Solicitation_Comm_Items_DTNH22-13-R-00710.pdf

DTNH22-12-R-00710

Title: Traffic Safety Banner Production

DESCRIPTION, SPECIFICATION,

WORK STATEMENT

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii)The solicitation number for this procurement is DTNH22-13-R-00710 and is issued as a request for proposal (RFP). (iii)This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-66. (iv)The North

American Industry Classification System (NAICS) code associated with this procurement is 541430.

The small business size standard is $7.0 Million. This procurement has been set-aside for small business participation. (v) Contract Line Item Numbers (CLINS).

B.1 Price Schedule: Installation/Replacement/Storage of Banners

Base Period: (Year 1): Year One (1) costs shall cover the period from the effective date of contract award through twelve (12) months thereafter.

Item Description: Banner Handling Services

Installation, Removal, and Storage of Banners

CLIN #0001 Fixed Price per Month (Base) $________ X 12 months = $ __________;

Option Period One: (YEAR 2): Year two (2) costs shall be in effect from the end of the “Base

Period 1” through twelve (12) months thereafter.

CLIN #1001 Fixed Price per Month (Base) $________ X 12 months = $ __________;

Option Period Two: (YEAR 3): Year three (3) costs shall be in effect from the end of the

“Option Period 1” through twelve (12) months thereafter.

CLIN #2001 Fixed Price per Month (Base) $________ X 12 months = $ __________;

Option Period Three: (YEAR 4): Year four (4) costs shall be in effect from the end of the

“Option Period 2” through twelve (12) months thereafter.

CLIN #3001 Fixed Price per Month (Base) $________ X 12 months = $ __________;

Option Period Four (YEAR 5): Year five (5) costs shall be in effect from the end of the

“Option Period 3” through twelve (12) months thereafter.

CLIN #4001 Fixed Price per Month (Base) $________ X 12 months = $ __________;

(vi)Description of requirements for the items to be acquired.

C.1 BACKGROUND

The U.S. Department of Transportation, National Highway Traffic Safety Administration’s (USDOT/NHTSA) mission is to prevent and reduce deaths, injuries, and economic losses resulting from automotive travel on our nation's roadways.

The purpose of this contract is to support NHTSA’s mission to maintain visibility of traffic safety messaging in order to save lives and prevent injuries. The project will make traffic safety messages visible and reinforce the messaging by the installation of banners that promote traffic safety programs.

The banners will be installed on light poles surrounding the U.S. Department of Transportation headquarters’ buildings. The installation of these traffic safety messaging banners will in turn reinforce their messages to DOT employees and other passersby. Specifically, banners with traffic safety messaging will be installed covering the following areas: Motorcycle Safety, Bicycle Safety, Pedestrian

Safety, Distraction, Child Passenger Safety Week, Buckle Up America and Click It or Ticket.

C.2 SCOPE OF WORK

For the period as hereinafter set forth in Section IV, Performance Period, the Contractor shall furnish the necessary personnel, equipment and facilities, and otherwise perform all things necessary for, or incident to, the performance of work (the accomplishment of the specific tasks) as set forth below.

C.3 GENERAL REQUIREMENTS

Requirements may include, but not limited to the following:

The Contractor shall provide for the installation, removal and storage of traffic safety messaging banners that will be placed on light poles surrounding the U.S. Department of Transportation (DOT) headquarters’ buildings. The banners will be specifically placed on the poles located at 1200 New

Jersey Ave SE and on Tingey St. SE. Additionally, the Contractor shall install and remove all traffic safety messaging banners according to the time table specified under Section D.3.3, “Performance

Milestones and Deliverables.”

C.4 SPECIFIC REQUIREMENTS

Task 1: Initial Meeting to discuss Contract

Within 1 week of the contract award, the Contractor shall meet with the Contracting Officer’s Technical Representative (COTR), and discuss the timetable listed under the Performance

Milestones and Deliverables Section below for the installation of the traffic safety messaging banners.

Task 2: Installation and Removal of Traffic Safety Banners

1. The Contractor must provide proper installation and removal of 7 sets of 12 banners on 12 poles surrounding the DOT headquarters’ buildings, specifically located at 1200 New Jersey Ave SE and on Tingey St. SE.

2. The installation of the banners requires proper hardware to do the actual installation.

3. Specifics regarding the banners:

a. There are 7 sets of 12 banners covering the following traffic safety messaging areas: Motorcycle Safety, Bicycle Safety, Pedestrian Safety, Distraction, Child

Passenger Safety Week, Buckle Up America and Click It or Ticket.

b. The dimensions of the banners are as follows: Banner Trim Size: 18"x42".

4. Specifics regarding the hardware for installation of the banners:

a. The contractor must provide the necessary hardware for the installation of the banners as follows:

b.

i. Pole Mounting Bracket Base: Black Aluminum 2"x4"

ii. Bracket Arm Pole: 20” .5 x .75 dia

iii. Steel Bands: Black Coated 5/8 x 41”

iv. End Cap: Ball Finial 2” dia w/2 Pins with rings

Task 3: Storage of Traffic Safety Banners

The Contractor must be able to provide adequate storage for the 7 sets of 12 banners for the following traffic safety messaging campaigns: Motorcycle Safety, Bicycle Safety, Pedestrian

Safety, Distraction, Child Passenger Safety Week, Buckle Up America and Click It or Ticket.

The storage of banners must be secure, free from moisture, and safe from any potential damage.

The banners may be stored rolled up but must be flattened prior to installation.

Task 4: Working Relationship with JBG Companies and Capitol Riverfront

The Contractor must adhere to the policies for the installation of the traffic safety messaging banners with the JBG Companies and the Capitol Riverfront Business Improvement District

(BID). JBG Companies is the company property manager for the DOT Headquarters Building.

The Capitol Riverfront Business Improvement District (BID) is the organization that is dedicated to making the Capitol Riverfront area clean, safe, friendly and vibrant.

Task 5: Repair of Damaged Banners and Hardware

If necessary, the Contractor must replace banners or hardware if they become damaged by weather conditions etc. In some cases, banners may be damaged by wind or inclement weather.

The Contractor shall be responsible for repairing/replacing damaged banners or hardware. For costing purposes, assume that one banner or hardware will need to be replaced each year.

Task 6: Annual Progress Report

The contractor shall furnish one (1) copy of the Annual Progress Report electronically to the NHTSA

COTR by the end of each year. At a minimum, the progress report shall include a narrative description of the following items:

• Installations accomplished during the reporting period.

• Analysis of the budget to date.

• Description of any challenges faced with the installation and removal of the traffic safety messaging banners during the one year period.

The contractor shall review this written report during an annual meeting with the COTR, conducted in person or by conference call. The meeting method will be agreed upon during the kick-off meeting.

Task 7: Kick Off Meeting

Within one (1) week of the effective date of the contract award, the Contractor shall conduct a meeting with the COTR, Contract Specialist, and any other appropriate people within NHTSA

Headquarters in Washington, DC. The kick-off meeting will lay out the schedule for the installation and removal of the traffic safety banners as well as any other requirements of the project. Additionally, NHTSA will clarify the uncertainties, resolve the questions, and develop a common understanding of the requirements of the contract.

(vii) Date(s) and place(s) of delivery and acceptance and FOB point.

D.1 Administrative Consideration

D.1.1 Points of Contacts

D.1.1.1 Contractor’s Project Manager:

TBD

D.1.1.2 NHTSA COTR:

TBD

U.S. Department of Transportation

National Highway Traffic Safety Administration

1200 New Jersey Ave S.E., Room W4X-XXX

Washington, D.C. 20590 Phone: (202) 366-XXXX

Email: xxx@dot.gov

D.2 Place of Performance:

Washington, DC

D.3 Duration of Task:

D.3.1 Estimated Period of Performance: The Period of Performance for this firm fixed-price contract shall be twelve (12) months from the award date of award with four (4) renewable 1 year option periods, thereby making the full period of performance of this contract sixty (60) months. There is no obligation by NHTSA to renew this contract beyond the initial fixed order term.

D.3.2 Effective: April 01, 2013, this contract will be a firm fixed-price one year contract, renewable through April 01, 2018.

D.3.3 Performance Milestones and Deliverables:

The following performance milestones and deliverables apply to this contract and are considered important to the successful completion of the project.

SCHEDULE OF MILESTONES AND DELIVERABLES

The COTR may make suggestions to deliverables or direct changes to them that do not impact cost. When changes are made, final forms of the deliverable in question shall be provided to the COTR one week subsequent to the date of COTR comment.

Item #

Milestones and Deliverables

Deliverable

Due Day /Week

(Wk)/Month (Mo) (s) (after award)

Annual Progress Report Y Annually (1 year after award)

2 Kick-off Meeting Y 1 Week

3 Invoicing Y Monthly

4 Traffic Safety Messaging Y See Schedule

5 End of Period of Performance Y TBD

Performance Milestones and Deliverables:

1. Milestone and Delivery Schedule

Time Table for Traffic Safety Messaging Banners Removal and Installation:

*Specific dates may change after award.

Base Year 1

Month Banners to Remove Banners to Install

April 1, 2013 BUA Distraction

May 10, 2013 Distraction CIOT

June 3, 2013 CIOT Motorcycle Safety

July 1, 2013 Motorcycle Safety Bicycle Safety

August 1, 2013 Bicycle Safety BUA

September 2, 2013 BUA CPS Week

October 1, 2013 CPS Week Pedestrian Safety

December 31, 2013 Pedestrian Safety Distraction

March 31, 2014 Distraction BUA

Option Year 1

April 1, 2014 BUA Distraction

May 6, 2014 Distraction CIOT

June 2, 2014 CIOT Motorcycle Safety

July 1, 2014 Motorcycle Safety Bicycle Safety

August 4, 2014 Bicycle Safety BUA

September 1, 2014 BUA CPS Week

October 1, 2014 CPS Week Pedestrian Safety

December 31, 2014 Pedestrian Safety Distraction

March 31, 2015 Distraction BUA

Option Year 2

April 1, 2015 BUA Distraction

May 11, 2015 Distraction CIOT

June 1, 2015 CIOT Motorcycle Safety

July 1, 2015 Motorcycle Safety Bicycle Safety

August 3, 2015 Bicycle Safety BUA

September 1, 2015 BUA CPS Week

October 1, 2015 CPS Week Pedestrian Safety

December 31, 2015 Pedestrian Safety Distraction

March 31, 2016 Distraction BUA

Option Year 3

Month Banners to Remove Banners to Install

April 1, 2016 BUA Distraction

May 11, 2016 Distraction CIOT

June 1, 2016 CIOT Motorcycle Safety

July 1, 2016 Motorcycle Safety Bicycle Safety

August 3, 2016 Bicycle Safety BUA

September 1, 2016 BUA CPS Week

October 3, 2016 CPS Week Pedestrian Safety

December 30, 2016 Pedestrian Safety Distraction

March 31, 2017 Distraction BUA

Option Year 4

April 3, 2017 BUA Distraction

May 11, 2017 Distraction CIOT

June 1, 2017 CIOT Motorcycle Safety

July 3, 2017 Motorcycle Safety Bicycle Safety

August 3, 2017 Bicycle Safety BUA

September 1, 2017 BUA CPS Week

October 2, 2017 CPS Week Pedestrian Safety

December 29, 2017 Pedestrian Safety Distraction

March 30, 2018 Distraction BUA

D.4 Project Management:

D.4.1 The contractor shall implement a management program to control and direct this task consistent with NHTSA’s mission and shall address all items listed in Section C.3 “General Requirements” and Section C.4 “Specific Requirements”.

D.4.2 The contractor shall provide to NHTSA’s contracting officer’s technical representative (COTR) the name and telephone number of its customer service representative authorized to cure software performance issues.

D.5 Privacy Act

Information included in this Contract is protected by the provisions of the Privacy

Act of 1974. All personnel assigned to this Contract will take proper precautions to protect the information from disclosure.

D.6 Limitation On Size of Proposal

The size of proposal to be received is not to exceed 10 pages.

D.7 Proposal Contents:

a. Brief description of company.

b. Description of how Offeror will meet the technical requirements of Section C.3

“General Requirements” and Section C.4 “Specific Requirements”

c. Brief description of company quality control procedures and customer service offered.

d. Price Proposal.

E.1 Solicitation Provisions-

FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998). This solicitation and any resulting contract incorporates one or more provisions and clauses with the same force and effect as if they were given in full text. Upon request, the

Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

(http://www.aquisition.gov/far/)

The contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses.

(viii) 52.212-1, Instructions to Offerors-- Commercial Items (FEB 2012).

(ix) 52.212-2, Evaluation--Commercial Items (JAN 1999).

As prescribed in 12.301(c), the Contracting Officer may insert a provision substantially as follows:

Evaluation—Commercial Items (Jan 1999)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Listed in descending order of importance:

1. Past Performance

This factor will be scored based upon the offeror’s corporate experience and past performance performing similar work as described in Section C.3 & C.4.

Additionally, the offeror will be evaluated on the following:

• The extent to which the offeror has experience in signage installation and removal.

• The offeror’s satisfactory ability to deliver on schedule.

• The offeror’s past history of maintenance of banners.

• The offeror’s record of financial responsibility as it relates to the use of federal funding.

2. Technical Approach/ Facilites

The offeror will be evaluated on:

• The offeror’s knowledge of the policies and procedures in working with business and community authorities such as the JBG Companies and the Capitol Riverfront Business Improvement

District (BID).

• The extent to which the offeror has an adequate and secure facility for the storage of the banners. The offeror’s facility in which the banners will be stored.

3. Personnel Qualifications/ Organization

The offeror will be evaluated on the proposed staffing plan; the adequacy, reasonableness and suitability of the skill levels and the quantity and quality of proposed personnel; and the availability of staff.

4. Price

The Offeror is expected to establish a reasonable price relationship between all price elements listed in their Cost Proposal. An evaluation of the Offeror’s Cost Proposal will be made to determine if the cost is realistic for the work to be performed, reflects a clear understanding of the requirements, and is consistent with the work as described in Section C.3 & C.4. Reasonableness determinations will be made by determining if competition exists, by comparing proposal prices with established commercial market prices, General Services Administration price schedules, and/or by comparing proposal prices with the Independent Government

Cost Estimate (IGCE).

All evaluation factors other than price, when combined, are significantly more important than price.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced.

Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

FAR 52.252-2, Clauses Incorporated by Reference (JAN 1999) This solicitation and any resulting contract incorporates one or more provisions and clauses with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: (http://www.aquisition.gov/far/)

The contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses.

(x) 52.212-3, Offeror Representations and Certifications--Commercial Items (DEC 2012).

(xi) 52.212-4, Contract Terms and Conditions-- Commercial Items (FEB 2012).

(xii) 52.212-5, Contract Terms and Conditions Required to Implement Statues or

Executive Orders-- Commercial Items (JAN 2013).