RFP-CSOSA-14-R-0002.pdf

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

20140664

CSOSA-14-R-0002 01-10-2104

Susan Papa-Provost (202) 220-5747 01-27-2014

1PM

CSOSA

Court Services and Offender Supervision Agency Office of Procurement 633 Indiana Avenue, NW, Suite 880 Washington, D.C. 20004

X

811310

$7 Million

N/A

X

Keith W. Spicer Court Services and Offender Supervision Agency 633 Indiana Avenue, NW, Suite 880 Washington, D.C. 20004

See block 9.

CSOSA

Court Services and Offender Supervision Office of Financial Management 633 Indiana Avenue, NW Room 850 Washington, DC, 20004-2902

X

See CONTINUATION Page

This is a Request for Proposal for Fire Safety Maintenance for the Court Services and Offender Supervision Agency

Interested Offerors must pay special attention to ADDENDUM to FAR 52-212-1- Instructions to Offerors and FAR 52.212-2 Evaluation of Commercial Items

See Section B-Price Cost Schedule

FOR SITE VISIT-See Instructions to Offerors

$0.00

See CONTINUATION Page

X X

X 1

E - 2 A - 2

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION BLOCK

B.1 Price/Cost Schedule Item Information

B.2 INTRODUCTORY TEXT

B.3 SUBMISSION OF QUOTES

B.4 BASIS FOR AWARD

B.5 CONTRACT ADMINISTRATION DATA

B.6 PERFORMANCE WORK STATEMENT (PWS)

SECTION C - CONTRACT CLAUSES

C.1 52.209-9 UPDATES OF PUBLICLY AVAILABLE INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)

C.2 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (SEP 2013)

C.3 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS—COMMERCIAL ITEMS (NOV 2013)

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.6 52.223-3 HAZARDOUS MATERIAL IDENTIFICATION AND MATERIAL SAFETY DATA (JAN 1997)

C.7 52.223-10 WASTE REDUCTION PROGRAM (MAY 2011)

C.8 52.246-4 INSPECTION OF SERVICES--FIXED-PRICE (AUG 1996)

C.9 52.249-8 DEFAULT (FIXED-PRICE SUPPLY AND SERVICE) (APR 1984)

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION:

D.2 APPENDIX

SECTION E - SOLICITATION PROVISIONS

ADDENDUM to FAR 52.212-1 Instructions to Offerors—Commercial Items

E.1 52.212-2 EVALUATION—COMMERCIAL ITEMS (JAN 1999)

E.2 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL ITEMS (NOV 2013)

E.3 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

CSOSA-14-R-0002 Section B

B - 1

SECTION B - CONTINUATION BLOCK

B.1 Price/Cost Schedule

Item Information

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Contract Period: Base POP Begin: 02-01-2014 POP End: 01-31-2015 Equipment Maintenance, Testing & Inspection The contractor shall provide all management, services and parts necessary to maintain inspect, repair and test fire suppression, fire alarm and fire extinguisher systems at CSOSA locations IAW NFPA and the PWS.

(Annual, quarterly and semi-annual services)

12.00 MO __________________ __________________

0002 Contract Period: Base POP Begin: 02-01-2014 POP End: 01-31-2015

24 SCHEDULED HOUR

SERVICE CALLS

24 hour coverage/services for repair service calls and emergency services.

1.00 M4 __________________ __________________

1001 Contract Period: Option 1 POP Begin: 02-01-2015 POP End: 01-31-2016 Equipment Maintenance, Testing & Inspection The contractor shall provide all management, services and parts necessary to maintain inspect, repair and test fire suppression, fire

B - 2 alarm and fire extinguisher systems at CSOSA locations IAW NFPA and the PWS.

1002 Contract Period: Option 1 POP Begin: 02-01-2015 POP End: 01-31-2016

24 SCHEDULED HOUR

SERVICE CALLS

24 hour coverage/services for repair service calls and emergency services.

1.00 M4 __________________ __________________

2001 Contract Period: Option 2 POP Begin: 02-01-2016 POP End: 01-31-2017 Equipment Maintenance, Testing & Inspection

12.00 MO __________________ __________________

2002 Contract Period: Option 2 POP Begin: 02-01-2016 POP End: 01-31-2017

24 SCHEDULED HOUR

SERVICE CALLS

24 hour coverage/services for repair service calls and emergency services.

1.00 M4 __________________ __________________

3001 Contract Period: Option 3 POP Begin: 02-01-2017 POP End: 01-31-2018 Equipment Maintenance, Testing & Inspection The contractor shall provide all management, services and parts necessary to maintain inspect, repair and test fire suppression, fire alarm and fire extinguisher systems at CSOSA locations IAW NFPA and the PWS.

(Annual, quarterly and semi-annual services)

12.00 MO __________________ __________________

3002 Contract Period: Option 3 POP Begin: 02-01-2017 POP End: 01-31-2018

24 SCHEDULED HOUR

SERVICE CALLS

1.00 M4 __________________ __________________

B - 3

24 hour coverage/services for repair service calls and emergency services.

4001 Contract Period: Option 4 POP Begin: 02-01-2018 POP End: 01-31-2019 Equipment Maintenance, Testing & Inspection The contractor shall provide all management, services and parts necessary to maintain inspect, repair and test fire suppression, fire alarm and fire extinguisher systems at CSOSA locations IAW NFPA and the PWS.

4002 Contract Period: Option 4 POP Begin: 02-01-2018 POP End: 01-31-2019

24 SCHEDULED HOUR

SERVICE CALLS

24 hour coverage/services for repair service calls and emergency services.

1.00 M4 __________________ __________________

GRAND TOTAL __________________

ADDENDUM TO FAR 52-212-1- INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUL 2013)

In accordance with FAR 12.302, Tailoring of Provisions and Clauses for Acquisition of Commercial Items, FAR 52.212-2 and FAR 52.212-2 is tailored, as shown below, to reflect the special terms and conditions unique for this solicitation.

B.2 INTRODUCTORY TEXT

The Government intends to award a single, Firm-Fixed Price (FFP), multiple year Contract for Fire Alarm and Life Safety Services to a successful Offeror. All services and supplies shall be conducted in accordance with the PWS. The submitted Offer must follow all format and content requirements of this section to be considered for award. The successful Offeror will be determined on the Lowest Price Technically Acceptable (LPTA) basis.

B - 4

It is the Offeror’s responsibility to ensure that all content is included in the offer and that the offer is received by the Government.

B.3 SUBMISSION OF QUOTES

The Offeror’s proposal shall be submitted electronically by the date and time indicated in the solicitation via email to Susan.Papa-Provost@csosa.gov. The Offeror’s proposal shall consist of three (3) sections. The sections are I -Technical, II - Past Performance, and III - Price.

2. Quote File. Offeror’s responses shall be submitted in accordance with the following instructions:

a. Format. The submission shall be clearly indexed and logically assembled. Each section shall be clearly identified. All pages of each volume shall be appropriately numbered. Proposal page limitations are applicable to this procurement. The Table below indicates the maximum page count (when applicable) for each section of the Offeror’s proposal. All files will be submitted as either a Microsoft Word (.doc/.docx), Microsoft Excel (.xls/.xlsx) file, or an Acrobat (.pdf) file.

Font size shall be clear, readable, and business-appropriate (Times New Roman, Calibri, Arial, etc.). Tables and illustrations may use a reduced font size, but must be readable under 100% zoom view.

b. Content Requirements. All information shall be confined to the appropriate section.

The Offeror shall confine submissions to essential matters, sufficient to define the proposal and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each proposal. The titles and page limits requirements for each file are shown in the Table below:

Section Number Factor

Section I Technical

Resumes

Section II Past Performance

Section III Price

Note: A Table of Contents, a glossary of abbreviations or acronyms, or a cover letter will not be included in the page count.

mailto:Susan.Papa-Provost@csosa.gov

B - 5

(i) Section I – TECHNICAL FACTOR. Offerors shall propose a detailed approach that addresses the work required by the PWS. Please read carefully the technical criteria below.

(ii) Section II – PAST PERFORMANCE FACTOR. Offerors shall submit a list of at least two (2) (but as many as 3) contracts (prime contracts or task/delivery orders) in performance at any point during the three [3] years prior to the proposal submission date or ongoing contracts, which are relevant to the efforts required by this solicitation. This volume shall be organized into the following subsections:

(1) Contract Descriptions. This section shall include the following information:

(a) Contractor place of performance.

(b) Government’s technical representative/COR, and current e-mail address and telephone numbers.

(c) Government contract administration activity and the Administrative Contracting Officer's name, current e-mail address, and telephone numbers.

(e) Awarded price/cost.

(f) Final or projected final price/cost.

(2) Past Performance. Offerors shall provide a specific narrative explanation of each contract listed in Section II describing the objectives achieved and detailing how the effort is relevant to the requirements of this solicitation. For any contract(s)/task order(s) that did not/do not meet original schedule or technical performance requirements, provide a brief explanation of the reason(s) for the shortcoming(s) and any corrective action(s) taken to avoid recurrence. The Offerors shall indicate if any of the contracts listed were terminated and the type and reasons for the termination.

(iii) Volume III – PRICE FACTOR. The Offeror shall propose a price for all functional areas within the schedule.

The Offeror shall also provide a total annual cost that combines all requirements, as well as an overall cost that includes all option years.

Please breakdown all cost factors and explain how the fixed price was arrived at for each line item. The Contracting Officer must be able to understand how the fixed hourly rate was arrived at, including fringe benefits and indirect costs, etc. Please list clearly the percent rate of indirect rates and benefits used. Work break down structure for all costs proposed must be provided.

B - 6

ADDENDUM TO 52.212-2-EVALUATION--COMMERCIAL ITEMS

B.4 BASIS FOR AWARD

1) The Government will make award to the lowest price technically acceptable (LPTA) offeror IAW FAR

15.101-2. The evaluation criteria consist of three (3) evaluation factors: Technical Acceptability (with sub-factors), Past Performance, and Price. To receive consideration for award, a rating of “Acceptable” must be achieved for the Technical Acceptability factor and a rating of “Acceptable for the Past Performance Factor. A rating of “Unacceptable” for any of the sub-factors under the Technical Acceptability Factor will be cause for an overall “Unacceptable” rating of the Technical Acceptability factor. For each proposal found to be eligible for award, Price will become the determining factor for making the award.

2) The Government intends to award one contract based on initial offers without discussions. However, if discussions are held in accordance with FAR 15.306(d), written discussions with each Offeror may be held with each Offeror in the competitive range and in accordance with FAR 15.307(b).

FACTORS AND SUB-FACTORS TO BE EVALUATED

The Government will award a contract resulting from this solicitation to the responsible offeror who is technically acceptable and offers the lowest price. The offeror shall also receive an “Acceptable” rating on past performance in order to be considered for award. The following factors shall be used to evaluate offers:

Factor 1 – Technical Acceptability

a. Sub-Factor 1 –Personnel

b. Sub-Factor 3 – Quality Control Plan

Factor 2 - Past Performance

Factor 3 - Price

EVALUATION CRITERIA

Factor 1 – Technical Acceptability

Offeror’s shall submit a proposal that demonstrates their business’s ability to meet the Technical Acceptability sub-factors listed below. The Government will evaluate the technical proposals on an “Acceptable (Pass)”/”Unacceptable (Fail)” basis to ensure the offeror’s ability to meet the requirements of the PWS and the solicitation. To be determined technically acceptable, offerors must receive an “Acceptable” rating on all the following sub-factors for which the sub-factor is required:

B - 7

Sub-Factor 1-Personnel: Contractor personnel must have a minimum of 3 years’ experience and appropriate manufactures training to repair and certifications from the National Fire Prevention Association that allows their technician (s) to certify life safety systems (Fire Alarm, Fire Suppression and Fire Extinguishing equipment).

A. It is desired that the offeror demonstrate that its personnel has 3 years’ experience providing maintenance of similar or equivalent suppressions and fire extinguisher systems.

B. It is desired the offeror possess the certifications and training in accordance with the requirements listed in and by The National Fire Prevention Association code.

Sub-Factor 2- Quality Control Plan. To be acceptable, offeror’s proposal shall include a Quality Control Plan (QCP) that addresses the business’s plan to provide, maintain and monitor quality services to the Government in the anticipated contract. The offeror’s Quality Control Plan shall:

A. Cover all services described in the PWS.

B. Include an overview of the offeror’s contract management and administration plan.

C. Include an inspection program covering all services in the PWS.

D. Include methods of identifying and curing deficiencies before performance becomes unacceptable.

E. Detail anticipated methods of communicating with the Government regarding performance of the contract.

Factor 2 - Past Performance a.The Past Performance rating will be based on an “Acceptable” / “Unacceptable” basis. The following definitions will be used in evaluating the degree the offeror will satisfactorily provide the required services based on past and current performance records. An acceptable or Unacceptable rating will be determined as follows:

“Acceptable” - Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will be able to successfully perform the required effort, or the offeror’s performance record is unknown. (See note below).

“Unacceptable”- Based on the offeror’s performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort.

Note: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305

B - 8

(a)(2)(iv)). Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.”

b. Past Performance Information: The information presented in the Past Performance Questionnaire (Appendix II) and information obtained from other available sources other than those identified by the Offeror (such as past performance information obtained from Federal, State and local Government agencies, better business bureaus, published media, and electronic data bases available to the Government) will be the basis for evaluation of this factor.

c. Past Performance Evaluation: The Government will consider the offeror’s previous and current record of contractual performance. The Government assessment will focus on recent contracts that are relevant to the effort required by this solicitation. Recent is defined for this action to be contracts that were awarded and performed within the last five (5) calendar years, from the date of RFP issuance back. Relevant to this effort is defined in the following table:

RELEVANCY CRITERIA TABLE

RATING DESCRIPTION

Relevant (R)

�Similar in scope means that the work must have been equivalent to inspecting, testing, and maintenance of Fire Suppression, Fire Alarm and Fire Extinguisher systems.

�Similar magnitude is equivalent to a full time person with one year.

Not Relevant (NR) Present/past performance was not within scope and/or did not involve any of the magnitude of effort that this solicitation requires.

d. The Government may reject a proposal if it is found that any information that has a negative impact on the offeror’s past performance record has been deleted, misrepresented, or withheld.

e. It is at the Government’s discretion to determine whether past performance information furnished is or is not considered similar to the size and scope of the present requirement. Should the offeror have no past performance information the Government will assign the neutral rating of “Unknown Confidence” to the offeror, which will be deemed as an “Acceptable” If the offeror has relevant past performance information, but for whatever reason neglects to submit it, the offeror has submitted an incomplete and therefore unacceptable proposal.

B - 9

f. Offeror’s are cautioned that, in conducting the past performance assessment, the Government may use data provided in the offeror's proposal and data obtained from other sources. Since the Government may not necessarily interview all of the sources provided by the offerors, it is incumbent upon the offerors to explain the relevance of the data provided. Offerors are reminded that while the Government may elect to consider data obtained from other sources, the burden of proving an “acceptable” past performance rests with the offerors.

g. Offeror’s may provide information on problems encountered on the contracts identified in their past performance submissions and the offeror’s corrective actions (FAR 15.305)

Factor 3 - Price

a. The Price Proposal shall be clearly marked “PRICE PROPOSAL, RFP NO. CSOSA-14-R-0002. It shall consist of Section B of the solicitation and state the prices of each CLIN as described therein.

b. Lowest Price Technically Acceptable (LPTA): After determination of technical acceptability and past performance rating of acceptable, award will be based on the lowest price, technically acceptable proposal: The lowest price shall be the total of all CLINs’ prices schedules for the base year, plus all option years.

c. Options: Offerors shall submit unit pricing for each CLIN in Section B for the base and option years.

d. Each offeror’s proposed price will be evaluated to determine whether it is fair and reasonable in accordance with FAR 15.404.

Offeror’s shall submit a proposal that demonstrates their business’s ability to meet the Technical Acceptability sub-factors listed below. The Government will evaluate the technical proposals on an “Acceptable (Pass)”/”Unacceptable (Fail)” basis to ensure the offeror’s ability to meet the requirements of the PWS and the solicitation. To be determined technically acceptable, offerors must receive an “Acceptable” rating on all the following sub-factors for which the sub-factor is required:

B - 10

B.5 CONTRACT ADMINISTRATION DATA

Contracting Officer

The following Contracting Officer shall represent the Government for the purpose of this contract:

Contracting Officer:

Susan Papa Provost

Court Services and Offender Supervision Agency (CSOSA)

Office of Procurement

633 Indiana Ave, NW, Suite 880

Washington, DC 20004

Susan.Papa-Provost@csosa.gov

The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to:

· Direct or negotiate any changes in the Statement of Work;

· Modify or extend the period of performance;

· Change the delivery schedule;

· Authorize reimbursement to the Contractor any costs incurred during the performance of this contract; or

· Otherwise change any terms and conditions of this contract.

Undertakings and/or agreements relative to this contract must be taken up in writing with the Contracting Officer, and matters handled otherwise will not be recognized as binding upon the government. The contractor shall accept no instructions which deviate from the contract if issued by any person other than the Contracting Officer.

B - 11

Contracting Office Representative (COR)

The following Contracting Officer Representative will technically represent the Government for the purpose of this contract:

Contracting Officer Representative:

The COR: TBD

· Monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements;

· Interpreting the performance work statement and any other technical performance requirements;

· Performing technical evaluation as required;

· Performing technical inspections and acceptances required by this contract; and

· Assisting in the resolution of technical problems encountered during performance.

The Building Manager will technically represent the Government for the purpose of this contract:

The Building Manager has the similar authority as the Contracting Officer Representative, and may exercise that authority at the discretion of the Government, to the extent described above. All references to the Project throughout this contract shall be construed as applying equally to the Alternate.

The Contracting Officer Representative cannot authorize or direct any work or actions outside the express terms and conditions of the contract. For guidance from the Contracting Officer Representative to be valid, it must:

(a) be consistent with the description of work set forth in this contract;

(b) not constitute new assignment of work or changes to the expressed terms, conditions, or specifications incorporated into this contract;

(c) not constitute a basis for an extension to the period of performance or contract delivery schedule; and

B - 12

(d) not constitute a basis for any increase or decrease in the ceiling price of this contract or any extension or other change to the contract delivery schedule or performance periods.

Upon award of this contract, the contract will be administered by the following Contracting Officer:

Name: Susan Papa Provost

Court Services and Offender Supervision Agency (CSOSA)

Office of Procurement

633 Indiana Ave, NW, Suite 880

Washington, DC 20004

8. Responsible Contractor Personnel

The Contractor shall, within 15 calendar days after award, furnish to the Contracting Officer Representative the names and telephone numbers of all responsible personnel to be notified when items/services specified in this contract are required or problems arise. This list shall be kept current so that it is always possible to reach someone on the list at the appropriate number during regular working hours (8:00 am. to 4:30 p.m. daily, exclusive of Government holidays).

For emergency situations, the Contractor shall provide the Contracting Officer and Contracting Officer Representative with names and telephone numbers of designated contacts who can be reached during other than regular working hours, within fifteen (15) calendar days after award.

B.6 PERFORMANCE WORK STATEMENT (PWS)

INSPECTION, TESTING, AND MAINTENANCE OF INSTALLED FIRE EXTINGUISHING AND AUTOMATIC FIRE

ALARM SYSTEM AND SUPRESSION SYSTEMS

B - 13

COURT SERVICES AND OFFENDER SUPERVISION AGENCY (CSOSA)

0.1 SCOPE

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to inspect, test, and maintain automatic fire suppression, fire alarm and Fire Extinguisher systems in a manner that will ensure their serviceability, operation and compliance with National Fire Prevention Association NFPA10, 72 and 101.

The Contractor shall provide annual, quarterly and semi-annual service, initial inspection, maintenance, and testing of fire suppression, fire alarm and Fire Extinguisher systems in accordance with latest edition of NFPA Codes.

Inspections, testing frequency and reporting will be performed in accordance with the schedule listed in NFPA 10, 72, 101 or current edition.

Concurrently with the above-referenced inspections and reporting, the contractor will also complete and/or update the required GSA 12000 Form Fire Protection and Life Safety Evaluation for an Office Building for the following properties/sites: 25 K Street, 3850 S Cap, 910 RI, 4415 S Cap, 1418 Good Hope, 633 Indiana (7th Floor Data Center). This form or the most current version can be downloaded from the GSA website at:

http://www.gsa.gov/portal/forms/download/116734. See Appendix I

Period of Performance:

Base Year: February 1, 2014 through January 31, 2015

Option Year 1: February 1, 2015 through January 31, 2016

Option Year 2: February 1, 2016 through January 31, 2017

Option Year 3: February 1, 2017 through January 31, 2018

Option Year 4: February 1, 2018 through January 31, 2019 http://www.gsa.gov/portal/forms/download/116734

B - 14

The following approximate numbers of installed systems can be used for determining possible workload.

SUMMARY OF SYSTEMS

Site Equipment type Suppression Total Extinguishers

25 K Street Antronix Yes LL Only 21

3850 S Cap Simplex Model 4020 Yes 13

910 RI Fire Warden 100 Yes 4

4415 S Cap Firelite MS9200UD No 6

1418 Good Hope Firelite Miniscan4024 No 6

633 Indiana

(7th Floor Data Center)

Notifier Pre-Action 5

1230 Taylor (Extinguishers only)

NA NA 17

SYSTEM LISTING AND CERTIFICATION- See Appendix II

SITE VISIT: The Government will hold a site visit for interesting offers on the following time and place:

Date & Time: January 21, 2014, 1PM

Place: 633 Indiana Avenue, NW, Suite 880, Washington, DC 20004-2902 POC: Susan Papa Provost 202 220 5747

B - 15

0.2 GOVERNMENT HOLIDAYS ARE AS FOLLOWS:

New Year's Day Labor Day

Martin Luther King's Birthday Columbus Day

Presidents Day Veterans Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

HOURS OF OPERATION. Normal operation hours are 8:00AM – 4:30PM, functional test of systems will be conducted during normal duty hours, TECHNICAL REQUIREMENTS

The National Fire Prevention Association (NFPA) NFPA 72: specifies the management of inspections, frequency or tests, and system impairments. The code also specifies the certification and training requirements of a (n) certified Fire Alarm repair technicians. The training also addresses personnel responsibilities and qualifications.

The selected vendor shall be certified in accordance with NFPA 72 current standards to maintain, inspect and certify Fire Alarm Systems. To obtain the code, please visit http://www.nfpa.org/

1.1 MAINTENANCE, INSPECTION, REPAIR, TESTING AND SERVICE CALL REPAIR

WORK

1.1.1 INSPECTION & REPAIR: The contractor shall annually inspect automatic fire alarm systems in accordance with (IAW) applicable, National Fire Protection Agency (NFPA) Standards, and manufacturer’s instructions. Any discrepancies or impairments to automatic fire alarm system discovered during a scheduled inspection shall be corrected within three calendar days thereafter. If a discrepancy or impairment is found during an inspection that requires more than three days to correct, the Contractor shall provide to the Building Management (BM) and Contracting Officer Representative (COR), in writing, recommendations and solutions, along with a project completion date, to correct the problem. The contractor shall date and document results of each inspection and make reports available to the Government by forwarding the original copy of the inspection report to the COR.

1.1.2 TESTING: The Contractor shall perform annual functional and operational testing on automatic fire alarm systems, IAW applicable NFPA Standards, and manufacturer’s instructions. When conducting a test, the contractor shall advise the installation's fire department a test is being conducted and that an emergency response is not desired.

For systems inaccessible for security reasons or where there is a conflict of operations, the contractor shall notify the COR or designated representative to make arrangements for access. Testing results shall be documented to include the operational condition of the system tested. Incorporate testing results with Inspection report, unless circumstances prevent testing to be conducted during inspection.

http://www.nfpa.org/

B - 16

1.1.2.1 When conducting any fire alarm tests, the contractor shall coordinate with the building manager and COR of the building being tested. All work shall be coordinated with the Fire Department.

1.1.2.2 The Contractor shall perform recurring preventive maintenance on automatic fire alarm systems and IAW applicable NFPA Standards and manufacturer’s instructions. Preventive maintenance will be conducted at least annually in conjunction with paragraph 1.1.2

1.1.2.3 The Contractor shall notify the Fire Department, appropriate building manager, COR and occupants prior to and following completion of performing preventive maintenance on installed fire extinguishers, and automatic fire alarm systems. Document preventive maintenance conducted. Incorporate results with inspection report, unless circumstances prevent preventive maintenance from being conducted during inspection.

1.1.3.1 During routine inspections, maintenance, and testing; all repair work conducted will be considered maintenance unless the COR is informed and agrees otherwise. When the COR agrees that the maintenance concern should be addressed as service call repair work the contractor will respond IAW para 1.2.

1.2 24 SCHEDULED HOUR SERVICE CALLS: Contractor shall provide 24 hour coverage/services for service calls and emergency services. Service calls may consist of any work requests other than repairs, installations, testing, and maintenance. Required routine services/repairs during testing, inspection and maintenance shall not result in a service call. Such calls may consist of removal and/or replacement of alarm devices, requests to deactivate/activate alarm loops, and special emergency requests. All service call requests shall be documented by the contractor and approved by the COR and CO prior to commencing any work. Contractor need to provide the name, location, and telephone number of the office where service calls are to be placed.

1.2.1 After the completion of work for any service call, the Contractor is mandated to provide a detailed and legible copy of the service report. The service report shall include the following information on the fire extinguishers:

(a) Company Name

(b) Service Technician Name

(c) Contact Telephone Number

(d) Date

(e) Building Number

(f) Equipment Number

(g) Location of Equipment

(h) Type of Equipment

(i) Model of Equipment

(j) Size of Equipment

(l) Serial Number of Equipment

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(m) Parts replaced on Equipment

(n) Invoice

(o) Any Recommendations or Relevant Comments

1.3 MISUSE OR ABUSE: Service calls required due to misuse, abuse, or determined to be through the fault or negligence of the Contractor, shall not be the responsibility of the Government.

1.4 REPORTING: During normal duty hours which are 8:00 am to 4:30 pm, the contractor shall respond in person to all service call requests within 30 minutes. After duty hours, the contractor will respond in person within one hour from request. The Contractor's technician shall notify the COR when he/she arrives on station, prior to commencing work for any repairs or service that shall be performed during the normal working hours of 8:00 a.m. through 4:30 p.m.

1.5 EMERGENCY SERVICES: If an emergency situation should arise, the contractor shall respond as directed not later than 30 minutes of notification during normal work hours and not later than 1 hour after normal work hours, including holidays and weekends. An emergency situation differs from an urgent situation in that it requires immediate action to prevent loss of life, serious injury to personnel, loss or damage to government property.

Emergency services shall be performed and completed within two (2) hours after Contractor has reported for duty.

1.6 URGENT SERVICES: If an urgent situation should arise after normal duty hours that would result in an inconvenience to occupants (e.g., inoperative panel, trouble alarm sounding from a fire alarm panel), the contractor shall report as directed not later than 1 hour following notification. Urgent services shall be completed within 24 hours of notification. If the contractor is unable to complete services within required time period, the COR or designated representative shall be immediately notified and additional arrangements made to accomplish the required service.

1.7 PARTS/WARRANTY: Service parts, gauges, handles, hoses, etc. are included at no extra charge in this contract. All parts replaced shall be new, and must meet original equipment manufacturers (OEM) specifications. A minimum twelve (12) month warranty shall be included for exchange replacement parts and labor from time of installation.

1.8 FIRE EXTINGUISHER MAINTENANCE: The contractor shall be responsible for providing maintenance and inspection of all fire extinguishers of all types located on CSOSA Agencies. If not easily transportable or for a fixed unit, the contractor will provide onsite maintenance and inspection at no additional cost to the Government.

The fire department will provide all extinguishing agents and expellants required. Maintenance will be conducted IAW NFPA 10, Standard for Portable Fire Extinguishers.

1.9 DOCUMENTATION: All fire extinguishers covered under this contract must be inspected and maintained.

The contractor will develop a database consisting of at least but not limited to the following categories—serial number, class (type of extinguisher), type of service (i.e., annual, 6/12 year service or recharging), inspection date, inspection due date, and service location. Updates to the database will be conducted at least monthly.

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1.10 CORRECTIVE MAINTENANCE: Corrective Maintenance returns a fire extinguisher to full operating capacity and will be performed at no additional cost to the Government.

1.11 FIRE EXTINGUISHER RECHARGE: Fire extinguishers shall be recharged IAW applicable industries standards or NFPA 10, Standard for Portable Fire Extinguishers, whichever is more stringent.

1.12 SIX YEAR MAINTENANCE: The contractor shall perform overhaul maintenance IAW the manufacturer’s requirements for each type of extinguisher. Each six year maintenance cycle shall be recorded on a record tag consisting of a metal decal, which shall be affixed on the exterior of the extinguisher shell. Each fire extinguisher shall have a tag securely attached that indicates the day, month, and year the maintenance was performed, identifies the person performing the work, and identifies the name of the agency performing the work.

1.13 TWELVE YEAR HYDROSTATIC TESTING: The contractor shall hydrostatically test extinguishers as specified in the manufacturer’s recommendations. The contractor shall attach a sticker/plate identifying pertinent information on all extinguishers that pass the test. Extinguishers that fail the hydrostatic test shall be identified and returned to the Government.

1.14 MONTHLY REPORT. The contractor shall provide a monthly report to the Contracting Officer and Contracting Officer Representative on the 15th day of each month. The report shall include at a minimum documentation of maintenance, inspections & repairs, test, service call repairs, fire extinguisher maintenance, calls made to the Fire Chief and etc.

1.15 SAFETY STANDARDS: Contractor shall be liable for transporting fire extinguishers in a safe and responsible manner. Contractor shall be liable for fire extinguishers damaged during transport. Contractor shall be liable for replacing extinguisher parts damaged due to contractor’s negligence when transporting fire extinguishers.

In the performance of this contract, the Contractor shall take such safety precautions as the CO of his designee may determine to be reasonably necessary to protect the lives and the health of the occupants of any building.

The CO, or his designee, shall notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. After receipt of such notice, the Contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the CO may issue a stop-work order for all or any part of the work and hold the Contractor in default as provided elsewhere in this contract.

1.15 MATERIAL AND MATERIAL SAFETY DATA SHEETS (MSDS): The Contractor is responsible for having material data safety sheets (MSDS) available on-site for all chemicals. The contractor shall collect, handle, transport, and remove any waste (solid, recyclable, universal, and hazardous) waste as needed and upon completion of the service contract. The contractor shall maintain the work area clean and in a safe manner throughout the duration of this contract. The Contractor shall report all recyclable waste to the COR or upon completion of the contract. All waste generated shall be disposed of per applicable federal, state, and local regulations

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2. PERFORMANCE STANDARDS

Performance Objective

PWS Paragraph Performance Threshold Monitoring method

Maintenance, Inspection & Repairs, Tests, Service Call Repair Work and Fire Extinguisher Maintenance.

Paragraphs 1.1 thru

1.8 & paragraphs 1.10 thru 1.15

Performs inspections & repairs, tests, maintenance, service call repairs and fire extinguisher maintenance IAW NFPA standards 100% of time.

Random sampling of request for services (i.e, inspection log, competed repair work and customer interview)

Emergency Services

Paragraph 1.5

Responds within 30 minutes or less following notification and completes services within 2 hours or less 95% of the time.

Random Customer feedback

Urgent Services

Paragraph 1.6

Responds within 2 hours or less following notification and completes services within 24 hours or less within 90% of the time.

Response Time

Paragraph 1.4

Responds within 30 minutes during normal duty hours and 1 hour after normal duty hours 90% of time.

Documentation

Paragraphs 1.9

Completes and makes available

Required documentation within 5 days of required completion date as stated in PWS 90% of the time and within 10 days 100% of the time.

Review documentation via independent verification and validation to ensure completion IAW PWS.

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Twelve Year Hydrostatic Testing

Paragraph 1.2 Sticker/plate identifying pertinent information on all extinguishers 100% of time

Random Inspection

3. SERVICE DELIVERY SUMMARY

Performance Objective

Performance Threshold Report Rejection

Life Safety Reporting

Life Safety Reporting is required by the NFPA and shall be included in the monthly report.

1 copy to Contracting Officer

(CO)

1 copy to Contracting Office Representative

(COR)

Contractor has 5 business day of receipt of rejection to make corrections.

Government has 5 businesses to review and approve correction. If written notification have not been received from the Government within 5 business days, the report is acceptable.

Monthly Reports Reports shall be submitted to the COR and CO on the 15th day of each month.

1 copy to Contracting Office Representative (COR) and 1 copy to the Contracting Officer (CO)

Contractor has 5 business day of receipt of rejection to make corrections.

Government has 5 businesses to review and approve correction. If written notification have not been received from the Government within 5 business days, the report is acceptable.

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All New Office Building Lease

GSA 12000 Form Fire Protection and Life Safety Evaluation for an new Office Building lease

1 copy to Contracting Office Representative (COR) and 1 copy to the Contracting Officer (CO)

Contractor has 5 business day of receipt of rejection to make corrections.

Government has 5 businesses to review and approve correction. If written notification have not been received from the Government within 5 business days, the report is acceptable.

As required Service Call Report is required for each service call

1 copy to Contracting Office Representative (COR) and 1 copy to the Contracting Officer (CO)

Contractor has 5 business day of receipt of rejection to make corrections.

Government has 5 businesses to review and approve correction. If written notification have not been received from the Government within 5 business days, the report is acceptable.

4. Inspections will be performance by the following:

Contracting Officer Representative (COR) and Building Manger

5. Agency Requirements:

2852.232-71 Invoice Instructions (JAN 2014)

A. Requirements and Procedures

The Prompt Payment Act requires that all agencies make payment to their contractors on time, pay interest when payments are late, and take advantage of discounts when offered and when payment is made prior to the discount date.

http://www.gsa.gov/portal/forms/download/116734 http://www.gsa.gov/portal/forms/download/116734

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In accordance with FAR 32.904, payments will not be made to contractors earlier than seven days prior to the due date or later than 30 days after the receipt of a proper invoice or acceptance of the items or services for which the invoice has been submitted, whichever is later. If payment is not made within the 30 day limit, the contractor is entitled to compensation in the form of an interest payment.

B. Payment Procedure for all Invoice

1. Submission of Invoices

Invoices for goods received or services rendered under this contract shall be submitted on a timely basis upon the completion of all services or the delivery of all items required by the contract or order. For contracts or orders requiring services or the delivery of items over several months, the contractor shall invoice on a monthly basis. Contractors performing recurring services should not invoice with a frequency greater than monthly unless provided explicit permission to do so.

All invoices should be sent electronically (Preferred Method) directly from the vendor to Office of Financial Management (FMO) while simultaneously coping the Contracting Officer (CO) and Contracting Officer Representative (COR) at:

Invoices.mailbox@csosa.gov, Simultaneously copy the COR (TBD)

Simultaneously copy the Contract Officer (Susan.Papa-Provost@csosa.gov)

Although not preferred, the contractor may mail invoices and any required backup documents. In cases that prohibit an electronic submission, the vendor shall:

Mail the invoice to:

Court Services and Offender Supervision Agency

Office of Financial Management

633 Indiana Avenue, NW

Room 850

Washington, DC, 20004-2902 mailto:Invoices.mailbox@csosa.gov

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Invoices sent by vendors to locations other than the email above are not considered officially received by the Agency until actually received and date stamped by OFM.

The following information must be included on the invoice:

Contractor Tax Identification Number.

· Contractor Mailing Address.

· Contractor Phone Number.

· Date of Invoice.

· Contractor Invoice Number (unique).

· CSOSA Contract / Order Number.

· CSOSA Contract Line Item Number (CLIN) or item number.

· Description, price, and quantity of work or services delivered in accordance with the Contract or Purchase Order.

· Detailed list of date(s) and hour(s) of services performed or merchandise provided to CSOSA.

The contractor must submit an invoice for every CSOSA contract / Order Number. The invoice must identify the specific Contract Line Item Number (CLIN) or item number for which the contractor is seeking payment under the contract or order. If the invoice covers multiple CLIN or item numbers, the invoice must identify specific amounts and activity applicable to each.

2. Invoicing for Cost Reimbursement and Labor-Hour/Time-and Material Contacts

If the contract is Labor-Hour or Time-and-Material, the contractor shall ensure that each invoice is substantiated in accordance with FAR Clause 52.232-7-Payments under Time-and-Materials and Labor-Hour Contract (FEB 2007). If the contract is cost-reimbursable, the contractor shall submit all cost data verify reasonableness allocability and allowability in accordance with FAR Part 31.

3. Specific Documentation

Each month the contractor must submit a report on the status of each contract employee that

B - 24 was cleared by CSOSA Security. This report must be submitted to the Contracting Officer at the same time as the monthly invoice and include the names of all contract employees working under this agreement. It must also include:

1. Contract Employee Name.

2. Start Date.

3. Status: Active, Back Up or Terminated from this contract with date terminated.

4. Acceptance and Receipt Approval

CSOSA is bound by the Prompt Payment Act (5 CFR Part 1315) to reimburse vendors on the 30th calendar day after a proper and valid invoice is officially received by the Agency. Invoices submitted without required information are not considered proper. If the invoice is disputed / rejected by CSOSA, the COR appointed to the contract or order will notify the contractor in writing of the dispute within seven (7) days of the CSOSA invoice official receipt date (the date stamped on the invoice by OFM). The COR’s dispute / rejection notification will identify the specific invoice items and amounts being disputed, reason the items or amounts are disputed, a reference to the specific terms of the contract which supports the government’s dispute, copying the Contracting Officer and a request for an immediate explanation and / or corrected invoice. During the period of dispute, the Contractor is not entitled to any payment or interest. Payments will not be made to the Contractor until actual acceptance by the Government occurs.

Contractor inquiries concerning an invoice payment may be made to the COR at any time or to OFM thirty (30) calendar days after a proper invoice has been submitted. The contractor may make payment inquires to the OFM email address identified above in paragraph “B1” or by calling the OFM Deputy Financial Manager at 202-220-5705.

5. Invoicing Changes

This Contract is subjected to Payment by Electric Funds Transfer (EFT) under the System for Award Management (SAM). It is the responsibility of applicable contractors to register in the SAM government-wide vendor registration database (www.sam.gov) prior to doing business with CSOSA. In accordance with FAR 52.232-33, contractors must establish and update accurate payment remittance (banking) information in SAM.

Failure of the contractor to update SAM, and inform OFM, of changes in payment remittance (banking) information may lead to erroneous or delayed payments http://www.sam.gov/

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2852.204-70 Personnel Security (DEC 2103)

The Contractor agrees to adhere to all regulations prescribed by the Government in regards to the safety and security of staff and offenders/defendants. All contractor personnel (employees and sub-contractors) utilized under this contract shall submit to a CSOSA background check and if necessary, a background investigation prior to performing. The intent and purpose of the background check/ investigation is to preclude the assignment of any individual who poses a threat to the Government or successful work completion due to past unlawful or inappropriate behavior. Contractor personnel must be U.S. citizens, or be lawfully permitted to reside in the United States and possess a valid work permit.

The Contractor shall ensure that an individual does not begin work under this contract until the background checks are conducted and approved by the CSOSA Office of Security.

CSOSA Background Checks

Once the contract has been awarded, the…