DOIAFBO210090_Uniform_Ordering_Services_Sources_Sought.pdf

United States Department of the Interior Office of the Assistant Secretary - Indian Affairs

Washington, DC 20240

SOURCES SOUGHT NOTICE

Reference Number DOIAFBO210090

Uniform Ordering Services Sources Sought

THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS IS NOT A REQUEST FOR PROPOSAL OR

INVITATION FOR BID. THIS DOES NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE

CONSTRUED AS A COMMITMENT BY THE BUREAU OF INDIAN AFFARIS (BIA).

REQUIRMENT:

The Bureau of Indian Affairs (BIA), Office of Justice Services (OJS) is seeking Uniform Ordering Services. See below for full details.

ELIGIBILITY:

North American Industry classification System (NAICS): Anticipated NAICS is 448110 Men’s Clothing Stores, with a Small Business size standard of $12M. Prospective vendors may propose other applicable NAICS codes as necessary.

Product Supply code (PSC): 8405 Outerwear, Men’s

Set-Aside: TBD. Competition and Set-Aside parameters will be decided based on responses to this sources sought. Please clearly indicate your business’ socio-economic status. Please clearly indicate if your business is any of the following:

• Indian Small Business Economic Enterprise (ISBEE)

• Indian Economic Enterprise (IEE)

• Small Business

• Large Business

Place of performance: Multiple. See requirement details below.

Respondents shall include the following information in there submissions:

1) Name of Company

2) Company Address

3) Duns and Bradstreet Number (DUNS)

4) Commercial and Government Entity (CAGE) Code

6) Point of Contact (include telephone number and email address)

7) Brief Capabilities Statement of Company (Statements should describe recent and RELEVANT past performance to the NAICS code identified within this notice).

8) Sufficient Information to establish that contractor is able to meet all requirements of Section 2.

9) Sufficient Technical Information to establish Technical Acceptability of vendor’s Online Ordering

System. (See Section 2.3 and Attachment 1: Online Ordering System Specifications)

10) Sufficient Information to establish Technical Acceptability of vendor’s available uniform items.

(See Section 2.3 and Attachment 2: Uniform List Specifications)

United States Department of the Interior Office of the Assistant Secretary - Indian Affairs

Washington, DC 20240

PRICE IS NOT REQUIRED AT THS TIME. INTENDED CLIN STRUCTURE IS PROVIDED FOR

INFORMATIONAL PURPOSES ONLY.

Note: All Businesses working with the Bureau of Indian Affairs (BIA) MUST be registered in the System for Award Management (SAM) Database and have a positive standing.

The purpose of this market research is to survey prospective vendors in order to collect data, comments, and other information pertaining to this industry. Upon review of the responses to this sources sought notice, the Bureau of Indian Affairs (BIA) will determine if a set-aside (in full or in part) or procurement through full and open competition is in their best interest. Indian Economic Enterprise (IEE) and Indian Small Business Economic Enterprise (ISBEE) set-asides take precedence.

The Bureau of Indian Affairs (BIA) is under no obligation to award a contract as a result of this announcement. No funds are available to pay for any information received from potential sources. All information submitted in response to this announcement is strictly voluntary.

Only electronic mail will be acceptable for vendor’s submissions. No feedback or evaluations will be provided regarding such submissions.

RESPONSES ARE DUE NO LATER THAN 06/21/2021 at 1700 ET

This package shall be sent via electronic mail to daniel.cugler@bia.gov and cc athena.olmstead@bia.gov

Email Subject line must be:

“Business Name” – Uniform Ordering Services Sources Sought Response

QUESTIONS ARE DUE NO LATER THAN 06/17/2021 at 1700 ET

Questions regarding this requirement shall be sent via electronic mail to daniel.cugler@bia.gov and cc athena.olmstead@bia.gov. The Government is not obligated to respond to questions submitted.

Document No.

DOIAFBO210090

Document Title

Table of Contents

INTRODUCTION

1.1 General

1.2 Award Type

1.3 North American Industry Classification System (NAICS) Code

1.4 Period of Performance

1.5 Delivery Terms

1.6 Point of contact

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

2.1 General Requirements

2.2 Line Items

2.3 Specific Requirements

2.4 BPA Order/Call Proceedures

2.5 Delivery

2.6 Funding and Invoicing

2.7 Other Considerations

ATTACHMENTS

Document Title

INTRODUCTION

1.1 General

The Department of Interior (DOI), Bureau of Indian Affairs (BIA), Office of Justice Services (OJS) is issuing this Solicitation for Uniform Ordering Services, in accordance with the requirements in Section 2.0.

1.2 Award Type

The Government contemplates a Firm-Fixed-Price (FFP) Blanket Purchasing Agreement (BPA).

1.3 North American Industry Classification System (NAICS) Code

Anticipated NAICS is 448110 Men’s Clothing Stores, with a Small Business size standard of $12M. Prospective vendors may propose other applicable NAICS codes as necessary.

1.4 Period of Performance

Period of performance shall be 08/01/2021 – 07/31/2026.

1.5 Delivery Terms

See section 2.5 below.

1.6 Point of contact

POC: TBA

Phone: TBA Email: TBA

Document Title

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

2.1 General Requirements

Introduction

The Department of the Interior, Bureau of Indian Affairs Office of Justice Services’ (OJS) mission is to provide justice services and technical assistance to federally recognized Indian tribes and communities, and to respect and protect sovereignty through promotion of self-determination. The Division of Law Enforcement under the Field Operations Directorate consists of 9 regional Districts with 208 law enforcement programs. Of those, 43 are operated by the Office of Justice Services. The remainder is operated by the tribal nations themselves per Self-Determination contracts or Self-Government compacts with limited oversight by the Districts. The Field Operations Directorate is comprised of uniform police, criminal investigations, corrections and telecommunications. District offices are located in Aberdeen, South Dakota (District I); Oklahoma City, Oklahoma (District II); Phoenix, Arizona (District III);

Albuquerque, New Mexico (District IV); Billings, Montana (District V); Nashville, Tennessee (District VI); Bloomington, Minnesota (District VII); Portland, Oregon (District VIII) and Sacramento, California (District IX) and the Divisions are located at Headquarters (Washington, DC); Indian Police Academy (Artesia, New Mexico); Drug Enforcement (Muskogee, Oklahoma); and Internal Affairs Division (Albuquerque, New Mexico).

Scope

The uniforms, training uniforms, and all other uniforms, clothing apparel and other supplementary law enforcement equipment provided by the contractor to OJS shall meet standards set forth by the OJS Law Enforcement written Directives Handbook, 3rd Edition. This directive provides guidance to OJS officers with regard to the uniformity of appearance, dress, and grooming, as well as the proper placement and wearing of equipment and badges. The COR shall provide the Contractor with updated Handbook in the event that changes are made to the directive during the life of the contract.

Objectives

The OJS has an ongoing need for a Contractor to provide an online ordering system, uniforms, clothing apparel and other supplementary law enforcement equipment for an estimated 750 employees. It is anticipated that all OJS employees will utilize this contract for the ordering of these items.

2.2 Line Items

CLIN Description Period of Performance BPA Ceiling 00001 Base Period - OJS Uniform Services 08/01/2021 – 07/31/2026 $6 Million

2.3 Specific Requirements

The contractor shall provide an online ordering system, uniforms, clothing apparel and other supplementary law enforcement equipment for an estimated 750 employees.

Document Title

Online Ordering System Requirements

The Contractor must provide OJS at no additional cost a secure and reliable online ordering system with a method for the placement and tracking of orders online, for use in regular reporting activity by the COR.

The requirement must be technically sound web solution for online ordering capabilities. Ordering System must meet specifications provided in Attachment 1: Online Ordering System Specifications.

Uniform Requirements

All required uniforms, clothing apparel and all other supplementary law enforcement equipment is detailed in Attachment 2: Uniform List Specifications.

OJS will provide the contractor with OJS Handbook Excerpt for complete station for uniform customization upon award. The contractor shall offer on-site customization (i.e.; sewing, hemming, patch/emblem adhering, alterations, etc.) at the contractor’s facility, i.e., on-site, prior to final order shipment. OJS will provide the contractor the user (employee) name, assignment group, agency and duty integral to the appearance of the OJS uniforms such as embroidery, patch stitching, badge application, sewing and tailoring. Measurements shall be input at time of order placement and shall have the option to be saved as a unique feature for future orders. The Directive Handbook provides guidance to the Office of Justice Services Uniform Officers with regard to the uniformity of appearance, dress and grooming as well as the proper placement and wearing of equipment. The COR shall provide the contractor with an updated Directive Handbook in the event changes are made to the directive.

Equipment purchases must be authorized at a higher level and must be sent to the district office only. This is to ensure Departmental property inspection and asset control.

Contractor shall provide a Price List for incorporation into the BPA by Attachment, and pricing of all items shall remain consistent with the pricelist throughout the term of this BPA. Pricing may apply to the whole term or may be broken up by year. If contractor’s pricing changes from the established price list at any time throughout this BPA, the contractor must submit the updated pricing for a determination of fair and reasonableness, and inclusion into the BPA.

2.4 BPA Order/Call Procedures

Ordering by Online Ordering System

A list of Individuals authorized to purchase under the BPA shall be provided to the contractor at the time of establishment of the BPA in accordance with FAR 13.303-3(a)(4). This list will be updated by the CO as necessary. Individuals authorized to make purchases under this BPA shall be given approval authority in the ordering system as detailed in Attachment 1, Section 4.a.

Each of the 9 Districts & Divisions will have specified individuals authorized to purchase under the BPA, in accordance with FAR 13.303-3(a)(4). Specifically, each agency supervisor (Chief of Police, Special Agent in Charge or Assistant Special Agent in Charge) or his/her designee (Law Enforcement Assistant (LEA) or Law Enforcement Specialist (LES)) will be authorized to place orders in the system on behalf of their respective agencies officers and agents.

BPA calls, or “Orders”, may be placed/approved through the online ordering system at any time by authorized callers. Orders placed in this manner shall not exceed the micro-purchase threshold.

Document Title

Each District and Division will create and monitor their respective agencies orders and monitor the agencies annual allotment expenditures. Each agency authorized purchaser will have the responsibility for submitting quarterly reports of their orders to the District, Division or DC Headquarters COR for verification and oversight.

Orders above the Micro-Purchase Threshold

Any orders above the micro-purchase threshold must be placed in writing by a Contracting Officer. BPA calls above the micro-purchase threshold shall be placed by SF1449.

ALL BIA Contracting Officers shall be considered “Individuals authorized to purchase under the BPA” in accordance with FAR 13.303-3(a)(4). Contracting Officers shall not be identified individually as detailed above, and they do not need to be incorporated into the online ordering system.

Order/Call Information

Each order will contain the following minimum information:

1) Date of Award

2) BPA number and Order Number (to be numbered consecutively)

3) Total dollar amount of the order

4) Statement of Work, Schedule of Deliverables and any special instructions

5) Delivery Terms

6) Delivery Location(s)

7) The name and address of the COR

2.5 Delivery

Delivery Terms

Delivery Terms shall be 30 Days ARO unless otherwise agreed in writing.

Delivery Location

Delivery is required to OJS headquarters, Field Divisions, and all nine (9) of the following Office of Justice Law Enforcement Districts, and their respected agencies. Authorized OJS delivery locations will be provided to the contractor after award.

District offices are located in Aberdeen, South Dakota (District I); Oklahoma City, Oklahoma (District II); Phoenix, Arizona (District III); Albuquerque, New Mexico (District IV); Billings, Montana (District V); Nashville, Tennessee (District VI); Bloomington, Minnesota (District VII); Portland, Oregon (District VIII) and Sacramento, California (District IX) and the Divisions are located at Headquarters (Washington, DC); Indian Police Academy (Artesia, New Mexico); Drug Enforcement (Muskogee, Oklahoma); and Internal Affairs Division (Albuquerque, New Mexico).

Document Title

Shipping / Packaging

Shipping shall be included in the price of each item. Shipping shall not be a separate line item.

Each order placed by the user shall receive an order confirmation number and tracking number by an approved carrier; i.e. UPS or FedEx. The confirmation and tracking number will be emailed to the user and the COR within 1 hour of the order being placed. Orders are to be shipped to the authorized delivery addresses for each agency location. Ballistic Vest orders must always be signed for, which requires delivery confirmation. Delivery is not authorized at personal residences or off-site locations.

The contractor must use a nationwide shipping and packaging courier that has extensive knowledge and familiarity of traveling to and from rural reservations in all us contiguous states and Alaska. Shipments must be signed for and confirmed delivery by a tracking mechanism for verification of shipment and delivery notifications.

2.6 Funding and Invoicing

Micro-purchases

Orders placed on the Online Ordering System shall not exceed the micro-purchase threshold. Such micro-purchases shall be funded and paid for by Governmentwide Purchase Card (GPC).

Invoice shall be electronically to the authorized individual that placed/finalized the BPA call. Individual invoices may be combined into one monthly invoice per district/caller, so long as combining does not cause the invoice to exceed the micro-purchase threshold. Invoice shall contain all information required in “Invoice Contents” below.

Other Purchases

Orders above the micro-purchase threshold shall be placed by a Contracting Officer using a fully funded SF 1449. Funding for each line item shall be indicated on the same. Contractor shall submit invoice to the COR via Invoice Processing Platform (IPP) using the process indicated below.

Electronic Invoicing And Payment Requirements – Invoice Processing Platform (IPP)

(APRIL 2013)

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP).

"Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice:

INVOICE CONTENTS:

https://www.ipp.gov/

Document Title

Invoices will be paid upon approval and acceptance by the Government COR. Invoices must include, as a minimum, the following information:

1) Contract Number

2) CLIN/Item Number of deliverable

3) Description of deliverable

4) Price of deliverable

5) Quantity of deliverable

6) Date deliverable was provided to the Government for inspection

7) Serial Number/Part Number (if applicable)

8) Other Direct Costs (ODCs) incurred (including supporting documentation/receipts of all other charges) for the current billing period and cumulative to date (if applicable)

Invoicing will be presented to the government on a monthly basis for work performed in the previous month.

► The Contractor is responsible for ensuring invoices submitted are accurate and complete;

► Additional supporting documentation MAY BE REQUESTED at the discretion of the COR;

► Travel (if applicable) invoiced must include the name of the traveler, travel itinerary, purpose of travel (event, exercise, workshop, etc.), and any other documentation requested by the COR for Finance/Administration. A copy of the approved travel request form should be attached for reference.

FINAL INVOICE:

Within sixty (60) calendar days of product acceptance and/or completion of services:

a. The Contractor shall submit a final invoice, designated as such by a clear statement of “FINAL INVOICE” on the face of the invoice document.

b. The Contractor shall provide a certificate of completion which certifies all goods and services have been provided as required by this Contract.

c. The Contractor shall provide a release of claims against the government for any further payment under this Contract.

The sixty (60) calendar day submission timeframe shall not be extended without written authorization from the CO. In the event items a, b, or c above are not submitted within the authorized timeframe, the CO will make final cost determinations in order to make final payment and close out the contract unilaterally.

The Contractor must use the IPP website to register access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) within 3 - 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone (866) 973-3131.

Document Title

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

(End of Clause)

2.7 Other Considerations

Contractor Point of Contact

Contractor shall supply a primary Point of Contact (POC). This POC will work one-on-one with the government COR on all aspects of the contract, ordering issues, order resolutions, online usage, officer allotments, and authorizations for various categories, product inventory, etc. The project manager designated will be the primary point of contact for all communications relative to the services of the contract will be addressed. The POC shall serve as the liaison between the Government COR and the Contractor, provide status updates in meetings, resolve potential and existing issues related to the contract.

Government Furnished Equipment / Information

Office of Justice Services’ purchases patches outside of this contract as an independent purchase and will supply patches directly to the facility on an as-needed basis. Contractor must be able to house/stock patches and ribbon/stitching at the contractors facility. OJS authorized patches/emblems must not be sold independently. All unused Government Furnished Property shall be returned to the Government at the end of the term of the BPA.

Correspondence

To promote timely and effective administration, correspondence shall be subject to the following procedures:

a. Technical correspondence (where technical issues relating to compliance with the requirements herein) shall be addressed to the Contracting Officer’s Representative (COR) with an information copy to the Contracting Officer (CO).

b. All other correspondence, including invoices, (that which proposes or otherwise involves waivers, deviations or modifications to the requirements, terms or conditions of this contract) shall be addressed to the Contracting Officer with an information copy to the COR.

Document Title

Performance Requirements

Item Deliverable(s) Frequency Contractor Requirement COR Acceptance 001 Online Maintenance Periodically Minimum notification of 24 hours for online system maintenance.

Email notification

002 Customer Support (Helpdesk)

24 hours / 7 days a week

Provide customer service 24 hours a day, 7 days a week 365 days a year via a Toll Free telephone number.

Toll Free Number on website

003 Initial Online Training

Once/per user

Provide an initial online training tutorial to the COR/COR’s.

Training to be held in person or a webinar tool.

004 Confirmation and Tracking

Per Order Confirmation and tracking number must be provided with “real time” order status.

Receive confirmation via government email within 3 hours of order placement.

005 Order Delivery Times

All Orders Delivery shall be within thirty

(30) calendar days of order placement

COR will inspect delivery at OJS authorized facility within 3 days. *See Item 007.

006 Shipment of Orders Per Order Delivery by UPS or Fedex Shipment is paid by the contractor. (FOB Destination 52.247-34)

COR will inspect delivery at OJS authorized facility within 3 days. *See Item 007.

007 Delivery of Orders Per Order Delivery is per order must follow packaging & marking requirements.

COR will inspect delivery at OJS authorized facility within 3 days. *See Item 007.

008 Order Discrepancy Per Item Review with the COR and send a replacement item, correct or reject item and return funding allowance if applicable.

COR will notify contractor within 3 days of inspection of items if a discrepancy occurs.

(Inspection 52.212-4)

009 Contract Reports Monthly Send monthly status reports indicating all activities of use, user updates, user allowance balance, user orders, etc.

COR will review and approve/deny within 3 days of receipt. Corrections to be made within 5 days of receipt.

010 Contract Reports 1 x Annually

One Yearly status report indicating a breakout of funding and all related statistics per district.

Contractor will provide any necessary remarks for changes made.

COR will review and approve/deny within 5 days of receipt.

Document Title

ATTACHMENTS

Attachments:

1. Attachment 1: Online Ordering System Specifications

2. Attachment 2: Uniform List Specifications

SECTION 3 ATTACHMENTS