HSHQDC-16-Q-00321.pdf

HSHQDC-16-Q-00321

1. REQUEST NO.

5a. ISSUED BY

NAME

a. NAME

c. STREET ADDRESS

d. CITY

10. PLEASE FURNISH QUOTATIONS TO

THE ISSUING OFFICE IN BLOCK 5a ON

OR BEFORE CLOSE OF BUSINESS (Date)

2. DATE ISSUED 3. REQUISITION/PURCHASE REQUEST NO. 4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG.1

RATING

6. DELIVERY BY (Date)

7. DELIVERY

9. DESTINATION

a. NAME OF CONSIGNEE

b. STREET ADDRESS

PAGE OF PAGES

5b. FOR INFORMATION CALL: (No collect calls)

TELEPHONE NUMBER

AREA CODE NUMBER

8. TO:

b. COMPANY

e. STATE f. ZIP CODE

c. CITY

d. STATE e. ZIP CODE

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

THIS RFQ

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

IS IS NOT A SMALL BUSINESS SET ASIDEX

08/09/2016 ROHN-16-00024

1 18

Office of Procurement Operations OHA Acquisition Division 245 Murray Lane, SW, #0115

U.S. Dept. of Homeland Security

Washington DC 20528-0115

Multiple

Department of Homeland Security

245 Murray Lane Mailstop 0305

Washington

DC 20528

202 447-0287Glenda Smith

09/02/2016 1600 ES

FOB DESTINATION

OTHER

(See Schedule)X

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

This is a Combined Synopsis/Request for Quotation (RFQ) to acquire Audio Visual Maintenance and Repair Services for the Department of Homeland Security (DHS) Office of Health Affairs (OHA) National Biosurveillance Integration Center (NBIC) Common Operational Picture (COP) system video wall and teleconference units in accordance to the attached Statement of Work (SOW).

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; Quotations are being requested for this RFQ. The Government intends to award a Firm Continued ...

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%) d. CALENDAR DAYS

NUMBER PERCENTAGE

NOTE: Additional provisions and representations

13. NAME AND ADDRESS OF QUOTER

b. STREET ADDRESS

c. COUNTY

d. CITY e. STATE f. ZIP CODE

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

16. SIGNER

a. NAME (Type or print)

c. TITLE (Type or print)

a. NAME OF QUOTER

AREA CODE

NUMBER

15. DATE OF QUOTATION

b. TELEPHONE are are not attached

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

STANDARD FORM 18 (REV. 6-95)

Prescribed by GSA - FAR (48 CFR) 53.215-1(a)

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 18

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

HSHQDC-16-Q-00321

Fixed Price (FFP) contract with a Cost

Reimbursable (Optional CLIN)under the simplified

Acquisition Procedures using FAR Part 13.

(ii) This RFQ and incorporated provisions and clauses are those in effect through Federal

Acquisition Circular (FAC) 2005-84.

(iii) This solicitation is set aside for small business. The associated North American Industry

Classification System (NAICS) code is 811211, Consumer Electronics Repair and Maintenance.

(iv) The Contract Line Item Numbers, Items, Quantities, and Units of Measure (including options) are listed in Attachment 4 of this solicitation.

(v) The contract shall provide for NBIC’s Audio Visual Equipment Maintenance and Repair Services for DHS component office’s video wall and teleconference units in accordance with

Attachment I – Statement of Work (SOW).

(vi) The period of performance: 12 months from date of award with (4) one-year option periods.

(vii) The place of performance will be at the

Government facility: 1120 Vermont Ave, Washington

DC

RFQ Enclosures:

Attachment I – Instruction to Quoters

Attachment II - Statement of Work

Attachment III - Past Performance Questionnaire

Attachment IV – Pricing Table

Attachment V – DHS Inventory

Attachment VI - NBIC Video Wall Detail Drawing

All responses to this RFQ shall be submitted to the furnished DHS OHA Points of Contacts (POC).

DO/DPAS Rating: NONE

0001 Maintenance/Inventory

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

Delivery: 5 Days After Award

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

3 18

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

HSHQDC-16-Q-00321

0002 System Breakdown and Set-up (Optional CLIN)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

0003 System Repairs (Not to Exceed $5,000)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

1001 Option Year 1: Maintenance/Inventory

(Option Line Item)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

Delivery: 5 Days After Award

1002 System Breakdown and Set-up (Optional CLIN)

(Option Line Item)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

1003 Option Year 1: System Repairs (Not to Exceed

$13,000)

(Option Line Item)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

2001 Option Year 2: Maintenance/Inventory

(Option Line Item)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

Delivery: 5 Days After Award

2002 System Breakdown and Set-up (Optional CLIN)

(Option Line Item)

4 18

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

HSHQDC-16-Q-00321

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

2003 Option Year 2: System Repairs (Not to Exceed

$13,000)

(Option Line Item)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

3001 Option Year 3: Maintenance/Inventory

(Option Line Item)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

Delivery: 5 Days After Award

3002 System Breakdown and Set-up (Optional CLIN)

(Option Line Item)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

3003 Option Year 3: System Repairs (Not to Exceed

$13,000)

(Option Line Item)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

4001 Option Year 4: Maintenance/Inventory

(Option Line Item)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

Delivery: 5 Days After Award

4002 System Breakdown and Set-up (Optional CLIN)

(Option Line Item)

Product/Service Code: 7010

5 18

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

HSHQDC-16-Q-00321

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

4003 Option Year 4: System Repairs (Not to Exceed

$13,000)

(Option Line Item)

Product/Service Code: 7010

Product/Service Description: INFORMATION

TECHNOLOGY EQUIPMENT SYSTEM CONFIGURATION

The POCs for this RFQ are:

Tracy Miller, DHS OHA Contracting Officer:

Tracy.Miller@hq.dhs.gov.

Glenda Smith, DHS OHA Contract Specialist:

Glenda.Smith@hq.dhs.gov.

Attachment I- Instructions to the Quoter Request for Quotation (RFQ) HSHQDC-16-Q-00321

The following solicitation provisions are incorporated by reference.

FAR 52.212-1 Instructions to Offerors – Commercial Items (FEB 2012) FAR 52.212-2 Evaluation – Commercial Items (FEB 2012) FAR 52.212-3 Representations, Certifications, and Other Statements of Bidders (FEB 2012)

Addendum to FAR 52.212-1 and 52.212-2

The Government contemplates award of a single firm-fixed price contract with a cost reimbursable optional CLIN. The period of performance will be a one year base period and four one-year option periods resulting from this solicitation.

Offerors shall submit an electronic copy of your quotation to the Contracting Officer, Tracy C.

Miller, at tracy.miller@hq.dhs.gov and the Contract Specialist Glenda Smith at glenda.smith@hq.dhs.gov no later than 4 PM ET on September 2, 2016. Quotations received after the deadline will be deemed late and will not be considered for award. All submissions shall include HSHQDC-16-Q-00321 in the subject line of the email. These submission instructions will also apply to any future correspondence, as applicable, in response to this solicitation.

Questions in response to this solicitation are due no later than 10 AM on August 18, 2016 to the Contracting Officer and Contract Specialist at the email addresses above.

QUOTATION INSTRUCTIONS

Offerors shall submit quotation in response to this RFQ in two separate volumes, detailed below. Each volume shall be within the page limitations set forth below. The pages of each volume shall be single sided with one-inch margins on all sides. The font of the body content of each volume shall be 12-font Times New Roman. Each volume shall be submitted as a zipped PDF file.

Technical and Price quotations shall be separate documents and consist of the information specified for each volume below. NOTE: The technical quotation must not contain any reference to price or resource information (such as data concerning labor hours and categories, materials, subcontracts, etc.).

Volume I – Technical Quotation

This volume shall address the Offeror’s capability to perform the requirements of the Statement of Work (SOW). Volume I shall be limited to five (5) pages. This page limitation excludes past performance questionnaires, the cover letter, title page, executive summary, and table of contents. At a minimum, this volume must contain information addressing the following evaluation factor:

1. Technical Approach

2. Past Performance

The “Evaluation Criteria” identify specific information that will be used to evaluate quotations. The technical quotation shall be submitted in a format that is organized and corresponds to the evaluation mailto:tracy.miller@hq.dhs.gov factors, including appropriate SOW references and other references to facilitate the Government’s evaluation of the quotation.

Factor 1: Technical Approach

The Technical Approach shall demonstrate the Offerors’ knowledge, understanding, and technical ability to meet the requirements identified in the Statement of Work (SOW).

The quotation shall include a description of proposed processes, and methodologies to be used.

Factor 2: Past Performance

The Offeror shall describe previous experience in performance for projects similar in size, scope, and complexity to the requirement being competed. The Offeror shall cite up to three (3) projects performed within the last three (3) years. The project shall include the following information:

a) Name and Address of Customer

b) Contract Number/Title

c) Quantity of Service/Period of Performance

d) Description of the Work Performed

e) Description of Services Provided

f) Unique or Complex Characteristics of the Project

g) Relevance to DHS Requirement

h) Name, address and current phone number for the Customer's Business Manager

(Contracting Officer)

i) Name, address and current phone number for the Customer's Technical Manager.

If the Offeror has no past performance, the Offeror shall submit a certification indicating the Offeror has no past performance. The certification shall be in a separately sealed envelope clearly marked with the solicitation number and accompanied with the RFQ volumes.

The Offeror shall also be responsible for ensuring that each of the customer references receives, completes, and returns Attachment 3, Past Performance Questionnaire, to the Contracting Officer. If more than three (3) Past Performance Questionnaires are submitted, only the first three (3) Past Performance Questionnaires will be considered.

The completed Questionnaire shall be submitted directly via email from the customer reference to Tracy.Miller@hq.dhs.gov with a courtesy copy to Glenda.Smith@hq.dhs.gov by the due date established for receipt of Proposals. Failure to receive a questionnaire from a reference will result in the non-consideration of the Reference. The “subject” line in the submission email shall clearly indicate: AUDIO VISUAL EQUIPMENT MAINTENANCE Past Performance Questionnaire Submission for Offeror and the message shall originate from the reference’s corporate or government email system.

mailto:Tracy.Miller@hq.dhs.gov

Volume II: Price Quotation (RFQ - Price Schedule)

The Offeror shall prepare a Price Quotation that contains all information necessary to evaluate the prices proposed by the Offeror. If the service is not available, the Offeror shall not provide pricing for the service. Quotations must include Audio Visual Equipment Maintenance in accordance with the Statement of Work. The Price Quotation shall consist of firm fixed price and cost reimbursable CLINs. There are NO page limitations for Volume II (i.e., the price Quotation, and supporting narrative information).

Offerors shall follow the Pricing Template at Attachment 4 for purposes of submitting pricing data. Offerors are required to use the information contained in the pricing tables to populate the pricing models. Any discrepancies between the pricing contained in the table may result in removal of the Offerors Quotation from consideration for award.

Evaluation of Options:

If needed, the Government intends to exercise the option or options under FAR 52.217-8 without further competition or need for justification for other than full or open competition [or limited source justification]. For purposes of evaluation, the potential need to exercise the option under FAR 52.217-8 to extend the period of contract performance for the maximum period of six (6) months beyond the last option period will be considered the same for all offerors. In considering the price of the base period and any option periods, the Government will consider that if the extension of service clause (FAR 52.217-8) is exercised, it will be on the exact same rates and terms, other than length of performance, as the base or option period being extended. The Government will determine whether the price, inclusive of all options (including the options available under FAR 52.217-8), is fair and reasonable, and whether the price of the base period and all option periods (including the option(s) represented by FAR 52.217-8), in combination with the other evaluation factors specified in the solicitation, represents the best value to the Government.

EVALUATION FACTORS & BASIS OF AWARD

A single award shall be made to the responsible offeror submitting an overall quotation that is determined most advantageous to the Government, price and non-price factors considered. The basis of award shall be based on the following factors listed in descending order of importance:

1. Technical Approach

2. Past Performance

3. Price

When combined, factors (1) and (2) are significantly more important than factor (3). Award may be made to other than lowest priced quotation submitted by the Offeror. Award shall be based upon quote that offers the Government the overall best value; price and non-price factors considered.

As the technical quotations become more equal, price becomes more important in making the award determination. Therefore, in the event that two or more quotations are determined not to have any substantial technical differences (i.e. are technically equivalent), award may be made to the lower priced quotation. It should be noted that award may be made to other than the lowest priced quotation if the Government determines that a price premium is warranted due to technical merit. The Government may also award to other than the highest technically rated quotation, if the Government determines that a price premium is not warranted.

The evaluation factors for this award will be based on the following factors.

Volume I - Technical Quotation

Factor 1: Technical Approach

The Offeror’s demonstrated technical approach will be evaluated to assess the extent to which the Offeror provides a clear comprehensive understanding of the SOW requirements, to include the degree to which the Offeror effectively demonstrates the knowledge, competency, and capability to successfully perform the requirements of the SOW.

Factor 2: Past Performance

The Past Performance Factor will assess the quality of work indicated by the Offeror’s past performance within the past 3 years. This assessment will consider the Offerors projects as a prime contractor or first-tier subcontractor on previous or current projects/tasks that are similar in size, scope, technical difficulty, and complexity to the work identified in the Statement of Work (SOW). In addition, the assessment will consider the quality of capability, timeliness of performance, cost control, business relations, and customer satisfaction. In evaluating past performance, DHS will take into consideration the relevant experience and past performance assessments from the Offeror's customers.

The government will assess Quotations ability to clearly demonstrate management actions implemented to overcome problems and the effects of those actions, in terms of improvements achieved or problems solved. Evidence of performance-based methodologies in past performance shall be assessed.

The government will review the accuracy of past performance data, including phone numbers of the points of contacts and inaccuracies will be documented.

The Offeror’s past performance will be evaluated on the basis of information contained in the Offeror's Quotation and the information that the Government obtains through reference checks or other means. The past performance evaluation will assess the Offeror’s record of providing high quality products and services of a similar nature in a manner that ensures overall client satisfaction.

Offerors quotations who are unable to demonstrate past performance, no past performance/experience available for evaluation or who have no directly related or relevant past performance experience will receive no merit or demerit for this factor.

Factor 3: Price

Each price quotation will be analyzed. The price analysis shall assess the accuracy, completeness, discounts offered and reasonableness. This process involves verification that prices and/or discounts are included for all RFQ requirements, figures are correctly calculated, and prices are presented in an adequate format.

Attachment II – Statement of Work (SOW) Combined Synopsis/Request for Quotation HSHQDC-16-Q-00321

U.S. Department of Homeland Security Office of Health Affairs

National Biosurveillance Integration Center (NBIC)

Audio Visual Equipment Maintenance Statement of Work (SOW)

1. PURPOSE

This Statement of Work (SOW) describes the scope of the Office of Health Affairs, National Biosurveillance Integration Center (NBIC) Common Operational Picture (COP) system requirements.

2. SCOPE

The Contractor shall provide maintenance support, yearly inventory, system repairs, video wall detail drawing and breakdown and set up of the NBIC’s video wall and teleconference system.

The contractor shall also propose an extended warranty service for a period of five (5) years, which shall cover the equipment provided in this SOW. The extended warranty shall consist of personal assistance through the Internet, telephone, or on-site for repair if required. NBIC video wall and teleconference system includes but is not limited to, the following components:

• 3 x 2 Standard 55" Ultra Narrow Bezel LCD Video Wall (Six NEC 55" LED Video Monitors)

• Alpha X2 Video Wall Controller & Software

• Touch Control for Alpha and Video Wall with 19" Touch Screen

• Polycom EagleEye HD Camera

• Atlas Sound Dual Channel Audio Amplifier and Four (4) 4” 2-Way Speakers

• Rack Mount Kit

• Voltage Regulator, Power Conditioner, and 1000VA Battery Backup Power Supply with

8 Rear-panel Outlets

• Miscellaneous parts, cables, connectors and small materials as part of overall integration associated with minor components necessary for interconnectivity, audio/video wiring, racking & mounting.

Rack mounted equipment is located under the video wall system in an area no greater than three (3) feet in height from the ground, up to sixteen (16) feet wide, and up to four (4) feet in depth. (For a detailed listing on the equipment list, please refer to the DHS Inventory List Attachment 2).

3. Tasks

3.1 Maintenance and System Inventory

3.1.1The Contractor shall provide a minimum of two (2) in person preventative maintenance appointment per year at OHA/NBIC headquarters located at 1120 Vermont Ave, Washington DC. The contractor will coordinate each visit with the Contracting Officer Representative (COR). The Contractor shall perform routine preventative system maintenance to include, but not limited to overhaul for cleaning, system tests, resolution and reset of any system faults, review and analysis of system logs, configuration and assessment of overall system health of the equipment, which are subject of this contract.

3.1.2. The vendor will also being responsible for conducting an initial inventory all the video wall equipment upon contract award. An equipment inventory will be required each year with the coordination of the COR. Upon updates or changes to the inventory due system repairs, the contractor will provide an update inventory list and video wall detail drawing within five (5) business days of system repairs.

3.2 System Repairs

3.2.1. The Contractor shall make purchases needed for emergency repairs within 2 days of receipt of repair plan approval from Government and complete repairs within 24 hours of receipt of all items needed for a repair. The contractor shall provide a repair plan within 24 hours of receipt of a notification of system failure by the Government. The repair plan should include estimated timeline of repair, costs of materials, as well as any shipping, labor, or travel costs necessary for repair. The contractor shall not begin work until they receive approval from the COR.

3.2.2. The Contractor shall make purchases needed for non-emergency repairs within 6 days of receipt of repair plan approval from Government and complete repairs within 48 hours of receipt of all items needed for a repair. The contractor shall provide a repair plan within 72 hours of receipt of a notification of system failure by the Government. The repair plan should include estimated timeline of repair, costs of materials, as well as any shipping, labor, or travel costs necessary for repair. The contractor shall not begin work until they receive approval from the COR.

3.2.3. The Contractor shall notify the government within five (5) business days of applicable product recalls, firmware updates, and patches available for any equipment on the inventory and schedule a site visit to perform any related work to keep the system up to date.

3.3 System Breakdown and Set-Up (Optional CLIN)

If NBIC location changes, the vendor shall work with OHA staff and other OHA/NBIC stakeholders to move the NBIC Video Wall equipment (listed as part of this solicitation) and install the equipment in the new location within Washington, DC. The contractor shall ensure that the equipment operates and functions with no issues at the new location. The contractor will be responsible for the troubleshooting, diagnostics and configuration of the equipment. If the physical address for NBIC changes this information will be communicated in advance with the selected vendor to ensure the proper coordination and planning occurs to ensure the success of the move. Additionally the contractor will work with the COR to work out the detailed plan and timelines to ensure the successful relocation of the equipment and avoid any negative impact to the DHS/OHA mission.

4.0 Deliverables

DELIVERABLE TITLE FREQUENCY #OF COPIES or

DELIVERABLE

RECEIVING

PARTY(S)

Inventory List 15 days post award/yearly for each option period

1 electronic copy in MS Office/PDF

COR/CO

Video Wall Detail Drawing 15 days post award and within 5 days of any system repairs

1 electronic copy in MS Office/PDF

COR/CO

5.0 PERIOD OF PERFORMANCE

Below is the period of performance (POP) of this contract:

Base Year – September 15, 2016- September 14, 2017 Option Year 1 – September 15, 2017 – September 14, 2018 Option Year 2 – September 15, 2018 – September 14, 2019 Option Year 3 – September 15, 2019- September 14, 2020 Option Year 4 – September 15, 2020 – September 14, 2021

6.0 OTHER APPLICABLE CONDITIONS

6.1 PLACE OF PERFORMANCE

The primary place of performance will be a DHS facility located in Washington, DC.

6.2 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 8am and when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this PWS. Any work outside of normal business hours and on weekends and Federal holidays must be approved by the COR prior to any work being performed.

Federal Holidays include the following:

- New Year's Day - 1 January

- Martin Luther King's Birthday - Third Monday in January

- President's Day - Third Monday in February

- Memorial Day - Last Monday in May

- Independence Day - 4 July

- Labor Day - First Monday in September

- Columbus Day - Second Monday in October

- Veterans Day - 11 November

- Thanksgiving Day - 4th Thursday in November

- Christmas Day - 25 December

- Any day specifically declared by the President of the United States of America as a national holiday.

If a holiday falls on Sunday, the following Monday will be observed as the legal holiday.

When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies.

No work shall be performed by Contractor personnel on Government facilities on Federal holidays or other non-work days, or in the case of a pandemic or other emergency/unforeseen situation, such as an epidemic, natural disaster, early closing or delayed opening of the government, as well as a government shut down without prior written approval of the COR.

6.3 Procedures for Payment

Invoices will be submitted on a monthly basis. Invoices shall be paid in accordance with the Prompt payment Act, thirty (30) calendar following receipt of a proper invoice.

Invoices must be submitted as directed on the face of the contract award. An electronic copy of the invoice shall be submitted to the OHA Payment Office (OHA.Invoice.Consolidation@DHS.gov), the CO and the COR. If it is determined that the amount billed is incorrect the invoice may be revised by the Government, or the Contractor may be required to submit a revised invoice.

To constitute a proper invoice, each invoice must include the following information and/or documentation:

1. Name, address, Tax ID number, and telephone of the Contractor

2. Date of invoice and invoice number

3. Order number; also modification number, if applicable; and contract number and its modification, if applicable

4. Description of the supplies/services rendered (including hours incurred and billing rate, if applicable to the Order) and the dates of performance

5. A schedule depicting the following information by order:

Amt. Invoiced Cumulative Authorized Balance This Period Amt. Invoiced Value of Order of Order

6. Name of Contracting Officer Representative (COR)

7. Travel and ODCs (legible receipts) mailto:OHA.Invoice.Consolidation@DHS.gov

8. Signature of authorized representative of the firm with the following invoice certification: “The undersigned hereby certifies to the best of my knowledge and belief that the sum claimed under this contract is proper and due, and all the costs of contract performance have been paid, or to the extent allowed under the applicable payment clause, will be paid by the Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and amounts involved are consistent with the requirements of this contract.”

BY:

TITLE:

DATE:

6.4 Inspection and Acceptance Criteria

The COR will review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance within the guidelines/requirements of the delivery order. The contractor shall ensure the accuracy and completeness of all deliverables. Errors, misleading or unclear statements, incomplete or irrelevant information, and or excessive rhetoric, repetition, and “padding”, shall be considered deficiencies and shall be subject to correction by the contractor, at no additional cost to the Government. Unless otherwise indicated, the Government will require 10 business days to review and comment on deliverables. If the deliverable does not meet the noted criteria, the Government will return it.

Rejection Procedures. If the COR rejects any deliverable, that rejected document will be returned to the Contractor POC with a written explanation of why the deliverable was rejected and the DHS expectations to correct deviations and gain acceptance.

After notification that the deliverable did not meet the acceptance criteria, the Contractor shall resubmit an updated/corrected version within five (5) business days after receipt of Government comments.

Upon re-submission by the Contractor, the Government will reapply the same acceptance criteria. If the deliverable does not meet the acceptance criteria a second time, the Government might consider the Contractor as having deficient performance with respect to the subject task/subtask.

6.5 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 5 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and Contracting objectives of this Contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 1120 Vermont Avenue, Washington DC or via teleconference.

7.0 SECURITY REQUIREMENT

7.1.1 Contractor performing work under this contract shall adhere to the DHS Sensitive Systems Policy Directive 4300A.

7.1.2 Security Requirements: Contractor personnel performing work under this contract must obtain a contractor suitability screening. DHS Form 11000.25 Contractor Suitability Screening Request will be initiated at time of award.

8.0 PROTECTION OF INFORMATION

8.1.1 Contractor access to information protected under the Privacy Act is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

8.1.2 Contractor access to proprietary information is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive But Unclassified (For Official Use Only) Information. The Contractor shall ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

9.0 CONTRACT ADMINISTRATION

9.1 POINTS OF CONTACTS AND RESPONSIBILITIES

The following describe the roles and responsibility of individuals who will be the primary points of contact for the government on matters regarding task order administration as well as other administrative information. The government reserves the right to unilaterally change any of these individual assignments at any time.

Contracting Officer (CO) Tracy C. Miller DHS, Office of Procurement Operations Office of Health Affairs Acquisition Division

Tel: 202-254-2333 E-mail: tracy.miller@hq.dhs.gov

Contract Specialist (CS) Glenda Smith DHS, Office of Procurement Operations Office of Health Affairs Acquisition Division Tel: 202-254-8792 E-mail: glenda.smith@hq.dhs.gov

Contracting Officer Representative (COR)

TBD

Program Office Tel: 202-xxx-xxxx E-mail:

The CO within its authority may designate in writing one or more government employees, by name and position title, to take action for the contracting officer under this task order. Each designee shall be identified as a COR.

The COR will represent the CO in the administration of technical details within the scope of the task order. The COR is also responsible for the final inspection and acceptance of all task order deliverables and reports, and such other responsibilities as may be specified in the task order. The COR is not otherwise authorized to make any representations or commitments of any kind on behalf of the CO or the government. The COR does not have authority to alter the contractor’s obligations or to change the task order specifications, price, terms, or conditions. If, as a result of technical discussions, it is desirable to modify task order obligations or the specification, changes will be issued in writing and signed by the CO. The COR will be assigned in writing by issuing a formal appointment letter from the CO.

mailto:tracy.miller@hq.dhs.gov mailto:glenda.smith@hq.dhs.gov

10.0 APPLICABLE PROVISIONS AND CLAUSES

10.1 FEDERAL ACQUISITIONS REGULATIONS (FAR) PROVISIONS

The following FAR clauses are incorporated by reference and may be found at www.aquisition.gov

FAR 52.217-8, Option to Extend Services (Nov 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the Contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within thirty (30) days.

The requirement contains FAR Subpart 52.217-8. The Government will evaluate this option by considering the prices proposed for the base period and the option periods with the understanding that should the Government elect to utilize the FAR Subpart 52.217-8 clause, the scope of work and price will be exactly the same, other than period of performance, as the base period or option period being extended.

FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within five (5) days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least thirty (30) days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(a) The total duration of this Contract, including the exercise of any options under this clause, shall not exceed 6 months.

http://www.aquisition.gov/

The provision at FAR 52.212-1, Instructions to Offerors – Commercial Items (Oct 2015), applies to this acquisition (Refer to Attachment 1 –Instruction to Offerors).

Quoter's submission must include the following information: Dun & Bradstreet Number (DUNS); Northern American Industrial Classification System (NAICS) Code; Contact Name;

Contact Email Address; Contact Telephone and Fax Number; Complete Business Mailing Address, A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b).

The provision at 52.212-2, Evaluation – Commercial Items (Oct 2014) applies to this acquisition (Refer to Attachment 1 – Instruction to Offerors).

The provision at FAR 52.212-3 Offeror Representations and Certifications—Commercial Items (Jul 2016), applies to this acquisition. The offeror shall complete only paragraphs (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) Web site accessed through http://www.sam.gov/portal. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (r) of this provision.

(End of provision)

52.212-4 Contract Terms and Conditions-Commercial Items (May 2015)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or re-performance of nonconforming services at no increase in contract price. If repair/replacement or re-performance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights-

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Government wide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

http://www.sam.gov/portal

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include-

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, contract line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer-System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer-Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.-

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR Part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall-

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the-

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected contract line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109 , which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if-

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on-

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government’s convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor’s records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 41 U.S.C. 4712 and 10 U.S.C.

2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments.

(9) The specification.

(t) System for Award Management (SAM).

(1) Unless exempted by an addendum to this contract, the…