Final Uniform Solicitation 2.pdf

1200 New Jersey Ave, SE

East Bldg. Rm E22-306

Phone: 202-366-4429

Department Of Transportation

July 19, 2022

Subject: Request for Proposals - OHMS Field Operations Uniforms

Dear Prospective Offerors, The Department of Transportation's office of Pipeline and Hazardous Safety Administration (PHMSA) has a requirement for Uniforms/Apparel for OHMS. This requirement will be administered using FAR Part 13.5 procedures.

Prospective offerors are required to complete Section 8 (SFl 8 Form); vendor information and Sections 13, 14, & 15; contractor representative and signatures. Offerors, please include your UEI Number within your quote to verify registration in the System for Award Management (SAM). This should be included as page 1 of your proposal.

Questions received via phone or facsimile will not be accepted. Please include the Request for Proposal Number 693JK322Q0009 in the subject line. Once questions are compiled, they will be answered via an Amendment to the solicitation.

Questions relative to the solicitation should be directed to the undersigned via email at dwayne.cross@dot.gov by no later than August 2, 2022 by 5:00 PM (EST) and proposals are due no later than August 19, 2022 by 5:00 PM (EST). Please submit ALL proposals through the System for Award Management (SAM) portal.

Sincerely,��;X:/;Vfcn4 Contracting Officer

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

693JK3

Washington DC 20590 1200 New Jersey Avenue SE, East Bldg, 3rd Fl Acquisition Services Division

PIPELINE AND HAZARDOUS MATERIALS SA

CODE 16. ADMINISTERED BYCODE

X

X

315299

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OR693JK3

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

07/19/2022

202-366-6673ZALMA ROSS

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIME

08/19/2022 1700 ES

b. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

693JK322Q0009

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 2 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

Washington DC 20590 1200 New Jersey Avenue SE, East Bldg, 3rd Fl Acquisition Services Division

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

PIPELINE AND HAZARDOUS MATERIALS SA

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

X

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

In accordance with the attached Statement of Work, please provide a proposal for the requested services. THIS REQUIREMENT IS SET ASIDE FOR WOMEN

OWNED SMALL BUSINESS. ONLY CERTIFIED WOMEN OWNED

SMALL BUSINESSES (WHO ARE REGISTERED IN SYSTEM

FOR AWAWRD MANAGEMENT) WILL BE CONSIDERED FOR

CONTRACT AWAWRD.

Offeror instructions are attached.

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

DATED

DWAYNE CROSS

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

Section B - Pricing

Requirement Title: OHMS Field Operations Uniform Requirement

Period of Performance: 5 Year Ordering Period (from date of award)

Article of Uniform Quantity Base Year

Pricing

Year 1

Pricing

Year 2

Pricing

Year 3

Pricing

Year 4

Pricing

Raincoat with embroidered badge on front, “Federal

Investigator” on back.

20 per year

Safety Vests (ANSI rated, flame retardant)

35 per year

All Weather Jacket (up to 5 in 1 style) with liner, embroidered Velcro badge on front

20 per year

Extreme Cold Weather

Parka (Non-Fire-

Retardant)

20 per year

Extreme Cold Weather

Bib Pants (Non-Fire-

Retardant)

20 per year

Uniform Polo w/embroidered logo includes male sizing

(regular up to 4XL and tall up to 4XLT)

288 per year

Uniform Dress shirt w/embroidered logo includes male sizing

(regular up to 4XL and tall up to 4XLT)

288 per year

Uniform Polo w/embroidered logo includes female sizing

(petite, misses and full figure up to size 24).

52 per year

Uniform Dress shirt 52 per year

Section B - Pricing w/embroidered logo includes female sizing

(petite, misses and full figure up to size 24).

Cotton T-shirts Shirts

“PHMSA Investigator” branded include male sizing (regular up to 4XL and tall up to 4XLT) and female sizing (petite, misses, and full figure up to size 24). Colors to be approved by DAAFO before purchase, no embroidery

340 per year

Nomex Coveralls (Fire -

Retardant)

20 per year

Hard Hat (ANSI rated, 4-point ratchet) white with logo

40 per year

Insulated Hat with face mask or trooper hat

20 per year

Extreme Cold Weather

Gloves

20 per year

One time in person training at Field Training

Workshop. Location upon request.

1 time per contract

Website ordering manual or web-based video

1 time per contract

Total Price (5 year ordering period): __________________________________________

Section C PHMSA, Office of Hazardous Materials Safety

Field Operations Uniforms

C.1 Type of Contract/Duration

This is a Blanket Purchase Agreement (BPA) for which firm fixed price BPA Calls will be issued to one vendor. The BPA will consist of a five-year ordering period.

C.2 Contract Coverage

The purpose of this BPA is to provide the United States Department of Transportation (DOT), Pipeline and Hazardous Materials Safety Administration, Office of Hazardous Materials

Safety – Field Operations (OHMS-FO) with the ability to support uniform requirements as follows:

Provide full-service uniform support to all OHMS-FO employees, to include manufacturing/procurement, inventory control, security control, distribution, online ordering mechanisms and acceptance of payments.

Provide management services to ensure a successful program that supports the OHMS-FO in a cost -effective and efficient manner. The contract will include all uniform requirements.

C.3 Contract Objective

The overall objective of this action is to award one BPA contract against which BPA Calls can be placed to satisfy all uniform requirements in accordance with the Statement of Work (SOW) and specifications.

C.4 Introduction

The mission of Pipeline and Hazardous Materials Safety Administration, Office of Hazardous

Materials Safety (OHMS-FO) is to promote the safe transportation of hazardous materials through education, regulation, enforcement, and technology to reduce incidents in transportation.

In support of PHMSA’s mission, the Office of Hazardous Materials Safety – Field Operations has a requirement for uniform items for employees working in field locations. All requirements for uniform allowances, ordering policies and procedures are governed by the OHMS-FO

Uniform Policy. The Government contemplates award of a Firm Fixed Price per unit Blanket

Purchase Agreement, as a result of this solicitation. This Blanket Purchase Agreement shall provide full-service support and a variety of uniform items to support OHMS-FO mission and comply with the PPE Allowance List and 5-year Uniform Pricing list.

C.5 Materials & Supplies

The Contractor shall provide all materials and supplies, except as otherwise specified necessary to perform the work and furnish the items as specified in the SOW. Samples for

C.6 Statement of Objectives

C.6.1 Manufacturing or Acquiring Uniform Items

Objective #1: Manufacture or acquire all items for the OHMS-FO Uniform Program. Assure quality control in the manufacturing process.

The Contractor shall be required to provide and deliver customized uniforms as required. For the purpose of this procurement, “Uniform” is defined as distinctive clothing prepared by embroidering the applicable logos (as detailed in Attachments 1, 2, 3 and 4 of this SOW) onto

100% cotton shirts that are ANTI-STATIC with no pockets and 100% treated performance cotton shirts with no pockets of applicable sizes. Long sleeved cotton shirts should be made of oxford cloth or similar cloth with opacity rating of 4 when the scale is 1-5, with 1 being the least opaque and 5 being the most opaque.

The contractor shall be capable of manufacturing program items and/or acquiring program items from other manufacturers. The contractor shall demonstrate full operating capability within 30 days of the contract award or sooner. The contractor shall determine which sources to use based on the best value combination of a fair and reasonable price, superior quality, and timely delivery. The contractor shall demonstrate expertise as a manufacturer and/or experience in sourcing product from other manufacturers.

The contractor will show expertise in providing products that meet quality standards based upon contract specifications. The contractor’s quality control and quality assurance procedures should result in over 99% of all items shipped being defect free. The contractor shall define a performance metric to measure the frequency of defective products delivered to OHMS-FO personnel.

The contractor shall also ensure that fabric used for uniforms meet color and durability tolerances. The contractor shall ensure that size tolerances for both men and women uniforms are acceptable.

C.6.2 Supply Chain Management

Objective #2: Provide inventory control and management, warehousing and tracking of inventory to ensure secure storage and timely delivery. The contractor should have an established distribution process and a quality control/quality assurance program.

Objective #3: Provide shipping, handling, and delivery of all goods by traceable means directly to OHMS-FO Field personnel at over 70 duty stations nationwide

Objective #4: Effectively manage/balance inventory with customer demand.

The contractor must demonstrate experience and expertise in forecasting the sales demand for each item in the uniform program. This forecast should become the basis for an inventory plan for each product. The inventory plan addresses such issues as where the item is sourced, size and frequency of ordering inventory, and the amount of safety level inventory maintained “in stock”. The contractor must have the financial capacity to maintain the appropriate levels of inventory to meet target delivery time requirements. The contractor must have security plans, processes and procedures in place to minimize losses due to pilferage or theft throughout the entire supply chain. Losses of items with emblems or patches, the emblems or patches themselves must be reported to OHMS-FO in the monthly reports.

Distribution centers (DC) with sufficient square footage and performance capacity must be currently in operation. The DC must incorporate modern processes to ensure a fair and reasonable cost and designated production lead-time delivery of orders. The DC must be organized to fulfill relatively small, individual OHMS-FO personnel orders. The DC must have quality control/quality assurance processes that identify both defective products and order processing errors. Finally, the DC should have garment alteration capabilities that include emblem attachment, pant hemming and screen printing.

C.6.3 Order Management

Objective #5: Establish and coordinate the entire ordering process beginning with the placement of each order through the distribution cycle.

Objective #6: Provide employees with a secure web site inclusive of a web-based catalog, pricing, ordering, and item availability.

Objective #7: The e-commerce solution shall provide individual uniform accounts with annual government allowance initial posting, balance information, order tracking, size and ordering history, on-line ordering, and final/annual allowance accounts closeout. First year allowance for each investigator is $800 and subsequent years the amount is $600. Any deviation from those amounts requires written approval by the Deputy Associate Administrator, Field Operations (DAAFO) prior to purchasing. Employees shall also be able to use personal funds for on-line website ordering via the web-based catalog. State sales taxes will only apply to the personal funded portion of an order.

OHMS-FO personnel must be able to submit orders to the contractor directly through a web site.

On-line order forms must contain enough detail to ensure personnel can select proper sized garments based on descriptions and instructions provided by the vendor. The contractor shall have a system to order both men and women safety gear. The contractor shall have a proven, automated order management computer system that has the following capabilities. The system must be large enough to handle up to 200 individual OHMS-FO personnel accounts and an estimation of 70 authorized duty stations. The system must be able to accommodate either employee allowances (specified dollar amount) or employee allotments (specified number of garments). Master files shall be maintained for each employee that include uniform items approved for that employee, shipping information, allowance balances, and order and size histories.

The web-based solution will have the following capabilities:

1. On-line ordering

2. Real time tracking of government allowance balances

3. Product information including photos, descriptions, size scales, care instructions, and warranty information

4. Order tracking through links with FedEx, UPS, or other shipper web sites. All individual orders must be shipped and tracked separately by traceable means.

5. A reference section for order and size histories

6. Automated email confirmations of order receipt and order shipments

7. Security provided through unique account numbers and passwords. Security for sensitive information such as credit card numbers which are transmitted across the internet.

8. Orders are to be shipped only to any of the authorized duty locations for each employee.

These locations will be provided to the successful offeror after contract award.

C.6.4 Customer Service

Objective #8: The contractor shall maintain a customer service / help desk during normal business hours of 8:00am to 5:00pm EST, Monday - Friday on normal business days.

Objective #9: Effectively assure customer satisfaction in the product lines.

Objective #10: Provide efficient and courteous customer service, including receiving and resolving complaints. Customer assistance shall include fitting instructions, back-order issues, late deliveries, problems regarding allowance account balance information and resolution of other problems that arise.

The contractor shall maintain a customer service call center that can process returns, assist with fittings, and is empowered to resolve customer problems. Customers must be able to contact customer service representatives (CSRs) via toll free phone numbers and/or email. The customer service call center shall operate during normal business hours, 8:00am to 5:00pm EST on normal business days, Monday – Friday.

The contractor shall ensure customer satisfaction with products and services through the following efforts. CSRs will be provided tools and training to resolve customer problems. They will elevate problems to the appropriate person within the contractor’s organization to achieve resolution of more complex issues. The contractor will define a performance metric to measure customer satisfaction. A report on returned items, complaints, and comments (to include resolution) will be required quarterly.

The contractor shall provide a fitting plan to ensure that uniforms fit and that there is a process for refitting and ensuring that ill -fitting uniforms are corrected or replaced. Fitting assistance should be provided by the contractor to OHMS-FO personnel through these efforts. CSRs should be trained to answer OHMS-FO personnel questions. Individual OHMS-FO personnel size histories shall be maintained on the web site. Also, size scales and garment dimension charts for each product shall be available on the web site. A prepaid return address label and return instructions shall be provided in every shipment to facilitate returns when garments do not fit. OHMS-FO personnel may return items as often as needed until they receive a proper fitting garment.

Returns may be made subject to the product warranty. Every shipment will contain return instructions and a pre-paid address label to facilitate returns. A dedicated staff at the distribution center will process returns in a timely manner and will quality inspect all garments before returning them to inventory. Credits resulting from returned items will quickly be issued to

OHMS-FO program or employee accounts to reflect the revised allowance balances. The contractor shall have a process to assign reasons for the returns. A report will be provided showing the returns by reason quarterly. Returns of defective/unusable items must culminate in the documented destruction of all OHMS-FO emblems and patches. Destruction must be accomplished to render the emblems and patches unable to be reassembled, and may include shredding, burning, or cutting into multiple pieces.

C.6.5 Change Management

Objective #11: Provide professional services for designing new uniform items and redesigning existing uniforms.

*PLEASE NOTE: Design and patch specifications are subject to change but shall not exceed the current number.

ATTACHMENT 1

Specifications for Logo for OHMSFO, PHH

Investigator Shield #1 U.S. DEPARTMENT OF

TRANSPORTATION

HAZARDOUS MATERIALS

ENFORCEMENT

Size: 2” Wide, 2 5/8” High

100% Polyester Thread 2 Colors (Blue, Gold/Black)

Size: 2” Wide, 2 5/8” High with diameters with text printed to relative size as shown.

Placement: The emblem will be placed on the left breast side of the shirt.

Color: A gold colored polyester thread will be utilized for the lettering on all navy-blue colored shirts, and a black colored polyester thread will be utilized for the lettering all light gray colored shirts.

ATTACHMENT 2

Specifications for Logo for OHMSFO, PHH

Investigator Shield #2 U.S. DEPARTMENT OF

TRANSPORTATION

HAZARDOUS MATERIALS

ENFORCEMENT

Size: 2” Wide, 2 5/8” High

100% Polyester Thread 2 Colors (Blue, Gold/Black) Size: 2” Wide, 2 5/8” High with diameters with text printed to relative size as shown.

Placement: The emblem will be placed on the left breast side of the shirt.

Color: A gold colored polyester thread will be utilized for the lettering on all navy-blue colored shirts, and a black colored polyester thread will be utilized for the lettering all light gray colored shirts.

HAZARDOUS MATERIALS

ENFORCEMENT

Size: 2 ½” Diameter 100% Polyester Thread 3 Colors (Blue, White, Black/Gray)

Size: 2 ½” diameters with text printed to relative size as shown.

Placement: The emblem will be placed on the left breast side of the shirt.

Color: A PANTONE 281 blue, and white colored polyester threads will be utilized for the DOT triskelion. A mid-level gray colored polyester thread will be utilized for the lettering on all navy-blue colored shirts, and a black colored polyester thread will be utilized for the lettering on all light gray colored shirts.

ATTACHMENT 3

Specifications for Logo for OHMSFO, PHH Investigator Patch #1

ATTACHMENT 4

Specifications for Logo for OHMSFO, PHH

DOT Triskelion Emblem – Community Liaison

HAZARDOUS MATERIALS

COMMUNITY LIAISON

Size: 2 ½” Diameter 100% Polyester Thread 3 Colors (Blue, White, Black/Gray)

Size: 2 ½” diameters with text printed to relative size as shown.

Placement: The emblem will be placed on the left breast side of the shirt.

Color: A PANTONE 281 blue, and white colored polyester threads will be utilized for the DOT triskelion. A mid-value gray colored polyester thread will be utilized for the lettering on all navy-blue colored shirts, and a black colored polyester thread will be utilized for the lettering all light gray colored shirts.

Colors and Material/Blend:

Polo shirts: Navy Blue or Light Gray

Button Down shirts short & long sleeve: White or Navy Blue

Material/Blend: 100% Cotton or 100% Performance Cotton for all shirts

Parkas, raincoats, vests, etc:

Pants: Tan, Coyte, Desert

C.6.6 First Article Test Samples

The Government reserves the right to request First Article Test Samples of any uniform item under the contract for evaluation and approval for full production. All first article samples will be required to be submitted to the Government no later than 30 days after award for approval. After

First Article approval, item(s) must be available to be ready for delivery within 30 days after approval.

**2 Samples of long sleeve button down white shirts (1 with Investigator

Shield and 2nd with DOT Triskelion Emblem logo) are to be provided with the proposal. Samples will not be returned to vendors.

C.6.7 Program Management

Objective #12: Provide standard procedures for invoicing, refunds, credits, exchanges, deliveries, lost deliveries, billing processes, compliance with quality assurance reviews, maintaining employee privacy and customer service.

Objective #13: Effectively manage warranties and product returns in accordance with policies for commercial accounts.

Objective #14: Simplify reporting processes for scheduled and on-demand reports to support program management.

Objective #15: Serve as a consultant to OHMS-FO regarding standards industry practices including fabrics, alternative products, manufacturing advances, and process improvements.

The contractor/awardee will provide the following elements as their Program Management Plan:

a. The product warranty policy will be defined.

b. Objectively measured performance metrics will be defined.

c. A security plan will be established which both ensures the security of the uniform components and defines plans to mitigate risks inherent to the operation of the program. The risk mitigation plan shall address such issues as loss of facilities, loss of key personnel, and non-performance by subcontractors.

d. Standard reporting will be defined, and a schedule listed. The ability to provide

“on- demand” specialized reporting will also be defined.

e. A financial plan will be established to ensure financial capability to carry adequate inventory to meet the required performance metrics and accounts receivables.

C.6.8 Reports and Performance Metrics

PHMSA is seeking to award a Blanket Purchase Agreement to a contractor where that contractor serves as a supplier and service provider rather than simply a supplier of uniforms.

This contractor should be an expert program manager and integrator focused on customer satisfaction as measured by the following performance metrics:

f. Individual Order Shipping Times: These standard measures the time that the contractor takes to ship an individual order to a specific PHMSA OHMS-FO employee (customer).

Acceptable performance is within 10 business days and a rush delivery option for replacement items.

g. Report Delivery: This standard measures the time that the contractor takes to deliver an individual report to the OHMS-FO personnel for each quarter. Acceptable performance is within 10 business days after the end of the report period.

h. Orders Shipped Complete: This standard measures the number of orders free from backorder. Backorder is defined as an order for a specific product that, at the time it is originally received is unavailable for immediate shipping. Acceptable performance is greater than 80%.

i. Backorder Shipping: This standard measures the time that the contractor takes to ship an individual order to a specific OHMS-FO employee (customer) if the original order is placed on backorder. Acceptable performance is within 20 business days.

j. Order Accuracy: This standard measures whether the product shipped in an individual order is the product ordered by the OHMS-FO employee (customer). A correct item is defined as the exact match of the ordered items to the shipped items by name, and/or part number, size and description. Acceptable performance is performance that is accurate greater than 99% of the time.

k. Defect Rate: This standard measures whether the product shipped in an individual order is free from defect. A defect is defined as an obvious or non-obvious deficiency, imperfection, fault or flaw in the material, workmanship or character of the product in such a way that the product as delivered could not be used for the particular purpose for which it is designed.

Acceptable performance is performance that is free from defects greater than 99% of the time.

l. Emblem Accountability: This standard measures the accountability, losses, and destruction of PHMSA emblems and patches. These items are controlled by OHMS-FO and must be controlled throughout the vendor’s supply chain. The report shall include numbers of OHMS-FO emblems and patches produced, the number used in inventory, the number lost, and the number destroyed. Documentation of witnessed destruction must be maintained by the vendor and is subject to government inspection/review. Acceptable performance is 100% accountability with zero losses.

The above performance metrics will be reported electronically to OHMS-FO on a quarterly basis within 10 business days after the end of the quarter and an overarching report at the end of each FY. Additionally, the contractor shall provide quarterly reports on the following data within 10 business days after the end of the month: sales reports by item, inventory status report, funds remaining/remaining allowances report, return report with reason, back-order status with a projected get right date, and performance metrics report. The format of these reports is subject to approval and modification by the Government. These reports must be given with enough meaningful detail to permit the Government to validate invoices. This list of reports is not all inclusive, as individual ad hoc and both recurring and non-recurring reports are expected to be required over the course of the Blanket Purchase Agreement to facilitate management of the program.

*PLEASE NOTE: Design and patch specifications are subject to change but shall not exceed the current number.

C.6.9 Order Submission

OHMS-FO orders will be submitted to the awardee in one of the following ways:

(1). Blanket Purchase Agreement Calls are placed with the contractor which contain funding for orders for specified quantities of uniform items or specified dollar values to be added to OHMS-

FO personnel’s accounts for their individual selections of items they desire to buy.

(2) Allowance dollars, as specified by the OHMS-FO uniform program office, may be placed on each OHMS-FO employee’s account in the contractor’s information system. This amount will be visible and tracked on the OHMS-FO web site provided by the contractor. Under this scenario, each employee may choose to purchase any combination of uniform items for which they are approved to wear. Orders must be submitted through the web site.

To supplement remaining OHMS-FO funds, for example each employee is permitted to utilize a personal credit card to complete funding for purchase. For example, the employee account has $50.00 remaining, and the total purchase price of item is$75.00, the employee may use their personal credit card for the remaining

$25.00.

C.6.10 Allotments

PHMSA OHMS-FO will assign an allotment of uniforms for each employee. The contractor will create an order in their information system for each employee who is to receive the allotment. The contractor will provide OHMS-FO with an estimated schedule of delivery to complete shipment of the allotment orders based on the contractor’s anticipated production schedule. Under this scenario, an allowance balance will not appear on the web site, but the allotment order will be visible for tracking.

C.6.11 Transition

To complete a successful transition to the OHMS-FO Uniforms Blanket Purchase

Agreement, the Contractor will be given a sixty (60) day transition period at the end of the contract. The Contractor shall submit a Contract Transition Plan, which includes both transition-in and transition-out activities. The Contractor shall submit their Draft

Contract Transition Plan within 5 business days after contract award. Within five (5) business days of the Contractor’s submission, the Government will provide comments on the draft Contract Transition Plan. The Contractor shall submit a Final Contract

Transition Plan (Deliverable) that incorporates the Government's comments and requested revisions within five (5) business days of receipt of Government comments.

• Transition-In: Contractor shall describe their comprehensive transition approach to assume responsibility of all requirements in this SOW and to be fully staffed and operational by the conclusion of the transition period. The transition approach must align with the ability to seamlessly meet the PHMSA Field support needs.

• Transition-Out: At the conclusion of any performance period, including option periods or extensions, the Government may choose to discontinue the services provided under this SOW and award to another Contractor. The Contractor will be given a sixty (60) day transition period to transfer all responsibilities to incoming Contractor. The Contractor in place shall be required to perform transition-out activities.

END OF SECTION C

Section D.

INSTRUCTIONS TO OFFERORS

D.1 VOLUME I – Technical Proposal:

Offerors shall not include any pricing information in the technical quote. The content of the “Technical Response” shall include the following two (2) sections:

D.1.1 Technical Capability and Approach:

Each Offeror shall provide a complete description of their technical capability and approach in a format and content applicable to the Statement of Work (SOW) requirements. Failure to provide any information may result in the Offeror being removed from consideration. Technical capability and approach shall set forth in the most comprehensive manner the Offeror’s technical understanding and approach to performing all of the specified requirements as delineated in the Scope of Work. The technical capability and approach shall present a clear, concise description of how the Offeror plans to accomplish the technical efforts defined in the SOW. In total, the Offeror must describe the overall technical capability and approach for the work described in Section C (Statement of Work) to include each unique tasking or activities described therein. The Offeror’s proposal should also describe how the work will be performed with respect to incorporating subject matter expertise for technical methodologies, processes and procedures. The Offeror must demonstrate a technical understanding of the requirement and should not simply restate the Statement of Work requirements.

D.1.2 Past Performance:

The Offeror shall provide a complete description of their past performance/experience. Failure to provide any information may result in the Offeror being removed from consideration therefore, the Offeror shall address the Past Performance/Experience. The Offeror’s proposal will be evaluated to determine the extent to which it demonstrates performance and experience at a level similar in size, scope and complexity and ensures an appropriate level of confidence that the requirements as described in the Statement of Work.

The Offeror’s proposal shall include a demonstrated record, within the past five (5) years as confirmed by references, of successful past performance, including quality of services, compliance with SOW requirements, contract management, and customer satisfaction.

Past performance information provided shall be for support services of similar scope, complexity, size, and financial impact to client. The Offeror shall identify three (3) of its most recent contracts, (Federal, State, local government, and/or private), providing similar type of support services. If there is no relevant Past performance, Offerors will receive a “neutral” rating. For each reference identify the following information:

A. Name and address of the company/agency

B. Points of contact

C. Telephone numbers and email addresses

D. Contract type and number

E. Identify if you were Prime or Subcontractor

F. Contract Value

G. Original Value

H. Current Value

I. Explanation of Cost Growth

J. Period of Performance

K. Project Start Date

L. Original Completion Date

M. Explanation of any Delays

N. Type of work performed

O. Problems encountered and their resolutions

P. Any sub offerors or partnerships

**** The page limit for the Technical Volume is 30 pages****

D.2 VOLUME II – Cost Proposal:

Each Offeror shall submit a “Cost Proposal” separate from the “Technical Response.” The Price

Proposal shall include the following:

a.) The Offeror shall submit pricing for the total performance period (inclusive of Option

Periods). The quote must specifically include the total firm fixed priced for the Statement of

Work requirements identified in this Request for Proposal.

Offeror’s quotes that do not include the total firm fixed priced for this SOW’s requirements will be considered non-responsive and non-compliant with the Request for Proposal instructions.

Offerors are encouraged to propose price discounts from their established GSA Schedule labor rates, if applicable. If price discounts are offered, please identify the percentage off any price discount and/or price reduction offered. Offerors who do not have a GSA contract will not be penalized, as this is not a GSA procurement.

b.) The Offeror’s proposed price shall illustrate how the Offeror understands the Statement of

Work requirements by substantiating the validity of the Offeror’s technical approach to performing the SOW requirements. Therefore, any limitations and/or assumptions in the price quote shall be included by the Offeror.

Section E.

EVALUATION CRITERIA FOR AWARD

E.1 GENERAL INFORMATION:

The Government intends to award a single BPA to one (1) Offeror whose quote represents the best value. Best value is defined in FAR Part 2, as the expected outcome of an acquisition that, in the

Government’s estimation, provides the greatest overall benefit in response to the requirement. The

Government will conduct a Best Value/Tradeoff analysis using evaluation criteria stated herein. In performing its best value analysis, the Government will compare any relevant differences among the evaluated quotes to determine which quote offers the greatest overall best value. This effort will include comparing strengths, and weaknesses associated with each offer.

When conducting the evaluation, the Government may use data included by Offerors in their quote, as well as other appropriate data. Each Offeror is responsible for ensuring that the information provided is thorough, accurate, and complete.

The Government intends to evaluate the quote and award a single BPA without discussions. Therefore, the

Offeror is reminded that the Government intends to award this effort based on the initial quote, as received, without discussions. However, the Government reserves the right to establish a competitive range and then hold discussions should it be construed as being in the best interest of the government.

Nonetheless, each Offeror should submit its best offer, as the opportunity to submit a revised quote is not anticipated.

E.2 BASIS FOR AWARD:

The Government will award a single FFP BPA to one (1) Offeror whose proposal offers an innovative approach for meeting the requirements of the Statement of Work and is evaluated as the best overall offer for the Government, price and other non-price criteria considered. This evaluation may result in an award to a single higher-priced Offeror where the decision is consistent with the evaluation criteria and represents the best value to the Government. The determination of best value will be based on an evaluation of the following criteria:

Criteria 1 – Technical Capability and Approach (Non-Price)

Criteria 2 – Past Performance/Experience (Non-Price)

Criteria 3 – Price

Cost will be considered in making a best value determination; however, it is not a weighted criteria.

When combined, the non-priced criteria are significantly more important than price.

E.3 EVALUATION CRITERIA:

Offerors submitted in response to this Request for Proposal will be evaluated based on the following criteria

E.3.1 TECHNICAL CAPABILITY AND APPROACH (Criteria 1)

E.3.1.1 Technical Approach

This criteria will be evaluated based on the degree to which the offeror’s technical approach satisfies all the requirements in the Solicitation and the SOW and demonstrate a clear understanding of these technical requirements. This understanding includes the ability of the offeror to identify potential problem areas and propose technical and management solutions. The evaluation of technical approach also includes the degree to which the offeror’s approach is logical, feasible, technically valid and achievable. Unique concepts, features, and other approaches offered in a proposal may be considered in terms of the degree to which risks are identified, minimized and realize potential benefits to the

Government.

Under Technical Approach, pre-production samples will be evaluated on a pass/fail basis only against the requirements provided for each item in the specifications attached.

E.3.1.2 Plans

(a) Program Management Plan – The program management plan will be evaluated for the degree to which the offeror devotes the necessary resources and controls to the proposed work and the extent to which it includes valid, continuous improvement performance metrics and advantageous warranty periods; comprehensive management and delivery of uniforms and services; contingency planning; appropriate personnel qualifications of proposed Program Manager.

(b) Security Plan –The Security Plan as described in the SOW will be evaluated for how well physical and personal security will protect the Government and whether or not there are risks in the methodology and process used by which uniforms will be accounted for, secured and tracked to make sure they are not lost, stolen or otherwise, unaccounted for.

(c) Purchasing Plan –The Purchasing Plan as described in the SOW will be evaluated for how efficiently the offeror’ business systems, such as accounting, property control, procurement control, and the performance of work, account for costs.

(d) Manufacturing/Acquisition Plan – The Manufacturing/Acquisition Plan will be evaluated for the degree to which the conduct and reporting of first article testing uses best commercial practices and met testing and approval by the government. The Plan will be evaluated for the ability of manufacturing resources, purchase and acquisition of resources and production facilities used for this contract to meet contract requirements and provide for quality assurance. Included will be how the process expediently and efficiently handles backorders and how well the proposed production schedule and the process for which substitutions for OHMS- FO Uniform

Specifications are accomplished.

(e) Fitting Plan – The Government will evaluate the Offerors plan for ensuring that uniforms fit and how well the plan details and accurate, fitting process with process for refitting and ensuring that ill-fitting uniforms are corrected or replaced.

(f) Distribution/Delivery Plan – The Government will evaluate (1) how well the plan provides for ongoing uniform replenishment and replacement, (2) how well it addresses methods, timeframes, and contingency planning for delivery to initial, subsequent hires, and backorders and (3) how distribution will be accomplished to ensure fit and deliver in not more than 5 calendar days.

E.3.1.3 Product Identification – will be evaluated on a ‘pass’ or ‘fail’ basis. The following represents the criteria for determining ‘pass’ or ‘fail’:

(g) Meets fabric specifications

(h) Meets fabric color specifications

(i) Meets size specifications

Products must be clearly identified and manufacturer specification sheets must be provided. If products meet the above criteria, a ‘pass’ rating will be granted. If not met, a ‘fail’ rating will be granted.

The three (3) subfactors beneath Technical Capability will be weighted with equal merit, each consisting of 33% of the total.

E.3.2 PAST PERFORMANCE & EXPERIENCE (Criteria 2)

This criteria will be evaluated based on how the offeror’s past and present performance validates expected performance and customer satisfaction for OHMS-FO. The offeror’s past performance must show no serious performance failures within the last 3 years that would increase the risk of failure in performance on this contract. The Government reserves the right to make inquiries as to the prospective offeror’s past performance on any existing or previous contracts, regardless of whether or not they are included in the proposal submission. The evaluation of past performance will also consider how well the offeror has complied with technical requirements and performance standards, how well the offeror has met schedules and how well the offeror has met cost performance, including whether or not there have been cost overruns or savings.

In submitting the three (3) references, the offeror may include information from predecessor companies, key personnel who have relevant experience or sub-offerors that will perform major or critical aspects of the requirement, when such information is relevant to the instant acquisition. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror will receive a Neutral rating.

E.3.3 PRICE (Criteria 3)

EVALUATED PRICE

The Government shall use cost/price analysis to evaluate the cost estimates or prices, not only to determine whether or not they are reasonable, but also to determine understanding of the work and ability to perform the contract. The price proposal should represent the Offeror’s response to the requirements in the solicitation and the estimated quantities of each item. The evaluated price for the

5-year ordering period will be evaluated for:

(a) Price Realism – Compatibility of the technical approach.

(b)- Price Reasonableness – Acceptability of the firm fixed for each item.