A10 Sources Sought Notice - Gift Appraisals Support Services (sS).pdf

DEPARTMENT OF DEFENSE

WASHINGTON HEADQUARTERS SERVICES

ACQUISITION DIRECTORATE

SOURCES SOUGHT NOTICE

Title: Gift Appraisal Support Services Sources Sought Post Date: 02/13/2025 Sources Sought Response Date: 02/21/2025 at 10:00 AM (Eastern Standard Time)

Washington Headquarters Services (WHS) Acquisition Directorate (AD) is conducting market research to locate qualified, experienced, and interested businesses from “all” sources, including Other than Small Businesses, Small Businesses, 8(a) Certified Small Businesses, HUBZone Small Businesses, Service-Disabled Veteran-Owned Small Businesses, Women- Owned Small Businesses and Economically Disadvantaged Women-owned Small Businesses, capable of providing Gift Appraisal Support Services to Pentagon Services Division (PSD).

Sources Sought Notice

This Sources Sought Notice is for market research purposes only. It is not to be construed as an obligation on the part of the requestor to acquire any products or services. This Sources Sought Notice is not a request for proposal (RFP), nor does it restrict the Government as to the final acquisition strategy. At this time, no solicitation exists.

The government does not intend to pay for the information requested herein, nor reimburse respondents for any costs incurred in the preparation of a response to this Notice. All information provided is for Government planning use only. Please mark proprietary information as “Proprietary for Government Use Only”. Please be advised that all submissions become Government property and will not be returned. Submission to any contact other than the one listed in this notice may result in your response not being considered. Submissions after the closing date of this notice may be considered only at the discretion of the contracting officer.

Responses received from this notice will be used to determine the appropriate acquisition strategy such as, if it is appropriate to either solicit as a small business set-aside or an unrestricted competition through SAM.gov or an indefinite-delivery/indefinite-quantity (IDIQ) government wide contract vehicle, etc.

Background

The Pentagon Services Division (PSD) Foreign Gifts Program manages gifts received from foreign and domestic entities through its lifecycle to include acceptance, appraisal, disposition determination and final disposition in accordance with

AI 100, “Gifts from Foreign Governments” DoDD 1005.13, “Gifts and Decorations from Foreign Governments” GSA Part 104-42, Utilization, Donation and Disposal of Foreign Gifts and Decorations

PSD provides guidance to DoD executive level employees regarding the acceptance and retention of gifts and decorations offered by foreign governments and act as liaison between the DoD and General Services Administrations (GSA) for this program. PSD conforms to Federal requirements regarding the receipt and disposition of gifts or decorations by foreign governments to federal employees, their spouses, or dependents and to report documentation of all gifts received from foreign governments.

Procurement History for Similar Services

This requirement has previously been procured via contract HQ003420C0077, which was competed as a small business set-aside. The incumbent awarded under this contract is Items of Value, Inc.

Requirement Objective/Scope

This requirement will support the Pentagon Services Division (PSD) in providing Gift Appraisal Support Services in support of the Foreign Gifts Program.

The contractor shall provide all supervision, labor, and equipment necessary to provide appraisal services. Appraisal service identifying, qualifying, and assigning value to foreign and domestic gifts received by both military and civilian representatives of the U.S. Government. These services shall also provide written documentation of all gifts appraised to include photographs and detailed appraisal reports.

Anticipated Acquisition Strategy

• Contract Type: Firm Fixed Price

• Estimated Value Range: $375,000.00 and $420,000.00

• NAICS Code: 541990 All Other Professional, Scientific, and Technical Services

• Size Standard: $16.5 million

• Product Service Code: R499

• Contract Award Date: 15 April 2025

• Contract Start Date: 01 May 2025

Period of Performance: period of performance: one (1) base period of 12-months and four (4) 12-month option periods.

Place of Performance: The work to be performed under this contract will be performed in a government provided office space in the National Capital Region (NCR) particularly in the Pentagon.

Security Requirements: The contractor must pass a National Criminal Information Check (NCIC) background check, and obtain a favorable National Agency Check with Written Inquiries (NACI) investigation for compliance with Homeland Security Presidential Directive 12 (HSPD- 12).

Critical Tasks Elements

This Sources Sought Notice seeks to determine whether capable vendors can execute services related to the Critical Task Elements. Firms submitting a response to this Notice should demonstrate via their capabilities statement their ability to perform the following Critical Tasks Elements as outlined in the draft PWS Section 5.

Task 1: Ability to perform bi-weekly appraisal of variety of personal property gifts that includes antiques, fine and decorative art, collectibles, gems and jewelry, rugs, flags, and weapons, both foreign and domestic.

Task 2: Conduct on-site inspection of all gifts, including taking detailed notes, photographs and provide a value to each item relative to the current Retail Value United States (RVUS) market.

Upon initial review, all gifts are assigned a pending value.

Task 3: Conduct research as necessary to authenticate and validate the item to ensure a fair RVUS market value. Supplementary written documentation based on newly discovered facts of appraised gifts will be submitted to complete the appraisal process.

Task 4: Prepare and submit an annual “Year-End” report on the first week of January of all gifts appraised the previous calendar year, to include all pertinent information in appraisals with detailed gift descriptions, origin of gift, market value determination, barcode number, presenter title and country, recipient title and country. The Year-End report assists with DoD compliance of providing the Department of State with an annual report of foreign gifts received for the previous calendar year that appraised in value more than the current minimal value for foreign gifts which is determined by the General Services Administration.

Task 5: Provide expert testimony in any legal or quasi-legal proceeding pertaining to any gift received by the Department of Defense, if required.

Task 6: Conduct special requirement(s) appraisals of gifts on an as needed basis.

Task 7: Provide detailed documentation of all gifts appraised along with electronic photographs of those gifts.

Task 8: Ability to work “on-call”. “On-call” refers to the possibility of being asked to perform an appraisal with only 48 hours of notification for special circumstances.

Submission Instructions:

All interested firms having the experience, skills and capabilities necessary to perform the services outlined in this notice are requested to submit a tailored capabilities statement electronically no later than Friday, 02/21/2025 at 10:00 AM (Eastern Standard Time) to the following email address:

to whs.mc-alex.ad.mbx.ks@mail.mil

The Subject Line of the email must be:” Response to Sources Sought: Gift Appraisals Support Services | Name of Your Firm”

Proprietary information and trade secrets shall NOT be submitted as part of a response.

Please be advised that all submissions become Government property and will not be returned. All Government and contractor personnel reviewing Sources Sought responses will have signed non-disclosure agreements and understand their responsibility for proper use and protection from unauthorized disclosure of proprietary information as described in 41 USC 423. The Government shall not be held liable for any damages incurred if proprietary information is submitted, as it is clearly stated this type of information shall NOT be submitted.

Capability Statement Format

To facilitate a timely and comprehensive review of all submitted responses, firms should respond using the format requested to this Notice. Deviations from this format may lead to having “insufficient information” to determine capabilities.

Capabilities statements shall not exceed 10 pages in “Times New Roman” 12-inch font on 8.5 x 11 paper, left justified and one-inch margins all around. Respondents must submit documents in PDF format. Zipped files will not be accepted, nor telephone requests be honored.

Capability Statement Submission Requirements

Responses to this notice will be reviewed to determine industry capabilities and will support in determining the acquisition strategy for competition. All interested firms possessing the experience, skills, and capabilities necessary to perform the stated requirements are requested to provide complete/sufficient responses to the below information.

A. Administrative Information

1. Company name

2. Company address

3. UEI and CAGE Code Number.

4. Company Point of Contact, phone number, email and website.

5. Business Size Status based on the anticipated assigned NAICS: 541990 All Other Professional, Scientific, and Technical Services.

6. Identify all Socio-economic categories associated with the company (e.g., 8(a), SDB, VOSB, WOSB, etc.)

7. Number of contracts currently held with the Government to include any Federal Supply

Schedules listed under GSA Advantage.

8. If the company is an 8(a) Joint Venture, please identify each member partner and the date the

Joint Venture was established.

B. Technical Capability

Please provide a tailored response addressing your firm’s capability to provide/support the work outlined in each of the Critical Task Elements listed above. Responses should demonstrate your firm’s ability to perform the majority of the work based on capabilities and any experience.

1. Provide your firm’s experience performing similar in scope work for Gift Appraisals Support Services and relevant capabilities used to successfully perform the requirement.

a. Identify if your firm was the prime contractor or a subcontractor for these contracts.

b. Provide evidence of experience within the past 5 to 10 years is highly preferred.

2. Describe your firm’s experience in performing prior efforts, same/and or similar requirements/tasks as outlined in the Critical Tasks/Elements section of this document. Provide specific examples.

3. For each example/experience provided, include where, when, for whom each similar contract and/or project was performed, and brief synopsis of each contract and/or project, including the size, scope, dollar value, and period of performance. This information must demonstrate how the firm’s recent experience and past performance (last 5 years) is relevant to the Gift Appraisals Support Services requirement.

4. Please provide point of Contact, phone number, and emails of individuals who can verify the demonstrated capabilities identified in the responses. In addition, CPARs ratings may also be provided to support evidence of past performance.

C. Security Clearance Capability

1. Please address your firm’s ability to provide and maintain personnel that can pass a National

Criminal Information Check (NCIC) background check, and obtain a favorable National Agency Check with Written Inquiries (NACI) investigation for compliance with Homeland Security Presidential Directive 12 (HSPD-12).

D. Subcontracting Information

The following information will assist WHS/AD in establishing a basis for developing set-asides and/or subcontracting opportunities, if necessary.

1. Indicate whether your firm’s interest is for prime contracting, teaming agreement(s) and/or or joint venture partnership.

2. For each task element, indicate any Small Business Subcontracting opportunities and/or teaming collaborations; and the *percentage of Small Business Subcontracting opportunities and/or teaming collaborations as applicable.

This information in the table below illustrates examples for subcontracting performance.

Task Number Tasking Categories Anticipated % Self

Performance *Anticipated % for non-Self performance

Task 1 Bi-weekly Appraisals 100%

Task 2 On-Site Inspections 100%

Task 3 Research and Authenticate value 51% 49%

Total Performance %’s 51% 49%

D. Supplemental Information

This Supplemental Information Section will assist the government to refine the requirement, if appropriate, and it does not count toward the page limit or capabilities assessment.

1. Indicate whether your firm will submit a proposal if a RFP is issued.

2. Recommended/suggested NAICS codes for this effort.

3. Recommended/suggested PSC/FSC codes for this effort.

4. Recommended/suggested contract type (i.e., FFP, Cost, T&M, LOE, etc.).

5. Please highlight any information missing from the PWS that would provide a better understanding of the effort desired.

6. Please highlight any information that is unduly restrictive to small business as listed.

7. Identify anything that could be considered a deviation from industry standard.

8. Please state whether these services are commercially available, yes or no, and state why.

9. Identify/Recommended Government Wide Acquisition Contract (GWACS) that these services can be obtained based on the Service Requirement Critical Tasks/Elements section of this document. Identify the GWACs contract number.

Additional Information

All capability responses should be submitted via email to whs.mc-alex.ad.mbx.ks@mail.mil.

No phone calls will be accepted concerning this Sources Sought Notice. All firms responding to this Sources Sought Notice are advised the Government will not provide or acknowledge receipt of the information received, provide feedback to firms with respect to any information submitted or provide any follow-up information well after the deadline of this sources sought notice.

Capability statements will not be returned.