RFQ FAR Part 12 09-23.pdf

Federal Protective Service Acquisitions Division Office Of Procurement Operations

U.S. Department of Homeland Security

701 Market Street, Suite 3200 Philadelphia, PA 19106

Homeland Security

Request for Quotation

HSHQEC-10-Q-00009

Acquisition of Commercial Items (FAR Part 12) Federal Protective Service

Date:

To: All Prospective Vendors

From: U.S. Department of Homeland Security, National Protection and Programs Directorate, Federal Protective Service

Subject: Request for Quote (RFQ) HSHQEC-10-Q-00009 for on-site corrective and preventative maintenance of Electronic Security Systems (ESS) located throughout the base portion of the Ronald Reagan Building, 1300 Pennsylvania Avenue, NW, Washington, D.C. and in support of Customs and Border Protection Agency occupied space located within the Ronald Reagan Building

The US Department of Homeland Security (DHS), National Protection and Programs Directorate (NPPD), Federal Protective Service (FPS) is issuing this competitive RFQ to solicit quotes as a Total Small Business Set-Aside in accordance with FAR 52.219-6 for the purpose of awarding a Indefinite Delivery Indefinite Quantity contract with both Firm Fixed Price and Time and Material Contract Line Items to provide the services described herein. DHS/NPPD/FPS (the Government) will conduct this acquisition using the procedures of FAR Subpart 12.

Quotes are due no later than 4:00 p.m., Eastern Standard Time, Monday, November 1, 2010.

Submissions shall be made via mail at the following address:

DHS, NPPD, Federal Protective Service East Consolidated Contracts Group 701 Market Street, Suite 4200 Philadelphia, PA 19107 Attention: Desiree Blakey

Any quote received at the Government office designated in the RFQ after the exact time for receipt of quotes specified above will be deemed “late” and will be considered only in accordance with the provisions set forth under FAR 52.212-1, Instructions to Offerors – Commercial Items, paragraph (f).

By submitting a quote, the Vendor agrees to comply with all terms and conditions set forth in this RFQ, including the Statement of Work (SOW).

Evaluation Criteria

1. Quotes shall be evaluated using both price and non-price factors. For this requirement, the following non-price factors will be used:

Relevant Past Performance Management Approach

2. The non-price factors, when combined, are considered to be significantly more important than price.

Any proposal received from an organization that is ineligible for award for any reason shall also be rejected. The basis for the rejections shall be documented and the prospective vendor(s) notified of the action.

Quotation Submission Requirements

1. Standard Form 1449, Solicitation/Contract/Order for Commercial Items – When responding to this RFQ the Contractor must use the Standard Form 1449 as a cover page to the quote.

Using the provided space with the Pricing Schedule, the contractor must submit its indirect cost associated with MAINTENANCE TRANSACTION FUND CLINS 0013 THROUGH 0018. The following amounts for material, plus quoted indirect cost, shall be utilized for evaluation purposes in determining the total estimated amount of the contract:

Material – Purchase of equipment or repair components

Base Period $50,000.00 (NTE) Option Period One $50,000.00 (NTE) Option Period Two $50,000.00 (NTE) Option Period Three $50,000.00 (NTE) Option Period Four $50,000.00 (NTE)

2. Quotes shall be comprised of TWO separate sealed envelopes, the first containing two (2) copies of the pricing submission and the second containing five (5) copies of the technical submission. Both of these envelopes should then be sealed in a third envelope that clearly identifies the RFQ for which it is being submitted.

3. Page Limitation - Excluding the cover page and past performance forms and questionnaires, the technical proposal (covering all non-price factors) is limited to fifteen (15) pages in at least 11pt. font and 1” margins. Pages in excess of this limitation will not be evaluated.

4. Vendors are informed that it is the Government’s desire to make award on initial quotes when deemed possible by the Contracting Officer, however the Government reserves the right to communicate and/or negotiate with Vendors if later determined necessary.

5. Quotes shall specify the quote expiration date. Vendors shall hold their quotes valid for 120 days after the solicitation closing date, unless requested to further extend it by the Contracting Officer.

Non-Price Factors – The Vendor is required to submit the following non-price information:

1. Relevant Past Performance:

A. The Vendor shall demonstrate relevant past performance or affirmatively state that it possesses no relevant past performance. Relevant past performance is performance under projects (currently being performed or performed within the past five years) that are of a similar or directly related scope, magnitude and complexity to that described in the request of quotes and as defined below. The Government will also consider the quality of the Vendor’s relevant past performance. Information provided in response to this factor will assist the Government in determining the degree of risk associated with award of this project to the Vendor in question based upon that Vendor’s past and present performance on other relevant projects.

B. The Vendor shall submit a maximum of three (3) projects for evaluation.

Where contractor teaming arrangements (as defined at FAR Subpart 9.6) are proposed, an additional maximum of three (3) projects for a partner or each subcontractor shall be submitted. For each submitted project, the Vendor shall use the Past Project Form located within the RFQ, to provide the requested past project information. For each of the past projects submitted, the Vendor shall ensure that a Past Performance Questionnaire located within the RFQ is sent to customers to provide feedback. The Vendor shall instruct customers to complete the questionnaire and return it to Desiree Blakey via email at desiree.blakey@dhs.gov by the RFQ submission due date.

To allow for an upgrade or downgrade to the Past Performance rating, the Government reserves the right to obtain information from sources other than those identified by the Vendor. An evaluation of relevance will be done for no more than three projects submitted by the Vendor for itself and for no more than three projects submitted for a partner or each subcontractor. The Vendor is therefore cautioned to submit only its three most relevant efforts and is cautioned to submit only the three most relevant efforts of its partner or subcontractors. If the Vendor or its partner or subcontractors submit more than three projects each for consideration, only three per entity will be reviewed. The three reviewed for each entity will be the first three as displayed within the quote from front to back.

C. The Government will determine the relevance of a past performance project/contract by analyzing the following and comparing it to the instant

RFQ:

Scope” by considering the type of service provided (i.e. is the project/contract for electronic security maintenance services(PTZ/Fixed Cameras, Access Control Devices?);

“Magnitude” by considering various measures such as, but not limited to, any or all of the following: type of security system maintained, quantity of security mailto:desiree.blakey@dhs.gov systems maintained, personnel to support the effort, and total contract value;

AND

“Complexity” by considering various measures such as, but not limited to, any or all of the following: Emergency Call Back Response, Repair Response Time, and Service Request Response System, Electronic Security System Maintenance within a designated Level IV Federal Facility or similar Non Federal Facility (i.e.

high volume of public contact, 451 federal or non federal employees, 150,000 square feet etc.

D. Where contractor teaming arrangements are quoted, a narrative shall be submitted as part of the quote which clearly details the roles, responsibilities, and distribution of effort (by type and percentage) between the parties in performance of the Government’s requirement.

This information should be provided by the managing partner of the joint venture or the prime Vendor as a one (1) page supplement to its Past Project Forms and will not count against the 15-page size limitation on the quote.

E. Where a Vendor provides projects performed by its managers, key personnel, subcontractors or other partners for consideration, the Government will evaluate the past performance of its proposed managers, key personnel, subcontractor or other partners separately and consider its findings about them, in conjunction with information provided as required in paragraph D above, when determining the risk associated with the quote and assigning the appropriate rating to the quote.

The Government will determine whether the past performance of a Vendor’s, managers, key personnel, subcontractors or other partners offsets the risk of doing business with a prime Vendor that has no or limited experience and past performance of its own. The Government may decide not to attribute to the prime Vendor, as an organization, the past performance of its managers, key personnel, subcontractors or other partners.

F. A successful vendor’s quote of particular managers, key personnel or subcontractors will be incorporated into the resultant contract as a requirement.

In such cases the subject managers, key personnel or subcontractors shall not be replaced without prior approval of the Contracting Officer.

2. Management Approach

This criterion measures the completeness and accuracy of the vendor’s proposed Management Plan with regard to meeting the Ronald Reagan Building Electronic Security System Maintenance requirements. The Management Plan is expected to set forth the vendor’s overall approach to accomplishing the objectives of this requirement and it will be incorporated by reference into the contract.

2. Management Approach (Cont.)

The contractor shall be obligated to perform with the incorporated management plan. As a minimum, the following items must be addressed by the vendor in the proposed management plan:

a. Staffing Plan (including number, classification and qualifications of proposed staff, and addresses plan for staffing emergency after hour call back services).

b. The Resumes for the key personnel shall be included as an attachment to the technical proposal and shall be no longer than two (2) pages each.

c. Lead Maintenance Technician position requires a minimum of four

(4) years of specialized experience. Specialized experience includes:

advanced technical knowledge to provide preventative and corrective maintenance services that typically cannot be solved solely by referencing manufacturers’ manuals or similar documents.

d. Communication Plan (Service Response System, After Hour Call Back)

Price Quote

1. Using the Pricing Schedule the Vendor shall submit a monthly price for providing preventative and corrective maintenance services. Vendors’ monthly price will be multiplied by 12 to arrive at an annual price for preventative and corrective maintenance for each potential performance period. Vendors shall submit an hourly rate for Emergency Call Back services.

Vendors’ hourly rate for Emergency Call Back Services will be multiplied by the estimated annual hours for Emergency Call Back Services to arrive at an annual price for Emergency Call Back Services for each potential performance period. The SOW Appendix outlining the electronic security system inventory to be maintained is an approximation. The vendor’s price quote must build in the risk associated with not having a complete list at the time of price quote submission. The vendor will be given the opportunity to visit the facility and see all equipment during site visit and should take any information obtained concerning the equipment during the site visit into account in its pricing. The contractor will be contractually required to provide as a post award deliverable an updated list of actual confirmed electronic security system equipment inventory.

The Vendor must also provide a Total Estimated Price for each potential performance period (i.e. the sum of all line items within that performance period). The vendor’s total evaluated price will consist of the sum the vendor’s annual price for preventative and corrective maintenance for each potential performance period and the vendor’s annual price for emergency call back services for each potential performance period. Vendors submitting partial pricing information shall be ineligible for award. NOTE: AS PART OF THE PRICE QUOTE VENDORS ARE

REQUIRED TO PROPOSE INDIRECT COSTS ASSOCIATED WITH ITS MATERIAL COST (i.e.

taxes and transportation cost).

2. The minimum wage rates and fringe benefits applicable to this contract are outlined in the Department of Labor (DOL) prevailing wage determination outlined in the RFQ. For purposes of price quote preparation, the minimum wages and fringe benefits of DOL prevailing wage determination corresponding to the initial period of performance of this contract shall be regarded as applicable to all additional period of performance under this contract.

3. The Vendor shall also provide a detailed breakdown of its proposed prices for each contract line item.

A. At a minimum the breakdown should clearly and adequately identify:

(1) Price elements which may be subject to escalation under FAR 52.222-43, Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multiple Year and Option Contracts). Examples of such elements would include, but are not limited to:

• Anticipated hourly wage rates to be paid

• Health and welfare costs

• Vacation and holiday pay

• Unemployment insurance

• Workers compensation insurance

(2) Price elements associated with providing the services described in the Statement of Work including, but not limited to: supervision, training, licensing and permits, taxes, overhead and general and administrative costs, etc.

B. To ensure the submission of an adequate price element breakdown for purposes of this RFQ, the Government suggests that the Vendor complete the “Price Element Breakdown” worksheet located within the RFQ. The worksheet serves as a document for the expected format of the price element breakdown.

C. The Government may use this breakdown to conduct a price realism evaluation for the purpose of measuring the Vendors understanding of the RFQ requirements and for assessing the performance risk inherent in the Vendor’s price. In addition, the proposed rates/elements subject to escalation under FAR 52.222-43 as shown in this breakdown may be used in conjunction with submitted payroll records when evaluating price adjustment requests presented by the Vendor.

4. The Vendor’s price shall be inclusive of all the Vendor’s direct costs, indirect costs and profit and shall include all costs associated with providing the services described in the Request for Quote, Statement of Work, and Exhibits.

5. Prices (for the base and option periods) will be evaluated to ensure that they are fair and reasonable for performance of the requirements established in the RFQ and as proposed in the non-price submission.

6. The Vendor is cautioned that its quote may be rejected if it is found to be materially unbalanced in the base period or any option periods. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more line items is significantly overstated or understated.

7. The Government shall not be responsible for compensating the Vendor for any costs tied to RFQ requirements but not factored into the proposed prices, either by the Vendor’s intention or by mistake.

8. Prior to award the Vendor may be required to furnish the following information to establish the company’s financial responsibility in accordance with FAR 9.104-1:

A. The last three years of audited financial statements (includes balance sheet, income statement, and statement of cash flows). Un-audited financial statements may be requested if audited do not exist. The Vendor may be requested to provide written confirmation that the provided financial statements include disclosure of all off-balance sheet arrangements and related party transactions as defined as follows:

• Off-balance sheet arrangements may involve, but are not limited to, unconsolidated, non-independent, limited purpose entities, often referred to as structured finance or special purpose entities. These entities may be in the form of corporations, partnerships, limited liability companies, trusts, structured finance entities or other types of agreements, relationships or understandings. These entities may be used to provide financing, liquidity, market risk or credit support, or involve leasing, hedging, and/or research and development services.

• Related party transactions are defined in Statement of Financial

Accounting Standards No. 57, Related Party Disclosures, and include, but are not limited to, transactions between any organizations, divisions, subdivisions, or affiliates under common control.

B. The last two quarters of filed payroll tax returns (Federal Tax Return Form 941) and evidence of payment. (Evidence of payment may include copies of canceled checks, receipts from the bank, receipts from electronic fund transfers, and/or similar information from an external payroll service) If unpaid payroll taxes are owed to the Internal

Revenue Service (IRS), provide any agreements with IRS to make timely payments and evidence those payments are being made.

Basis for Selection

The Government will select the responsible Vendor whose quote, in conforming to this RFQ, provides the overall best value to meet the Government’s requirements, price and non-price factor considered. Only apparent successful Vendors determined to be responsible pursuant to FAR 9.104-1 will be issued a contract.

Notice of Award

A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful vendor within the time for acceptance specified in the RFQ, shall result in a binding agreement without further action by either party. Before the quote’s specified expiration time, the Government may accept a quote, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before the award.

Period of Performance

The duration of the awarded contract will be up to five (5) years, inclusive of all options.

Individual task orders placed against the contract will cite specific performance periods. The contract will be reviewed in accordance FAR 17.207 prior to the exercise of any option.

Contracting Officer (CO)

The Contracting Officer for this RFQ and resultant award is:

Desiree Blakey DHS, OPO, NPPD, East Consolidated Contract Group 701 Market Street, Suite 4200 Philadelphia, PA 19107

Questions

The Vendor is requested to submit any questions regarding this requirement via email as soon as possible but no later than 4:00 p.m., Eastern Standard Time, Wednesday, October 20, 2010 to desiree.blakey@dhs.gov. Prospective vendors may contact the Government while preparing a quote in order to obtain clarification of the statement of work or to obtain other information needed to prepare a quote. Any clarifying information issued by the Government will be provided to all prospective Vendors.

Sincerely, Desiree Blakey Contracting Officer

Attachments Statement of Work Exhibits Past Project Form Past Performance Questionnaire Department of Labor Wage Determination Price Element Breakdown Worksheet Quotation Cover Sheet mailto:desiree.blakey@dhs.gov