Kitchen Services Combined Synopsis_Solicitation.docx

COMBINED SYNOPSIS/SOLICIATION

Kitchen Maintenance and Repair Services Request for Proposal (RFP) HC1047-21-R-4005

This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR 13.105(b) and the format in FAR Subpart 12.603 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 RFP HC1047-21-R-4005 is using Simplified Acquisition Procedures under FAR Part 13.5 and Commercial Item Procedures under FAR Part 12. This requirement is being solicited as a 100 PERCENT SMALL BUSINESSES SET-ASIDE.

CONTRACT TYPE: A hybrid Firm Fixed Price (FFP) and Time and Materials (T&M) contract is contemplated.

NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS): The NAICS code for this requirement is 811310 – Commercial and Industrial Machinery and Equipment Repair and Maintenance – Kitchen Maintenance and Repair Services with the corresponding size standard of $8M average annual revenue. The right to make no award is reserved in the event it is advantageous to the Government to do so.

DESCRIPTION: This RFP is to provide preventative maintenance and repair services to the kitchen equipment located in the commons building at the DISA Headquarters (HQ) Building located 6910 Cooper Avenue, DISA Headquarters, Fort George G. Meade, MD. This requirement will support preventative maintenance services, non-emergency repair calls and emergency repair calls to the kitchen equipment. The kitchen is in operation on Federal workdays, Monday through Friday and prepares breakfast and lunch menus. Requirement details for this effort are included in the Performance Work Statement (PWS) located in Attachment 1.

SUBMISSION OF PROPOSALS: Proposals shall be submitted via email to the following via email ONLY:

Questions Due: Friday, August 31, 2021 not later than 2:00PM Eastern Local Time Proposals Due: Friday, September 7, 2021; 2:00PM Eastern Local Time.

The subject line of all emails that comprise the proposal shall be formatted as follows: Subject: HC104721R4005/Company Name/Email X of X (insert number of the email and total number of emails.)

Any questions in reference to this RFP must be submitted in writing to the Contracting Officer, Michelle Bontempo at michelle.l.bontempo.civ@mail.mil. and Contract Specialist, Alvin Acevedo at alvin.acevedo3.civ@mail.mil. NO questions will be considered after the questions due date. It is the responsibility of the offeror to view the website beta.sam.gov for any changes or amendments to this RFP.

PERIOD OF PERFORMANCE (POP): The period of performance will consist of a one 12-month base period with four (4) 12-month option periods. September 26, 2021 – September 25, 2026 (with a potential six-month extension). FOB will be destination on all services required. The anticipated PoP is as follows:

If all options are exercised, all performance will conclude on September 25, 2026.

LINE ITEM NUMBERS: The contract line item numbers (CLINs) are below and demonstrated in Attachment 2 – Pricing Schedule.

PLACE OF PERFORMANCE: See the Performance Work Statement (Attachment 1).

SYSTEM FOR AWARD MANAGEMENT: In order for an Offeror to be considered for award, the Offeror must be registered in System for Management Award (SAM). Visit the SAM website at https://www.sam.gov/SAM/ for further information.

DISCREPANCIES: If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the Contracting Officer in writing with supporting rationale as well as the remedies the Offeror is asking the Contracting Officer to consider as related to the omission or error. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without interchanges with the offeror.

WARRANTY: Offerors shall provide the same warranty terms as offered to the general public in customary commercial practice.

REQUIRED CLAUES: The clause at FAR 52.212-4, Contract Terms and Conditions – Commercial Items and the clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items is applicable to this requirement (See applicable clauses/provisions/addendums). Additional Clauses and Provisions that are required and applicable are included in Attachment 3. This RFQ document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2021-07; effective August 11, 2021 and Electronic Code of Federal Regulation (eCFR) https://gov.ecfr.io/cgi-bin/ECFRl.

It is the Offeror’s responsibility to be familiar with applicable provisions and clauses. See https://gov.ecfr.io and https://www.acquisition.gov/ for the full text of all provisions and clauses incorporated by reference herein. Offerors must also be aware of applicable labor laws, including Service Contract Labor Standards (see FAR Clause 52.222-41). A Wage Determination is incorporated in this RFQ in Attachment 5 and will be incorporated into any awarded purchase order, except, if the offeror certifies in provision 52.222-52 that the conditions listed are met.

DPAS RATING: DPAS rating is not assigned to this requirement.

SECTION 508: Section 508 Accessibility Standards do not apply to this requirement.

INSTRUCTION TO OFFERORS: FAR 52.212-1, Instructions to Offerors-Commercial Items (Jun 2020) is applicable to this requirement.

Addendum to 52.212-1(b), Submission of Offers is tailored as follows:

(b) Submission of offers:

(12) Other Instructions

(i) General Information

(A) Points of Contact: The contracting officer (KO) and contract specialist (CS) are the sole points of contact for this procurement. Address any questions or concerns you may have to the KO/CS. Written requests for clarification must be sent to the KO/CS at alvin.acevedo3.civ@mail.mil and michelle.l.bontempo.civ@mail.mil.

(B) Discrepancies: If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the KO in writing with supporting rationale. The Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

(C) Electronic Reference Documents: All referenced documents for this solicitation are available on the SAM.gov web site at https://sam.gov/content/home. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

(D) Communications: Exchanges of source selection information between Government and offerors will be controlled by the KO and CS. Email will be used to transmit such information to the offeror and will include “Source Selection Information – See FAR 2.101 & 3.104” in the Subject line.

(ii) Offerors are requested to submit a written technical proposal and a price proposal in response to the attached PWS. Information on submission of technical and price proposals is provided below. The proposal shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of statements asserted in the proposal. The proposal should not simply rephrase or restate the Government's requirements but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume the Government has no prior knowledge of their facilities and capabilities and will base its evaluation on the information presented in the offeror's proposal. The offeror's proposal must include all data and information requested by the RFP and must be submitted in accordance with these instructions. The proposal should sufficiently address the requirements as stated in the PWS. Non-conformance with these instructions may result in removal of the proposal from further evaluation.

(iii) In accordance with (IAW) DISA Special Contract Requirement H1, each offeror shall specifically identify in its proposal whether or not any potential or actual Organizational and Consultant Conflicts of Interest (OCCI), as described in Federal Acquisition Regulation (FAR) Subpart 9.5, exists for this instant procurement. If the offeror believes that no OCCI exists, the OCCI response shall set forth sufficient details to support such a position. If an offeror believes that an actual or perceived OCCI does exist on the instant procurement, the offeror shall submit an OCCI plan with the proposal, explaining in detail how the OCCI will be mitigated and/or avoided.

(iv) Page limitations, if applicable, are identified below and will be treated as maximums. A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 x 11 inches. Page limitations are identified below under each evaluation factor and will be treated as maximums. If exceeded, excess pages will not be read or considered in evaluation of the proposal. The following items will not be considered when calculating page limits: cover page, table of contents, glossary, executive summary, generic resumes, past performances, OCCI mitigation plans, FAR/DFARS Provisions/Clauses attachment, and Section 508 compliance. In the event any evaluation notices are issued, page limitations may also be placed on those. Page limitations shall not be circumvented by including inserted text boxes/pop-ups or internet links to additional information; such inclusions are not acceptable and will not be considered part of a proposal. The Government reserves the right not to consider for award any proposal that does not adhere to the administrative requirements of this RFP.

(v) Organization/Number of Copies/Page Limits. The offeror shall prepare the proposal as set forth in the Proposal Organization Table below. The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified. The contents of each proposal volume are described in the information to offerors paragraph as noted in the table below. To the greatest extent possible, each volume shall be written on a standalone basis so that its contents may be evaluated with a minimum of cross referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity. Each volume may contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing may be used to identify sections.

Additionally, each volume may contain a glossary of all abbreviations and acronyms used, and with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

Table 1 Proposal Organization

Number

(vi) Electronic Offers. The offeror shall submit volumes I through III in electronic format via email and must include “Source Selection Information – See FAR 2.101 & 3.104” in the Subject line. Each volume shall be a separate file. If files are compressed, the necessary decompression program must be included. Proposals shall be submitted to the KO/CS identified below:

Alvin Acevedo (Contract Specialist) – alvin.acevedo3.civ@mail.mil Michelle Bontempo (KO) – michelle.l.bontempo.civ@mail.mil

(vii) Proposal Organization:

(A) Volume I Contract Documentation. The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file.

1. You must provide a coversheet that includes the name, phone number, and e-mail address of the person to be contacted concerning any matter related to the solicitation. Include the following information in your proposal coversheet:

-Universal Numbering System (DUNS) number, Commercial and Government Entity Code (CAGE) and Taxpayer Identification Number (TIN);

-Company name and mailing address;

-Date submitted and proposal expiration date;

-All of the above-cited information for each entity on the proposed team, if a team is proposed;

-Type of Company (i.e., small business, 8(a), woman owned, veteran owned, etc.) as validated via the System for Award Management (SAM). All Offerors must be registered in SAM at the time the proposal is submitted which is located at http://www.sam.gov/;

-Company Point of Contact, Phone and Email Addres;

-Signature of authorized Company Representative.

2. You must provide FAR 52.212-3 Alt I (completed representations, certifications, acknowledgments and statements), and the representations in Attachment 3, Additional Clauses and Provisions.

3. Provide the completed Past Performance References sheet, Attachment 4.

4. OCCI documentation or mitigation plans (NOTE: ONLY if the offeror believes an actual or perceived OCCI exist).

(B) Volume II – Technical/Management. The technical/management volume should be specific and complete, and will be evaluated against the technical/management subfactors defined in FAR 52.212-2, Evaluation – Commercial Items. The technical portion of the proposal is to be submitted as a Microsoft (MS) Word 2007 or newer or PDF document. The page format shall have a 1 inch margin using no smaller than an 11 point Ariel, Times New Roman, or Courier New font for all text to include any text contained in a table. The file size of each document shall not exceed 2MB. Using the instructions provided below, provide as specifically as possible the actual methodology you would use for accomplishing/satisfying the factors/subfactors.

In the Technical/Management volume, address your proposed approach to meeting or exceeding the minimum performance or capability requirements of each technical/management factor/subfactors, as well as any risks in your proposed approach in terms of technical/performance, price, and/or schedule. Address any technical/management risk by identifying those aspects of the proposal you consider to have the potential for disruption of schedule, increased cost, poor performance, the need for increased Government oversight, and/or the likelihood of unsuccessful contract performance. Describe the impact of each identified risk in terms of its potential to interfere with or prevent the successful accomplishment of other contract requirements (e.g., PWS/SOW or specification requirements), whether or not those requirements are identified as subfactors. Propose a realistic "workaround" or risk mitigation for identified risks that will eliminate or reduce risk to an acceptable level. Identify any new risks introduced by such risk mitigation.

Volume II - Technical/Management shall be organized as follows:

-Table of Contents -Glossary -Subfactor One -Subfactor Two -Subfactor Three -All other aspects of the PWS

(C) Volume III – Price. The cost/price quotation will be evaluated using one or more of the techniques defined in FAR Part 15.404 in order to determine if they are reasonable and complete. Reasonableness is established through cost and price analysis techniques as described in FAR 15.404. For a price/cost proposal/quotation to be complete, all solicitation requirements must be priced, figures correctly calculated, and prices/costs presented in in a clear and useful format. You shall submit pricing for the base period and all option periods, including option pricing for an additional 6-month period that may be authorized IAW FAR 52.217-8. See FAR 52.217-8 which authorizes the Government to require continued performance of any services within the limits and at the rates specified in the contract. The CLIN Pricing Worksheet should include a separate line item for the additional 6-month period IAW FAR 52.217-8. These prices shall be identical to the proposed pricing in the 6 months prior to expiration of the base period, or the final option period, if option periods are present. The total evaluated price will consist of the contractor’s proposed price for the base period, all option periods, and the option pricing for the additional 6-month period. The price proposal spreadsheet shall be submitted in MSExcel 2007 format or newer. All formulas shall remain present in the spreadsheet for verification. The file size of each document shall not exceed 20MB. Information beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your price. All information relating to the proposed price, including all required supporting documentation must be included in the section of the proposal designated as the Price Volume. Under no circumstances shall the information and documentation from the Price Volume be included elsewhere in the proposal other than Volume III, Price Volume.

The CLIN pricing worksheet will be used to create the prices on the final contract. For Preventative Maintenance, CLIN x001, the offeror shall propose a firm fixed price monthly rate. For the Service Calls (levels 1 – 3), CLINs x002-x004, the offeror shall provide a firm fixed price for each service call at each level. Note, the contractor will only be authorized to bill service calls at the firm fixed price rates, and as outlined in any subsequent award documentation. The contract max quantities are not guaranteed.

Price submissions should be sufficiently detailed to demonstrate their reasonableness. Offerors should ensure price proposals include detailed information regarding the resources required to accomplish the task (e.g., labor categories, labor hours, number of employees for each labor category, rates, materials, etc.). Data other than certified cost or pricing data may be required to support the price reasonableness of your quotation in accordance with FAR 15.403.

Volume III – Price shall be organized as follows:

-Attachment X, CLIN Pricing Worksheet -Price Narrative - to include cost or pricing information, supporting data, estimating methodology.

52.212-1(c), Period for Acceptance of Offers is tailored as follows:

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers. The offeror shall make a clear statement in the proposal documentation volume that the proposal is valid through this date.

52.212-2 EVALUATION--COMMERCIAL ITEMS (OCT 2014) is tailored as follows:

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

(i) Technical/Management

(ii) Price

The Government will award to the lowest price, technically acceptable proposal. The lowest priced offer will be evaluated for technical acceptability. If found technically acceptable award will be made without further consideration. If found technically unacceptable the government will evaluate the next lowest offer for technical acceptability until award can be made to the lowest priced technically acceptable offeror. Past performance is not an evaluation factor, but shall be used in determining contractor responsibility in accordance with FAR 9.104. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint.

b. Evaluation Factors and Subfactors

(1) The following evaluation factors and subfactors will be used to evaluate each proposal

Factor 1: Technical/Management. The Technical/Management subfactors will be evaluated and rated either Acceptable or Unacceptable. In order for a proposal to be rated overall Technically Acceptable, each of the following subfactors must be rated Acceptable. Technical/Management proposal should not exceed 15 pages.

(a) SUBFACTOR 1: PREVENTATIVE MAINTENANCE FOR KITCHEN EQUIPMENT. Offerors shall describe their methodology to perform task 6.1, Preventative Maintenance for Kitchen Equipment. Offerors should describe their methods and techniques to develop a preventative maintenance plan and schedule, as well as, perform predictive testing and inspection.

Acceptable: In order for an offeror to be considered acceptable, offerors must describe a methodology that complies with the minimum preventative maintenance intervals shown in Attachment A, and the quarterly site visits. Offerors do not need to describe their preventative maintenance schedule for each piece of equipment in their proposal; however, they must minimally explain that they will implement the minimum preventative maintenance intervals as shown on Attachment A. Additionally, offerors must explain their methodology to detect the onset of degradation of the equipment at each maintenance interval. Offerors will be determined acceptable if their methodology complies with industry standards, and the PWS.

(b) SUBFACTOR 2: EXPERIENCE ON REPAIRS CALLS. Offerors shall provide their experience with repairing similar kitchen equipment as the equipment listed in Attachment A. Offeror shall include a description of how the effort was similar to the requirements in the PWS, section 6.2., and Attachment A.

Acceptable: In order for an offeror to be considered acceptable in this subfactor, the offeror must demonstrate experience in repairing at least gas ovens, gas fryers, refrigerators and refrigeration systems and responding to urgent and emergency repair calls within the time specified in PWS section 6.2.2 and 6.2.3.

(c) SUBFACTOR 3: PERSONNEL QUALIFICATIONS. Offerors must describe how they intend to send qualified technicians 100% of the time.

Acceptable: In order to be rated acceptable, the offeror demonstrates that it can provide qualified technician 100% of the time. Qualified technicians are technicians that have the technical qualifications, experience, training, and any required certifications to do so. Additionally, qualified technicians that are repairing refrigeration equipment shall possess required EPA certification for handling chlorofluorocarbons (CFCs).

Factor 2: Price. Price will be evaluated to determine if they are reasonable and complete. Price reasonableness is established through cost and price analysis techniques as described in FAR 15.404. For a price to be complete, all solicitation requirements must be priced, figures correctly calculated, and prices presented in a clear and useful format. The Government reserves the right, but is not obligated, to conduct a realism analysis. The schedule contractor shall submit pricing for the base period and all option periods, including option pricing for an additional 6-month period that may be authorized IAW FAR 52.217-8. See FAR 52.217-8 which authorizes the Government to require continued performance of any services within the limits and at the rates specified in the contract. The pricing quotation, Attachment 2-CLIN Pricing Worksheet, should include a separate line item for the additional 6-month period IAW FAR 52.217-8. These prices shall be identical to the quoted pricing in the 6 months prior to expiration of the base period, or the final option period, if option periods are present. The total evaluated price in the CLIN Pricing Worksheet will consist of the contractor’s proposed price for the base period, all option periods, and the option pricing for the additional 6-month period.

Offerors should ensure price quotations include detailed information regarding the resources required to accomplish the task (e.g., labor categories, labor hours, number of employees for each labor category, rates, travel, incidental equipment, contract access fees, etc.). Again, the price quotation (CLIN Pricing Worksheet) shall be a separate document from the technical/management quotation.

Due to the likely inability of any offeror to accurately estimate material/equipment purchases associated with this requirement, the Government is providing plug numbers to be used by all offerors when proposing material/equipment. Offerors are instructed to propose plug numbers for material/equipment in the EXACT amounts provided below, however actual amounts shall be authorized by the COR in writing prior to performance and will be paid IAW FAR Part 31.205-46. No profit or fee will be authorized for material/equipment. Applicable burdens, e.g., G&A, may apply to material/equipment IAW the schedule contractor’s accounting practices.]

These EXACT amounts shall include all audited markups and burdens and shall not be rounded or adjusted based upon independent decisions regarding actual anticipated costs. A quotation that fails to bid the plug numbers EXACTLY as provided may be excluded from further consideration.

RESPONSIBILITY DETERMINATION/PAST PERFORMANCE: Provision FAR 52.212-3 must be completed and up to date through SAM.gov. Past performance will be reviewed as part of a responsibility determination but will not impact the technical acceptability evaluation. If overall past performance is found to be unacceptable, this may be cause for the offeror's proposal to be excluded from further evaluation. However, a prospective contractor shall not be determined responsible or non-responsible solely on the basis of a lack of relevant performance history. The Government may use Supplier Performance Risk System (SPRS) information for past performance information and meet the requirements of the responsibility determination. For details concerning SPRS, refer to the User Guides, htps://www.sprs.csd.disa.mil/reference.htm. The Government may also use other internal Government information and records for responsibility determinations.

ATTACHMENTS:

Attachment 1 - Performance Work Statement Attachment 2 – CLIN Pricing Worksheet Attachment 3 – Additional Clauses and Provisions Attachment 4 – Past Performance References Attachment 5 – Wage Determination