Instructions to Offerors_V.1_RM Young Wind Monitor Supplies.pdf

INSTRUCTIONS TO OFFERORS

NAICS: 334519 – Other Measuring and Controlling Device Manufacturing

Quotes should be emailed to nikki.radford@noaa.gov. Faxed quotes will not be accepted.

BASIS FOR AWARD:

The government intends to award as a firm-fixed price requirement to the responsive responsible quoter(s) providing the lowest price technically acceptable to the government. This requirement is 100% set-aside for small business concerns.

SYSTEM FOR AWARD MANAGEMENT (SAM):

In accordance with FAR 52.212-1(k), unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall have an active registration in the SAM database at the time quotes are submitted, during performance and through final payment of any contract resulting from this solicitation. Offerors may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.acquisition.gov under Acquisition Systems or www.sam.gov.

SUBMISSION OF QUOTES:

Quotes must be submitted by electronic means for consideration of award. Electronic quotes may be transmitted by email to nikki.radford@noaa.gov. It is the Offeror’s responsibility to ensure their electronic offer has been received. If you have any questions regarding the quoting process please contact Nikki Radford at 757-605-1267.

The following information is to be returned:

1. Solicitation Page 1- Complete blocks 17a, 30a, 30b and 30c.

2. Solicitation Page 2- Fill in your quote/prices, including any shipping and handling fees.

3. Your unique entity identifier (UEI). If you do not have a UEI Number, you can register and access the site by going to www.sam.gov.

4. Contractor representations and certifications shall be completed in the System for Award

Management (www.sam.gov). Contractors shall provide a statement that they either are or are not registered and active in SAM.

5. Your response to CAR Clause 1352.209-74(c), Organizational Conflict of Interest – Contractors shall provide a statement that they either do or do not have conflict of interest.

6. As requested in CAR Clause 1352.213-70, Provide your response to the factors used to evaluate quotes, including Past Performance references.

7. An email address and telephone number where you can be reached for future correspondence.

8. Identify where the supply is being manufactured.

9. Please verify that your business is a Small Business entity under NAICS 334519. (Yes or No)

10. Approximate Lead time of Delivery.

Contractors who do not respond to items 1 through 10 may be considered non-compliant with the requirements of the solicitation and no further consideration shall be given for award.

QUESTIONS:

All questions must be submitted via email to the Contracting Specialist, Nikki Radford at email nikki.radford@noaa.gov. The government will make every effort to reply to the questions submitted in a timely manner.

FAR 13.106-1(b)(1)- BRAND NAME Justification:

This particular brand name is essential to the requirement and market research indicates similar products do not meet or cannot be modified to meet agency needs. The R.M. Young Model 05103 and 05103-45 Wind Monitors are the standard mechanical wind monitoring sensors used at CO-OPS environmental monitoring stations on the Atlantic coast, the Gulf of Mexico, the Caribbean, the Great Lakes, and throughout the Pacific. This purchase is for components to support meteorological measurements at stations included in the National Water Level Observation Network (NWLON) and the Physical Oceanographic Real-Time Systems (PORTS) maintained by CO-OPS. Significant engineering effort was utilized to ensure the R.M. Young Model 05103 and 05103-45 Wind Monitors are capable of withstanding the harsh marine environments they are deployed in for extended periods and that they function without issue with the specialized data acquisition and logging system to which it is connected. Implementing different components will result in additional cost and resources and will affect the continuous operation of these systems. In addition, there will be resulting delay for testing, training, and the purchase of support equipment.

Under the current CO-OPS operating system any environmental monitoring equipment that has not previously been approved must be subjected to a series of tests to ensure the quality of the data and the durability of the equipment for the intended use. These tests usually include bench testing using controlled conditions and physical measurement, controlled environmental testing to check reliability under different conditions, and long-term comparison testing with accepted equipment at multiple real-world locations. These tests and the analysis of the resulting data take a large amount of time, money, and resources to conduct. CO-OPS environmental monitoring systems are designed to operate with the components in this purchase. Implementing different components will result in compatibility issues.

Currently CO-OPS field personal and contractors are trained in the use and maintenance of the equipment in this purchase. Additional cost will incur from having to train field personal and contractors on the use and maintenance of new equipment. CO-OPS also currently has the ability and equipment to test and troubleshoot the equipment in this purchase. If new equipment is purchased additional parts and equipment will need to be purchased to support the new equipment. Additional training would also be required for those tasked with testing and repairing this equipment.

CAR 1352.213-70- EVALUATION UTILIZING SIMPLIFIED ACQUISITION PROCEDURES

The Government will issue a purchase order resulting from this Request for Quotation (RFQ) to the responsive responsible offeror whose quotation results in the lowest price technically acceptable to the Government, considering both price and non-price factors. Evaluation and award will be made on the basis of the lowest evaluated price of quotes meeting or exceeding the acceptability standards for non-cost factors.

The following factors will be used to evaluate quotations:

1. SPECIFICATIONS

The offeror’s ability, as an "Authorized Reseller," to meet all listed specifications for the Brand Name Justified supplies will be evaluated to determine as appropriate, successful conformance to the contract requirements.

NOAA, in conjunction with the National Ocean Service (NOS) Engineering Division, will evaluate the offeror’s specification information. Offerors who fail to meet the specifications shall be considered non-compliant to the solicitation.

2. PAST PERFORMANCE

The offeror’s past performance on related contract will be evaluated to determine, as appropriate, successful performance of contract requirements, quality and timeliness of delivery of goods and services, cost management, communications between contracting parties, proactive management and customer satisfaction.

The contractor shall provide a list of at least two but no more than three contacts, including phone numbers, of past performance references that you have successfully accomplished supplies similar in size and scope.

3. PRICE

The Government will evaluate the offeror’s quoted pricing listed for this RFQ. Pricing will be determined by adding the totals of CLINs 0001 through 0004, in addition to any shipping and handling fees. NOAA will evaluate the quoter’s proposed price for fairness and reasonableness in relation to the RFQ’s requirements.

The Government reserves the right not to award a contract.

All offers received will be evaluated in accordance with the evaluation criteria. The government reserves the right to make an award without discussions based solely on initial quotes. Therefore, offerors should ensure that their initial quote constitutes their best offer in terms of both price and specifications being proposed.

(End of clause)