Attachment II - RFP and Submission Requirements.pdf

12314420Q0038 Attachment II Page 1 of 16

REQUEST FOR PROPOSALS NO. 12314420Q0038

GENERATOR AND FUEL SYSTEM MAINTENANCE FOR USDA/OCIO/DISC

RFQ ISSUANCE DATE: May 19, 2020

United States Department of Agriculture

Office of the Chief Information Officer

Digital Infrastructure Services Center (DISC)

Electronic proposals are to be submitted via email to Emily.Strunk@usda.gov no later than 2:00 P.M., Eastern Time (ET), Friday, May 22, 2020. The subject line of the email shall be “Response to 12314420Q0038”.

12314420Q0038 Attachment II Page 2 of 16

ATTACHMENT II

RFP AND SUBMISSION REQUIREMENTS

SECTION A – STANDARD FORM 1449

Offerors will please review and completed Standard Form 1449 included with the solicitation documentation.

SECTION B – SUPPLIES OR SERVICES & PRICES

B.1. DESCRIPTION OF SERVICES

This solicitation is to perform monthly, annual, and three-year maintenance when required on three (3), QSK50 Series 1250KW Cummins Generators and six (6), QST30 Series 1000KW Cummins Generators located in Kansas City, Missouri and to perform monthly, semi-annual, annual, two-year and four-year maintenance on three (3), 3500 Series 1250KW Baldor Generators and one (1) QST30 Series 1000KW Cummins Generator located in St. Louis, Missouri.

B.2. TYPE OF CONTRACT

USDA intends to award a contract with a Firm-Fixed price contract. USDA further intends for this contract to be comprised of a one- year base period followed by four (4) one-year option periods. All Emergency and Routine Services calls shall be placed within the limits of the Schedule.

B.3. ESTIMATED CONTRACT VALUE

The minimum value of this contract will be the Firm-Fixed Price portion of the Base Contract Period. The maximum contract value will be the sum of the Firm-Fixed portions of the base and all option periods, as well as the Not to Exceed (NTE) values of Emergency Services, based upon the service rates established by contract.

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT (SOW)

C.1. SCOPE OF THE CONTRACT

This contract will provide generator and fuel system maintenance services for DISC, by means of a firm fixed price contract with emergency calls. The period of performance will include a one (1) year base contract with four (4) one-year options.

C.2. GENERAL REQUIREMENTS

The contractor shall perform monthly, annual, and three-year maintenance when required on three (3), QSK50 Series 1250KW Cummins Generators and six (6), QST30 Series 1000KW Cummins Generators located in Kansas City, Missouri and to perform monthly, semi-annual, annual, two-year and four-year maintenance on three (3), 3500 Series 1250KW Baldor Generators and one (1) QST30 Series 1000KW Cummins Generator located in St. Louis, Missouri.

C.2.1. STATEMENT OF WORK – A detailed Statement of Work is included as Attachment IV, and contains information regarding contract deliverables, and safety and security requirements.

SECTION D - PACKAGING AND MARKING

N/A

12314420Q0038 Attachment II Page 3 of 16

SECTION E – INSPECTION AND ACCEPTANCE

E.1. DISC QUALITY ASSURANCE

The DISC’s Quality Assurance Surveillance Program is not a substitute for quality control by the Contractor. Findings of unsatisfactory or non-performed work will be documented and a Quality Deficiency Service Report will be issued to the Contractor. All costs associated with rework shall be the responsibility of the Contractor. The DISC reserves the right to choose the inspection methods to be used in the implementation of the Quality Assurance program and to vary the inspection methods utilized during the performance of work without notice to the Contractor.

E.2. CONTRACTOR QUALITY CONTROL PROGRAM

The Contractor shall prepare and maintain a Quality Control Program (QCP) to ensure that work performed herein conforms to contract requirements. The Contractor’s QCP shall be submitted to the COR for review and approval within ten (10) business days following contract award. The COR will review the QCP and provide comments to the Contractor within five (5) business days following receipt of the plan. The Contractor shall finalize the QCP within five

(5) business days following receipt of the comments. In the event that an agreement cannot be reached, the DISC reserves the right to direct the QCP.

SECTION F - DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

The DISC intends the period of performance for this contract to be a base period and four one-year option periods.

BASE PERIOD 6/13/20 – 6/12/21

OPTION YEAR 1 6/13/21 – 6/12/22

OPTION YEAR 2 6/13/22 – 6/12/23

OPTION YEAR 3 6/13/23 – 6/12/24

OPTION YEAR 4 6/13/24 – 6/12/25

F.2 PLACE OF PERFORMANCE

All work under this contract will be performed at DISC’s Data Centers in Kansas City, Missouri and St. Louis, Missouri unless otherwise specified.

SECTION G – CONTRACT ADMINISTRATION DATA

G.1. CONTRACT MANAGEMENT

The following individuals will serve as the points of contact during the performance of this contract, unless otherwise noted:

G.1.1. Contracting Officer: The CO assigned to this project is:

Jason Kuhl

USDA/DM/OPPM/POD

301 S. Howes St., Ste 321 Fort Collins, CO 80526 Phone: 970-295-5365 Email: Jason.Kuhl@usda.gov

The CO is the final authority in all contractual matters relating to this contract. The CO has overall responsibility mailto:Jason.Kuhl@usda.gov

12314420Q0038 Attachment II Page 4 of 16 for the administration of this contract and is authorized to take actions on behalf of the DISC to amend, modify, or deviate from contract terms, conditions, requirements, specifications, details, and/or delivery schedules. The CO is also responsible for making the final decisions on matters under dispute, unsatisfactory performance, and contract terminations for convenience or default.

G.1.3. Contracting Officer’s Representative: The COR and technical point of contact assigned to this project are:

COR: Technical point of contact:

Dustin Franklin

USDA/OCIO/DISC

8930 Ward Parkway Kansas City, MO 64114 Phone: 816-926-7083 Cell: 816-517-0552 Email: Dustin.Franklin@usda.gov

Joe Wallace

USDA/OCIO/DISC

8930 Ward Parkway Kansas City, MO 64114 Phone: 816-823-2145 Cell: 816-982-6517 Email: Joe.Wallace@usda.gov

The COR named above has been designated on authority of the Contracting Officer to monitor all technical aspects of the contract. The duties of the COR include but are not limited to: assuring the Contractor’s compliance with the technical requirements of the contract, performing or arranging necessary inspections in connection with the technical performance of the contract, monitoring the Contractor’s overall performance under the contract, and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment prior to forwarding the original invoice to the payment office and a conformed copy to the Contracting Officer.

The COR does NOT have the authority to alter the contractor's obligations under the contract, direct changes that fall within the purview of the General Provisions clause entitled "Changes", or modify any of the expressed terms, conditions, specification, or cost of the agreement. If as a result of technical discussions, it is desirable to alter/change contractual obligations or the Scope of the Work, the Contracting Officer shall issue such changes in writing.

G.2. COMMUNICATION

The terms and conditions of contract shall govern the administration and management of the work products and deliverables. The lines of communication and authorities between Government and Contractor personnel under this contract are as follows:

• Communications related to management issues shall take place between the CO, COR, and the Contractor

Representative.

• For issues related to specific technical matters, communication may occur between the COR or as delegated to the

Government’s Technical point of contact, and the Contractor’s Representative.

• The Contractor’s resource personnel shall communicate to Government personnel through its Representative, and the Government’s resource personnel shall communicate to the Contractor resource personnel through the COR.

G.3. INVOICING

Invoicing Procedures:

• Invoices shall be submitted electronically through the Invoice Processing Platform (IPP), https://www.ipp.gov/.

• Additional information regarding what constitutes a proper invoice can be found by reviewing the Prompt Payment

Act (31 USC Chapter 32 - PROMPT PAYMENT ACT).

• A contractor-generated, complete invoice, should also be provided electronically as an attachment via IPP along with applicable back up documentation.

• Any other information or documentation required by other provisions of the delivery order such as reports, copies of travel vouchers, hotel and meal receipts, supporting paid invoices, receiving/acceptance reports, etc. The Contractor shall submit any other information or documentation required to support the invoice request. The original receipts shall mailto:Dustin.Franklin@usda.gov mailto:Joe.Wallace@usda.gov https://www.ipp.gov/

12314420Q0038 Attachment II Page 5 of 16 be maintained by the Contractor and made available to Government auditors upon request.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1. KEY PERSONNEL

The Contractor shall use the following Key Personnel in the performance of this contract. Individual task orders may also have additional Key Personnel designated specifically for those orders.

NAME TITLE

TBD

H.2. CHANGES IN KEY PERSONNEL

The Contractor is required to notify the CO in writing within 14 calendar days of any proposed changes to the Key Personnel named above. The DISC will review the qualifications of a proposed replacement. If the proposed replacement is deemed to possess comparable skills to the Key Person being replaced, the DISC will promptly approve the replacement and modify the Key Personnel clause accordingly.

H.3. ELECTRONIC CORRESPONDENCE

Direction via email from the CO is authorized and shall be regarded as signed direction from the CO to the Contractor.

H.4. RESPONSIBILITY FOR LOSS, PERSONAL INJURY OF CONTRACTOR PERSONNEL

The DISC will not be responsible or held liable for any loss, damage, personal injury or loss of life of Contractor personnel not caused by the fault, negligence, wrongful omission of the DISC, its agents or its employees, occurring at any time such personnel are entering, exiting, using, or occupying DISC property or facilities in performance of this contract.

The Contractor shall be liable and will indemnify and hold harmless the DISC, its agents and employees, against all actions or claims for damages to persons, property, including death not caused by the fault, negligence, wrongful act, or wrongful omission of the DISC its agents, or employees. The Contractor shall be liable and will indemnify and hold harmless the DISC, its agents and employees against all action or claims for all damages to persons or property, including death arising or resulting from the fault, negligence, wrongful act, or wrongful omission of the Contractor personnel in accordance with the Federal Tort Claim Act (28 U.S.C. 2671-2680).

H.5. PERSONAL PROPERTY

Contractor personnel entering the DISC with personal property, including tools and equipment, will be issued a DISC property pass signed by an authorized representative of the DISC. The property pass will be required for the Contractor to exit the DISC with his/her personal property.

H.8. APPROVAL TO SUBCONTRACT

In order to maintain a complete understanding of the requirement for the high level of workmanship demanded by this contract, the DISC reserves the right to approve any subcontractors, prior to commencement of work.

H.9. WORK OUTSIDE OF THE CONTRACT

The DISC reserves the right to accomplish work of the same type covered in this contract with in-house staff or with another contract.

H.10. DISC RULES AND REGULATIONS

The Contractor shall be responsible for adherence to all applicable DISC rules and regulations, including but not limited to those identified in the Schedule and in the Attachments, which are incorporated herein by reference. Failure to inspect

12314420Q0038 Attachment II the site or to obtain knowledge of the DISC’s security and safety rules and regulations shall not relieve the Contractor from performing the contracted work or complying with the security and safety rules and regulations.

SECTION I – EVALUATION AND PROPOSAL PREPARATION INSTRUCTIONS

I.1. QUOTE SUBMISSION

• Electronic proposals are to be submitted via email to Emily.Strunk@usda.gov no later than 2:00 P.M., Eastern Time (ET), Friday, May 22, 2020. The subject line of the email shall be “Response to 12314420Q0038”.

• Technical questions are due no later than 3:00 P.M. Eastern Time (ET), Wednesday, May 20, 2020, via email to Emily.Strunk@usda.gov. Questions via phone are not acceptable. It is of utmost importance to both vendors and the government to have all questions required to submit a firm-fixed price quote as soon as possible, but no later than this date.

• Administrative questions may be submitted in writing at any time up until the RFP deadline.

I.1. General Submittal Instructions USDA will evaluate only those responses that fully meet our objectives as outlined in this RFP and that respond to the instructions in this section. In situations where teams are formed to respond to this RFP, a single organization must be identified as the prime Offeror. This organization will be responsible for meeting performance objectives described in the SOW and will contract directly with the Government. In addition, we require that Offerors provide a single point of contact that is responsible for interacting with USDA for the duration of the competition.

USDA recognizes that some information requested (e.g. pricing data), may be confidential. Proprietary information must be protected from improper disclosure under Federal law. The Offeror should appropriately mark submitted materials as proprietary, where such restrictions should apply.

Disposition of Unsuccessful Quotes In compliance with FAR Subpart 4.8, the Government will retain the copies of all unsuccessful proposals throughout the duration of contract performance. Extra copies of unsuccessful proposals will be destroyed by the Government. All copies of unsuccessful proposals will be destroyed upon contract performance completion.

Government Shall Not Pay Cost Incurred in Submission of Proposal This solicitation does not commit the Government to pay any cost incurred in the submission of the proposal or in making necessary studies of designs for the preparation thereof, nor to contract for services or supplies.

I.2. AWARD NOTICE/ACCEPTANCE OF OFFER:

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 agreement 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 ATTACHMENT II - RFP AND SUBMISSION REQUIREMENTS