COMBINED_SYNOPSIS_(2).docx

COMBINED SYNOPSIS/SOLICITATION

HSFELA-11-R-0003

FEMA/LRO COPY PAPER

Synopsis:

This is a combined synopsis/solicitation for commercial items prepared in accordance with Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is a request for proposal (RFP) in accordance with FAR part 12 and 13 under solicitation number HSFELA-11-R-0003 for copy paper. Offerors are encouraged to monitor this site for the release of any amendments or other pertinent information.

The North American Industry Classification System (NAICS) code assigned to this project is 453210 “Office Supplies and Stationary Stores”, and the size standard is $5,000,000. This solicitation is 100% set aside for Local Louisiana Small Businesses.

This will be a Firm Fixed Priced Blanket Purchase Agreement (BPA).

Questions shall be in writing and received by the Contracting Officer no later than 12 pm, Central Standard Time (CST), Monday, January 10, 2011. No telephone calls will be accepted. All responses to questions will be posted by way of amendment to this combined synopsis/solicitation no later than 4 pm, CST, Monday, January 10, 2011. Questions shall be submitted via email to the Contracting Officer (CO), Neddra Tucker, at Neddra.Tucker@dhs.gov.

The attached Past Performance Questionnaire shall be submitted no later than 12 pm, CST, Thursday, January 13, 2011. Past Performance Questionnaires received after this date will not be accepted or evaluated. No exceptions. Past Performance Questionnaires shall be submitted via email to the CO or facsimile to (225) 267-2504.

Solicitation closing date is Thursday, January 13, 2011. All proposals shall be received by 12 pm CST. Offerors are reminded to ensure their parcels arrive on time. The FEMA/LRO office is open from 7:30 am- 5 pm Monday through Friday. The Government reserves the right to award the contract without holding discussions. Offerors shall submit two copies of their proposal and Representations and Certifications (FAR 52 .212-3) in person or by mail to the following address:

FEMA/LRO

Acquisitions Attn: Neddra P. Tucker 1500 Main St Baton Rouge, LA 70802

(225) 339-6636 Office

(225) 267-2504 Fax This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisitions Regulations (FAR) 2010-07. FAR 52.212-1, Instructions to Offerors- Commercial Items, applies to this acquisition. The selected Offeror must submit a completed copy of provision 52.212-3, Offeror Representations and Certification-Commercial Items. An Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov. If an Offeror has not completed the annual representations and certifications electronically at the ORCA website, the Offeror shall complete only paragraphs (c) through (m) of this provision. FAR 52.212-4, Contract Terms and Conditions-Commercial Items, FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, paragraph (a). The clauses identified in paragraph (b) are included in the “Additional Terms and Conditions” attached to this posting. The full text of a FAR clause may be accessed electronically at http://www.acqnet.gov/far.

Offerors shall be registered in the Central Contractors Registration (CCR), www.ccr.gov, database before award, during performance and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the CCR database by time of award, award shall made to the next otherwise successful registered Offeror.

PERFORMANCE WORK STATEMENT FOR FEMA/LRO COPY PAPER

I. BACKGROUND

The Federal Emergency Management Agency (FEMA) Louisiana Recovery Office (LRO) supports recovery efforts for Hurricanes Katrina, Rita, Gustav, and Ike, FEMA-1603-1607-1786-1792-DRs-LA. FEMA LRO has offices located in Baton Rouge and New Orleans, Louisiana. The LRO has an immediate and ongoing need to supply both of its offices with specified types of copy paper.

II. OBJECTIVE

The purpose of this procurement is to obtain contracted services to supply the FEMA LRO with specified copy paper.

III. SCOPE

The Contractor shall provide all personnel, material, equipment, and supplies necessary to meet the tasks listed herein. The Contractor shall accomplish tasks in accordance with all applicable Federal, State, and local laws and regulations.

The Contractor shall maintain access to a reasonable quantity of paper for the term of the contract.

The Contractor shall develop and maintain a quality program to ensure that the correct paper type and quantity is timely delivered to the specified location.

IV. SPECIFIC REQUIREMENTS

A. The Contractor shall meet the following minimum delivery requirements:

4. Delivery of all items shall be Freight On Board (FOB) Destination. Delivery shall be free of charge to the delivery location specified at time of order placement.

5. Shall include a delivery ticket or packing slip with each order. Each delivery ticket or packing slip shall at a minimum include the brand, quantity, item number and FEMA issued financial tracking number.

B. The Contractor shall acknowledge all orders via facsimile, telephone, or electronically.

C. The Contractor shall notify the Contracting Officer’s Technical Representative (COTR) within 24 hours of order placement if items are back ordered and provide the estimated delivery date. If a back ordered item will not be available on the estimated delivery date, the COTR shall be notified before the estimated delivery date and given the option of accepting a replacement item or the backordered item when it becomes available.

D. The Contractor shall notify the COTR if there are any problems filling an order or any anticipated delivery delays.

E. All deliveries shall be made to the loading dock at the specified location.

F. All paper shall be delivered in the manufacturer’s original package.

G. Any paper found defective shall be returned to the Contractor at the Contractor’s expense and replaced free of charge. Defective paper shall be replaced or monies refunded, at the COTR’s discretion, within five (5) working days of notification. There shall be no restocking fee for returns of damaged paper.

H. The Contractor shall arrange for the return of all items incorrectly ordered or shipped at no cost. These items shall be replaced within three (3) working days of notification. There will be no restocking fee for these returns.

I. The Contractor shall provide points-of-contact (POCs) within two (2) days of award. The POC shall be available between the hours of 7:00 am to 5:00 pm, Monday through Friday.

V. PERFORMANCE REQUIREMENT SUMMARY (PRS)

VI. PERIOD OF PERFORMANCE

The base period of performance shall be from date of award until September 30, 2011 with two (2) one year option periods.

VII. PLACE OF PERFORMANCE

1. 1420 Sams Avenue Harahan, LA 70123

2. 1500 Main Street Baton Rouge, LA 70802

VIII. SECURITY

The Contractor shall be responsible for performing background checks on its employees. The Contractor employees shall wear an identification badge that, at minimum, displays the company’s name, the employee’s photo, and employee’s name. Contractor employees shall comply with all Government rules and regulations while at the facility.

IX. NOTICE OF INDIVIDUALS AUTHORIZED TO PLACE CALLS AND DOLLAR LIMITATIONS UNDER THIS BPA

A list of names of individuals authorized to place calls under this agreement will be identified upon award.

X. DELIVERY TICKETS

All services under this agreement shall be accomplished by delivery tickets or sales slips which shall contain the following minimum information:

(i) Name of supplier

(ii) Delivery Location

(ii) Blanket Purchase Agreement (BPA) number/ Task Order #

(iii) Date of purchase (call)

(iv) Purchase (call) number

(v) Itemized list of supplies or services furnished

(vi) Quantity, unit price and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems; provided, that the invoice is itemized to show this information) and,

(vii) Date of delivery or shipment

XI. INVOICES

A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period and for which payment has not been received. Copies or delivery tickets are needed support these invoices.

Evaluation of Factors:

I. BASIS FOR AWARD

The Government’s source evaluation will be based on a lowest price technically acceptable process. Accordingly, award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors. This process does not permit tradeoffs. The Offeror shall submit separate technical and price proposals.

II. EVALUATION FACTORS

A. Technical (non-cost) Factors- The technical factors are listed in descending order of importance.

Factor I- Technical Approach Factor 2- Past Performance B. Cost or Price Factors Factor 3- Price

III. TECHNICAL EVALUATION

Technical Approach The Offeror’s technical approach will be evaluated by assessing the likelihood that the proposed technical approach will meet the Government’s requirements, including any associated risk of the Offeror’s non-performance in the technical approach. This factor will be used to evaluate the degree to which the Offeror’s proposed technical approach meets all requirements.

The Offeror shall detail their plan to achieve the Government’s requirements identified in the Performance Work Statement (PWS). The Government will evaluate the Offeror’s strengths, weaknesses and risks of the Offeror’s technical approach in addressing the following:

· Description of the Offeror’s ability to meet the delivery timeframes

· Process for receiving and accepting orders

· Description of the return process demonstrating the Offeror’s ability to execute a return process that meets the minimum standards for returned or damaged goods

· Description of the back order process demonstrating the Offeror’s ability to notify the Contracting Officer’s Technical Representative (COTR) of back orders within 24 hours of order placement.

· Description of the Offeror’s ability to ensure adequate inventory levels and mandatory product requirements.

· Defective paper shall be replaced or monies refunded within five (5) working days of notification.

Past Performance

Past performance will be evaluated as a measure of the Government’s confidence in the Offeror’s ability to successfully perform this project based on demonstrated relevant and recent performance during the last three (3) years. The Offeror shall provide three (3) completed past performance questionnaires. The Offeror shall provide a project list of relevant and recent performance. The project list shall include the following:

· Name of project

· Location of project

· Role on the project (Prime, Sub-contractor)

· Contract/sub/contract type

· Name and current telephone number for project owner’s representative most knowledgeable of the project

The Offeror’s past performance will be evaluated based on the information received as part of the past performance questionnaires and phone interviews with identified customers on the project list. The Government reserves the right to obtain and utilize information obtained by the Government from sources other than those identified by the Offeror. The evaluation will consider the extent of the Offeror’s relevant experience and their demonstrated ability to meet project quality, performance, schedule, and technical requirements and cost objectives, and to ensure customer satisfaction.

Price The Offeror shall submit a price proposal separate from the technical proposal. The price proposal shall include a total fixed price and a separate breakdown for each commodity.

The price evaluation will include price realism, price reasonableness and total price to the Government. The Offeror’s price proposal will be evaluated to determine if the price is realistic for the work to be performed, reflects a clear understanding of the requirements, and is consistent with the technical proposal. Reasonableness determinations will be made by determining if competition exists, current market conditions and by comparing prices with the Independent Government Cost Estimate (IGCE), historical prices, certified cost or pricing data or information other than certified cost or pricing data.

IV. TECHNICAL (NON-COST) FACTOR RATINGS

Technical Approach Ratings

· Acceptable: Evaluated with certainty that the Offeror can successfully perform the required effort. There are no significant weaknesses. The levels of insight demonstrated in the Offeror’s proposal are such that some, but acceptable levels of, Government intervention may be required to meet the contract requirement.

· Unacceptable: Extreme doubt exists that the Offeror will successfully perform the required effort. There are unacceptable weaknesses. The levels of insight demonstrated in the Offeror’s proposal are such that regardless of the degree of Government intervention, successful performance is doubtful.

Past Performance Ratings

· Acceptable: The Offeror’s past performance record indicates the Offeror can successfully provide a product that meets our requirement. Some Government intervention is expected to be required in obtaining the required product.

· Neutral: The Offeror has no relevant performance record. A review was unable to identify any relevant past performance information (see FAR 15.305). This is a neutral rating. It does not hinder nor help the Offeror.

· Unacceptable: The Offeror’s past performance record provides extreme doubt exists that the offeror will successfully provide a product that meets our requirement. Regardless of the degree of Government intervention, obtaining the required product is doubtful.

Attachment B:

PAST PERFORMANCE QUESTIONNAIRE

HSFELA-11-R-0003

FEMA/LRO

COPY PAPER

PAST PERFORMANCE QUESTIONAIRE

CONTRACT INFORMATION

_____ Firm Fixed Price _____ Cost Reimbursement _____ Other ________________________(specify)

7. Period of Performance:

8. Dollar Amount of Award: $ Total Dollar Value with MODs: $

9. Title of Contract:

10. Description of Contract Service (explain in detail the type of services provided by the contractor):

Please complete this questionnaire based upon the following guidance. Thank you for your time and effort in assisting us with our requirement.

INSTRUCTIONS:

When responding to the following statements choose the response which most accurately represents the contractor’s performance.

Exceptional: Performance met all contract requirements and exceeded many to the Government’s benefit. Problems, if any, were negligible and were resolved in a timely, highly effective manner.

Good: Performance met all contract requirements and exceeded some to the Government’s benefit. There were a few minor problems, which the contractor resolved in a timely, effective manner.

Satisfactory: Performance met contract requirements. There were some minor problems, and corrective actions taken by the contractor were satisfactory.

Marginal: Performance did not meet some contractual requirements. There were problems, some of a serious nature, for which corrective action was only marginally effective.

Unsatisfactory: Performance did not meet contractual requirements. There were serious problems, and the contractor’s corrective actions were ineffective.

N/A: The statement is not applicable.

Please respond to the following questions regarding the contractor’s past performance. For all ratings, please provide a narrative explaining how the contractor exceeded, met, or did not meet your requirement(s). If the contractor had problems in a specific area, but you determined them to be non impactive to the mission, please state as such in your narrative remarks.

QUALITY OF SERVICES

a. Contractor’s ability to meet minimum quality standards specified for performance.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

b. Contractor’s ability to effectively control the quality of services provided.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

c. Please rate the contractor’s ability to recruit and retain quality, qualified personnel.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

d. Overall rating of contractor’s response to customer complaints or concerns.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

e. Overall rating of contractor’s quality of service.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

TIMELINESS OF PERFORMANCE

a. Contractor’s ability to meet specific deadlines and scheduled time frames for completion of specific task(s).

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

b. Please rate the contractor’s effectiveness in managing and resolving problems.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

c. Overall rating of contractor’s responsiveness/timeliness.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

BUSINESS RELATIONS/PRACTICES

a. Contractor’s ability to identify problems and potential problems and promptly notify the Contracting Officer.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

b. Extent to which the Contractor provided prompt and courteous service when responding to customer complaints.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

c. Contractor’s flexibility in satisfying the requirements of its customer.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

d. Overall rating of customer satisfaction.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

MANAGEMENT OF KEY PERSONNEL

a. Extent key personnel were knowledgeable about contractual requirements.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

b. Contractor’s ability to meet appropriate staffing levels with qualified personnel in order to provide required services.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

c. Overall rating of contractor’s management of key personnel.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

CONTRACTUAL CONSIDERATIONS

a. Has an election ever been made not to exercise an option or continue relation due to contractor’s poor performance?

Yes No N/A

Narrative:

b. Has the contractor ever been given a cure notice, show cause notice, suspension of payment, or have a claim denied?

Yes No N/A

Narrative:

c. Overall rating of contractor’s subcontract management under this contract.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

d. Overall rating of contractor’s cost/budget control under this contract.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

e. Overall rating of customer’s satisfaction.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

f. Overall rating of contractor’s performance under this contract.

Exceptional Good Satisfactory Marginal Unsatisfactory N/A

Narrative:

g. Would you hire this contractor again? (Attach additional sheet if necessary.)

Yes No N/A

Narrative: