ATT_07_RFQ_VideoSurv_QUOTEINSTRUCT_07072016.docx

NAMA-16-Q-0003, Video Surveillance System Software and Expansion

ATTACHMENT 7 -

QUOTATION SUBMISSION INSTRUCTIONS

The National Archives and Records Administration (NARA) requires each prospective Vendor to provide a written quotation to NARA officials for the purposes of assuring that the prospective Vendor fully understands the scope of this purchase order and has the capability to complete all requirements in the Statement of Work (SOW). NARA intends to issue a purchase order based on initial quotation data. NARA will incorporate the written quotation into the purchase order.

1. Volume 1 - Content of the Technical Quotation. The Vendor’s technical quotation to the Government must demonstrate the Vendor’s technical understanding and approach, and relevant past performance as shown separately below. The purpose of the technical quotation is to enable the Government to assess and determine the soundness of each Vendor’s capabilities in accordance with the Evaluation Factors for Award contained in Attachment 10. As such, it is in the Vendor’s interest to refrain from using statements such as “the Vendor understands”, “the Vendor can and will comply with the requirements”, “standard procedures will be used”, “well known techniques will be used”, or statements that paraphrase/re-state the SOW in whole or in part.

Technical Understanding and Approach. The Government will assess the Vendor's demonstrated technical knowledge and competence with regard to the Government’s requirements and program objectives; understanding of, and approach to, the work that the Vendor would have to perform under the prospective purchase order. The Government will assess whether the Vendor exhibits adequate techniques and approaches to meet task order needs and provide effective and efficient support services. The Government will evaluate the qualifications of the Vendor's personnel.

The Volume 1 technical quotation must not include any price or cost information. However, resource information such as data concerning labor hours, categories, material, and subcontracts must be contained in the Volume 1 quotation so that the Vendor’s understanding of the SOW can be evaluated in accordance with the Evaluation Factors for Award contained in Attachment 10.

Resumes. The Vendor must submit a formal written resume showing all relevant training, education, and work history that are pertinent to this task order for all key personnel being quoted to work under this purchase order. The Government expects that all personnel meet the performance requirements contained in the SOW. To help ensure the key personnel quoted will be those that will perform should the vendor receive the task order, NARA requests the vendor submit commitment letters for those listed as key personnel. Commitment letters should be submitted with resumes.

Grey Market Products & OEM. It is the Vendor’s responsibility to ensure that NARA is not provided either counterfeit or grey market products. In the event that any IT products are determined to be counterfeit or grey market, NARA will seek all available legal remedies including criminal prosecution. Counterfeit information technology product means any item of information technology (IT), including hardware and software that is an unauthorized copy, replica, or substitute. A grey market or gray market (also known as parallel market) is the trade of a commodity through distribution channels, which, while legal, are unofficial, unauthorized, or unintended by the original manufacturer. As a result, manufacturers will not honor associated warranties and service agreements.

Unless the Vendor is authorized by the manufacturer to resell the particular items quoted in the USA, the Vendor should not respond to this solicitation. NARA will verify with the manufacturers immediately upon order issuance that the Vendor is an authorized reseller for this buy. Any issues with the information provided by the manufacturer to the Government about the grey market status of the items must be addressed by the Vendor to the manufacturer. The Government will immediately cancel any order based on a quotation of grey market items. In an effort to further ensure NARA is receiving new, manufacturer-approved OEM items and will receive the benefits of any warranties or other manufacturer guarantees, NARA requires Vendors to submit with their quote proof in writing from the OEM manufacturer of their status as an authorized/certified OEM Vendor of the manufactured items.

2. Volume 2 - Relevant Past Performance Information. The Vendor will be evaluated to assess the demonstrated quality of performance on similar work, to include the ability to control the quality and cost of work, timeliness of performance, and effectiveness at accomplishing the goals of previous work.

a. Relevant Past Performance. The Vendor shall submit at least three, and no more than five, references for relevant past performance during the last five years.

The quotation must describe the Vendor’s recent and relevant corporate performance on contracts/task orders related to the description of services. Relevant contracts/task orders are those contracts/task orders that are of similar scope, magnitude, nature, and work. The Vendor’s relevant past performance information must include the following:

(i) Contract/Task Order Number(s); type of contract/task order; period of performance; total original, present, or final contract/task order dollar value; and specify whether the Vendor was the prime Contractor or the subcontractor. (Please verify the telephone numbers provided are current and correct).

(ii) Company or Agency’s name, address, e-mail address, telephone and fax numbers (both contractual and technical personnel) at the Federal, State, Local Government, or Commercial entity for which the contract/task order was performed. If Vendor was performing as a subcontractor on the contract/task order, they must clearly indicate the extent of involvement of subcontractor work in the effort such as 40% of the total labor hours or total contract/task order dollar value.

(iii) Detailed description of the work performed and comparability to the quoted effort. Rationale must be provided to demonstrate how contract/task order work is comparable to quoted effort.

(iv) Clear statements describing whether the contract/task order services and schedules were completed on time, with a quality product conforming to the contract/task order, without any degradation in performance or customer satisfaction. Provide an assessment of the performance (technical and schedule) on these past programs and support these assessments with metrics, such as award or incentive fees earned.

(v) The number; type; frequency; duration and impact of any quality, delivery or cost problems in performing the contract/task order; the corrective action taken, if any; and the effectiveness of the corrective action.

(vi) Vendors must submit similar past performance information on quoted significant or critical subcontractors. Subcontractor past performance must be relevant to that required under this RFQ and to the work to be subcontracted. The quote must describe the amount of work and criticality of the work to be subcontracted. Such subcontractor work must clearly indicate the extent of involvement of the subcontractor(s) in the quoted effort such as 40% of the total labor hours and why such subcontractor experience is relevant considering the subcontractor effort quoted.

b. The Government requires that the Vendor shall forward Attachment 11, Relevant Past Performance Questionnaire to its references for completion. The references shall return the completed forms directly to the NARA Contract Specialist shown below by the quotation due date and time.

It is the responsibility of the Vendor to ensure that the references submit the completed surveys in a timely manner. Vendors are encouraged to verify that references are willing to provide the service prior to designating the person/agency as a reference.

Note: Failure to submit the required Relevant Past Performance Information (Relevant Past Performance Volume and Relevant Past Performance Questionnaires) by the due date and time may result in rejection of the quote unless the vendor has certified that it has no relevant, directly related or similar past performance experiences. If a vendor has no relevant past performance it MUST submit a statement affirming it has no relevant past performance.

3. Volume 3 - Price Quotation. Submission of certified cost or pricing data is not required. In addition, Vendors are encouraged to discount their prices.

a. Performance is for the base year and four (4) option years. For pricing purposes, the Vendor must use a start date of on or about September 1, 2016.

b. The Vendor must provide the following information on the first page of the price quotation:

(i) RFQ Number

(ii) Name and address of Vendor

(iii) Name and telephone number of point of contact

c. All costs must be separately identified and explained. Vendor shall show detail for all labor costs, including categories, rates, and hours. Vendor shall separately show all costs for itemized software, equipment, and supplies.

d. In order to expedite review of the quotation, Vendors shall submit an electronic copy via email or on CD in a format compatible with the Microsoft Excel 2013 software program. NARA utilizes this information during the review of quoted prices for such things as math checks, the use of correct escalation, price realism, and other evaluation procedures. Vendors must include the formulas and factors used in calculation of the data.

4. Exceptions. Exceptions taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Vendor’s quotation entitled “Exceptions”. The Vendor must also include complete rationale, justification, and the cost impact of each exception noted.

5. FAR 52.252-2, Solicitation Provisions Incorporated by Reference (Feb 1998). This solicitation incorporates the following solicitation provisions by reference, with the same force and effect as if they were given in full text.

FAR 52.217-5, Evaluation of Options (Jul 1990)

Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. The full text of a solicitation provision may be accessed electronically at https://www.acquisition.gov/?q=browsefar.

6. Submission.

a. Quotations are to be submitted in three volumes:

Volume 1, Technical Quotation, Volume 2, Relevant Past Performance, and Volume 3, Price Quotation.

b. NARA requests that quotations be submitted electronically to Mr. Kevin Schumacher at kevin.schumacher@nara.gov with the solicitation number in the subject line.

c. Quotations, however, may be mailed or delivered to the following address:

d. Mailed or delivered solicitations must include one (1) copy on paper and one (1) copy on CD. Paper copies and CD copies will not be returned to the Vendors.

e. Volume 1 – Submit Volume 1 by email (or on CD by postal mail or delivery) to the appropriate address shown above. (See Attachment 7, paragraph 1 above, Content of the Technical Quotation.)

f. Volume 2 – Submit Volume 2 by email (or on CD by postal mail or delivery) to the appropriate address shown above. (See Attachment 7, paragraph 2 above, Relevant Past Performance Information.)

g. Volume 3 – Submit Volume 3 by email (or on CD by postal mail or delivery) to the appropriate address shown above. Include all required supporting price data (see Attachment 1 and Attachment 7, paragraph 3 above, Price Quotation).

h. The Vendor's submission shall include all of the following items: