COMBO_100 CES Dorm Stoves.pdf

Combined Synopsis/Solicitation

Combined/Synopsis Solicitation

IAW FAR 12.603

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 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. This solicitation is issued as a Request for Quote (RFQ), in accordance with FAR Parts 12 and 13. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2024-05, effective 05/22/2024, Defense Federal Acquisition Regulation Public Notice 04/25/2024 and Air Force Federal Acquisition Circular 07/07/2023.

Solicitation number: FA558724Q0080 North American Industry Classification System Code (NAICS): 423620 Size standard: N/A Type of set-aside: Due to overseas location, no set-aside will be used in accordance with FAR 19.000(b)(1)(ii).

Requirement is to procure and installation of 137 stoves in place outdated equipment. Stoves that are to be replaced will need to be removed and transported IAW the Statement of Work (SOW). Replacement stoves must meet the minimum specifications outlined in the Salient Characteristics document.

Please see:

Attachment 0001 – Quote Sheet Attachment 0002 – Statement of Work/Salient Characteristics Attachment 0003 – Price List Attachment

Provision 52.212-1, Instructions to Offerors – Commercial, applies to this acquisition.

Submitting your quote. Submit your company’s quote in writing and on paper to the address specified in this Request For Quotes (RFQ). You may submit more than one quote. If you do, we will evaluate each separately.

Submission deadline. We must receive your quote at the address specified, by the deadline specified in this RFQ. We will not consider any quote that we receive after the deadline unless we receive it before we issue a purchase order and considering it will not delay our purchase. In case of an emergency that delays our operations and makes submission or receipt of your quote impossible, we will extend the deadline by one working day.

Terms and content of your quote. Your quote must be based on the terms of this RFQ. We might reject any quote that is not based on these terms in every respect. Your quote must contain all of the information described below.

Small Business Status/NAICS Code. IAW FAR 19.000(b)(1)(ii), no small business size standard is being required for this purchase. The North American Industry Classification System (NAICS) code which is applicable to this purchase is 423620.

Issuance of purchase order. Your quote should contain your best terms. The Contracting Officer may reject any or all quotes. After the evaluation of quotes, the Contracting Officer may negotiate final terms with one or more quoters of the Government’s choice before issuing a purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government’s choice and will not use the formal source selection procedures described in FAR Part 15.

The Contracting Officer may issue a purchase order to other than the quoter with the lowest price. We might issue multiple orders, purchasing various items or groups of items from different quoters. We might issue an order for less than the quantity on which your quote is based, at the quoted price, unless you tell us that you will not accept an order on that basis.

Information to be submitted. Put the following information on the first page of your quote:

1. the number of this RFQ;

2. your company name, address, UEID (previously DUNS) (see below) and telephone number;

3. your price and any discount terms;

4. delivery dates/lead times

5. acknowledgement of any amendments to this RFQ; and

6. a statement that you assent to all terms of this RFQ.

Beginning on the second page of your quote, provide the following information in the following order:

1. a detailed description of the product or service that you will provide, including any product or service literature that you wish to give us;

2. the terms of any express warranty;

3. your payment address;

Product samples. If this RFQ requires that you submit product samples, you must deliver them to us at the location specified for our receipt on or before the deadline for submission of your quote. We will not pay for the samples, and we will return them to you only upon request and at your expense, unless they are destroyed during testing.

Availability of Government Documents. If the descriptions in this RFQ of the products or services we want to buy refer to any Government specification, standard, or commercial item description, you may obtain a copy of any such documents from the places listed in Federal Acquisition Regulation 52.212-1, paragraph (i).

System for Award Management (SAM). Unless exempted by the Contracting Officer, you must register in SAM at time of quote submittal to be considered for award. If you do not register by the date your quote is submitted, the Contracting Officer might issue the order to a different quoter. Once registered, you must remain registered throughout performance until final payment. Go to https://www.acquisition.gov for information on SAM registration and annual confirmation.

https://www.acquisition.gov/

UEID (Unique Entity Identifier). [This applies to all quotes if the solicitation requires that you be registered in the System for Award Management (SAM).] Place the annotation “UEID” next to your name and address on the first page of your quote followed by the UEID that identifies the quoter’s name and address.

If you do not have a unique entity identifier, you should contact the entity designated at www.sam.gov for establishment of the unique entity identifier directly to obtain one. Be prepared to provide the following information:

(1) Company legal business name.

(2) Tradestyle, doing business, or other name by which your entity is commonly recognized.

(3) Company physical street address, city, state and Zip Code.

(4) Company mailing address, city, state and Zip Code (if separate from physical).

(5) Company telephone number.

(6) Date the company was started.

(7) Number of employees at your location.

(8) Chief executive officer/key manager.

(9) Line of business (industry).

(10) Company headquarters name and address (reporting relationship within your entity).

FAR Provision 52.212-2, Evaluation -- Commercial Items, applies to this acquisition. As prescribed in FAR 12.301(c), the following addendum is provided for this solicitation and hereby amends any language therein:

(a) Basis for Contract Award: The Government intends to award a contract resulting from this solicitation to the responsible vendor whose offer conforming to the solicitation will be most advantageous to the Government, considering the factors listed in this provision.

1. In accordance with FAR 13.106-2, the Government will utilize comparative evaluations, and give preliminary consideration to all offers received in response to this solicitation. The Government will identify from all evaluated quotes, readily discernible value indicators that fall within the parameters of price, and technical capability. Therefore, the Government reserves the right to select an awardee that provides benefit to the Government that exceeds the minimum outlined standards but is not obligated to do so. Additionally, the Government is not bound to select an awardee whose quote may exceed the minimum requirement, but whose additional value or benefit is not deemed substantial enough by the Government evaluation team.

2. The Government award decision is not limited to the quote that only meets the minimum described in the technical factor and provides the lowest price. However, if no quotes received in response to the solicitation exceed the minimum criteria outlined in this provision, as determined by the Government evaluation team; then the Government intends to award a contract to the lowest priced offer that meets the instructions outlined in 52.212-1, and the minimum requirements outlined in this provision. Whose price can be determined both "fair and reasonable" and "realistic" by the Contracting Officer.

3. The Government intends to make an award without conducting exchanges with vendors after the close of the solicitation. Therefore, vendors should provide their best available pricing and technical quotes to the Government in their initial quote. However, the Government reserves the right to enter into exchanges with all, some, or none of the offers at any time during the evaluation period if deemed in the best interests of the Government to do so.

b. Evaluation Factors: The following factors shall be used to evaluate quotes:

1. Price: At minimum; the vendor must provide pricing in accordance with the instructions outlined in 52.212-1. The vendor that provides the lowest price that can be determined both "fair and reasonable" and "realistic" by the Contracting Officer may be given additional consideration for awardee selection. However, the Government is under no obligation to do so.

During the evaluation process the Contracting Officer will determine a “Total Evaluated Price” (TEP) for each responsive quote. The TEP is determined by totaling the amount of all line items identified in the offerors’ quote.

For the purposes of this evaluation, a price deemed too high while conducting the evaluation of the quote in accordance with FAR 13.106-3 are not considered "fair and reasonable". For the purposes of this evaluation, a vendors quote that is not consistent with market pricing may reflect a lack of understanding of the contract requirement or displays an undue risk inherent in the vendors approach may not be considered "realistic" unless the vendor can provide documentation showing their ability provide or meet the requirement.

2. Technical Capability: at minimum; the vendor must provide the specifications of the system and/or equipment the vendor will provide in response to this solicitation, as well as how it meets the need described in the statement of work or list of minimum required characteristics as well as the delivery/installation timeframe. Substantial benefits to the Government, as determined by the Government evaluation team, specifically in relation to the technical capability factor may be given additional consideration for awardee selection. However, the Government is under no obligation to do so.

c. Options. Options are not applicable to this acquisition.

d. A written notice of award, mailed or otherwise furnished to the successful vendor within the time for acceptance outlined in 52.212-1 shall result in a binding contract without further action by either party. Before the quotes specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are exchanges after its receipt, unless a written notice of withdrawal is received before award.

Provision 52.212-3 Alternate I, Offeror Representations and Certifications – Commercial Items, or a cage code proving an active System for Award Management registration, shall be submitted with all offers.

Clause 52.212-4, Contract Terms and Conditions—Commercial Items, applies to this acquisition.

Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders— Commercial Items applies to this acquisition.

Questions must be submitted and received by the Points of Contact listed below no later than 12:00 GMT on Friday 9 August 2024. Questions received after this deadline will not be reviewed or considered.

Quotes must be received no later than 12:00 GMT on Friday 16 August 2024 by the 48th Contracting Squadron, via email to the following Points of Contact (POCs):

Primary: 2dLt Charles Kye Secondary: MSgt Jaime Compean Email: charles.kye@us.af.mil Email: jaime.compean@us.af.mil mailto:charles.kye@us.af.mil mailto:jaime.compean@us.af.mil

Statement of Work

(SOW)

100 CES Dorm Stoves at

Royal Air Force (RAF) Lakenheath 5 August 2024

1.0 Introduction

1.1 Mission: The primary mission of the 100 CES is to enhance the quality of life for base personnel living in the Dorms at RAF Mildenhall, United Kingdom. These efforts include creating inviting living spaces, offering up-to-date recreational facilities, and adapting services to accommodate different needs.

1.2 Background: The need to replace the current stoves arises from a directive in operational standards and guidelines, specifically outlined in AFI 32-6000. The stoves currently in place have exceeded operational functionality, necessitating replacement to reflect responsible resource management and maintain operational standards.

1.3 Scope: The 100 Civil Engineering Squadron (100 CES) have a requirement for one hundred-thirty-seven (137) Ceramic Stoves to be delivered and installed on RAF Mildenhall, United Kingdom. Additionally, the outdated stoves will need to be disconnected, removed, and transported to RAF Molesworth for disposal.

2.0 General Requirements

2.1 Business Relations: The Contractor shall successfully integrate and coordinate all activity needed to execute this requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall promptly identify issues to the Government and take timely corrective action. The Contractor shall seek to ensure mission partner satisfaction and professional and ethical behavior of all contractor personnel.

2.2 Contract Management & Administration

2.2.1 Contract Management: The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of resources assigned to the requirement. The Contractor must maintain continuity between the mission partner and the contractor’s corporate offices.

2.2.2 Contract Administration: The Contractor shall establish processes and assign appropriate resources to effectively administer the contract. The Contractor shall respond to the Governments requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and contractor personnel assigned to support the contract. The Contractor shall assign resources in order to maintain proper and accurate records related to this contract.

2.3 Subcontract Management: If applicable, the Contractor shall be responsible for any subcontractor and any subcontractor management necessary to integrated work executed under this contract.

2.4 Hours of Work: Work days are from Monday through Friday excluding US federal holidays and UK bank holidays.

Work hours are from 0800 to 1700 local UK time.

3.0 Product Specifications & Delivery Requirements

3.1 The contractor must provide all personnel, equipment, tools, materials, supervision, transportation, safety equipment, any other items, and services necessary.

3.2 The contractor will provide 137 stove units in accordance with the salient characteristics outlined in Appendix 1.

3.3 Delivery of Outdated Stoves to RAF Molesworth

For delivery of stoves to RAF Molesworth an appointment needs to be made with Joanne Adams FMS at RAF Feltwell 01638527009 at lease three weeks’ notice will need to be given, she will also deal with all paperwork needed. Items will need to be palletized and contractor will need to present items to the side/back of the truck for Molesworth personal to forklift items.

4.0 Special Requirements

4.1 Security & Safety

4.1.1 Operational Security (OPSEC): If any installation is required to take place in a Government facility, the Contractor shall be familiar with the organizational critical information and indicators list (CIIL) and OPSEC policy of any installation they require access to. The required CIIL can be provided by the Contracting Officer.

4.1.2 Safety: The Contractor and any of its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government/Contractor personnel that takes place on an installation. The Contractor shall notify the cognizant Contracting Officer within 24 hours of all mishaps or incidents. The Contracting Officer will in-turn notify the Safety Office. The Contractor shall cooperate in any resulting safety investigation.

4.2 Contractor Access to Installations: Access to DoD installations is limited to personnel with a valid installation access pass. Failure to submit required information to obtain required documentation will result in the exclusion of such employees from the installation until such documentation is obtained. Contractor employees may be subject to personal and vehicle searched when entering or leaving a DoD installation. If installation access is required, the Government will provide the Contractor with the required information and documents for installation access passes upon award. Subsequently, the Contractor shall provide a list of all employees along working under this contract, along with the required documentation upon receipt of contract award, and no later than 30 days prior to the projected need for any new installation access pass requirements. The Contractor is responsible for maintaining an adequate number of personnel with active installation access passes, and adhering to the timeframes stated in this section. The cognizant mission partner is responsible for the coordination of installation access passes. Upon termination of employment, termination or cancellation of the contract, or expiration of the contract the Contractor is responsible for collecting employee installation access passes and turning them in to the CO, or the cognizant mission partner in a timely fashion.

4.3 Shipping Instructions

4.3.1 For vendors located inside the United Kingdom.

4.3.1.1 Shipment shall be FOB Destination.

4.3.1.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either include the shipping in the costs of the items, or outline it in a separate line item).

4.3.1.3 The Government will provide the shipping address as part of the solicitation document. Additionally, the Government will provide the vendor with the point of contact at the physical destination delivery address.

4.3.2 For vendors located outside of the United Kingdom.

4.3.2.1 Option One: United States Postal Service.

4.3.2.1.1 Shipping shall be FOB Destination.

4.3.2.1.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either included the shipping in the costs of the items, or outline it in a separate line item).

4.3.2.1.3 Weight of individual shipments must not exceed 70lbs.

4.3.2.1.4 Dimensions of individual shipments must not exceed 119 inches in length, and/or 72 inches in width or height.

4.3.2.1.5 Hazardous material is not submitted.

4.3.2.1.6 The Government will provide the APO shipping address as part of the solicitation.

4.3.2.2 Option Two: Commercial small parcel carrier.

4.3.2.2.1 Shipping shall be FOB Destination.

4.3.2.2.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either included the shipping in the costs of the items, or outline it in a separate line item).

4.3.2.2.3 Weight of individual shipments must not exceed 300lbs.

4.3.2.2.4 Dimensions of individual shipments must not exceed 119 inches in length, and/or 72 inches in width or height.

4.3.2.2.5 The Contractor is responsible for arranging and performing all shipping actions from origin to final destination.

4.3.2.2.6 The Government will provide the shipping address as part of the solicitation document. Additionally, the Government will provide the vendor with the point of contact at the physical destination delivery address.

4.3.2.3 Option Three: Consolidated Shipping Point.

4.3.2.3.1 Shipping shall be FOB Destination.

4.3.2.3.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either included the shipping in the costs of the items, or outline it in a separate line item).

4.3.2.3.3 Weight of individual shipments must exceed 300lbs.

4.3.2.3.4 Dimensions of individual shipments must exceed 72 inches of any one dimensions (length, width, height).

4.3.2.3.5 Hazardous material may be shipped via this method.

4.3.2.3.6 The Contractor must complete a DD Form 1139 “XXX” to determine if the cargo can be shipped via MILAIR.

4.3.2.3.7 The Contractor shall ensure all cargo is marked “UNITED

STATES AIR FORCE” in order to ensure shipments clear customs.

4.3.2.3.8 48 FW logistics points of contact are provided for in 4.3.3.

4.3.3 Contact Information; 48th Logistical Readiness Squadron (48 LRS)

4.3.3.1 48 LRS/Inbound Customs; 48lrs.lgrddc.inboundcustoms@us.af.mil.

4.3.3.2 48 LRS/Inbound Cargo; 48lrs.inboundcargo@us.af.mil.

4.3.3.3 Commercial phone number; +44 01638 525620.

5.0 Appendix: Related Documents:

Appendix 1: 100 CES Dorm Stoves Salient Characteristics mailto:48lrs.lgrddc.inboundcustoms@us.af.mil mailto:48lrs.inboundcargo@us.af.mil

5.0 Appendix: Salient Characteristics – 100 CES Dorm Stoves

Requiring Activity: 100 Civil Engineering Squadron (100 CES) Project Title: Dorm Stoves Date: 24 July 2024

Mission: The primary mission of the 100 CES is to enhance the quality of life for base personnel living in the Dorms at RAF Mildenhall, United Kingdom. These efforts include creating inviting living spaces, offering up-to-date recreational facilities, and adapting services to accommodate different needs.

Background: The need to replace the current stoves arises from a directive in operational standards and guidelines, specifically outlined in AFI 32-6000. The stoves currently in place have exceeded operational functionality, necessitating replacement to reflect responsible resource management and maintain operational standards.

Scope: The 100 Civil Engineering Squadron (100 CES) have a requirement for one hundred-thirty-seven

(137) Ceramic Stoves to be delivered and installed on RAF Mildenhall, United Kingdom. Additionally, the outdated stoves will need to be disconnected, removed, and transported to RAF Molesworth for disposal.

Product Requirements:

• H90 X W60X D60cm

• Capacity 69 Litres

• British spec electric freestanding ceramic cooker

• Electric oven/integrated electric grill

• 4 zone electric ceramic hob

• 8 cooking functions

• Automatic cut offs; turns off any cooking zones that have been left on for too long.

• Color: White

• Energy efficiency class A.

Delivery & Installation Requirements:

• Dates to be coordinated through CDMO (Chief of Dorm Management Office) and Ms. Ann Dix of 100 CES upon award.

• The Contractor shall deliver 137 stoves to RAF Mildenhall as per the agreed schedule and install in the rooms.

• The Contractor must provide all qualified personnel, equipment, tools, materials, supervision, transportation, safety equipment, any other items, and services necessary to deliver 137 stoves to RAF Mildenhall.

• The Use of mechanical handling equipment may be permitted. Details of such equipment must be passed to the 48th Contracting Office, the Unaccompanied Housing Manager, and Ms. Ann Dix for approval prior to use.

• All Items shall be unpacked and fully installed according to the manufacturer guidelines.

• The Contractor shall inspect to ensure the new stoves are free of surface dirt and defects, the installation is complete, and the stoves are ready for use.

• The Contractor shall be liable for any damage caused to furnishings and/or US Government property during this contracted service.

Installation Contractors are required to always be escorted by base personnel while on the facility.

Removal & Disposal of Existing Stoves Requirements:

• The removal of 137 outdated stoves and all packaging is required as part of this project.

• Stoves installed or removed from rooms shall not be placed in a manner that obstructs fire lanes.

• Stoves removed by the Contractor will be loaded and packed by the Contractor, and placed in the truck by the Contractor, under the direction of a Government Representative.

• Coordination of all items for disposal to be made with the Furnishings Management Section

(FMS) prior to removal/disposal.