RFQ_-_M00264-18-R-0022_(Piano_Maintenance)_revised.pdf

UNITED STATES MARINE CORPS

MARINE CORPS INSTALLATIONS NATIONAL CAPITAL REGION

MARINE CORPS BASE QUANTICO

3250 CATLIN AVENUE

QUANTICO VIRGINIA 22134 5001

IN REPLY REFER TO:

B-200 1 March 2018

From: Thea Smith, Contracting Specialist, Marine Corps Installations, National Capital Region

Regional Contracting Office

Subject: Request for Quote (RFQ) Number: M00264-18-R-0022

Date: 15 March 2018

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; proposals are being requested and a written solicitation will not be issued. Prospective awardees must be registered in System for Award Management (SAMs) prior to invoicing. Information on registering in SAMs may be obtained at https://www.sam.gov. The provisions

FAR 52.212-1 Instruction to Offerors – Commercial Items and FAR 52.212-3 Offeror Representations and Certifications- Commercial Items apply to this acquisition. The clause FAR 52.212-4 Contract

Terms and Conditions - Commercial Items and 52.212-5 Contract Terms and Conditions Required To

Implement Statutes Or Executive Orders - Commercial Items apply to this acquisition. The contractor shall comply with all Federal, State, and Local regulations.

This RFQ document and all incorporated provisions and clauses are those in effect through Federal

Acquisition Circular (FAC) 2005-95, published 13 Jan 2017.

This acquisition is a 100% small business set-aside under NAICS code 339992 with size standards in employees, 1,000.

Request for Quotation on the following services:

CLIN Item Description Unit Qty. Unit Price Extended Total

0001 Base Year: Piano/Harpsichord Maintenance and Service

YR 1.0

1001 Option Period One: Piano/Harpsichord

Maintenance and Service

YR 1.0

2001 Option Period Two: Piano/Harpsichord

Maintenance and Service

YR 1.0

3001 Option Period Three: Piano/Harpsichord

Maintenance and Service

YR 1.0

4001 Option Period Four: Piano/Harpsichord

Maintenance and Service

YR 1.0

TOTALS $ $

Delivery date requested: Within 15 days following the executed award

Please provide FOB Destination pricing and a delivery schedule (with your offer) for the following address: Marine Corps Base Quantico, VA

The closing date and time for quote submission is: 21 March 2018, COB, Eastern Standard Time

(EST). Offers received after this date and time may be considered non-responsive and will not be given further consideration. Please provide all submissions to Government Point of Contact: Mrs. Thea Smith, Contract Specialist at radhiyah.smith@usmc.mil.

All contractors must comply with the requirement listed above for this request. Failure to comply may result in disqualification. This will be a Firm Fixed Price (FFP) contract.

This acquisition will utilize Lowest Price Technically Acceptable (LPTA) procedures in accordance with

FAR 15.101-2. Technical tradeoff will not be made and no additional credit will be given for exceeding acceptability. Award will be made to the acceptable offeror with the lowest evaluated price, which is deemed responsible in accordance with the Federal Acquisition Regulation and whose quote conforms to the solicitation requirements. The solicitation requirements include all stated terms, conditions, representation and certifications, and other information required by this solicitation. The Government reserves the right to award without discussions. Therefore, each initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if determined necessary by the Contracting Officer.

The Government may reject any quote that is evaluated to be unrealistic in terms of requirements, contract terms and conditions, or an unrealistically high or low price when compared to Government estimates, such that the quote is deemed to reflect an inherent lack of competence or failure to comprehend the complexity and risk of the program.

Technical acceptability will be evaluated on all quotes. Only those quotes determined to be technically acceptable, either initially or as a result of discussions, will be considered for award. Then, price will be evaluated and the quotes will be listed from lowest to highest price based on the total evaluated price and technical acceptability. Award will be made to the lowest evaluated priced quote meeting the acceptability standards for the non-priced factors.

TECHNICAL EVALUATION STANDARD:

The contractor shall address the following two factors:

1. Factor 1 – Technical Capability – Offeror shall clearly demonstrate its approach to technical ability to meet the requirements of CLIN/Line Items based on meeting the requirements of the

Request for Quote, quantity, quality and timeliness of delivery.

2. Factor 2 – Price – The offeror shall complete CLIN pricing on page one (1) of this solicitation.

In addition to the completed CLIN pricing on page one (1), the offeror shall provide sufficient price information to allow the contracting officer to determine the completeness and reasonableness of the offerors prices.

DISCUSSIONS: If during the evaluation period it is determined to be in the best interest of the

Government to hold discussions, Offeror responses to clarifications/discussion notices will be considered in making the source selection decision.

AWARD DECISION: The award decisions will be made as follows:

(1) Step One – Determine Technical Acceptability. The technical evaluation, Factor 1, stated above, will assess the offerors capability to satisfy the Government’s requirement. The Government will evaluate all technical capability quotes received by the required date/time. The Technical

Capability factor will receive a rating of acceptable and unacceptable. If any factor is rated mailto:radhiyah.smith@usmc.mil

“unacceptable”, the entire quote is rendered technically unacceptable, and the quote will be removed from the competitive range. Only quotes deemed technically acceptable (either initially or as the result of discussions) will be considered for award. The ratings are defined in the following table.

Rating Description

Acceptable Quote clearly meets the minimum requirements of the solicitation. Only those quotes determined acceptable, either initially or as a result of discussion will be considered for award. Once deemed acceptable, all technical quotes are considered to be equal.

Unacceptable Quote does not clearly meet the minimum requirements of the solicitation. Quotes with an unacceptable rating will not be considered for award.

Table A-1

(2) Step Two – Evaluate Price. The offeror’s Price quote will be evaluated, for award purposes, based upon the total price proposed as annotated under Factor 2 – Price.

(3) Step Three – Award Decision. Award will be made the lowest priced, technically acceptable offeror, subject to a positive responsibility determination in accordance with FAR Part 9 and conformance of the offeror’s quote to the terms and conditions of the solicitation.

DISCLAIMER:

This is a request for the submission of a quote and does not constitute a contract or authorization to begin work. Nor does an offeror’s submission of a quote constitute a contract or authorize the individual or company to being work.

The Contracting Officer is the only person who can legally modify a resulting contract or obligate the Government for expenditure of funds. Costs shall be incurred by recipients of the solicitation in anticipation of receiving direct reimbursement from the Government.

Only the Contracting Officer has the authority to authorize deviations from the terms and conditions of any resulting contract, including deviations from specifications and requirements.

In the event the Contractor does deviate, without written approval of the Contracting Officer, such deviations shall be at the risk of, and any cost related thereto shall be borne by the

Contractor. Any matter concerning a change to the scope, prices, costs, terms or conditions of this contract shall be referred to the Contracting Officer.

Please Provide the Following:

1. Tax Identification Number: _____________________

2. Company Registered in WAWF-RA (Wide Area Workflow):_______________

If Not, Will Your Company Register? ________________

3. Company Registered In System for Award Management (SAM):_______________

If Yes, What Is Your DUNS# and/or Cage Code: _______________

If No, Will You Register: ________________

4. Company Considered Small or a Large Business under the NAICS Code identified. Circle One.

5. Delivery Time of Requested Items: ____________ . Please show earliest delivery date possible.

6. FOB Cost If Applicable:_______________

A. NOTE: Is Freight (Fob) Included In Price? If Not, Please Indicate Price and Where It’s Being

Originated From: _______________

Discount Terms: ___________

Company Name and Address:

Company Point of Contact: _______________________________________________________

Company Telephone: __________________

Company Facsimile: ___________________

GSA Contract Number & expiration date:_________________________

Quoted price(s) submitted that are open market shall be marked “commercial pricing”.

The following FAR clauses and provisions apply to this acquisition and can be viewed at http://www.acquisition.gov/far:

52.204-13 SAM

52.212-4 Contract Terms and Conditions--Commercial Items

52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders –

Commercial Items ((b) 14, 25, 26, 27, 28, 33, 44, 48, 51, 57; (c) (11)

52.232-40 Providing Accelerated Payments to Small Business Subcontractors

52.245-1 Government Property

52.252-2 Solicitation Provisions Incorporated by Reference

252.203-7000 Requirements Relating to Compensation of Former DOD Officials

252.203-7002 Requirement to Inform Employees of Whistleblower Rights.

252.204-7012 Safeguarding Covered Defense Information and Cyber

Incident Reporting

252.211-7003 Item Unique Identification and Valuation

252.225-7048 Export-controlled Items

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports

252.232-7006 Wide Area Workflow

252.232-7010 Levies on Contract Payments

252.243-7001 Pricing of Contract Modifications

252.243-7002 Requests for Equitable Adjustment

252.247-7023 Transportation of Supplies by Sea

U3 DD 250 Receiving Report Submission Through Wide Area Workflow – Receipt and Acceptance

(WAWF-RA)

** Special Invoicing Instructions: Wide Area Work Flow – Receipt and Acceptance (WAWF-RA) **

WAWF-RA is the only method authorized by the United States Marine Corps to electronically process payment requests. Compliance with WAWF-RA is mandatory. Include in each offer a statement acknowledging that you are WAWF-RA compliant. In order to get registered with WAWF-RA, visit https://wawf.eb.mil/. In order to WAWF-RA you must designate an Electronic Business Point of Contact

(EB-POC) to serve as the group administrator within you company.

SALIENT CHARACTERISTICS:

1. SCOPE

The contractor shall tune and perform maintenance on all United States Marine Band Pianos.

1.1 BACKGROUND

The keyboard section in the Marine band supports a variety of social and concert events throughout the year. We support the White House and Commandants home musically for visiting foreign dignitaries and state events as well as featured after dinner entertainment at many of these events. The keyboard, celeste and harpsichord are also used in all of our performance ensembles. We are tasked to support band, orchestra and chamber music concerts throughout the year. During the summer we also participate in smaller commercial style ensembles. We provide accompaniment for our annual high school concerto competition, and are frequently used as soloists with all of our performing ensembles. Each pianist in the keyboard section is tasked with over 150 rehearsals or performances each year.

2. APPLICABLE DOCUMENTS

Applicable security requirements. Contractor shall be granted access to White House and other military facilities once the contract has been awarded. The Contractor does not require a security clearance but must be US citizen.

3. TASKS

The US Marine Band has 11 pianos that require maintenance and service. Specifications of pianos and locations:

1. Steinway D (Grand)-Band Hall, Annex

2. Yamaha C-7 (Grand)-Orchestra Hall, Annex

3. Weinbach W178 (Grand)-Mottola Residence

4. Steinway O (Grand)-CMC House

5. Yamaha Full Upright-Small Rehearsal Hall, Annex

6. Kawai Full Upright-Practice Room, Annex

7. Steinway Full Upright-Wilson Residence

8. Steinway Console Upright-White House

9. Baldwin Console Upright-Practice room, Annex

10. Baldwin Console Upright-Practice room, Annex

11. Harpsichord-Band Hall, Annex

Maintenance on pianos will be done monthly and/or as needed per the direction of the Technical Specialist. In addition to the monthly tunings, there might be last minute tunings required or an emergency repair. The services will mostly be performed at the specified locations above; however, occasionally the Band will require the contractor to perform services at various concert locations throughout the Metro Washington DC area. This will not exceed 12 times annually and the location will be within 25miles of the Marine Barracks.

The different services required are as follows:

1. Tuning of piano/harpsichord

2. Concert preparation of piano/harpsichord

3. Maintenance voicing of piano/harpsichord

4. Action regulation of grand piano

5. Action regulation of upright piano

6. Replace treble string of piano

7. Replace bass string of piano

8. Replace string of harpsichord

9. Humidity control service

10. Travel Surcharge (to non-specified locations, if applicable. Not to exceed 25 miles from

Marine Barracks Washington)

Hours of Performance

Hours of performance will vary depending on requirements but will mainly be Monday thru Friday 0800-2100.

Occasional weekend maintenance and services may be required, Saturday-Sunday 1000-1800.

Special Materials Requirement

Contractor is to provide all tools and materials to accomplish needed repairs and maintenance jobs.

For reference only:

Historical/Background Information: The totals for Fiscal year 2017 tuning and maintenance requirements were as follows:

1. Tunings – 21

2. Concert Prep Tunings – 5

3. Action Regulations – 3

4. Voicings – 2

5. Treble replacements – 1

The totals for Fiscal year 2016 tuning and maintenance requirements were as follows:

1. Tunings – 37

2. Concert Prep Tunings – 11

3. Humidity Control – 1

FY18 Minimum and maximum numbers of services annually:

Services Minimum Maximum

1 Tuning of piano/harpsichord 50 75

2 Concert preparation of piano/harpsichord 15 20

3 Maintenance voicing of piano/harpsichord 5 10

4 Action regulation of grand piano 5 10

5 Action regulation of upright piano 5 10

6 Replace treble string of piano 10 20

7 Replace bass string of piano 10 20

8 Replace string of harpsichord 10 20

9 Humidity control service 5 10

10 Travel to unknown location, less than 25mi from MBW 5 12

Place of Performance: Place of performance requirements will vary on a needed basis and the location will be within 25miles of the Marine Barracks.

Marine Barracks Washington

8th & I Streets SE, Washington, DC 20003

Marine Band Annex

700 Virginia Ave SE, Washington, DC 20003

Mottola Residence

1016 3rd Street SE, Washington D.C. 20003

Wilson Residence

8608 Edmonson Road, Berwyn Heights, MD 20740

White House

1600 Pennsylvania Ave NW, Washington, DC 20500

Other Unique Requirements and Considerations

Contractor must have experience with the locations the Band performs. Contractor must be aware of the timeline required to tune a piano; some requirements will require same day tunings.

Price – the Offeror must provide the price per hour and/or price per job for their typical piano maintenance parts and services for the base year and additional four (4) option years. Pricing shall be that of an Open Market and detail the discounts offered, and other pricing opportunities. The Offeror shall provide sufficient price information to allow the Contracting Officer to determine the completeness and reasonableness of the quoted prices. It is highly encouraged for the Offeror to provide the best price for its products and services. Offeror shall complete the CLIN schedule for all CLINS and state unit and extended pricing (to include travel).

The Offeror is advised to submit a proposal that represents the best-value to the Government. Price fairness and reasonableness will be evaluated in accordance with FAR 13.106-2(b). Technical Capability and Relevant

Experience are more important than Price. Technical Capability and Relevant Experience are of equal importance.

Past Performance is more important that Price. All evaluation factors other than price, when combined, are significantly more important than Price. Price will still contribute to the fairness and reasonableness of the award.

Options – The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).