Draft Combined Synopsis_Solicitation_Request for Quote No. 70CDCR22Q00000018.doc

Office of Acquisition Management

U.S. Department of Homeland Security

500 12th Street, SW Washington, D.C. 20024

TO:

Industry Partners

FROM:

John Kurtz, Contracting Officer, U.S. Immigration and Customs Enforcement (ICE), Office of Acquisition Management (OAQ), Detention, Compliance & Removals (DCR)

SUBJECT:

Draft Combined Synopsis/Solicitation - Request for Quote (RFQ) No. 70CDCR22Q00000018 Dear Industry Partners:

This is a draft combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice.

The purpose of this publication is to gather feedback, such as questions and comments, from industry partners on the requirements, including but not limited to, solicitation instructions, clauses, and source selection procedures stated within this draft. This draft combined synopsis/solicitation is being published for informational purposes only. No actual quotes are being requested and no awards will result from this notice. All industry feedback shall be furnished at no cost to the Government.

If formally solicited, this combined synopsis/solicitation will provide for full and open competition under North American Industry Classification System (NAICS) code 519130, Internet Publishing and Broadcasting and Web Search Portals with a current small business size standard of 1,000 employees. The Product Service Code (PSC) is R702, Support – Management: Data Collection.

Draft Combined Synopsis/Solicitation Attachments:

· Attachment 1 – Industry Feedback

· Attachment 2 – Statement of Work

· Attachment 3 – Terms and Conditions

· Attachment 4 – Past Performance Questionnaire

· Attachment 5 – Pricing Template

INDUSTRY FEEDBACK

Industry feedback shall be documented on Attachment 1, Industry Feedback. All feedback is due by Friday, October 14, 2022, at 5:00 PM EDT and shall be emailed to John Kurtz, john.kurtz@ice.dhs.gov; 202-993-1101. Feedback submitted after the due date may be responded to at the discretion of the Contracting Officer. Please be advised that the Government reserves the right to publish feedback and responses on Sam.gov. As such, quoter’s should refrain from including proprietary information in their feedback.

DESCRIPTION OF REQUIREMENT

Description: As further described in Attachment 2, Statement of Work, the purpose of this requirement is to procure web-based court document retrieval services to allow ICE, Enforcement and Removal Operations (ERO) Field Offices and Headquarters components the ability to retrieve mission-critical court records quickly and conveniently. Currently, court-certified court documents are retrieved by ICE employees in person, or via U.S. Mail, which costs the government significant man-hours and causes unnecessary delays.

Place of Contract Performance: The principal place of work will be at the contractor’s facility or its designated alternate workplace.

Period of Performance: The period of performance for this requirement will include one (1), 12-month base period and four (4), 12-month option periods. If award of a purchase order is pursued, performance of this effort is estimated to begin in November or December of 2022.

The following is the draft requirements of the combined synopsis/solicitation:

1.0 RFQ INSTRUCTIONS

1.1 General – This RFQ will be released in electronic format only. The Government will not be obligated to pay any costs incurred by a quoter in preparation and submission of a quote in response to this solicitation. A quoter who includes data in their quote that it does not want disclosed to the public for any purpose, or used by the Government except for evaluation purposes, shall prepare text conforming to paragraph (e) of the provision at FAR 52.215-1, Instructions to Quoters - Competitive Acquisition.

Quotes shall be valid for 90 days.

1.2 Phases of Source Selection, Volumes and Content – Quoters are requested to demonstrate their capability through written submissions and oral and visual demonstrations. This RFQ will be conducted in a two-phased approach as illustrated in the following table:

Table 1

Advisory Down Select

1.3 Phase 1

1.3.1 Volume 1: Quote Summary – The quote summary shall only include the following:

· RFQ Number and Title.

· Name and address of quoter.

· Name, telephone number & e-mail address of quoter’s main point-of-contact.

· Socio-economic status.

· Unique Entity Identifier (UEI)

· All assumptions (for non-price factor and pricing) to the RFQ.

· Copies of completed provisions requiring fill-ins included in Attachment 3, Terms and Conditions.

· The Government intends to award a purchase order as a result of this solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the combined synopsis/solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the combined synopsis/solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following: [Quoter shall list exception(s) and rationale for the exception(s)].”

1.3.2 Volume 2: Technical Capability – Quoters shall describe their capability to meet the requirements of the Statement of Work. This includes but is not limited to:

· A description of the quoters web-based court document request and retrieval platform.

· The court document types accessible on the retrieval platform e.g., indictments, complaints, judgments, etc.

· User request capability i.e., ability to request specific court documents using data such as jurisdiction, subject name, etc.

· Document status capabilities.

· Timeliness of non-archived and archived requests.

· Ability to provide non-archived and archived physical court-certified copies to ICE offices via U.S. Mail or commercial carrier.

· Concurrent user access capacity.

· Add new users or delete existing users in a timely manner.

· Deliver training and support to users.

· Capability to meet Section 508 requirements.

1.3.3 Volume 3: Past Performance – Quoters shall develop narratives describing their experience providing a web-based court document request and retrieval platform for no more than two (2) customers. The efforts must have been completed within the last five (5) years of the RFQ release date or may still be in progress. Each narrative shall include the following data:

· Customer name, address, telephone number, and email.

· Contract number (if applicable).

· Contract type (if applicable).

· Period of Performance.

· Contract value (in dollars).

· Description of requirement.

· Explanation of how the effort is similar to the government’s requirement.

A maximum of one (1) past performance questionnaire may also be submitted for each past performance narrative provided. If utilized, quoters submit Attachment 4, Past Performance Questionnaire, to a customer point of contact who will then subsequently complete and email the questionnaire to the Contracting Officer. Past Performance Questionnaires must be received prior to the Phase 1 RFQ submission date.

The Government reserves to contact the customers identified within past performance narratives/questionnaires. The Government also reserves the right to contact other points of contact other than those provided by the quoter.

1.3.4 Volume 4: Pricing – Quoters shall use Attachment 5, Pricing Template for submission of their price quotes. Pricing will be based on 11,000 units i.e., documentation retrievals, each contract period. Quoters shall include a basis of estimate for pricing and attach supporting documentation along with their quotes such as competitive published price lists. Quoters shall also note any discount arrangements including tiered pricing based on volume purchases.

Quoters shall provide viewable formula access to all cells and shall not hide any cost cells. Provide a basis of estimate i.e., catalog pricing, historical pricing, etc.

Pricing data shall not be included in any other volume.

NOTE: Other-than-small-business quoters shall provide a subcontracting plan in accordance with FAR 19.704 and 52.219-9 within its volume 4 submission. As noted in FAR 19.704 and 52.219-9, a commercial plan is the preferred type of subcontracting plan for contractors furnishing commercial products and commercial services.

1.4 Phase 1 Preparation and Submission Instructions

1.4.1 General – The quote must be sufficiently detailed and complete to demonstrate an understanding and the ability to comply with the requirements of the Statement of Work. The quote shall demonstrate such understanding and ability in a concise, logical manner, and should not contain superfluous material that is not related directly to this acquisition. General statements that the quoter “can comply” or “will comply” with the requirements, that “standard procedures will be used,” “well known techniques will be used,” or that paraphrase the Statement of Work in whole or part WILL NOT constitute compliance with the requirements.

1.4.2 Separation of Volumes – Each volume shall be written on a stand-alone basis. Cross-referencing within a volume is permitted where its use would conserve space without impairing clarity. Information required for each volume, which is not found in its designated volume, will be assumed to have been omitted from the quote.

1.4.3 Page Limitations – The title page, table of contents, table of figures, list of tables and glossary of abbreviations and acronyms do not count against page count limitations noted in table 1 above. Additional pages submitted which exceed the prescribed page limit for the respective volume will not be evaluated.

1.4.4 Format – Print shall be on 8½” x 11” paper (except as specifically noted). Print shall be of a minimum 12-point font. Graphic presentations, including tables, while not subject to the same font size and spacing requirements, shall have spacing and print that is easily readable. Failure to fully adhere to the prescribed format may result in disqualification from the competition.

1.4.5 Submission Instructions and Deadline – All volumes shall be submitted in softcopy format only via email to the Contracting Officer. Emails shall not exceed 20 MB (Megabytes) each. All email submissions must be clearly marked: “70CDCR22Q00000018 Phase 1 Quote” in the subject line of the email(s). Quotes submitted by any other means shall not be accepted.

The submission deadline for Phase 1 documentation is ______________. Submissions must be received by the closing date and time stated above in order to be considered for award.

All required Phase 1 volumes must be received by the submission deadline. To be considered timely, quotes must be received at the specified time to the correct email addresses. Quotes received after the closing date and time specified in this solicitation will be considered as late submissions and will be eliminated from further consideration. The electronic copy of the quote in the recipient’s e-mail box will constitute the official copy for timely receipt. Quoters who require an email notification of receipt of the quote shall provide this request prior to closing time to ensure the Contracting Officer is able to receive the quote timely and provide the response. It is the sole responsibility of the quoter to ensure that the electronic media submitted is virus free and can be opened and read by the government. If the electronic media cannot be opened and read by the government, the quote may be considered non-responsive and that may render the quote ineligible for any award.

1.5 Advisory Down-Select – After the government completes the evaluation of Phase 1 submissions, quoters will receive an advisory notification via email from the Contracting Officer. Quoters who are rated most highly for Phase 1 will be advised to proceed to Phase 2. Quoters who are not among the most highly rated will be advised that they are not the highest rated quoters and that their quote is unlikely to be selected for award based upon their Phase I submission.

The intent of this notification is to minimize costs associated with RFQ development for those quoters with minimal chance of receiving an award. This will be a recommendation only and discontinuing participation in the solicitation process following the notification is voluntary.

Failure to participate in Phase I precludes further consideration of a quoter. Quotes will not be accepted from quoter who has not submitted Phase I requirements by the due date and time provided for in this solicitation.

All quoters will receive an Advisory Notification and the government intends for quoters to respond by email within 48 business hours of receipt of the notification letter indicating whether they intend to proceed to Phase 2.

The government does not intend to provide debriefings after the completion of the advisory down select notifications.

1.6 Phase 2

1.6.1 Oral and Visual Demonstrations – Quoters shall provide an oral and visual demonstration of their technical capability to meet the requirements of the Statement of Work. Each quoter’s demonstration date and time will be provided after the Advisory Down-Select via email from the Contracting Officer. Within one (1) business day of receiving the notification of your oral presentation time slot, the quoter shall send a list of its attendees and backups, including the names, duty title, telephone number, and email addresses. The quoter may have up to five (5) participants attend the demonstration.

Only individuals noted on the list will be allowed entry into the demonstration. Failure to submit a list of attendees and all pertinent information may render the quote non-responsive and preclude the quoter from further consideration of award. Be advised that the government reserves the right to reschedule any offeror’s demonstration at its sole discretion.

1.6.2 Submission of PowerPoint Slides – All quoters shall submit PowerPoint slides that will be utilized during the demonstrations via email the Contracting Officer. The government does not intend to evaluate the slides themselves; however, the PowerPoint slides should serve as a summary of the content of the quoter’s presentation and may be used as reference material during evaluation. The government will only evaluate the content of the demonstration. Quoters are reminded that the demonstration is time restricted and therefore, quoters are encouraged to consider how many slides can be adequately covered during the demonstration.

1.6.3 Location – The government will hold demonstrations remotely rather than in-person. The quoter shall use the Microsoft Teams technology platform. The Government will issue the Microsoft Teams invitation via email to the Quoter. The government and quoter may agree to test the connection at a convenient time prior to the demonstration. The government may elect to video or audio record the demonstration, however, video or audio recording of demonstrations by quoters is strictly prohibited. Any recording conducted by the government will remain the property of the government and will not be shared with the quoter.

1.6.4 Schedule for Demonstrations – Demonstrations may run for approximately two (2) hours. The table below illustrates the demonstration schedule.

Table 2

1.6.5 Rules of Engagement

· The quoter is responsible for managing the time to present its technical capability.

· The onus is on the quoter to provide their demonstration in a way that the government may evaluate properly. It is the quoter’s responsibility that the demonstration provides adequate detail and clearly demonstrates compliance with the solicitation, these Phase II instructions, and addresses the requirements of the Statement of Work.

· The government will not ask questions about information contained in any other part of the quoter’s submission during the demonstration and quoters shall not provide any information during their demonstration about any part of their quote except technical capability.

· The government may ask quoters clarification questions. The government may ask the same questions of all quoters, but also may have tailored clarification questions specific to each quoter based on individual demonstrations. These questions will be clarifying questions based on what was presented.

· Any exchanges or clarification questions asked during demonstrations are viewed as a component of the demonstration itself and does not constitute discussions. The government will not ask questions that will invite or allow the quoter to change or modify its quote. The quoter shall not submit or present any information that might be construed as changing its any aspect of its submission. Quote revisions are not expected and will not be allowed in response to any clarification question.

· Demonstrations and associated questions are distinct from the government’s reserved right to conduct discussions.

· The quoter is in control of its demonstration and may choose not to present or respond to any question asked by the government.

· All presenters must be in attendance by the scheduled start time and introduced to be allowed to participate in the demonstration.

· The participants should use a device with audio/video capability and have the video turned on during their demonstration.

· The participants shall not reach back or communicate with, by phone/conference bridge, e-mail, or any other means, to any other personnel or persons for assistance during the

· Offerors can utilize any virtual drawing features or functions during the demonstration provided in the web-based conference platform.

1.7 Evaluation Factors for Award – After receipt of quotes, the government will conduct an evaluation. Evaluations will be based on the materials and demonstration included in the quote. The government requires that quotes are identical to, or conform closely to, the terms set forth in this solicitation. A quote may be rejected as deficient if the Contracting Officer determines that the quote does not comply with the solicitation instructions. The government may 1) reject the submittal if such action is in the public interest; or 2) waive informalities and minor irregularities in quotes received.

1.7.1 Basis for Award – The government intends to award a purchase order resulting from this solicitation. The award decision will be based on the Government's evaluation of each quoter’s complete proposal against the evaluation Factors identified below. Award will be made to the responsible quoter whose quote represents the best overall value to the Government after evaluation based on the factors described herein. Best value means the expected outcome of an acquisition that, in the Government's estimation, provides the greatest overall benefit in response to the requirement (FAR 2.101).

In order to select the successful quoter, the Government will compare quotes in a best value trade-off. The comparison will trade off differences in technical capability based on the non-cost factors and price. If a quoter has both the better technical capability and the lower price then that quoter will be the better value. If a quoter has the better technical capability and a higher price, the Government will decide whether the difference in technical capability is worth the difference in price. If it is determined that the difference in technical capability is worth the difference in price, then the more capable, higher priced quote will be the better value. If not, then the less capable, lower-priced quote will be the better value.

The Government intends to award without discussions; therefore, each initial quote should include the most favorable technical capability and price that the quoter can submit to the Government. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary.

1.7.2 Evaluation Factors & Relative Importance – There are three (3) evaluation factors in total for this procurement. These factors are as follows:

· Factor 1 – Technical Capability & Oral and Visual Demonstration

· Factor 2 – Past Performance

· Factor 3 – Price The relative importance of the evaluation factors in the evaluation process will be as follows:

Factors 1 and 2 are in descending order of importance; factors 1 and 2 when combined are significantly more important than factor 3. However, the relative importance of factor 3 will increase with the degree of equality between proposals.

1.7.3 Description of Evaluation Factors

1.7.3.1 Factor 1: Technical Capability & Oral and Visual Demonstration – The government will evaluate the quoter’s overall technical capability based on the following:

· The degree to which the offeror describes and demonstrates its understanding of the requirements in the Statement of Work.

· The degree to which the offeror describes and demonstrates how it will successfully perform the requirements in the Statement of Work.

· The degree to which the offeror describes and demonstrates feasible and/or innovative approaches that benefit the Government.

1.7.3.2 Factor 2: Past Performance – The government will evaluate the offeror’s prior recent and relevant (similar size, scope, and complexity) experience as presented to determine the extent to which the offeror describes:

The government will consider the past performance narratives and information gathered from submitted past performance questionnaires.

The government may also rely upon information obtained through the Contractor Performance Assessment Reporting System (CPARS), similar systems of other Government departments and agencies, interviews, and through any other sources known to the government. While the government may elect to consider data obtained from other sources, the burden of providing current, accurate, and complete prior relevant experience information rests with the offeror.

1.7.4 Factor Ratings – Factor 1, Technical Capability and Oral and Visual Demonstrations, shall be evaluated using the following confidence ratings defined below.

Table 3

Factor 2, Past Performance, shall be evaluated using the following confidence ratings define below.

Table 4

In the case of a quoter without a record of relevant past performance or for whom information is not available or so sparse that no meaningful rating can be reasonably assigned, the quoter may not be evaluated favorably or unfavorably. Therefore, the quoter shall be determined to have “Unknown Confidence” rating or neutral past performance.

1.7.5 Factor 3: Price – Proposals will be evaluated for price completeness, reasonableness, and balance. The government will conduct its price analysis using one or more of the techniques specified in FAR 15.404-1(b). The price proposal will not be adjectively rated. The price proposal may be compared to the Technical Approach proposal for consistency. Price Proposal evaluations shall also include an analysis for unbalanced pricing as referenced in FAR 15.404-1(g). A determination of unbalanced pricing may lead to the rejection of the offeror as permitted in FAR 15.404-1(g)(3).

The government will review individual pricing elements and total price for all CLINs for all contract periods.

To account for the option periods possible under FAR 52.217-8, Options to Extend Services, the government will evaluate the option to extend services by adding six months of the offeror’s final option period price to the offeror’s total price. Offerors shall not separately price any proposed extension under FAR 52.217-8. The summation of the total base amount and option periods, to include FAR 52.217-8, will be the total evaluated price. The total evaluated price will be evaluated for reasonableness. Adequate price competition is expected to support the determination of reasonableness. Price analysis techniques may be utilized to further validate price reasonableness. The price for the effort associated with FAR 52.217-8 will not be included in the total awarded value at contract award. If, at the end of the contract’s period of performance (the end of the base period or any option period) and within the time period established in the clause, the government chooses to exercise this option, the pricing will be pursuant to the rates specified in the contract for the preceding performance period.

NOTE: The Contracting Officer will evaluate subcontracting plans in accordance with FAR 19, as supplemented.

1.7.6 Responsible Prospective Contractors – In addition to the evaluation methodology outlined in this RFP, an offeror must also be found responsible by the CO prior to the award of any resultant contract. The government may request information from prospective contractors which may include items such as financial statements, Dun and Bradstreet reports, and/or similar items. If requested, it is the contractor’s responsibility to provide these documents. The government reserves the right to use any and all information at its disposal (which may not be listed herein) to make an affirmative responsibility determination.