RFQ - FY25 Fire Suppression - Scott AFB IL.pdf

23 December 2024

REQUEST FOR QUOTATION (RFQ)

Purchase Request Reference: F3S3524213AQ02 – FY25 Fire Suppression

Solicitation #: FA440725QDW02

Contracting Activity: 375TH CONTRACTING SQUADRON Scott AFB, IL 62225-5015

Government Representative: Nicholas Dillon Weiss – Contracting Officer

Phone – 618-531-6066 nicholas.weiss.5@us.af.mil

SrA Danny Alamin – Contracting Specialist Phone-618-977-7083 danny.alamin@us.af.mil

Requesting purchase of the service listed below. This acquisition is being procured as a small business set aside utilizing NAICS Code 561210 – Facilities Support Services which has a Small Business Size Standard of $47M and PSC Code S202 (Housekeeping-Fire Protection). From this quotation, a single award will be made. Please provide an offer for the service listed below by 14 January 2024 @ 10:00 AM CST. If this date is not possible, please contact the above to discuss a completion date. To be considered for award, offerors must have an active registration in SAM.

Overview: Under the following purchase, 375 CONS intends to procure the personnel, equipment, tools, materials, supervision, and services necessary for the inspection and maintenance of 28 wet chemical fire extinguishing systems in 13 commercial cooking facilities and 17 wet chemical Guardian III Residential systems in 17 non-commercial cooking facilities. The services include semi-annual and annual maintenance, hydrostatic testing of cylinders, replacement of fusible links and provide miscellaneous essential parts i.e., nozzles, CO charging cylinders, micro switches, batteries etc., to maintain the operational condition of the wet chemical fire suppression systems.

Period of Performance: The intent of this service is for it to be awarded as soon as possible as currently there is a lapse in this service. That said, the anticipated contract structure will be a base + 4 option year contract. Therefore, if this is awarded 08 January 2025 (completely hypothetical), the contract structure will look the following way:

Base Year: 08 January 2025 – 07 January 2026 Option Year 1: 08 January 2026 – 07 January 2027 Option Year 2: 08 January 2027 – 07 January 2028 Option Year 3: 08 January 2028 – 07 January 2029 Option Year 4: 08 January 2029 – 07 January 2030

Site Visit: A site visit will be conducted on 07 January 2025 @ 10:00 AM CT. Vendors interested in seeing the site are instructed to meet outside 201 E. Winters St. Bldg. 50 on Scott AFB, IL. and from there we will drive to the location of this project/requirement. For getting access to the base, please email nicholas.weiss.5@us.as.mil your first and last name.

From that point, Mr. Weiss will submit your pass to the Visitor Center which you’ll be able to pick up the day of the site visit.

Important Notice: If the Contractor is awarded this contract and subsequently experiences a failure of their proposed subcontractor, the Contractor shall remain obligated to perform the work at the price submitted in their quote, as reflected in the award document. If the Contractor is unable to secure a replacement subcontractor at the quoted rate, the Government will not engage in renegotiation of the contract price. Instead, the Government reserves the right to terminate the contract for cause, in accordance with the terms and conditions of the contract. By submitting a quote, the Contractor acknowledges and accepts this risk and the potential consequences of subcontractor failure.

Time and Materials CLINs: All CLINS specified as Time and Materials (T&M) CLINs must have a quote submitted in writing to the Contracting Officer and Customer (375 CES/Fire - TSgt. Gatewood) for approval before any work begins. For this RFQ & Contract, Time and Materials pricing means that the contractor will be paid for the actual time and materials used to complete the task, rather than a fixed price.

The quote shall include a detailed estimate of the costs, including:

An estimated cost of parts and materials, including a description of the materials and their quantities

An estimated cost of labor, including the number of labor hours, labor rates, and any associated costs (e.g., fringe benefits, overhead)

An estimated cost of special equipment needed to complete the task, including any rental or leasing costs

A not-to-exceed (NTE) amount for each T&M CLIN, which represents the maximum amount that the government will pay for the work.

The government will then review and approve the quote within 5 business days of receipt.

The contractor shall not begin work on the T&M CLINs until the quote has been approved by the Contracting Officer and Customer.

Note – While you will not have to submit anything for the T&M CLINs (highlighted in orange) in the pricing sheet below, to determine your quote technically acceptable, please provide a statement in your "Technical Capability" attachment stating that your company can provide the service specified in CLINs X003, X005, and X007.

CLIN STRUCTURE/ Pricing Base year

Item # Description Quantity Unit Unit Price Total Price

Fire Suppression Systems Semi-Annual Inspections/Maintenance/Tests for 28

Wet Chemical Fire Extinguishing Systems (Firm Fixed Price (FFP))

Each

Fire Suppression Guardian Residential Annual

Inspections/Maintenance/Tests for 17 Guardian Residential Systems

(FFP)

Fusible Link Replacement (Time and Materials (T&M)

Cylinder Hydro Testing (FFP)

Reimbursable Parts (T&M)

Additional Labor Hours (Labor

Hours (LHs)

N/A

Please provide an hourly rate in the Unit Price column to the left.

Replace overcharged/damaged Nitrogen Cylinders (T&M)

Option year 1

Inspections/Maintenance/Tests for 28

Systems (FFP)

Residential Annual

Inspections/Maintenance/Tests for

Fusible Link Replacement (T&M)

Lot

Additional Labor Hours (LHs) hourly rate in the

Option year 2

Inspections/Maintenance/Tests for 28

Residential Annual Inspections/Maintenance/Tests for hourly rate in the

Option year 3

Inspections/Maintenance/Tests for 28

Residential Annual

Inspections/Maintenance/Tests for hourly rate in the

Option year 4

Inspections/Maintenance/Tests for 28

Residential Annual

Inspections/Maintenance/Tests for hourly rate in the

Year Cost Base Year Option year 1 Option year 2 Option year 3 Option year 4 Total Cost :

- This total will be based on the net of CLINs X0001, X0002, and X0004.

FAR 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Sep. 2023) is hereby incorporated by reference, with the same force and effect as if it were given in full text.

In addition to the following addendum, all terms, and conditions of FAR 52.212-1 remain in effect. The following is tailored to this acquisition and is hereby added via addendum:

1. To assure timely and equitable evaluation of the offer, the offerors must follow the instructions contained herein. The offer must be complete, self-sufficient, and respond directly to the requirements of this solicitation.

2. Specific Instructions: The response shall consist of the following:

Cover Letter – The Cover Letter shall include the Offeror’s points of contact with e-mail address and phone number who are authorized to contractually obligate the company, CAGE Code, DUNS Number, small business status/categories, a statement the company understands the requirements specified and will meet the performance standards and requirements therein, and a statement the company does or does not take exception to any of the requirements of this RFQ.

3. Please provide the following information with your offer:

a. Expiration Date of Quote:

b. Proposed Payment Terms or Discount (i.e, Net 30, 1% 10 days):

c. Performance Begin/Complete:

- Please reference Delivery Date/Period of Performance above

d. Technical Proposal – please offer a summary on how you intend to accomplish the work that is no more than 2 pages. We are not looking for a capabilities statement here. Note – this must be provided to be considered for award as this is how we gauge if you are technically capable of providing this service.

4. All questions regarding the RFQ must first be directed to the Contracting Specialist – SrA.

Danny Alamin via e-mail (danny.alamin@us.af.mil) with the Contracting Officer Mr. Nicholas “Dillon” Weiss CC’d – nicholas.weiss.5@us.af.mil.

Deadline for questions is 4:00 PM CT on 09 January 2024. Offers must be e-mailed to the government representatives mentioned above. If issues are encountered with e-mail, please contact the government representatives via telephone at the numbers listed at the top of this RFQ.

5. REAL ID ACT Version 41

Passed by Congress in 2005, the REAL ID Act enacted the 9/11 Commission's recommendation that the Federal Government "set standards for the issuance of sources of identification, such as driver's licenses." Due to circumstances resulting from the COVID-19 pandemic and the national emergency declaration, the Department of Homeland Security, is extending the REAL ID enforcement deadline until 7 May 2025.

The following states/territories are under review, allowing Federal agencies to accept driver's licenses and identification cards from at Federal facilities and nuclear power plants until further notice:

Under Review A. Samoa

REAL ID COMPLIANT

All 50 states are compliant with the REAL ID Act.

Below are acceptable forms of identification for identity proofing for access to Scott AFB if you do not have an Enhanced Driver’s License:

- Driver's licenses or other state photo identity cards issued by DMV (or equivalent)

- U.S. passport

- U.S. passport card

- DHS trusted traveler cards (Global Entry, NEXUS, SENTRI, FAST)

- U.S. DoD ID, including IDs issued to dependents

- Permanent resident card

- Border crossing card

- State-issued Enhanced Driver’s License

- Federally recognized, tribal-issued photo ID

- HSPD-12 PIV card

- Foreign government-issued passport

- Canadian provincial driver's license or Indian and - Northern Affairs Canada card

- Transportation worker identification credential

- U.S. Citizenship and Immigration Services

- Employment Authorization Card (I-766)

- U.S. Merchant Mariner Credential

- Veterans Health Administration (VA) ID

Please contact Pass and Registration at 256-2008 if you have any questions or need additional information.

Evaluation Criteria

1. The Government will organize the quotes based on the lowest price and will evaluate the technical approach of the lowest priced offeror first. If the lowest priced offeror is technically acceptable, that offer represents the best value for the Government and the evaluation process ceases at this point. Award shall be made to that offeror without further consideration to any other offers. Technically acceptable in this case will be defined as meeting all technical requirements specific to the work specified in the PWS dated 05.21.2024 while also being able to perform the work specified in the required time frame.

AFFARS 5352.201-9101 Ombudsman

Ombudsman (July 2023)

(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

(b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution.

Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

(c) If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, Ms. Susan R. Madison, AFICC OL AMC, 510 POW/MIA, Scott AFB, IL 62225-

5022, 618-229-0267 fax (618) 229-0267, fax (618) 256-6668 email: susan madison@us.af.mil.

Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/DRU/SMC ombudsman level, may be brought by the interested party for further consideration to the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number (571) 256-2395, facsimile number (571) 256-2431.

(d) The ombudsman has no authority to render a decision that binds the agency.

(e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the Contracting Officer.

(End of clause)

AFFARS 5352.242-9000 Contractor Access to Air Force Installations

(July 2023)

CONTRACTOR ACCESS TO AIR FORCE INSTALLATIONS (JUL 2023)

(a) The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

(b) The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, valid vehicle insurance certificate, and [ insert any additional requirements to comply with local security procedures] to obtain a vehicle pass.

(c) During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

(d) When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with [insert any additional requirements to comply with AFI 31-101, Integrated Defense, and DODMAN5200.02_AFMAN 16-1405, Air Force Personnel Security Program] citing the appropriate paragraphs as applicable.

(e) Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

(f) Failure to comply with these requirements may result in withholding of final payment. (End of clause)

Attachment List:

RFQ Attachment 1 – PWS- Fire Suppression – 12.11.2024 RFQ Attachment 2 – LH TM DF - FY25 Fire Suppression RFQ Attachment 3 – Wage Determination 2015-5075 Rev. 27 RFQ Attachment 4 - FAR DFARS DAFFARS Solicitation Provisions and Contract Clauses