Attachment 3) and submit it directly to Janice R. McCoy via email at janice.mccoy@ntsb.gov or via fax: (571) 366-9651. It is the contractor’s responsibility to ensure that Past Performance Questionnaires are completed timely and submitted by customer references, and that correct names, addresses and phone numbers are provided in the responses for each reference. A contractor will not be penalized in the evaluation with an unfavorable rating for the failure of its past performance references to complete and submit the Past Performance Questionnaires. The government may use other references/information available to the government to verify past performance.

There is no limit on the number of pages for Part II Past Performance Quote.

7. PART III – PRICE QUOTE

FACTOR 3 – PRICE

For evaluation purposes, Price shall be evaluated by adding together the base year and all option year prices submitted in Section B. Contractors shall provide the firm-fixed price for the incident management software solution as specified in the SOW (Section C) to include pricing for implementation, transition, training and estimated travel as separate line items. At a minimum, contractors shall provide a price quote in accordance with the pricing structure provided in Section B.3. Additionally, contractor shall provide firm-fixed price hourly rates to provide additional module development and/or contractor assistance to NTSB personnel to develop independent modules as requested by various offices within the agency based on mission need for the base year and all option years.

Prices shall be evaluated but not scored.

There is no limit on the number of pages for Part III Price.

8. EXPENSES RELATED TO CONTRACOTR’S SUBMISSIONS

This solicitation neither commits the government to pay any cost incurred in the submission of the offer nor to contract for services or supplies. Any costs incurred in anticipation of a contract shall be at the contractor’s own risk.

Request for Quote: 9531BM20Q0006 Page 17 of 20

9. SUBMISSION OF QUOTES

Your quote must be received no later than 5:00 p.m., EST, on January 17, 2020. LATE QUOTES MAY NOT BE CONSIDERED in accordance with Federal Acquisition Regulation (FAR) provision 52.212-1.

Quotes may be transmitted via email to:

Janice R. McCoy Email: janice.mccoy@ntsb.gov

The maximum size of an email, including attachments, which the NTSB email server can accept is 15 megabytes (MB). Therefore, the Contractor may choose to send their quote in separate emails, if the combined file size of any email received by the NTSB email server will exceed 15MB.

Contractors are encouraged to remove excess graphics from their quotes to ensure quotes remain under the file size limit. It is the Contractor's responsibility to ensure that the designated point of contact has received your quote at the email address of the contact specified above by the quote due date.

All questions regarding this RFQ shall be directed to Janice R. McCoy via email at the email address listed above. All questions must be received by 4:00 p.m. EST on January 3, 2019.

10. ELECTRONIC DISSEMINATION OF RFQ DOCUMENTS

Access to this RFQ and amendments will be posted on the System for Award Management Beta Government website: https://beta.sam.gov/ under Contract Opportunities. All contractors are cautioned that it is your responsibility to frequently check back to the website to ensure that you have received all issued amendments.

mailto:janice.mccoy@ntsb.gov https://beta.sam.gov/

Request for Quote: 9531BM20Q0006 Page 18 of 20

SECTION M – EVALUATION FACTORS FOR AWARD

1. BASIS FOR AWARD

Award will be made to the contractor whose quote conforms to the RFQ, will be most advantageous to the government, price and non-price factors considered, such that it provides the best value to the government. Best value is defined as the procurement process that results in the most advantageous acquisition decision for the government arrived at through an integrated assessment and trade-off analysis between price and non-price factors.

The government reserves the right to reject any or all quotes if such action is in the public interest.

Under a best value procurement, the government may reasonably determine that the superior solution/approach merits a higher price and, therefore, represents the best value to the government. The government may also reasonably determine that the contractor with other than the highest rating in non-price factors is the best value. The government may waive informalities and minor irregularities in quotes. The government reserves the right to award without discussions. Contractors are cautioned that they must submit their best offer with the initial quote.

Responsibility Determination

In order to be eligible for award, the Contracting Officer must determine that the contractor is responsible according to the standards of FAR 9.1, "Responsible Prospective Contractors."

2. EVALUATION FACTORS

The following factors and sub-factors shall be evaluated by the government:

QUOTE PART # FACTORS and

SUBFACTORS TITLE

I Executive Summary (not separately evaluated) DO NOT INCLUDE IN

SANITIZED QUOTE

I 1 Technical Merit I Sub-factor 1 Technical Approach I Sub-factor 2 Project and Transition Plan Sub-factor 3 Multi-Tenant SaaS Independent Hosting Sub-factor 4 Presentation II 2 Past Performance III 3 Price

Technical factors in Part I are evaluated adjectively. The sub-factors within the Technical Merit factor are rated equally. The government shall evaluate Technical Merit sub-factors based on the contractor’s overall understanding of the requirements. A contractor’s Technical Quote shall describe the degree to which the contractor’s technical capability satisfies all the requirements in the SOW and demonstrates that the contractor has a clear understanding and knowledge of the SOW requirements and how to achieve them in a logical, feasible, and technically effective manner. Contractors are cautioned that despite the relative weight of the non-price factors and sub-factors, quotes that receive an unacceptable in any sub-factor in Part I shall be deemed ineligible for award.

Request for Quote: 9531BM20Q0006 Page 19 of 20

Past Performance shall be evaluated and shall be rated Acceptable or Unacceptable. The government shall assess the relevance, breadth and quality of the contractor’s recent past performance on similar types of work and evaluate the quality of the contractor’s past performance based on the past performance questionnaire submissions and/or other relevant past performance information obtained from other sources known to the government. A contractor without a record of past performance or for whom information on relevant past performance is not available will be evaluated as neutral. Contractors are cautioned that despite the relative weight of the non-price factors or sub-factors, quotes that receive an unacceptable in Part II may be deemed ineligible for award.

The sub-factors within the factor Technical Merit are rated equally. The Past Performance Quote is of lesser importance than the sub-factors in the Technical Quote. All evaluation factors other than price, when combined, are significantly more important than price. However, as quotes become more equal in non-price factors, price becomes more important.

2.1. Technical Approach

The government will evaluate the contractor’s Technical Approach to determine if the contractor’s approach is technically sound and feasible. The contractor’s approach must demonstrate that all requirements of the SOW will be satisfied. Higher ratings may be given to contractors that propose an approach that is comprehensive and detailed, thereby minimizing risk of unsuccessful performance and/or a unique or innovative software solution that goes above the requirements of the SOW.

2.2. Project and Transition Plan

The government will evaluate the contractor's Project and Transition Plans to determine the feasibility of the contractor’s proposed plans to ensure successful completion of the requirements within the SOW with minimal risk. Higher ratings may be given to contractors who demonstrate the ability to continue with continuity of services limiting potential downtime during the transition period.

2.3 Multi-Tenant SaaS Independent Hosting

The government will evaluate the contractor’s Multi-Tenant SaaS Independent Hosting based on the independence of the hosting services in accordance with the requirements of the SOW.

2.4. Presentation

In the event presentations are requested the government will evaluate the degree to which the contractor’s proposed solution meets the requirements stated in its presentation.

2.5. Past Performance

The Government will evaluate the contractor’s Past Performance Questionnaires to determine it has a record of successful performance in performing work comparable to the NTSB’s requirement. Successful performance may include a satisfactory record of conforming to contract requirements and to standards of good workmanship, a satisfactory record of adhering to contract schedules, a satisfactory history of reasonable and cooperative behavior and commitment to customer satisfaction, and evidence of a business-like concern for the interest of the customer. The government reserves the right to contact any reference and use other references/information to verify past performance.

Request for Quote: 9531BM20Q0006 Page 20 of 20

2.6 Price

Price is not rated adjectively. Price will be evaluated but not rated. Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR clause 52.217-8, Option to Extend Services, which applies to the solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. Evaluation of options will not obligate the Government to exercise the options(s). In addition, contractors shall submit pricing for all supplies and/or services to meet the requirements as stated in the SOW. Pricing will be evaluated to determine the reasonableness of the contractor’s quote, it reflects a clear understanding of the SOW and is consistent with the approach described in the contractor’s technical quote. The government may determine that an offer is unacceptable if the option prices are significantly unbalanced and if pricing is not provided for all requested years.

As part of its price evaluation, the Government specifically reserves the right to evaluate the risk associated with any pricing schemes. Price quotes will be evaluated to determine the reasonableness of a contractor’s overall quote. Evaluation may include analysis to determine a contractor’s comprehension of the solicitation requirements, as well as, the validity of a contractor’s approach.

A price that is found to be unreasonably high or low may result in the quote receiving a lower rating or a contractor’s quote may be rejected if the pricing poses an unacceptable risk to the government.