Combined_Synopsis-Solicitation_061715.pdf

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type: Combined Solicitation/Synopsis

Solicitation Number: HQ0034-15-R-0029

Posted Date: 29-May-15

Original Response Date: 29 June 2015 (10:00 AM EST)

Current Response Date: 29 June 2015 (10:00 AM EST)

Classification Code: R -- Professional, administrative, and management support services

Set Aside: None (Unrestricted)

NAICS Code: 517919– All Other Telecommunications

Contracting Office Address

Washington Headquarters Services, 1225 S. Clarke Street, Ste 1202, Arlington, VA 22202

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for

Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement incorporates provisions and clauses in effect through Federal Acquisition Circular. This announcement constitutes the only solicitation;

proposals are being requested, and a written solicitation document will not be issued.

This solicitation is a request for proposals (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-81 and

DFARS change notice 20150420.

The associated North American Industrial Classification System (NAICS) code for this procurement is 517919, with a small business size standard of $32.5M.

The Defense Legal Services Agency, Office of Military Commission (DLSA, OMC) is seeking contractor support for all phases of the courtroom technical operations to include official and unofficial transcription, auxiliary location support, and current and future localized Closed

Circuit Television (CCTV) infrastructure support. The Government intends to award a Firm-

Fixed Price (FFP) contract without discussions. The government reserves the right to conduct discussions if necessary. The anticipated period of performance (PoP) of this contract incorporates a 12-month base period with three (12-month) option periods. The government may, at its sole discretion, award to more than one vendor.

All interested companies shall provide a single proposal for the following:

Services

See Performance Work Statement at Attachment 1.

The contract Line Items and periods of performance are as follows:

Line

Item

Description Unit of

Issue

Quantity Total Price

0001 Base Performance Period;

Contractor shall provide non-personal courtroom technology support services providing operations and maintenance for courtroom technology and systems in accordance with the Performance Work

Statement

PoP: 1 August 2015 to 31 July 2016

Months 12

0002 Base Performance Period; Travel/Other

Direct Costs (ODCs): All travel for this contract must be in accordance with the

Joint Federal Travel Regulation (JFTR) and

Joint Travel Regulation (JTF). All reimbursable travel for this contract must be in accordance with FAR 31.205-46.

CONUS/local travel in the National Capital

Region is not reimbursable.

*All travel must have prior approval in writing from the Contracting Officer's

Representative (COR) if reimbursement

Cost NTE:

$100,000 will be sought All purchases(travel tickets, housing costs, equipment, etc.) must be pre-approved by the COR before purchase

0003 Base Performance Period; Surge Support

Services: Contractor shall provide additional non-personal courtroom technology support services to include

Audio/Video Audio/Video Operator and

Installer, Remote Help Desk Support, Broadcast Audio/Video Engineering, in accordance with the Performance Work

Statement.

*Must have prior approval in writing from the Contracting Officer or Contracting

Officer's Representative (COR).

Cost

1001 Option Period One (1);

Contractor shall provide non-personal courtroom technology support services providing operations and maintenance for courtroom technology and systems in accordance with the Performance Work

Statement

PoP: 1 August 2016 to 31 July 2017

1002 Option Period One (1);

Travel/Other Direct Costs (ODCs): All travel for this contract must be in accordance with the Joint Federal Travel

Regulation (JFTR) and Joint Travel

Regulation (JTF). All reimbursable travel for this contract must be in accordance with FAR 31.205-46. CONUS/local travel in the National Capital Region is not reimbursable.

Representative (COR) if reimbursement will be sought All purchases(travel tickets, housing costs, equipment, etc.) must be

1003 Option Period One (1);

Surge Support Services: Contractor shall provide additional non-personal courtroom technology support services to include Audio/Video Audio/Video

Operator and Installer, Remote Help Desk

Support, Broadcast Audio/Video

Engineering, in accordance with the

Performance Work Statement.

*Must have prior approval in writing from the Contracting Officer or Contracting

Officer's Representative (COR).

2001 Option Period Two (2);

courtroom technology support services providing operations and maintenance for courtroom technology and systems in accordance with the Performance Work

Statement

PoP: 1 August 2017 to 31 July 2018

2002 Option Period Two (2);

travel for this contract must be in accordance with the Joint Federal Travel

Regulation (JFTR) and Joint Travel

Regulation (JTF). All reimbursable travel for this contract must be in accordance with FAR 31.205-46. CONUS/local travel

Representative (COR) if reimbursement will be sought All purchases(travel tickets, housing costs, equipment, etc.) must be

2003 Option Period Two (2);

provide additional non-personal courtroom technology support services to include Audio/Video Audio/Video

Operator and Installer, Remote Help Desk

Support, Broadcast Audio/Video

Engineering, in accordance with the

Performance Work Statement.

*Must have prior approval in writing from the Contracting Officer or Contracting

Officer's Representative (COR).

3001 Option Period Three (3);

courtroom technology support services providing operations and maintenance for courtroom technology and systems in accordance with the Performance Work

Statement

PoP: 1 August 2018 to 31 July 2019

3002 Option Period Three (3);

travel for this contract must be in accordance with the Joint Federal Travel

Regulation (JFTR) and Joint Travel

Regulation (JTF). All reimbursable travel for this contract must be in accordance with FAR 31.205-46. CONUS/local travel

Representative (COR) if reimbursement will be sought All purchases(travel tickets, housing costs, equipment, etc.) must be pre-approved by the COR before purchase

PoP: 1 August 2018 to 31 July 2019

3003 Option Period Three (3);

provide additional non-personal courtroom technology support services to include Audio/Video Audio/Video

Operator and Installer, Remote Help Desk

Support, Broadcast Audio/Video

Engineering, in accordance with the

Performance Work Statement.

*Must have prior approval in writing from the Contracting Officer or Contracting

Officer's Representative (COR).

PoP: 1 August 2018 to 31 July 2019

Total

Contract

Price

Place of Performance

The contractor will perform work at government facilities, which may include government leased facilities, located in the Continental United States (CONUS) and Outside the Continental

United States (OCONUS). The following are examples of frequently used locations may be:

a) National Capital Region;

b) U.S. Naval Station Guantanamo Bay, Cuba; and/or

c) Possible future CONUS locations

FAR 52.212-1 - INSTRUCTIONS TO OFFERORS -- ADDENDUM

Washington Headquarters Services Acquisition Directorate (WHS/AD) is releasing this solicitation electronically only. This electronic version of the Request for Proposal (RFP) is the official version for this acquisition. No hard copy of this solicitation will be issued. Offerors may be sent all applicable amendments to this solicitation electronically. Offerors shall submit electronic proposals by email only to the point of contact designated in this instruction.

1. Questions – The cut-off date for all questions is 10 June 2015 at 10:00 AM EST. Offerors must email all questions to Ms. Wanda J. Wright at wanda.j.wright1.civ@mail.mil by the date and time referred herein. Responses to all questions may be in the form of an amendment and electronically posted to FedBizOps.gov. Telephonic requests or questions received after the designated timeframe may not be answered at the sole discretion of the Contracting Officer.

2. Offerors shall submit proposals before the due date and time for receipt of proposals.

DO NOT WAIT UNTIL THE FINAL DAY/HOUR TO SUBMIT YOUR PROPOSAL. It is the offeror’s responsibility to ensure that the proposal is received before the due date and time stated for receipt of proposals. Proposals received after the due date and time for receipt of proposals will be considered late and will not be evaluated. Proposals submitted in response to this solicitation shall be formatted as follows and furnished in the number of copies stated herein.

mailto:wanda.j.wright1.civ@mail.mil

Failure to format your proposal in the following manner will be determined as nonconforming to the solicitation and will not be evaluated.

Proposals shall be submitted as follows:

a. Text – Text shall be at least single-spaced, on 8½ x 11 inch paper, with a minimum one-inch margin all around. Pages shall be numbered consecutively. Pages submitted in excess of the page limitations stated throughout this document will not be evaluated.

b. Font Size – Print shall be of minimum 12 point font size spacing. Bolding, underlining, and italics may be used to identify topic demarcations or points of emphasis. Graphic presentations, including tables, while not subject to the same font size and spacing requirements, shall have spacing and text that is easily readable.

c. Labeling – Responses to Technical Capability, Past Performance and Price shall be in separate files. A cover sheet shall be included in each file, clearly marked as to the RFP identification, date of submittal, acknowledgement of any amendments, the offeror’s name, address, Taxpayer ID number, CAGE code, and the offeror’s POC name, phone, and email. The cover sheet shall not count against any page limitation.

d. Pricing Data – Any and all pricing information shall only appear in the Price file.

e. Format – Offerors shall submit their proposal as attachments to the email having the text and graphics portions in a format readable by Microsoft (MS) Office 2010, MS Word

2010. Data submitted in spreadsheet files shall be readable by MS Office 2010, MS

Excel 2010. All Cost/ Price information shall be in files separate from Technical

Capability and Past Performance.

Volume Chapter /Title Page Limits Copies

Factor I –

Technical

Capability

Original plus

1 redacted copy

Subfactor 1 –

Security

Requirement 2 pages

Original plus 1 redacted copy for all sections of

File I

Subfactor 2 –

Technical

Approach

10 pages

Subfactor 3 –

Recruitment and

Staffing Plan

10 pages+ 2 pages per resume +2 pages for additional information

Subfactor 4 –

Transition Plan 5 pages

II – Past

Performance

Factor 3 - Past

Performance 3 pages 3 Questionnaires Original Only

III - Price Factor 4 - Price No page limit Original Only

3. Submission Requirements

Factor I – Technical Capability:

Subfactor 1 –- Security Requirement: Offerors shall submit evidence of an Active Top

Secret Facility Security Clearance (FCL). The submitted FCL information shall be verifiable by the Government using the DSS/Joint Personnel Adjudication System (JPAS).

Subfactor 2 –Technical Approach: The Offerors shall submit their technical approach to accomplish the requirements of the Performance Work Statement (PWS). The proposal will describe how all tasks and subtasks as set forth in the PWS will be accomplished. Approach to the work will recognize the importance of qualified and experienced Audio/Video

Operator and Installers and Broadcast Audio/Video Engineers in support of the requirements in the PWS. Discussion of major logistical considerations and any anticipated major difficulties and problem areas, along with potential recommended approaches for their resolution will be included.

Subfactor 3–Recruitment and Staffing Plan: The Offeror shall submit a detailed staffing and recruitment plan which identities all permanent support staff functions (e.g. audio video support and remote help desk services) as well as a plan to provide qualified staffing/support for surge functions identified within the PWS. The proposal will demonstrate how the Staffing Plan will be used toward accomplishing the requirements of the PWS to ensure sufficient qualified, experienced and high caliber personnel are recruited, staffed, and retained in support of this requirement at contract award. The proposal will include resumes for the two (2) full-time Audio/Video Operator and Installers proposed to work onsite at U.S. Naval Station Guantanamo Bay, Cuba for the duration of the contract. Resumes are limited to two (2) pages for each of the proposed personnel and shall describe the individual’s specific experience as it relates to the requirements of the

PWS. This shall include the identification, the specific responsibilities and accomplishments, and the dates of involvement for each project supported. The resume shall also identify all formal education (e.g., college, training courses, etc.), the dates attended, and degrees or certifications earned. Each resume shall identify the employment status of the individual

(e.g., current employee, sub-contractor, contingent hire, etc.). Additionally, the Offeror shall affirm that the proposed personnel have an active Top Secret Sensitive

Compartmented Information (TS/SCI) security clearance and is reflected on the nominated individual’s JPAS record.

Subfactor 4 Transition Plan: The proposal will include a Transition Plan addressing the process and procedures the contractor will use to minimize disruption experienced during the transition to the new contract.

Factor II – Past Performance: Offerors shall submit no more than three total project references. For Teaming Arrangements, when submitting past performance information for both parties, at least half of the past performance submissions shall be for the prime contractor. Offerors shall provide a brief history of the project to include the agency or firm for whom the work was or is being performed, the contract number, the date of award, the period of performance, the contract/project value (to include all options), the type of contract (IDIQ, fixed price, cost reimbursable, time and materials, etc.), whether the

Offerors performed as a subcontractor or as a prime, and point of contact information

(including name, telephone, email, fax number and the title of a reference who can verify quality of performance on the project(s) identified).

1. Projects listed may include those entered into by Federal Government, agencies of state and local governments, and military customers for the same or similar services as described under this RFP. If a firm has no relevant past performance history of the same or similar scope, size, and complexity of this requirement, the proposal must affirmatively state that it possesses no past performance experience of the same or similar scope, size, and complexity. All projects submitted shall be completed or substantially completed within the past three (3) years of the RFP closing date to be considered in the evaluation.

2. Failure to provide the correct/current telephone, fax number, and/or email address for each point of contact (POC) listed may result in a lower rating for this factor.

3. Offerors are responsible for having each of their customer POCs complete a Past

Performance Questionnaire and submit to them at time of the response date to be included in Part II - Past Performance Information. For offerors who are unable to provide a completed Past Performance Questionnaire, the government will utilize any other past performance information available. This information will be evaluated in accordance with Factor 2- Past Performance Rating.

Factor III – Price: The offeror shall prepare a Firm-Fixed-Price (FFP) proposal for a twelve

(12) month base period and three (3) twelve (12) month options for CLINs 0001, 1001, 2001 and 3001. The proposed Firm-Fixed- Price (FFP) shall consider the following:

a. Two (2) full-time Audio/Visual Operator/Installers providing operations and maintenance courtroom technology (onsite) support for up to one court session in accordance with the PWS section 4.1.

b. The Government’s Furnished Property/Equipment listing in their Firm Fixed

Price (FFP). If subcontractors are utilized, the offeror shall provide the results of the analysis conducted by the offeror (Prime Contractor) establishing reasonableness of proposed subcontract prices (reference FAR 15.404-3(b) and (c)).

The offeror shall propose the labor rate for each surge labor category for a twelve (12) month base period and three (3) twelve (12) month options for CLINs (x0003) factoring the

Government’s estimated labor hours as shown below:

PERIOD OF

PERFORMANCE

SURGE LABOR

CATEGORY

SURGE

LABOR RATE

ESTIMATED

LABOR

HOURS

TOTAL

PRICE

CLIN 0003 Broadcast Audio/Video

Engineer

$ 140 $

Additional Audio/Video

Operator & Installer

(Remote Help Desk

Support)

$ 140 $

The Government is Pre-Pricing the Travel & ODC (COST CLINs x002) at $100,000.00 for each period of performance for the purpose of standardizing cost.

All price information, with the exception of the price narrative, must lend itself to review and analysis by the Government and must be submitted in Microsoft Excel format. The price proposal shall identify all labor categories, fully burden rates, overtime rates, any additional discounts, and any materials or supplies to be used in this contract. The hourly labor rates shall be broken out to show, direct labor rates and indirect rates (overhead, fringe, G&A and profit/fee) subcontractor rate information shall also be included, if applicable. List all other direct costs necessary for the performance of this contract.

FAR 52.212-2 EVALUATION FACTORS -- ADDENDUM

The Government intends to award to the offeror whose proposal represents the best value and is the most advantageous to the Government. In determining best value, the

Government may, in accordance with FAR 15.101-1, employ a tradeoff process allowing for award to other than the lowest priced offeror or other than the highest technically rated offer.

Award shall be made to the offeror whose proposal offers the best value to the government, considering technical capability, past performance, and price. The government will evaluate information based on the following evaluation criteria: (1) technical capability factor "meeting or exceeding” the requirements for Subfactor 1, facility security requirement, Subfactor 2, technical approach, Subfactor 3, recruitment and staffing plan and Subfactor 4, transition plan, (2) past performance, and (3) price.

The Technical Capability and Past Performance Factors, when combined, are significantly more important than the Price factor. Price will become increasingly more important as non-price evaluation factors become increasingly equal. To receive consideration for award, a rating of no less than “Acceptable” must be achieved for the Technical Capability factor.

Offerors are cautioned that the award may not necessarily be made to the lowest price offered.

The Government intends to award without discussions with offerors (except for clarifications as described in FAR 15.306(a), Clarifications and award without discussions).

Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary.

If the Government determines that the number of proposals that would otherwise be in competitive range exceeds the number at which efficient competition can be conducted, the Contracting Officer may limit the number of proposals in competitive range to the greatest number that will permit efficient competition among the most highly rated proposals. Offerors excluded from the competitive range will be notified in writing in accordance with FAR 15.306(c) (3).

The evaluation process shall consist of the following steps:

1. Initially, all responsive Offerors’ will be evaluated for their ability to meet the

Top Secret FCL requirements in Section H.1 Security of the PWS.

2. If the Offeror is rated as “Pass,” on the Top Secret FCL Security Requirement, then the rest of the Offeror’s Technical Capability (Technical Approach, Recruitment, Staffing Plan and Transition Plan) will be evaluated using the

Technical Capability Performance Evaluation Ratings listed below for Factor 1 -

Technical Capability.

3. If the Offeror’s Technical Capability rating is “Acceptable” or better, then the offeror’s Past Performance will be evaluated using the Past Performance Ratings outlined herein and price will evaluated in accordance with Factor 2.

4. The Contracting Officer will make an award to the offeror representing the best value to the Government based on the aforementioned criteria. The offeror’s initial proposal should contain the offeror’s best terms from a cost or price and technical standpoint. However, the Government reserves the right to request revisions if the Contracting Officer later determines the need. Offerors are cautioned that the award may not be made to the lowest price offered.

Factor 1 – TECHNICAL CAPABILITY:

a. Subfactor 1 - Facility Security Requirement

The Government will evaluate the offeror’s ability to meet the Top Secret FCL requirements in Section H 1 of the PWS. Note: An offeror with a “Fail” is not eligible for award and their

Technical Approach, Recruitment, Staffing Plan, and Transition Plan will not be evaluated.

b. Subfactor 2 – Technical Approach

The Government will evaluate the Offerors’ understanding of the work, and thoroughness to include an understanding of the objectives of the Performance Work Statement (PWS) and the specific tasks and planned execution of this requirement. The Government will evaluate Offerors ability to propose an in-depth understanding of the types of the tasks/subtasks, the conduct of the tasks/subtasks within the organization, potential risks to the conduct of the tasks/subtasks and the likelihood that the Offeror can meet the proposed approach of understanding of the tasks/subtasks under the PWS. The

Government will evaluate Offerors understanding of the importance of qualified and experience Audio/Video Operators, Installers, Broadcast Audio/Video Engineers in support of the requirements in the PWS.

c. Subfactor 3 – Recruitment and Staffing Plan

The Government will evaluate the feasibility of implementing the Recruitment and Staffing

Plan toward accomplishing the requirements of the PWS. The proposed personnel will be evaluated in terms of their experience, and qualifications, as related to the tasks and performance requirements. The evaluation will consist of assessing the depth and appropriateness of the experience of the offeror’s proposed personnel. The Government will also evaluate to ensure quality personnel are capable of performing the tasks within the

PWS.

d. Subfactor 4– Transition Plan

The Government will evaluate the feasibility and implement ability of the offeror’s plan to implement a transition that will minimize the disruption experienced during the transition to the new contract, addressing potential problem areas, creativity and feasibility of solutions to problems.

FACTOR 2 – PAST PERFORMANCE:

Should an Offeror receive an Acceptable (or better) rating in Technical Capability, its proposal will be evaluated for Past Performance. As such, Past Performance projects will be assigned a relevancy rating ranging from “Very Relevant” to “Not Relevant.” Projects determined “Not Relevant” will not be considered. The Government will then determine how well the contractor performed on the relevant contracts and assign a confidence rating ranging from “Substantial Confidence” to “No Confidence”. A confidence rating for Past

Performance is an assessment of the offeror’s demonstrated ability to successfully perform the requirements of the contract based on how well they have performed on recent, relevant contracts. As such, “Confidence” in the Past Performance evaluation is assessed against the required level of performance vice the proposed level of performance.

i. Offerors will be evaluated on the quality of their past performance for the contracts they have identified that are currently on-going or have been completed within three (3) years from the closing date of this RFP. Projects performed as the prime will be considered more favorably in the evaluation of past performance than projects performed as a subcontractor.

ii. The Government will evaluate the offeror’s record of past performance in “recent” and

“relevant” contract efforts. With regard to past performance, the term “Offeror” includes the prime contractor, subcontractors and/or teammates. “Recent” means contracts that are on-going or have been completed within three (3) years from the closing date of this RFP. “Relevant” means performance of work similar in size and scope under similar conditions. Additionally, the Government will evaluate whether the offeror has consistently demonstrated a commitment to customer satisfaction and timely delivery of quality services at fair and reasonable prices by reviewing the

Offeror’s record of the following:

a. Quality of products and services

b. Timeliness and adherence to schedules

c. Resource management

d. Customer satisfaction

e. Overall contract performance.

iii. The Government reserves the right to contact and verify past performance information with references provided on the Past Performance Questionnaires, and to use any other past performance information available. Additional past performance data may be obtained through the Past Performance Information Retrieval System (PPIRS), the

Contractor Performance Assessment Reporting System (CPARS) or similar systems, other

Government departments and agencies, program managers, contracting officers, and other sources known to the Government (including commercial sources) including references other than those identified by the offeror. Offerors will be given the opportunity to address any negative performance information resulting from the past performance assessment inquiries.

iv. Offerors without a record of relevant past performance or for whom information on past performance is not available will not be evaluated favorably or unfavorably on past performance and will be rated “Unknown Confidence (Neutral)” on Factor 2 – Past

Performance.

Evaluation Ratings- See Attachment 2

FACTOR 3 – PRICE

The price will not be scored or rated.

a. Courtroom Technology Support Services Price: The Offeror’s price proposal will be evaluated to determine if it is reasonable. The Government will consider the specific labor mix, hours, hourly rates, and other costs associated with this contract.

b. Surge Support Services Rates: The Offeror’s price proposal will be evaluated to determine if it is reasonable.

c. For evaluation purposes only, the total evaluated price is the sum of the total prices submitted for the Courtroom Technology Support Services and the Surge

Support Services (a) the base periods, (b) all option periods, (c) the six (6) month extension authorized by FAR clause 52.217-8.

d. For purposes of determining the evaluated price for the six (6) month 52.217-8 extension, the total price is calculated as one-half of the total price of the final option year. Evaluation of options will not obligate the government to exercise the option(s). The Courtroom Technology Support Services is more important than the Surge Support Services Rates.

Price will be evaluated separately from past performance and other non-price factors, and will be evaluated for reasonableness in accordance with FAR 15.404-1(b).

Provisions and Clauses - See Attachment 3

This is an open-market combined synopsis/solicitation, unrestricted for services as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all proposals must include a statement regarding the terms and conditions herein as follows:

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

Point of Contact

Ms. Wanda J. Wright (Contract Specialist): 703-545-1632, wanda.j.wright1.civ@mail.mil

Revised Attachments

(1) Performance Work Statement revised dated 061715

(2) Evaluation Ratings revised dated 062215

(3) Provisions and Clauses revised dated 062215 mailto:wanda.j.wright1.civ@mail.mil