Attachment_3_-_52.212-1_Addendum_-_Instruction_to_Offerors.pdf

DJM-17-A32-R-0006

SCREENING EQUIPMENT – COMMERCIAL X-RAY MACHINES

ADDENDUM TO 52.212-1

Addendum to 52.212-1 (c), Period for Acceptance of Offers. The paragraph is tailored as follows:

“The offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for the receipt of offers.”

1.0 GENERAL

1.1 The Government intends to award a Firm Fixed Price (FFP) Indefinite Delivery – Indefinite Quantity

(IDIQ) contract for Commercial X-Ray Machines. The contract will be for a base period of 12 months, with four (4), 12 month option periods. The Offeror shall submit a proposal that meets all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements.

1.2 Each Offeror’s submission will be screened by the Government upon receipt to ensure completeness and compliance with the instructions contained in this solicitation.

2.0 MULTIPLE PROPOSALS

2.1 The United States Marshals Service does not encourage Offerors to submit multiple proposals presenting alternative terms and conditions for satisfying the requirements of this solicitation.

3.0 GUIDANCE

3.1 Proposals must be prepared in accordance with these instructions. Failure to do so may result in the

Offeror’s submission being determined to be non-compliant and ineligible for award.

Data previously submitted, or presumed to be known (e.g., descriptions of previous projects performed for the Government) cannot be considered as part of the proposal unless physically incorporated in the proposal. Clarity, completeness, and conciseness are essential.

If a proposal volume exceeds the page limitations set herein, all pages in excess of the limitation for each volume will not be considered in order that all proposals are treated equally.

4.0 CONFIDENTIAL INFORMATION

4.1 The Freedom of Information Act (FOIA) and its amendments have resulted in an increasing number of requests from outside the Government for copies of contract qualifications and proposals/proposals submitted to federal agencies. If an Offeror’s submissions contain information that he/she believes should be withheld from such requestors under FOIA on the grounds that they contain “trade secrets and commercial or financial information”, the Offeror should mark its submissions in the following manner:

4.2 The following notice should be placed on the title page: “Some parts of this document, as identified on individual pages, are considered by the submitter to be privileged or confidential trade secrets or commercial or financial information not subject to mandatory disclosure under the Freedom of

Information Act. Material considered privileged or confidential on such grounds is contained on page(s)_______.”

4.3 Each individual item considered privileged or confidential under FOIA should be marked with the following notice: “The data or information is considered confidential or privileged, and is not subject to mandatory disclosure under the Freedom of Information Act.”

5.0 INSTRUCTIONS FOR SUBMISSION OF PROPOSALS AND QUESTIONS

5.1 Proposals

Electronic proposals are not authorized for this solicitation and will not be considered for evaluation.

Proposals are due to the United States Marshals Service, Judicial Services Division, Office of Security

Contracts no later than 7/03/2017 at 12:00:00 pm EST. In order to maximize efficiency and minimize the effort involved in the proposal evaluation process, all Offerors must comply with the following instructions for proposals format and content. Proposals that do not comply with these instructions may be considered non-responsive and may render the Offeror ineligible for award. For each proposal submission, provide one (1) hardcopy original and four (4) hardcopies of Volume I Technical Proposal, one (1) hardcopy of Volume II Past Performance, and one (1) hardcopy of Volume III Business Proposal.

Additionally, provide one (2) CD-ROM containing all volumes.

The following address shall be used for all delivery methods of proposals:

Attn: DJM-17-A32-R-0006

Headquarters United States Marshals Service (USMS)

Office of Security Contracts

CG-3, 14th Floor

3601 Pennsy Drive

Landover, MD 20785

Attn: Stephen Seaberry, Contracting Officer

Delivery methods shall include: United States Postal Service or commercial companies such as UPS, FedEx, DHL, etc.

5.2 Questions and Request for Unredacted Solicitation Documents.

5.2.1 Questions. All questions and clarifications pertaining to the solicitation are due on or before

6/22/2017 at 12:00:00 pm EST . All request must be received in writing via e-mail to osc.procurements@doj.gov. The subject line of the email shall read “DJM-17-A32-R-0006 Questions”.

Offerors may expect responses to questions to be provided by the Government via an amendment to the mailto:osc.procurements@doj.gov solicitation. Offerors shall provide questions on a Microsoft Excel Spreadsheet. The Questions spreadsheet shall include columns referencing the Section and Subsection of the solicitation. ( See sample below).

Section Subsection Question Offeror

SOW Part II: A.2.1 Your Question Your Company Name

52.212-1 Addendum 6.3 Your Question Your Company Name

5.2.2 Request for Unredacted Solicitation Documents. For security purposes, Attachment 1 – X-Ray

Screening Statement of Work and Attachment 5 – Product Specification Compliance Worksheet are provided in this solicitation in their redacted versions. Offerors are instructed to e-mail osc.procurements@doj.gov from a company email address no later than 6/20/2017 at 12:00:00 pm EST to request unredacted versions of these attachments. The subject line of the email shall read “DJM-17-A32-

R-0006 Unredacted Attachments Request” and include the following information in the body of the email:

1. Company Name

2. Tax Identification Number

3. CAGE Code

4. DUNS

5. Contact information (phone number, fax number, and e-mail address)

5.3 Proposal Format. In addition to the hardcopy proposal copies identified above, the Offeror shall submit all proposals in electronic format on a CD-ROM. Text and graphics portions of the electronic copies shall be in a format readable by Microsoft Word 2010 or earlier; or Adobe Acrobat (.pdf) format.

Data submitted in spreadsheet format shall be editable by Microsoft Excel 2010 or earlier. The Offeror shall not alter Attachment 2 – Pricing Template.

5.4 In order to maximize the efficiency and minimize the time for proposal evaluations, it is required that all Offerors submit their original proposals in accordance with the format and content specified below:

1. Proposal shall include a customary typeface, 12 point, Times New Roman font, and no less than

½ inch margins. This applies to charts, graphs, illustrations and attachments, but does not apply to thumbnail images. Proposals shall be of a professional nature, address all requirements in the

RFP, and include only the most relevant information.

2. All hardcopies of the paper proposals (Volume I, II, and III) shall be submitted in three-ring binders and tabbed appropriately and accurately to reflect the contents.

3. Every page of the proposal shall have a unique page number to support accurate referencing.

4. All digital copies of the proposals (Volume I, II, and III) shall be submitted on CD-ROM. The

CD-ROMs shall include a copy of the proposal, cover to cover as submitted in hardcopy, mailto:osc.procurements@doj.gov incorporated into a single digital file. The CD-ROMs shall also include individual soft copy digital files of the required completed RFP attachments.

5.5 Proposal Content

Each proposal shall include:

Technical, Volume (I) – Not to Exceed (NTE) 15-pages and shall include:

a. Volume I Technical Proposal Cover Letter with Name of Firm, CAGE code, DUNS code, Tax

ID, Statement of Registration in the System for Award Management (SAM), Solicitation

Number, and Offeror Point of Contact and Alternate Point of Contact information (name, title, telephone number, email);

b. Table of Contents;

c. Compliance Matrix;

d. Product Specifications detailing conformance with the Solicitation and Statement of Work requirements; and,

e. Attachments

Past Performance, Volume (II) – There is no page limitation. The Past Performance Volume shall include:

a. Volume II Past Performance Cover Letter with Name of Firm, CAGE code, DUNS code, Tax ID, Statement of Registration in the System for Award Management (SAM), Solicitation Number, and Offeror Point of Contact and Alternate Point of Contact information (name, title, telephone number, email);

b. Quality and Satisfaction Narrative for Contracts Completed in the Past Three Years; and,

c. Completed Attachment 6(A) – Past Performance Information Briefs.

Business Proposal, Volume (III) – NTE 15-pages and shall include:

a. Volume III Business Proposal Cover Letter with Name of Firm, CAGE code, DUNS code, Tax

ID, Statement of Registration in the System for Award Management (SAM), Solicitation

Number, and Offeror Point of Contact and Alternate Point of Contact information (name, title, telephone number, email);

b. SF1449 pages 4 through 8 – Schedule;

c. Completed Attachment 2 – Pricing Table in both hard and soft copy. (CD-ROM Excel spreadsheet data shall be UNLOCKED).

The NTE count does not include the Cover Letters and Executive Statements or Table of Contents.

Please keep Cover Letter and Executive Statements less than 5 pages combined. If a proposal volume exceeds the above page limitations, all pages in excess of the limitation for each volume will not be considered in order that all quotes are treated equally.

5.6 The Offeror shall demonstrate the ability, resources, and experience required to perform the requirements in the Statement of Work. All information must be presented in sufficient depth for the

Government to make a comprehensive evaluation of the Offeror’s understanding of the Statement of

Work and the Offeror’s capability for successful performance. Pricing information shall not appear anywhere in Volume I Technical Proposal, which shall only address the technical requirements.

6.0 TECHNICAL ACCEPTABILITY

6.1 VOLUME I – TECHNICAL PROPOSAL

The Offeror’s technical proposal shall not exceed 15 double-sided pages in length and include the

Compliance Matrix, product specifications, discussion of the Offeror’s capability to meets the non-product specification requirements of the SOW, and required attachments. Title pages, Executive

Summaries (to include company’s mission statement), and attachments are excluded from the 15-page limit.

The Offeror’s technical proposal shall clearly address the requirements in accordance with FAR 52.212-1 and FAR 52.212-2 and their addendums. The proposal shall be concise, specific, complete, and demonstrate the ability to perform the scope of work

Offerors submitting proposals that merely repeat the stated requirements of the Government may be considered to reflect minimal understanding of the technical factors and will be rated accordingly.

6.2 Content of the Technical Proposal shall include

a. The Cover Letter shall identify the RFP number, corporate principle submitting the proposal, key points of contact within the firm who are authorized to bind the firm into contractual agreements, and a summary of the material content.

b. A Table of Contents and Compliance Matrix pertinent to the proposal’s material organization and providing traceability from the Offeror’s submission, to the Statement of Work, to the evaluation criteria, and to other solicitation sections as necessary. Specifically, the Compliance Matrix is a cross-reference table that tells evaluators where they can find responses to the specific RFP requirements.

c. Product Specifications detailing conformance to the requirements of the Statement of Work Part

II: Section A.2 Task 02 Product Specification.

d. Narrative of non-product specification SOW Requirements (Tasks 01, 03, 04, 05, and 06)

e. Attachments

a. Draft Quality Control Plan

b. Draft Training Package

c. Draft Quick Refence Guide and Quick Reference Guide Card

d. Sample Monthly Report (including drafts of the Warranty Repair Report, Disposal

Report, Quality Control Report, and Installation Report)

e. Sample Delay Report

f. Completed and Certified Attachment 5 - Product Specification Compliance Worksheet

g. Warranty Information

6.3 Factor 1. Technical Acceptability

The Offeror’s proposal should clearly demonstrate how their proposed x-ray units meet the minimum product specifications outlined in Part II: Section A.2 Task 02, Product Specification, of the Statement of

Work. The Offeror shall conduct the inspections listed in Attachment 5 - Product Specification

Compliance Worksheet, and certify that their product passes all inspections delineated therein.

Note: The Product Specification Compliance Worksheet will be utilized after award to administer

First Article Testing in accordance with FAR 52.209-4 – First Article Testing – Government

Testing. If awarded, the Offeror’s proposed product is expected to perform and meet all specifications of the SOW and what the Offeror certified in their completed Product Specification

Compliance Worksheet. Failure of a product to pass First Article Test may result in the award being Terminated for Cause in accordance with FAR 52.212-4(m) Termination for Cause.

The Offeror’s narrative of non-product specification SOW requirements should demonstrate that the

Offeror possesses the administrative and logistical structure in place to respond to the Government’s requirements as they arise. The proposal should provide a narrative of how the Offeror will meet each non-product specification requirement listed in the SOW. Failure to speak to each non-product specification requirement will result in the proposal being found technically unacceptable and ineligible for award.

7.0 VOLUME II – PAST PERFORMANCE

7.1 Factor 2. Past Performance

There is no page limitation for the Past Performance Volume. Rather, Offerors should submit a sufficient amount of Past Performance information to ensure the Government can more clearly form a whole picture when developing a confidence rating for Past Performance. The Offeror’s past performance proposal should address the quality of a Offeror’s recent (performed within three (3) years of the RFP issued date) and relevant (similar in size and scope) past performance based on the input received from the Offeror, its references and other reliable sources contacted by the Government. Offerors that have no record of past performance (i.e. new businesses) must submit a signed and dated past performance certification statement to that effect. The Offeror should provide at least three (3) references for past or current contracts (Federal, State, local government and commercial) for efforts similar to the Government’s requirement.

The Offeror shall provide the aforementioned references Attachment 6(B) Past Performance Survey

Rating Guidelines and Attachment 6(C) Past Performance Survey requesting the recipients evaluate the

Offeror’s performance and provide the surveys via e-mail to osc.procurements@usdoj.gov no later than the closing date of the solicitation. The Offeror shall identify the referenced entities providing feedback on the Offeror’s past performance by completing Attachment 6(A) Past Performance Information Brief and include it in their Volume II – Past Performance proposal submission.

The Offeror may provide information on problems encountered on the identified contracts and Offeror’s corrective actions. Offerors should use the Attachment 6(A) Past Performance Information Brief to provide this information.

In accordance with FAR 15.305(a)(2)(ii), Offerors will be given the opportunity to address any adverse past performance information to which the Offeror has not previously had an opportunity to respond.

The Government may request additional past performance information from others using Attachment

6(C) Past Performance Survey and Attachment 6(D) Past Performance Survey Rating Guidelines or seek amplifying information from references the Offeror provides copies of the Past Performance Surveys.

The Government may also use other information such as Contractor Performance Assessment Reporting

System (CPARS), Past Performance Information Retrieval System (PPIRS) and the Federal Awardee

Performance and Integrity Information System (FAPIIS) data available from Government sources to evaluate an Offeror’s past performance. The Government reserves the right to limit or expand the number of references it decides to contact and to contact references other than those provided by the Offeror.

8.0 VOLUME III – BUSINESS PROPOSAL

8.1 Factor 3. Price

The Offeror’s Business Proposal shall not exceed 15-pages, including a Business Proposal Cover Letter and completed Contract Line Item Number (CLIN) Structure (pages 4 through 8 of the SF1449). Not included in the page limitation, but requiring completion, is the attached Pricing Table, Attachment 2. The

Business Proposal should reflect the Offeror’s best pricing available. Pricing information shall not appear anywhere in the Technical Proposal.

Offerors are only required to price the base and option year CLINs. The prices for all option items will be evaluated in accordance with FAR 52.217-5, Evaluation of Options. The Government makes no guarantee that the option periods will be exercised. It will be the Government’s unilateral right to exercise any option periods and, once option periods are exercised; the Offeror is required to perform the work when ordered during the scheduled period of performance of the resultant task order(s).

The Government will evaluate proposals for award purposes by adding the total price for all option periods to the total price for the base period. The Offeror shall submit pricing for the base period and all option periods. The total evaluated price will consist of the Offeror’s proposed price for the base period and all option periods. The Government may determine that an offer is unacceptable if the option prices mailto:osc.procurements@usdoj.gov are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

In completing Attachment 2 – Pricing Table, the Offeror shall only populate the yellow highlighted unit price cells.

The corresponding unit price, total price, and grand total price for each CLIN should be clearly annotated in the SF1449. The pricing should avoid ambiguities of inclusion, exclusion, or content.

The contract will include a not to exceed (NTE) CLIN for Non-Warranty Services as provided for by

Task 06 of the Statement of Work. For evaluation purposes of this solicitation, the Offeror shall utilize the following data in the pricing of the Non-Warranty Services CLIN. The pricing per option period represents an escalation of 3%:

Base Period Option One Option Two Option Three Option Four

$20,000.00 $20,600.00 $21,218.00 $21,854.50 $22,510.20

8.2 Completeness. The Offeror must sign the SF1449, acknowledge all amendments, and include the below information in its proposal submission. At a minimum, the following areas must be addressed:

Proposal is valid for 120 calendar days from the solicitation close date;

No exceptions to any Terms and Conditions have been taken, or if so, clearly stated;

Acknowledge any amendments to the RFP;

A valid registration in the System for Award Management (SAM);

Signed proposal of $XXXXXXXX for the one (1) Base Year, four (4) Option Years provided;

Completed Attachment 2 - Pricing Table; and, Contract Line Item Number (CLIN) pricing, to include unit, total, and grand total price

(End of Addendum)