FA441824Q0005 Combined Synopsis and Solicitation.pdf

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES

FA4418-24-Q-0005

(i) This is a combined synopsis/solicitation for commercial services prepared in accordance with Federal

Acquisition Regulation (FAR) subpart 13.5 and the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

(ii) The combined synopsis/solicitation number is FA4418-24-Q-0005 and shall be used to reference any written quote provided under this Request for Quotation (RFQ).

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal

Acquisition Circular 2024-02, effective 22 January 2024.

(iv) This acquisition is 100% set-aside for Service-Disabled Veteran Owned Small Business. The associated NAICS code is 561621 – Security Systems Services (except Locksmiths) with a size standard of $25 million.

(v) Contractors shall submit a quote in reference to the attached Performance Work Statement (PWS) and price schedule for Fire Alarm and Suppression Inspection, Testing, Maintenance (ITM), and Repair Services. A Firm Fixed Price Requirements Contract is contemplated.

(vi) The contractor shall perform inspections, testing, preventative maintenance, and as needed repairs to ensure reliable and continuous safe operation of industrial fire alarm and suppression systems for 391 facilities at Joint Base Charleston, South Carolina.

(vii) Place of Performance: Joint Base Charleston (JBC), South Carolina – JBC - Air Base, JBC - Weapons

Station, Charleston Naval Shipyard, and North Auxiliary Airfield.

(viii) Period of Performance: Base 1 Oct 2024 – 30 Sep 2025 Option I 1 Oct 2025 – 30 Sep 2026 Option II 1 Oct 2026 – 30 Sep 2027 Option III 1 Oct 2027 – 30 Sep 2028 Option IV 1 Oct 2028 – 30 Sep 2029

(ix) Site Visit Information: Prior to submission of quotes, parties interested in responding to this RFQ are highly encouraged to attend the SITE VISIT CURRENTLY SCHEDULED FOR 05 March 2024 @ 0830 EST.

No other Site Visit opportunities will be available. Attendees shall be interested vendors only. Vendors interested in meeting potential offerors shall not use this site visit for these purposes. Attendees are limited to two (2) personnel per firm. Registrants shall submit company name, contact information, and name of attendees. Site Visit arrangements shall be coordinated with Stephanie Woods, Contract Specialist, (stephanie.woods.7@us.af.mil) no later than 28 February 2024 by 1600 EST. Upon registration, Vendors will receive meeting location and itinerary information for the Site Visit.

(x) Request for Information (RFI): Questions received, in writing, and subsequent answers will be posted to

Sam.gov. Offerors are encouraged to submit in writing all questions and requests for clarifications no later than 1000 EST, 08 March 2024. The decision whether to respond to questions and requests for clarification made after 1000 EST, 08 March 2024 shall be at the sole discretion of the contracting officer. Failure of a prospective offeror to submit any questions will be construed to mean that the prospective offeror fully understands all requirements of the solicitation. Questions must be emailed to:

stephanie.woods.7@us.af.mil and tricia.esannason@us.af.mil. If there are any issues call Stephanie Woods at (843) 963-4502.

mailto:stephanie.woods.7@us.af.mil mailto:stephanie.woods.7@us.af.mil

(xi) FAR 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition with the following Addenda:

The response will consist of four separate parts:

PART I – The RFQ consists of a cover page that identifies the following:

1) Project name

2) Solicitation Number

3) Offeror’s name, address, and general contact information

4) A statement addressing the offeror’s agreement to the contract terms and conditions as written in the SOLICITATION, with attachments.

5) The cover page may state any delineating exceptions taken to the RFQ terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFQ may cause their quote to be determined not eligible for award. Offerors shall ensure that all clauses and provisions that require "fill in" information are appropriately completed.

6) Signature of authorized agent and contact information.

PART II – TECHNICAL (Mission Essential Service Plan). Technical capability is evaluated as pass/fail. The contractor must submit a Mission Essential Services Plan to include the required elements IAW DFARS 252.237-7024, Notice of Continuation of Essential Contractor Services.

Address in the plan, at a minimum:

1) Challenges associated with maintaining essential contractor services during an extended event, such as a pandemic that occurs in repeated waves;

2) The time lapse associated with the initiation of the acquisition of essential personnel and resources and their actual availability on site;

3) The components, processes, and requirements for the identification, training, and preparedness of personnel who are capable of relocating to alternate facilities or performing work from home;

4) Any established alert and notification procedures for mobilizing identified “essential contractor service” personnel; and

5) The approach for communicating expectations to contractor employees regarding their roles and responsibilities during a crisis.

PART III - PRICE - Submit one (1) electronic copy of the completed Bid Schedule, Attachment 1 (electronic copies must be compatible with Microsoft Excel).

There are multiple cells within Attachment 1 which require data input by offerors. Offerors are responsible for reading instructions in their entirety and filling in all required cells for each worksheet. Values entered into the Bid Schedule shall be rounded to the nearest cent.

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

PART IV – PAST PERFORMANCE

Only references for same or similar type contracts are desired. Provide at least three (3) but no more than five (5) references of “Recent" and "Relevant" projects. "Recent" is defined as projects performed within the past five (5) years from date of solicitation issuance. "Relevant" is defined as performance effort involving essentially the same magnitude of effort and complexity this solicitation requires. The evaluation of past performance information will consider past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition. Furnish the following information for each contract referenced:

1) Company/Division name

2) Contracting Agency/Customer

3) Contract Number and Contract Type (e.g., Firm Fixed-Price, Time & Materials, etc.)

4) Contract Dollar Value (Initial, final and an explanation of the difference)

5) Period of Performance

6) Verified, up-to-date name, address, email, and telephone number of the Contracting Officer or

Contracting Officer Representative

7) Brief summary of the requirement AND, if applicable, a copy of the PWS/SOW

8) Comments regarding compliance with contract terms and conditions

9) Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

Information Regarding Submission of Past Performance Questionnaires: Offeror’s are responsible for timely distribution of Past Performance Questionnaires (PPQ) to references for completion. References must submit responses by 18 March 2024 suspense date to stephanie.woods.7@us.af.mil. Please see Attachment 2.

(xii) FAR 52.212-2, Evaluation - Commercial Services (2021-11), applies to this acquisition with the following Addenda:

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 will be used to evaluate offers:

1) TECHNICAL (Gate)

2) PRICE

3) PAST PERFORMANCE

Past Performance is significantly more important than price.

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).

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), unless a written notice of withdrawal is received before award.

This is a competitive, best value acquisition following simplified acquisition procedures IAW FAR Subpart 13.5, in which competing offerors past performance history will be evaluated on a basis significantly more important than price. By submission of its offer in accordance with the instructions provided in clause FAR 52.212-1, Instructions to Offerors, the offeror accedes to the terms of this model contract and all such offers shall be treated equally except for their prices and performance records.

Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The evaluation process shall proceed as follows:

Gate 1: Technical. Technical rating (“pass or fail”) is predicated on the offerors ability to provide a Mission Essential Services Plan to include the required elements IAW DFARS 252.237-7024, Notice of Continuation of Essential Contractor Services. If an offeror “passes” the Technical Gate, their offer will advance to Factor 1: Price Evaluation. If an offeror fails to pass the Technical Gate, that offeror will not be evaluated further.

Factor 1: Price Evaluation. Offerors that pass the gate shall be ranked according to total evaluated price, from lowest to highest, including options. An offeror’s total evaluated price will be determined by adding together all CLINS for the base year, and each option period. All sub-totals will then be added together to confirm the total for the base and all option periods. Labor and Mark-up rate sub-total values will then be added to the total for the base and all option periods value to establish total evaluated price.

The 6-month extension of services is IAW FAR 52.217-8, "Option to Extend Services" and will only be utilized if necessary. The 6-month extension of services is not considered part of Option Period 4 and will be a separate option exercised if it is utilized. Proposed pricing for the 6-month extension will be based on last exercised Option Period pricing.

Factor 2: Past Performance Evaluation. Beginning with the lowest priced offer, the contracting officer will seek recent and relevant performance information on all offers based on (1) the references provided by the offeror and (2) data independently obtained from other government and commercial sources.

Recent past performance includes performance of efforts within the past five (5) years. Relevant past performance includes performance of efforts involving fire alarm and suppression system ITM and repair services that involve similar scope and magnitude of required effort. This includes, but is not limited to:

• Number of facilities serviced

• Geographical location

• Security Requirements (restricted access)

• Monaco D21

• Fire Alarm AND Suppression

• Service Calls (routine, urgent, emergency)

• Diesel Pumps

The purpose of the past performance evaluation is to allow the government to assess the offeror’s probability of meeting the solicitation requirements based on the offeror’s demonstrated past performance.

The evaluation process will result in an overall past performance evaluation rating of Substantial Confidence, Satisfactory Confidence, Neutral Confidence, Limited Confidence, or No Confidence as defined in the table below.

Table 1. Past Performance Evaluation Rating Method

Adjectival Rating Description

Substantial Confidence

Based on the offeror’s recent/relevant performance record, the Government has a high expectation that the offeror will successfully perform the required effort.

Satisfactory Confidence

Government has a reasonable expectation that the offeror will

Neutral Confidence

No recent/relevant performance record is available, or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

The offeror may not be evaluated favorably or unfavorably on the factor of past performance.

Limited Confidence

Government has a low expectation that the offeror will

No Confidence Based on the offeror’s recent/relevant performance record, the

Government has no expectation that the offeror will be able to

Past performance regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement will not be rated as highly as past performance information for the principal offeror. Offerors with no recent/relevant performance history or if the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned shall receive the rating "Neutral Confidence," meaning the rating is treated neither favorably nor unfavorably.

In evaluating past performance, the government reserves the right to give greater consideration to information on those contracts deemed most relevant to the effort described in this solicitation. The following table describes past performance relevancy ratings.

Table 2. Past Performance Relevancy Ratings

Adjectival Rating Description

Very Relevant Present/past performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires.

Relevant Present/past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

Somewhat Relevant Present/past performance effort involved some of the scope and magnitude of effort and complexities this solicitation requires.

Not Relevant Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

If the lowest priced evaluated offer is judged to have a “Substantial Confidence” rating, then that offer represents the best value for the government and the evaluation process stops at this point. Award shall be made to that offeror without further consideration of any other offers.

If the lowest priced offeror is not judged to have a “Substantial Confidence” rating, the next lowest priced offeror will be evaluated, and the process will continue (in order by price) until an offeror is judged to have a “Substantial Confidence” rating or until all offerors are evaluated. The Government shall then make a best value award decision.

Offerors are cautioned to submit sufficient information, and in the format specified in the preparation instructions, to permit a meaningful evaluation of past performance. Offerors may be asked to make clear certain aspects of their quote or respond to adverse past performance information to which the offeror has not previously had an opportunity to respond. Adverse past performance is defined as past performance information that supports a less than satisfactory rating on any evaluation element or any unfavorable comments received from sources without a formal rating system. Communication conducted to resolve minor or clerical errors will not constitute interchanges and the contracting officer reserves the right to award a contract without the opportunity for revision.

The Government intends to make award based on the initial proposal submissions without conducting interchanges. However, the Government reserves the right to hold interchanges using Interchange Notices (INs) if, during the evaluation, it is determined to be in the best interest of the Government. Offeror responses to INs will be considered in making the award decision. The Government may conduct Interchanges with one, some, none, or all Vendors at its discretion.

(xiii) Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and

Certifications-Commercial Products and Commercial Services, with its offer (see Attachment 3).

(xiv) The clause at 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition.

(xv) The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive

Orders-Commercial Products and Commercial Services, applies to this acquisition (see Attachment 3).

(xvi) Defense Priorities and Allocations System (DPAS) and assigned rating: N/A

(xvii) Wage Determination (Service): Labor Standards (formerly Service Contract Act (SCA)) are included in this solicitation. Please see Attachment 4.

(xviii) Response to this combined synopsis/solicitation must be received via email by 18 March 2024, no later than 11:30 AM Eastern Standard Time. Quotes must be emailed electronically to stephanie.woods.7@us.af.mil. The solicitation number (FA441824Q0005), and the name of the offeror must be in the subject line. Emails with a time stamp after the solicitation has closed will be late quotes and will be processed in accordance with FAR 52.212-1(f).

Please note that .zip files are not an acceptable format for the Air Force Network and will not go through our email system.

All companies must be registered in the System for Award Management at https://www.sam.gov to be considered for award. The Government will not provide contract financing for this acquisition. Invoice instruction shall be provided at time of award.

(xix) For information regarding the solicitation, please contact Stephanie Woods, Contract Specialist, at stephanie.woods.7@us.af.mil // (843) 963-4502.

(xx) List of Attachments:

Attachment 1 – Bid Schedule Attachment 2 – Past Performance Questionnaire Attachment 3 – Provisions and Clauses Attachment 4 – WD 2015 – 4427 Rev 25 dated 26 Dec 2023 Attachment 5 – Performance Work Statement 06FEB2024 Attachment 6 – PWS Appendix A –Inventory Attachment 7 – PWS Appendix B – Service Call Historical Data – Weapons Station Attachment 8 – PWS Appendix C – D-21 Historical Data Attachment 9 – PWS Appendix D – Security Handbook and Contractor Base Security and Access Attachment 10 – PWS Appendix E – D-21 Log