Amendment_1_6-6-13_pdf.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

2. AMENDMENT/MODIFICAITON NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicble)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICIATION NO.

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 11)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a)By completing items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPIRATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

NSN 7540-01-152-8070

Previous edition unusable db-gilson Text Box

Amendment 1: Revised Section C and Section L NGA-RFP-13-0052: High Voltage Electrical Preventative Maintenance Thursday, June 6, 2012

The purpose of this amendment is to revise Section C: Scope of Work and the Section L Proposal Instructions language. The following sections are revised in the request for proposal:

1. Attachment 1, Exhibit 3: Section C Statement of Work is revised and attached in its entirety. The following sections in the Statement of Work have been changed:

• Sections C.5. Maintenance Inspection of Electrical Systems & Equipment.

• Section C.7. Testing Organization

• Section C.7.2 Testing Personnel

2. Attachment 3, Section L. Proposal Instructions: Part 4 Proposal Content: C. Technical Proposal is revised and attached in its entirety. The following Technical Proposal Factors have been changed:

• Factor 2 – Management Approach

• Factor 3 – Work Experience

SOW

Attachment 1, Exhibit 3

High Voltage Electrical Preventative Maintenance

Section C – Description/Specifications/Work Statement

Request for Proposal (RFP) Reference Number: NGA-RFP-13-0052 High Voltage Electrical Preventative Maintenance Attachment 1, Exhibit 3

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. SCOPE OF THE CONTRACT: This contract will provide maintenance, repair, and testing services for select high, medium, and low voltage electrical equipment at the National Gallery of Art, Washington, DC, by means of a firm fixed price contract. The period of performance will include a one (1) year base contract with four (4) one year options.

C.2. GENERAL REQUIREMENTS: The Contractor shall provide all labor, transportation, equipment, materials, expertise, tools, supervision, and management required to provide complete maintenance, inspection, repair, and testing of existing high voltage switchgear, medium voltage switchgear, low voltage switchgear, switchgear batteries, and transformers located in the East Building, West Building, Connecting Link, and Sculpture Garden Pavilion at the National Gallery of Art.

C.3. MANAGEMENT: The Contractor shall manage the total work effort associated with the maintenance, inspection, testing, and all other services required to ensure fully adequate and timely completion of these services. This includes, but is not limited to, planning, scheduling, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to ensure the performance of work in accordance with sound and efficient management practices.

C.3.1. Work Control: The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to ensure material, labor, and equipment are available to complete work requirements within the specified time limits.

C.3.2. Work Schedule: The Contractor shall submit a detailed schedule to the COR for review and approval within 15 calendar days following contract award. The schedule shall include input from the COR regarding planned special events and other critical Gallery functions whereby electrical outages will not be permitted. The schedule shall include the dates for performance of maintenance, inspection, and testing associated with each system and item of equipment included in the contract. The Contractor shall strictly adhere to the scheduled dates to facilitate Gallery verification of the work. If the Contractor finds it necessary to reschedule a service date, a written request shall be submitted to the COR detailing the reason(s) for the proposed change at least five (5) business days prior to the originally scheduled PMIS date. No scheduled dates shall be changed without prior written approval from the COR.

C.3.3. Staffing: The Contractor shall continuously maintain an adequate staff with suitable management expertise to ensure that work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate work force to complete work in accordance with the time and quality standards specified.

C.4. CONTRACT DOCUMENTATION

C.4.1. Thermographic Inspection Report: The Contractor shall submit two (2) hard copies and one (1) digital copy of the report to the COR within 14 calendar days following the completion of thermographic inspections for all systems and items of equipment included in this contract for each performance period therein. Report shall identify critical deficiencies requiring immediate attention due to the possibility of immanent system/equipment failure and/or potential injury to personnel. Report shall also identify non-critical “hot-spots” which will be corrected during the maintenance phase of this contract. Report shall include color photographs identifying the “hot” area(s). The thermographic inspection report shall be typed on 8-½ inch x 11 inch sheets and arranged in a 3-ring binder with tabs for division of each building and system and/or item of equipment therein.

C.4.2. Final Report: The Contractor shall submit three (3) hard copies and one (1) digital copy of the report within 30 calendar days following the completion of required maintenance and testing for all systems and items of equipment included in the contract for each performance period therein. The final report shall include, as a minimum, the following: summary of project, description of equipment tested, description of tests, test data, analysis and recommendations. The test data records shall include the following minimum requirements: identification of the testing organization; equipment identification; humidity, temperature and other conditions that affect the results of the tests/calibrations; date of inspections, tests, maintenance and/or calibrations; identification of the testing technician; indication of inspections, tests, maintenance, and/or calibrations to be performed and recorded; indication of expected results when calibrations are to be performed; indication of “as-found” and “as-left” results. Report shall include color photographs to indicate existing conditions and work completed/remaining. The final report shall be typed on 8-½ inch x 11 inch sheets and arranged in a 3-ring binder with tabs for division for each building and system and/or item of equipment therein.

The Contractor shall develop and use industry standard testing and calibration reports (electronic format) for each high voltage switchgear, medium voltage switchgear, low voltage switchgear, switchgear batteries, and transformer.

C.5. MAINTENANCE AND INSPECTION OF ELECTRICAL SYSTEMS AND EQUIPMENT: The Contractor shall perform maintenance and inspection to ensure complete, efficient, reliable, and safe operation of Gallery electrical systems and equipment.

Work shall be performed by individuals specifically trained and certified to perform work on electrical systems and equipment included in this contract. Work included herein shall be performed between the hours of 5:00 PM and 12:00 midnight to preclude disruptions to Gallery operations; the Contractor shall coordinate specific times for start and completion with the COR.

With exceptions noted herein, the Contractor shall provide all required repairs for correction of observed deficiencies, including labor and minor parts, during each scheduled event.

The following exclusion shall apply to the maintenance of the electrical systems and equipment:

Any individual item of work identified during the performance of a scheduled event with a total estimated cost (labor plus materials) exceeding $250.00 is not included in the maintenance of electrical systems and equipment. The Gallery reserves the right to determine means to be employed for accomplishment of this work. Such repairs may be accomplished as a formal modification to this contract, executed by other means, or deferred until a later date.

The Contractor shall not perform any repairs without prior approval from the COR.

The Contractor shall follow the maintenance and testing requirements identified in ANSI/NETA MTS-2007 – “Standard for Maintenance Testing Specifications for Electrical Power Distribution Equipment and Systems.” Adherence to this manual does not require that the Contractor be NETA certified.

The Contractor shall perform the following work as required for each electrical system and/or item of equipment:

Thoroughly clean and remove all dust, dirt, oil, and deleterious debris from all high voltage switchgear, medium voltage switchgear, low voltage switchgear, transformers, motor control centers, and automatic transfer switches.

Perform operational tests to verify correct operation of all mechanical and electrical interlocks.

Inspect high voltage switchgear, medium voltage switchgear, low voltage switchgear, and transformers for moisture accumulation, oxidation, insulation degradation, and connection failure. Identify and replace all defective space heaters.

Check for loose connections and, if necessary, re-torque to manufacturer's specifications.

Inspect and remove dirt, moisture, and deleterious debris from all moving parts. Take corrective actions to limit friction wear on connecting linkages, etc.

Lubricate all bearings with manufacturer’s specified lubricant to maintain optimum performance.

Survey and identify all improperly located high voltage switchgear, medium voltage switchgear, low voltage switchgear, and transformers. Identify current NEC code violations.

Survey and test all gauges mounted on electrical equipment for proper operation and calibration. Recalibrate or replace gauges as necessary per manufacturer's specifications.

Inspect all insulators for cleanliness and signs of cracking. Clean and/or replace as necessary.

Repair all "hot spots" detected during thermographic inspection.

Inspect and clean all battery terminals and connection posts. Re-torque connections as necessary. Notify COR of any batteries found that are more than five years old so that the COR can decide whether or not to replace the batteries.

C.6. TESTING OF ELECTRICAL SYSTEMS AND EQUIPMENT: Testing of electrical systems and equipment shall be performed by competent trained and certified individuals as described hereinafter. Work included herein shall be performed between the hours of 5:00 PM and 12:00 midnight, with the following exception. All thermographic inspections shall be performed during normal Gallery working hours (as identified hereinbefore). The Contractor shall coordinate specific times for start and completion with the COR.

C.7. QUALIFICATIONS OF TESTING ORGANIZATION AND PERSONNEL

C.7.1. Testing Organization:

The testing organization shall be an independent, third party entity which can function as an unbiased testing authority, professionally independent of the manufacturers, suppliers, and installers of equipment or systems being evaluated.

The testing organization shall be regularly engaged in the testing of high voltage electrical equipment devices, installations, and systems.

The testing organization shall use technicians who are regularly employed for high voltage testing services.

The testing organization shall submit appropriate documentation to demonstrate compliance to these requirements.

C.7.2. Testing Personnel:

Technicians performing electrical tests and inspections shall be trained and experienced concerning the apparatus and systems being evaluated. Testing personnel shall be capable of conducting the tests in a safe manner and with complete knowledge of the hazards involved. Testing personnel shall able to evaluate the test data and make judgments on the serviceability of the specific equipment.

Technicians shall be certified and/or licensed by a nationally recognized agency governing the testing and certification of electrical power distribution equipment and systems.

The Contractor shall perform the following tests as appropriate for each electrical system and/or item of equipment:

- Transformers over 600V Primary – insulation resistance test (megger) and analysis of oil sample.

- Transformers under 600V Primary – clean, tighten all connections, and perform insulation resistance test (megger) on the primary side.

- Medium Voltage Air/Vacuum Circuit Breakers – contact resistance, insulation resistance test (megger), dielectric withstand test (ac hipot test), and operational check.

- Protective Relays - calibrate to setting levels per manufacturer's instructions and perform trip checks to appropriate devices.

- Batteries and Chargers - measure cell voltage, specific gravity, and charge rate. Perform intercell connection resistance test and battery string impedance test.

- 15 KV Ground and Test Breakers – contact resistance, insulation resistance test (megger), dielectric withstand test (ac hotpot test), and operational test.

-Switchgear and Switchboards Busses – clean and tighten all connections. Perform insulation resistance test (megger) and bus resistance. Where applicable, test ground fault relays with primary voltage.

- Thermographic inspection (infrared scanning) of all contact points, connections, splices, fuses, overloads, etc.

- Low Voltage Drawout Air Circuit Breakers - contact resistance, insulation resistance test (megger), secondary injection test, and verify all auxiliary devices.

- Network Protectors – contact resistance, insulation resistance test (megger), and relay calibration.

- Busways – contact resistance and insulation resistance test (megger).

- Motor Control Centers (MCCs) – Tighten connections throughout MCC and in each bucket. Perform insulation resistance test (megger) on the main bus.

- Bolted Pressure Switches – clean, tighten connections, test, calibrate and lubricate as needed. Test ground fault relays with primary voltage.

- Fused Switches – contact resistance across switch blades and across isolated fuses.

- Generators – two (2) hour full load test with resistive load bank in East and West Buildings.

C.8. PHASING REQUIREMENTS: The Contractor shall execute work identified herein in accordance with the following phases:

C.8.1. Phase 1 (Bid Option: 1 Infrared Scanning is to be completed during Option Yr 2 for contract periods specified in the attached equipment list): Thermographic inspection of electrical systems and equipment: This phase shall include the submission of thermographic inspection reports as described in Contract Documentation for all components and systems identified in the attached equipment list.

C.8.2. Phase 2: Maintenance, inspection, and other testing of electrical systems and equipment: This phase shall include submission of the final report for all components and systems identified in the attached equipment list.

Proposal Instructions & Evaluation Factors Attachment 3

High Voltage Electrical Preventative Maintenance

Section L - Proposal Instructions Section M – Evaluation Factors

SECTION L - Instructions, Conditions, and Notice to Offeror

PART 1. INTRODUCTION

A. Statement of Purpose and Scope of Services

The National Gallery of Art (“we,” “us,” or the “Gallery”) intends to secure a contract for a qualified vendor, to provide preventative maintenance for the Gallery’s high voltage electrical equipment in support of the Office of Facilities Management – Engineering Department (AFM-EN). The purpose of this Request for Proposals (RFP) is to solicit Proposals (“Proposals”) and gain adequate information by which we may evaluate the services offered by your firm (“you,” “your,” or the “Proposer”).

A pro-forma contract (“Contract”) is enclosed in the package you received as Attachment 1. The pro-forma contract is a copy of the Gallery’s terms and conditions for doing business. Blank spaces are included for the contractor to complete and submit with the Proposal. The final Contract will be altered to include the mutually agreed upon terms and conditions of this pro-forma contract. The work that will take place is specified in the statement of work (“SOW”) provided as Exhibit 2 to the Contract.

The Gallery expects to enter into a contractual agreement on terms that are the same as (or substantially similar to) those provided in the Contract. However, we are open to ideas you might have for restructuring the work described therein to better achieve the intended results.

B. Letter of Intent to Propose

A letter indicating your intent to respond to this RFP with a Proposal should be e-mailed to Denise B. Gilson, Contract Specialist (identified below, Part 2 A.) no later than, the deadline for Letter of Intent to Propose specified in the RFP Schedule of Events (below). Your Letter of Intent to Propose should be sent by e-mail. You may withdraw your Letter of Intent to Propose at any time before the Deadline for Proposal Receipt specified in the RFP Schedule of Events (below).

The following information should be included in the Letter of Intent to Propose:

Vendor Name Name and Title of Vendor’s Main Contact Address, E-mail Address, Telephone Number, and Facsimile Number of Vendor’s Main Contact

Submittal of a Letter of Intent to Propose by the deadline is not a prerequisite for submitting a Proposal, but it is necessary to ensure your receipt of RFP amendments and other communications regarding this RFP.

C. Proposal Deadline

Proposals must be received at the address indicated hereunder no later than the Deadline for Proposal Receipt specified in the RFP Schedule of Events (below). Failure to submit a Proposal as required before the deadline may, at our sole discretion, cause the Proposal to be disqualified. You assume the risk of the method of dispatch chosen.

D. RFP Schedule of Events

The following RFP Schedule of Events represents our best estimate of the schedule for this RFP. We reserve the right to adjust this schedule, as we deem necessary. Notification of such adjustments will be provided to firms that submit a Letter of Intent to Propose.

1. Gallery Issues RFP Tuesday, May 21, 2013

2. Deadline for Letter of Intent to Propose Monday, June 3, 2013

3. Site Visit Monday, June 10, 2013

3. Deadline for Written Comments /Questions Monday, June 24, 2013

4. Gallery Issues Responses to Written Comments/Questions Monday, July 1, 2013

5. Deadline for Proposal Receipt Monday, July 8, 2013

6. TEP Week of July 15-26, 2013

7. Conclusion of Contract Negotiation, and Contract Signing Monday, August 12, 2013

8. Anticipated Contract Start Date Tuesday, October 1, 2013

PART 2. GENERAL REQUIREMENTS AND INFORMATION

A. RFP Coordinator

The following RFP Coordinator will be the main point of contact for this RFP.

Denise Borjon Gilson Contract Specialist

NATIONAL GALLERY OF ART

Sixth Street and Constitution Avenue NW, Washington, D.C.

Mailing address ∙ 2000B South Club Drive, Landover, MD 20785 Telephone ∙ (202) 842-6344 Fax ∙ (202) 312-2792 E-mail ∙ db-gilson@nga.gov

A.1. Proposal must be received by Monday, July 8, 2013 by 3:00PM, the time and date specified on the SF 1449 at the address above in order to be considered. Hand carried proposal are strongly encouraged. Proposals mailed to the correspondence mailing address in section Part 2.A may be delayed and rejected as untimely.

B. RFP Number

We have assigned the following identification number “NGA-13-RFP-0052” to this RFP (the “RFP Number”). It must be referenced in all communications regarding the RFP.

C. Communications Regarding the RFP

Upon release of this RFP, all of your communications concerning it must be directed to the RFP Coordinator and must cite the RFP Number. Unauthorized contact regarding the RFP with other Gallery employees may result in disqualification. All communications should be in writing.

D. Comments

Your written communications, including without limitation questions and requests for clarification are collectively referred to herein as “Comments”. You should carefully review this RFP and all attachments, including, in important part, the Contract, before preparing your Comments. Your Comments must be made in writing and received by the Gallery no later than the Deadline for Comments specified in the RFP Schedule of Events. We will respond orally or in writing to your Comments.

We reserve the right, at our sole discretion, to determine appropriate and adequate responses. We may, at our sole discretion, provide copies of our written responses (and your Comments) to all firms from which we have received a Letter of Intent to Propose.

mailto:db-gilson@nga.gov

E. Proposal Amendment

We may not accept any amendments, revisions, or alterations to Proposals after the Deadline for Proposal Receipt unless such is formally requested, in writing, by the Gallery. If this RFP is amended by the Gallery, the amendment will be sent to each Offeror in writing or by e-mail. Offeror are required to acknowledge receipt of each amendment in writing to be submitted with the proposal to the Contract Specialist listed in the RFP.

F. RFP Amendment and Cancellation

We reserve the unilateral right to amend this RFP in writing at any time. If this RFP is amended by the Gallery, the amendment will be sent to each Offeror in writing or by e-mail. Offerors are required to acknowledge receipt of each amendment in writing to be submitted with the proposal to the Contract Specialist listed in the RFP.

G. Right of Rejection

Any Proposal received that does not meet the requirements of this RFP may be considered to be non-responsive, and we may reject that Proposal. We reserve the right, at our sole discretion, to waive minor variances in Proposals provided such action is in our best interest. Where we waive minor variances in Proposals, such waiver does not modify the RFP requirements or excuse you from full compliance with the RFP. Notwithstanding, we may hold you to strict compliance with the RFP.

H. Proposal Rights

All Proposals and other materials submitted in response to this RFP become the property of the Gallery.

I. Proposal Withdrawal

To withdraw a Proposal, you must provide notice of your intention to the RFP Coordinator, which notice must be signed by an authorized representative of your firm and received by the RFP Coordinator no later than the Deadline for Proposal Receipt.

J. Proposal Preparation Costs

We will not pay any costs associated with the preparation, submittal, or presentation of any Proposal.

K. Exceptions to The RFP

The Gallery requires each Offeror to provide a list of exceptions taken to this RFP. Any exceptions taken must be identified and explained in writing. An exception is defined as the Offeror’s inability to meet a mandatory requirement in the manner specified in the RFP. If the Offer provides an alternative solution when taking an exception to a requirement, the benefits of this alternative solution must be explained.

L. Irregularities

The Gallery reserves the right to waive any irregularities, to reject any or all proposals, and to select the proposal that, in the sole opinion of the Gallery, best serves the Gallery’s interest. The Gallery also reserves the right to negotiate with potential Offeror so that the Gallery’s best interest is served. Proposal shall be evaluated on the assumption that the proposed rates are the Offeror’s most favorable.

M. Technical Evaluation Team

The technical evaluation team will evaluate each proposal based on the technical information provided as described in sections L & M. The estimated dates the team will meet are on Monday, July 15, 2013 for the Orientation Meeting, and Friday, July 19, 2013, for the Consensus Meeting. The estimated contract award date is August 5, 2013, with an effective contract date of October 1, 2013.

N. Gallery-Contractor Relationship

The Gallery intends to enter into a contract with the Offeror that is determined will provide the best value to the Gallery, as determined by the Gallery following evaluation of the fully responsive proposals. The Offeror selected by the Gallery shall be considered a “Contractor” and shall be responsible for performing all of the services and providing all of the goods specified in the Contract, including but not limited to the duties specified in the Offeror’s Proposal, Statement of Work, and RFP. The Contractor is not permitted to subcontract any portion of the contracted services without the explicit written consent of the Gallery.

O. 52.236-27 Site Visit (Construction) (Feb 1995)

(a) The clauses at 52.236-2, Differing Site Conditions, and 52.236-3, Site Investigations and Conditions Affecting the Work, will be included in any contract awarded as a result of this solicitation. Accordingly, Offeror’s or quoters are required to inspect the site where the work will be performed.

(b) The Site visit is scheduled for this solicitation on Monday, June 10, 2013 from 10:00AM – 11:00AM. Offerors interested in submitting a proposal are strongly encouraged to attend this visit. The site visit will begin at the service entrance of the West Building at 10:00AM, pan to arrive at 9:45AM. Individuals planning to attend the site visit must notify Ms. Denise B.

Gilson via email at db-gilson@nga.gov by June 3, 2013.

PART 3. PROPOSAL SUBMISSION AND FORMAT

A. Submission

Your Proposal must consist of three separate documents, titled: Proposal Letter, Technical Proposal, and Cost Proposal (each a “Proposal Document” and collectively, the “Proposal”).

B. Method of Dispatch

Proposals shall be delivered by e-mail and hard copy. We assume no responsibility for delays caused by any delivery service.

E-mail Proposals: Proposal shall be sent by e-mail to the RFP Coordinator at the e-mail address indicated above with the subject heading “Proposal in Response to “NGA-13-RFP-0052”. Each of the Proposal Documents must be: attached to the e-mail as a separate attachment; provided in Microsoft Word format, Portable Document Format (PDF), or another format agreeable to the Gallery; and formatted to print on the North American Letter paper size (8 1/2" x 11") or the International Standard paper size standard A4. E-mail your Proposal only to the RFP Coordinator, who will distribute the Proposals internally within the Gallery.

Hardcopy Proposals: Hardcopy Proposals must be submitted as follows:

One (1) original and four (4) copies of the Proposal Letter will be submitted to the Gallery in an envelope clearly marked: “Proposal Letter in Response to NGA-13-RFP-0052-- Do Not Open”.

One (1) original and four (4) copies of the Technical Proposal will be submitted to the Gallery in a sealed package clearly marked: “Technical Proposal in Response to NGA-13-RFP-0052-- Do Not Open”.

One (1) original and four (4) copies of the Cost Proposal will be submitted to the Gallery as a separate, sealed package and clearly marked: “Cost Proposal in Response to NGA-13-RFP-0052-- Do Not Open”.

If the separately sealed hardcopy Proposals, marked as required above, are enclosed in another container for mailing purposes, the outermost container must fully describe the contents of the package and must be clearly marked: “Contains mailto:db-gilson@nga.gov

Proposals - in Response to NGA-13-RFP-0052-- Do Not Open”. All hardcopy Proposals must be submitted to the RFP Coordinator at one of the following addresses.

The address for hand-carried and Fed-Ex Proposal delivery is:

The U.S. Postal Services mail delivery address for Proposals is:

National Gallery of Art

Office of Procurement and Contracts (APC) 601 Pennsylvania Avenue NW – South Building 3rd Floor Washington, DC 20004

National Gallery of Art

Office of Procurement and Contracts (APC) 2000B South Club Drive Landover, MD 20785

C. Concise Writing

We discourage lengthy and expensively prepared Proposals. Proposals should be prepared simply and economically in accordance with the page, limits indicated below and provide a straightforward, concise description of your capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content. Proposals must not contain extraneous information. Any information not meeting these criteria may be deemed extraneous and thus will not be included in the evaluation process.

D. Clearly Labeled Sections and Subsections

Label each response to the RFP requirements hereunder with the section titles or numbers as indicated in this RFP.

PART 4. PROPOSAL CONTENT

A. Proposal Letter

You must provide a written transmittal and offer of the Proposal in the form of a standard business letter (the “Proposal Letter”). The letter must be signed by a company officer empowered to bind your firm to the provisions of this RFP and any contract awarded pursuant to it.

The Proposal Letter must state that the Proposal remains valid for at least ninety (90) days subsequent to the Deadline for Proposal Receipt and thereafter in accordance with any resulting contract between your firm and the Gallery. The letter must provide the name, e-mail address, mailing address, and telephone number of the person we should contact regarding the Proposal.

The Proposal Letter must provide written confirmation that your firm will accept the terms and conditions set forth in the Contract. If the Proposal Letter fails to provide said confirmation without stating specific exceptions or qualifications, we may, at our sole discretion, determine the proposal to be a non-responsive counteroffer, and we may reject the proposal.

B. Evaluation Factors

In order to be considered complete, proposals shall address ALL of the following Evaluation Factors identified under the Technical and Cost Proposal:

C. Technical Proposal

General: Organization of the Technical Proposal

You must provide a written Technical Proposal to accomplish the work specified in the Statement of Work. Your Technical Proposal must be divided into the Sections listed hereunder.

Factor 1: Technical Understanding and Approach Factor 2: Management Approach Factor 3: Work Experience Factor 4: Past Performance

Factor 1 – Technical Understanding and Approach (20-page limit)

In this Section, you will describe your approach to the work. Describe in detail the high voltage electrical preventative maintenance to be provided, the environment for its operation and how you plan to provide the maintenance, repair, and testing services for the select high, medium, and low voltage electrical equipment as described in the SOW. Describe any standard processes, methodologies, tools, checklists that you use as your standard methodology for performing the tasking specified in the Statement of Work.

The Gallery is especially interested in knowing how you will approach the work, to include how the contractor can maximizes system test reliability, extend equipment life, emergency repairs, routine maintenance and testing.

1. The proposal must provide sufficiently detailed information to demonstrate full understanding of all contract SOW.

This should include an assessment of any operational difficulties or problems anticipated, and the proposed approach(es) to solving them.

2. This contract requires the Offeror to perform work in a specialized environment with many restrictions while limiting the disruption of normal operations at the Gallery. The proposal must include information on the Offeror’s experience in the performance of work outside normal business hours and an explanation of how the Offeror proposes to ensure that adequate resources will be furnished for successful accomplishment of all proposed area(s) of application.

Factor 2 – Management Approach (10 page limit, excluding resumes)

In this Section, describe your management approach to performing the work required in the SOW. Describe what work will be done at the Gallery and what work will be done at your facility.

The Offerors shall provide a project Schedule and the attached spreadsheet. Attachment 1, Exhibit 2A: Performance Based Payment and Milestone Matrix, which identifies the major activities and milestones to be performed/met as defined by the contractor.

The Offerors schedule should be sufficiently detailed to show a good understanding of the work to be accomplished.

To support an assessment of schedule realism, please add to the schedule the hours planned for accomplishing the work, by labor category for the major activities.

Include a section titled Project Team that includes an organization chart for the project, identifying the staff (labor category/title) that you will commit to this project. For each person identified, indicate the amount of time that you estimate that they will work on the project. Provide names and titles and attach brief resumes (1 page max) for all key personnel that will be working this contract. Resumes should contain information that demonstrates that the staff person has the qualifications (i.e., work experience, degrees, testing certifications and/or licenses, etc) to perform the assigned work

Factor 3 – Work Experience (5 page limit)

The Offeror shall be regularly engaged in the testing of electrical equipment, devices, installations, and systems.

The proposal must address how the qualifications and prior experience of proposed key personnel coincide with the requirements of the contract. Technicians performing electrical tests and inspections shall be trained and experienced concerning the apparatus and systems being evaluated. Testing personnel shall be able to evaluate the test data and make judgments on the serviceability of the specific equipment. Technicians shall possess current licensing/certification from a nationally recognized agency governing for the testing and certification of electrical power distribution equipment and systems. Scoring will be based on the level of testing certification achieved and the amount of time the technician currently devotes to testing activities in the performance of assigned duties. Provide evidence (i.e. copies of certificates and/or licenses) to demonstrate compliance to these requirements.

The proposal shall include information on the companies work experience, including the following:

1. The length the time the firm has been in business and performing relevant types of work.

2. The number of contracts of a similar type that the firm has successfully completed in the last ten years.

3. The percentage of the firm’s workforce that is devoted to the type of work required by this solicitation and the turn-over rate of that workforce.

Factor 4 – Past Performance (5 page limit)

The Offeror’s documented past performance in related efforts will be evaluated as an indication of the ability to perform in accordance with the proposal. The proposal shall provide information on at least three (3) prior projects. The projects must be of similar size and diversity in which the Offeror was the prime contractor. For maximum credit, referenced projects shall be ongoing or have been completed within the past three (3) years. If the referenced projects are outside of the three year period specified, the Offeror shall identify these projects and provide an explanation of why these projects have been provided (e.g. company business decision to stop and restart work in this disciplinary work area; bid but not awarded contracts in this area; etc.)

The past performance contract information shall include the information listed below. If the information is incorrect, ambiguous, or misrepresented, the National Gallery of Art may remove the Offeror’s proposal from further consideration:

1. Name of the customer, address, email address and name and telephone number of the Point of Contact for the contract.

2. Contract number, project title, and complete description of the project.

3. Explanation of the relevance of the project to the requirements of the solicitation.

4. Description of services performed, including various testing methods and reporting practices.

5. Explanation of the Offeror’s project involvement.

6. Complete explanation of any prior environmental and/or safety violations issued during the performance of the contract, if any.

7. Original and actual completion dates, including explanation of any change to the original contract period.

8. Original and final contract amounts, including explanation of any change to the original contract amount.

D. Cost Proposal

You must provide a written Cost Proposal to accomplish the work specified in the Request for Proposal. Your Cost Proposal must be divided into the Sections listed hereunder.

Factor 5: Cost Factor 6: Financial Statement Factor 7: Section K

Factor 5 – Cost

The Offeror shall complete the pricing information as described in Section B, which contains the pricing schedule, profit and overhead percentage that will be implemented through the execution of this contract, if awarded.

The cost proposal must propose a firm fixed-price and the labor hour cost for the time and material portion for the work described in the Statement of Work. The cost proposal must provide supporting documentation that shows the reasonableness of the firm fixed-prices offered. This section must include the following:

Include a section titled Cost Information that provides and supports the firm-fixed price and time and material component for the work described in the Statement of Work.

Labor Costs: The number of staff hours per labor category that you expect to assign to the activities in the Schedule, a description of the expertise and qualifications for such labor categories, and the hourly rate for such labor categories that has been factored into the firm fixed-price.

Other Costs: provide information as to any costs that are made part of firm-fixed price such as for travel, other direct costs, profit, etc.

Include a section titled Labor Rates supplying us with hourly rates per labor category along with a description of the expertise and qualifications for such labor categories that you will charge us under the time and material portion in the Contract.

Annex the following to your cost proposal –

Annex 1. We have provided a Price Schedule Template as part of this package. You may modify it as needed to suit your particular costs structure and must supplement the information required in the template with addition information, to the extent that such information is required above. Complete this template and provide the completed document as an annex to your Cost Proposal.

Annex 2. In the Contract there are fill-ins marked either “[Vendor Fill-In]” or “[Gallery Fill-In]”. Complete all fill-ins marked Vendor Fill-in and provide the completed document as an annex to your Cost Proposal.

Factor 6 – Financial Statements

The Offeror shall provide certified financial statements from a minimum of the past three (3) accounting years, which shall comprise of either a simple Balance Sheet and Income Statement or an Annual Report submitted to the Security Exchange Commission. This is considered confidential information will be used by the National Gallery of Art Gallery to establish financial ability of the Offeror to perform the task as described within this solicitation. All documents received after evaluation will be shredded.

Factor 7 – Section K: Representation, Certification, and Other Statements of Offerors

Proposals shall include a completed Section K, or have completed an Online Representations and Certifications Application (ORCA), which can be accessed at the System for Award Management (SAM’s) at the web site address:

https://www.sam.gov. The Offeror shall also complete Attachment 2: Representations and Certification and Other Statements of Offerors and submit this with the cost proposal.

SECTION M – Evaluation Factors

PROPOSAL EVALUATION

The purpose of the proposal evaluation process is twofold: (1) to assess the responses for compliance with the RFP’s minimum requirements; and (2) to identify the firms that have the highest probability of satisfactorily performing the services described. The evaluation process will be conducted in a comprehensive and impartial manner as set forth herein.

The minimum requirements of this RFP are compliance with the instructions provided herein for submission and preparation of your proposals. We may or may not waive any immaterial deviations or defects in a proposal, provided that the proposal substantially complies with these instructions. In addition, proposals that contain false or misleading statements, or which provide references which do not support an attribute or condition claimed, will be rejected, without further consideration.

The combined weight of all the information that you provided to us in your Technical Proposal is deemed higher than the price you offer to us in your Cost Proposal. We will evaluate your Cost Proposal for fairness and the reasonableness of your price, including the total cost of ownership of your solution. You are responsible for demonstrating that your proposed solution can be accomplished within your proposed cost. If you cannot do so to our satisfaction, we may reject your proposal on that basis.

https://www.sam.gov/

M.1 EVALUATION FACTORS

Proposals will be evaluated and scored on technical and pricing factors. The total points available for the technical and price factors are listed below. Proposals will be evaluated on the information provided by offerors and obtained through reference checks and other available information.

This solicitation is anticipated to lead to a single award of a firm fixed price contract with a time and material component to the Contractor considered to be the best qualified to perform and accomplish the work identified within the RFP. The Gallery indents to award a Contractor to the Offeror whose proposal demonstrates the best overall value the Gallery.

The Gallery reserves the right to award a contract without discussions. Therefore, proposals should be submitted as best offers.

The technical scope carries more numeric weight (importance) than pricing; however, each of the technical values listed below are of equal importance.

(a) Technical Factors (100 points)

Factor 1: Technical Understanding and Approach: (30 points) Factor 2: Management Approach: (30 points) Factor 3: Work Experience: (20 points) Factor 4: Past Performance: (20 points)

(b) Cost Factors

Factor 5: Cost Proposal Factor 6: Financial Statement (Pass/Fail**).

Factor 7: Section K (Pass/Fail**)

**If the Offerors do not submit the above Factors, the proposal will be considered non-responsive and will not be submitted to the TEP for further evaluation.