Attachment 1 - Combined Synopsis Solicitation.pdf

FA558725Q1009

USAFE USCR-UK HNCC/T&C

Combined Synopsis/Solicitation FA558725Q1009

IAW FAR 12.603

Requirement Title: Customs Clearance Solicitation Number: FA558725Q0069 North American Industry Classification System Code (NAICS): 488510 Product Service Code (PSC): R706 Set-Aside: In accordance with FAR 19.000(b)(1)(ii) no set-aside will be used for this requirement.

Solicitation Date: 05 August 25 Response Deadline: 12 August 2025 Point(s) of Contact: SSgt Nathan Worswick @ Nathan.worswick@us.af.mil

Valerie Cuevas @ Valerie.cuevas@us.af.mil

1. This is a combined synopsis/solicitation for commercial services prepared in accordance with (IAW) the format in Subpart 12.6, as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

2. This solicitation is issued as a Request for Quote (RFQ) IAW FAR Parts 12 and 13.

3. The solicitation document and incorporated provisions and clauses are those in effect through:

Federal Acquisition Circular: FAC 07/2024 Defense Federal Acquisition Regulation Supplement: DFARS Change 01/17/2025 Department of the Air Force Federal Acquisition Regulation Supplement: DAFFARS 10/16/2024

Description:

HM Revenue and Customs permit USAFE-UK HNCC/ Transportation & Customs, as owner of the US Visiting Force special format (non-VAT) EORI, to appoint agents for electronic/automated clearance if cargo meets Visiting Forces Relief Customs Procedure Code criteria. The service provider shall comply with the responsibilities and tasks outlined in this PWS. The appointed customs agent (known herein as Service Provider) shall:

• Provide Customs Clearance Services for United States Visiting Forces United Kingdom, and their authorized components within a 3 business day working period.

• The service provider shall enter Data into HM Revenue and Custom Service (HMRC) Customs Declaration System (CDS) computer program, provided to them on a Pro-Forma document created by USAFE-UK HNCC/T&C, to accomplish the customs clearance. No more than 3 validated errors within a 30 calendar day period are allowed.

• The provider shall be required to have a working copy of CDS and access to HMRC customs portals to enter the data provided by USAFE-UK HNCC/T&C.

• The service provider shall use innovative approaches to efficiently and effectively accomplish PWS tasks, functions, and requirements in a quality manner at reduced costs

- producing savings whenever possible and fostering pride and ownership in work performed.

• The service provider shall suggest amendments to proposed procedures as appropriate for US Government discussion with HMRC USVF Policy.

A. General Information

B. Requirement Information mailto:Nathan.worswick@us.af.mil mailto:Valerie.cuevas@us.af.mil

• The service provider shall provide trained and competent customs service agents that can consistently provide services IAW the requirements of the USVF customs applicable standards and guidelines. Customs clearance in CDS allows USVF to be exempt from import duty and VAT which will require the service provider to assure this exemption is met. This will be measured by notifications of cargo being cleared and no charges for USVF for those exempt areas.

Place of Delivery/Performance/Acceptance/FOB Point: United Kingdom

Line Item Description Quantity Unit of Measure

See Attachment 2: Pricing Schedule

Attachment:

1. Performance Work Statement

2. Pricing Schedule

3. Applicable Clauses and Provisions

4. Performance Work Statement 05 August

5. Customs Clearance Solicitation Questions

6. Proforma Examples

NOTICE TO OFFEROR: Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs.

1.1 Addenda to FAR 52.212-1--Instructions to Offerors--Commercial Items (Sep 2023) Federal Acquisition Regulation (FAR) provision paragraphs52.212-1 (e) "Multiple offers" is deleted in their entirety.

FAR paragraph 52.212-1(c), "Period for acceptance of offers," is tailored as follows: "The offeror agrees to hold the prices firm for 120 calendar days from the date specified for receipt of offers."

The following paragraphs provide the specific solicitation instructions:

Addendum to 52.212-1(b), Submission of offers. Submit signed and dated offers no later than Tuesday, 12 August 2025 1400 hours British Standard Time (BST).

Addendum to FAR 52.212-1(f), Late submissions, modifications, revisions, and withdrawal of offers. This paragraph is tailored to read as follows: Offerors are responsible for submitting electronic offers by the solicitation due date and time. Offers received after the solicitation due date and time are may be considered late and will be handled in accordance with FAR 52.212-1(f).

1.1.1 Only Electronic offers will be accepted. IAW with DFARS 252.225-7041 all offers shall be submitted in English.

1.1.2. SSgt Nathan Worswick and Ms. Valerie Cuevas and are the points of contacts for this acquisition. All questions or concerns regarding this request for quote must be directed INWRITING via e-mail to nathan.worswick@us.af.mil valerie.cuevas@us.af.mil.

1.1.3 Electronic Copies of Offers shall be submitted to SSgt Nathan Worswick and Ms. Valerie Cuevas by email at: nathan.worswick@us.af.mil and valerie.cuevas@us.af.mil.

C. Instructions to Offerors mailto:nathan.worswick@us.af.mil mailto:valerie.cuevas@us.af.mil mailto:nathan.worswick@us.af.mil mailto:valerie.cuevas@us.af.mil

1.2 QUOTE PREPARATION INSTRUCTIONS:

To ensure timely and equitable evaluation, offerors shall follow the instructions contained in this section. Quotes must comply with all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements identified as evaluation factors.

Non-conformance with these instructions may result in elimination from consideration. The quote should not simply rephrase or restate the Government's performance work statement but rather shall provide facts and rationale addressing how the Offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their experience and will base its evaluation on the information presented in the Offeror's quote. The Government reserves the right to award without interchanges or discussions. Quotes shall be clear, concise, and include sufficient detail to permit effective evaluation and to substantiate the validity of stated claims. The response shall consist of the following three volumes to be eligible for award:

Table 1:

VOL TITLE Copies Page Limit Due Date I Executive Summary 1 2 Pages RFQ Close Date II PRICE 1 No Limit RFQ Close Date

III TECHNICAL

Subfactor 1 – performance Plan

Subfactor 2- Mission Essential Plan

1 8 Pages RFQ Close Date

The specific content of each volume is discussed below:

1.3. VOLUME I - EXECUTIVE SUMMARY

1.3.1 Cover Page to include the following information:

Solicitation Number Solicitation Date and Time specified for receipt of offers Company name Company address and remit to address if different than mailing address Company point of contact (s) Company point of contact(s) e-mail address Company point of contact(s) telephone numbers SAM registration expiration date CAGE code UEI number Offer Acceptance Period.

1.4. EXECUTIVE SUMMARY AND MISCELLANEOUS DATA:

1.4.1 Narrative & Authorized Offeror Representative(s): The Offeror's narrative summary of the entire quote should be concise, to include addressing the significant risks, and highlighting any key or unique features, excluding price. Identify authorized Offeror personnel and individuals authorized to negotiate with the Government. Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to the Offeror's quote and who can obligate the company contractually. Any summary material presented here shall not be considered as meeting the requirements for any portions of other volumes of the quote. Unless quoted, submit a clear Affirmation of no Exceptions, Deviations, or Waivers within the body of the summary narrative. If exceptions are being taken, clearly identify the terms and details in this section.

1.4.2 The offeror accedes to the contract terms and conditions as written in the solicitation (and attachments). The solicitation constitutes the model contract. Offerors shall clearly identify any exceptions to the solicitation and provide accompanying rationale.

1.4.3 A statement acknowledging all solicitation amendments, if any were issued.

1.5. VOLUME II – TECHNICAL

1.5.1 The Technical Volume shall demonstrate a clear understanding of the requirements and provide a comprehensive, yet concise, description of how the offeror intends to meet the Government’s needs for customs clearance services across the United Kingdom. The technical submission should not reiterate or paraphrase the Performance Work Statement (PWS), but instead shall describe the offeror’s proposed methods, capabilities, and resources for satisfying the requirement. Quotes that simply state the offeror "understands" or "can comply" without adequate supporting information may be rated unacceptable.

1.5.2 Subfactor 1 - Performance Plan:

At a minimum, the Technical Volume shall address the following:

Provide a summary of the offeror’s understanding of the scope, complexity, and critical nature of providing customs clearance services throughout the UK. Offerors should identify any potential challenges and describe how they will be addressed to ensure timely and accurate clearances.

Identify the proposed staffing approach to meet performance objectives. Offerors should describe how automated coverage will be provided across all required locations in the UK, including ports of entry, air terminals, and other relevant facilities. Describe your process for managing customs clearance services, including how you will handle both standard and expedited requests. Outline your coordination with UK customs authorities (e.g., HMRC), ensure compliance with applicable regulations, and manage third-party agents if used. Include your approach to maintaining timely and accurate documentation and submissions.

1.5.3 Subfactor 2 – Mission Essential Plan:

The Government has identified services performed under this contract as essential contractor services in support of mission essential functions.

IAW 252.237-7024 Notice of Continuation of Essential Contractor Services.

(a) Definitions.“Essential contractor service” and “mission-essential functions” have the meanings given in the clause at DFARS 252.237-7023 , Continuation of Essential Contractor Services, in this solicitation.

(b) The offeror shall provide with its offer a written plan describing how it will continue to perform the essential contractor services listed in the performance work statement Mission Essential Contractor Services, dated 05 August 2025 during periods of crisis. The offeror shall–

(1) Identify provisions made for the acquisition of essential personnel and resources, if necessary, for continuity of operations for up to 30 days or until normal operations can be resumed;

(2) Address in the plan, at a minimum—

(i) Challenges associated with maintaining essential contractor services during an extended event, such as contingency events that occur in repeated waves.

(ii) The amount of hours associated with the initiation of the acquisition of essential personnel and resources and their actual availability on site.

(iii) The components, processes, and requirements for the identification, training, and preparedness of personnel who are capable of relocating to alternate facilities or performing work from home.

(iv) Any established alert and notification procedures for mobilizing identified essential contractor service personnel; and

(v) The approach for communicating expectations to contractor employees regarding their roles and responsibilities during a crisis."

1.6. VOLUME III - PRICE:

1.5.1. The offeror shall insert all proposed line item unit prices in the attached Price Schedule (Attachment 2). The offeror shall ensure that the sum of the total prices proposed for the entire period of performance on is listed on the Pricing Schedule.

1.5.2. All unit prices shall be rounded to no more than two places after the decimal point. The extended amounts shall equal the unit price multiplied by the quantity for each unit.

1.5.3 Pricing shall be all inclusive (e.g., all materials, transportation, labor, etc.) and shall clearly be illustrated on the Pricing Schedule (Attachment 2). The type of currency submitted shall be the type of currency used to conduct business/receive payment (exclusive of VAT/TAX). Additionally, ensure that unit prices extend no more than two (2) decimal places.

Quotes submitted in GBP (or other currencies) will be converted into USD using the GBP conversion rate of 0.7978 for the purpose of price evaluation.

1.5.4 Provide unit prices and extended prices for all CLINs in your quote. Calculate a total price for each of the following periods: the base period, option period 1, option period 2, option period 3, and option period 4. Also, provide a final total price representing the sum of the total prices for the base period and all four option periods.

1.5.5. General Instructions: Quotes shall be sufficiently detailed to demonstrate their price reasonableness, completeness, and balance. The Government may not award a contract based on a quote with unbalanced pricing. Compliance with these instructions is mandatory and failure to comply may render your quote ineligible for award. The burden of proof for credibility of proposed prices rests with the offeror.

(End of Addenda to FAR 52.212-1)

Evaluation Factors for Award

ADDENDUM TO FAR 52.212-2 - EVALUATION--COMMERCIAL ITEMS (Nov 2021)

1. BASIS FOR CONTRACT AWARD:

1.1 Award will be made utilizing FAR Part 13.5, Simplified Acquisition Procedures, the Government will award a contract to the Lowest Price Technically Acceptable (LPTA) offeror, based on the following factors:

Factor 1: Technical

Subfactor 1: Performance Plan Subfactor 2: Mission Essential Plan

Factor 2: Price

1.1.1. By submission of its offer, the offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors. All technically acceptable offers will be treated equally except for their prices. Failure to meet any technical requirement may result in an offer being determined unacceptable.

1.2 52.212-2Evaluation—Commercial Products and Commercial Services.

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

(i) Technical Acceptability

(ii) Price

b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

D. Evaluation Criteria

(c)A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

1.3. Quotes submitted in GBP (or other currencies) will be converted into USD using the GBP conversion rate of 0.7978 for the purpose of price evaluation.

1.3.1. Total Evaluated Price for the Base Period and option periods 1-4. Quotes will be evaluated based on the accuracy of the extended prices, the calculated total prices for the base and option periods, and the final total price. The government will verify the accuracy of all price calculations, including unit price extensions and total price sums. Quotes with significant discrepancies may be deemed unacceptable.

1.3.2. The Total Evaluated Price (TEP) will include proposed prices for all CLINs and a 6-month extension period. The 6-month extension price will be calculated by the Government at 50% of the last option period's price, as per FAR 52.217-8 (Offerors shall not include pricing for this extension in their quote). The TEP will be used to rank technically acceptable offers. Offerors are responsible for ensuring the accuracy of their extended prices

1.3.3. FAR clause 52.217-8 (Extension of Services) is included in this RFQ and will be part of the resulting contract. The Contracting Officer (CO) may exercise this clause during any option period to extend services for up to 6 months, under the existing contract terms and conditions. For evaluation purposes only, the Total Evaluated Price (TEP) will include a 6-month extension period priced at 50% of the Option Year 4 pricing. The Government's inclusion of this extension in the TEP does not obligate it to exercise the extension option.

1.3.4. Prices will be evaluated for completeness, reasonableness, and balanced pricing. Offers whose price is determined to be incomplete, unreasonable and/or unbalanced will not be considered for award.

1.3.5 Price Reasonableness: The price information submitted in each offeror's price as required by the Addendum to FAR 52.212-1 - Instructions to Offerors -Commercial Items, will be evaluated to determine if proposed prices are fair and reasonable IAW FAR 13.106-3. The Government may use any of the price analysis techniques IAW FAR 15.404-1(b) and IAW FAR 15.404-1(g) if deemed necessary.

1.3.6. Unbalanced Pricing: Offerors are cautioned against submitting an unbalanced offer. Unbalanced pricing exists when, despite a reasonable TEP, the price of one or more contract line items is significantly over or understated as indicated by the application of price analysis techniques. The government will analyze offers to determine whether they are unbalanced with respect to price. An example of an unbalanced offer would be proposed contract line items that are significantly less than or significantly overstated in relation to the other proposed contracted line items (either of the offeror's quotes or the same contract line items as proposed by other offerors). The government may also consider an offer unbalanced if there is a significant difference between proposed contract line items in the same contract line items category between option periods or the proposed prices from year to year or above what would be considered a reasonable adjustment for inflation. An offer may be rejected if the CO determines that the lack of balance poses an unacceptable risk to the government.

(ends addendum)

Please see Attachment 3– Applicable Clauses and Provisions.

E. Clauses and Provisions