HSHQDC-12-R-00005 - Amendment 00001.pdf

FirstSource II Request for Proposals

2a – Amendment 00001 – January 13, 2012

FirstSource II will use North American Industry Classification System (NAICS) code 541519, Footnote #18 (Information Technology Value-Added Reseller), with a size standard of one hundred and fifty (150) employees.

Indefinite Delivery/Indefinite Quantity Contract: DHS intends to award multiple Indefinite Delivery / Indefinite Quantity (IDIQ) contracts from this solicitation for commercial items under Federal Acquisition Regulation (FAR) Part 12 Acquisition of Commercial Items using the source selection procedures of FAR 15 Contracting by Negotiation. The contracts will be “mandatory for consideration” within DHS. “Mandatory for consideration” means that ordering activities may use vehicles other than FirstSource II for IT commodities, solutions and VAR services, but they must first consider using FirstSource II for the fulfillment of their requirement.

Ordering will be based upon the fair opportunity procedures of FAR 16.505(b) for orders under multiple award contracts. Fair opportunity will be conducted by Delivery Order Contracting Officers selecting one (1) of the five (5) socioeconomic categories and competing the order among those firms within the selected category. For example, if the 8(a) category is selected, only the 8(a) firms will compete for the order. The Delivery Order Contracting Officer will select the socioeconomic category under which the requirement will be competed by reviewing the Small Business Administration (SBA) guidance and advice from the DHS component small business specialist.

DHS anticipates a significant level of competition for FirstSource II. We strongly encourage interested companies to thoroughly read the evaluation criteria in this RFP prior to preparing a proposal.

Respondent Instructions: DHS considered all comments and questions provided by industry in response to the FirstSource II Industry Day and draft solicitation, but did not provide individual responses to those questions or comments. Please thoroughly review this solicitation for changes and updates which have been incorporated as a result of the questions and comments received, and the finalization of the Government’s solicitation language and strategy. Frequently Asked Questions were included in the previously released Acquisition Strategy Paper.

All questions regarding this solicitation must be received by January 23, 2012 at FirstSourceII@dhs.gov, shall follow the instructions outlined in the RFP in Chapter E, Part 2, and shall be provided in the format provided in the file “FirstSource II Final RFP – Question and Comment Form.” Answers to all questions submitted will be posted on www.fbo.gov. In the interests of efficiency and clarity, questions which are similar or identical in content will be combined. The Government acknowledges that the last week of December is often a time when offices are closed and individuals spend valuable and important time with their friends and families. Therefore, the due date for proposals is February 15, 2012, a full forty-four (44) days after January 2, 2012, the date which the Government expects many interested parties will begin their proposal preparation efforts.

All inquiries should be addressed to FirstSourceII@dhs.gov.

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FirstSource II - Request For Proposals Chapter B – Continuation of SF 1449 RFP No. HSHQDC-12-R-00005 Section C – Program Objectives

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• Customer Satisfaction Measurement,

• Spend Management, and

• Problem Resolution Measurement.

2. Meet dynamic DHS customer requirements for IT commodities solutions and VAR services, special delivery needs, and related services throughout the term of the contract.

3. Implement standardized IT configurations and solutions consistent with the evolving DHS Enterprise Architecture standards.

4. Provide a flexible and dynamic contract vehicle to access and leverage world-class small business partners.

C.5 Requirements and Considerations This section describes DHS’s technical and management requirements and considerations that must be accommodated by Offerors in the development of potential solutions. These items relate directly to the FirstSource II Program Objectives listed in Chapter B, Section C.4.

C.5.1 Technical Requirements and Considerations

Chapter D, Attachment 3, provides a list of Sample DHS Configurations and describes the primary components of those configurations. Attachment 3 is provided for informational purposes only, and does not prescribe or restrict the technical requirements and considerations which will be outlined in individual order solicitations.

C.5.2 Power Requirements

The Contractor shall provide hardware that is operable at all DHS locations including OCONUS locations using the standard power outlets (to be defined at the Delivery Order level) available at the location.

C.5.3 Information Technology Accessibility for Persons with Disabilities

All services and Electronic Information Technology (EIT) delivered as a result of orders placed under this contract shall comply with accessibility standards in accordance with Federal Information Technology Accessibility as required by Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended. Information about the Section 508 Electronic and Information Technology Accessibility Standards may be obtained via the Web at the following URL:

www.Section508.gov.

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires that when Federal agencies develop, procure, maintain, or use electronic and information technology (EIT), they must ensure that it is accessible to people with disabilities. Federal employees and members of the public who have disabilities must have equal http://www.section508.gov/�

FirstSource II - Request For Proposals Chapter B – Continuation of SF 1449 RFP No. HSHQDC-12-R-00005 Section C – Program Objectives

14a – Amendment 00001 – January 13, 2012 involve the assessment, selection, coordination, and management of the OEMs, suppliers, and subcontractors who provide the products offered to DHS.

C.6.4 Technology Refreshment Requirements The Contractors shall be responsible for introducing new equipment (both hardware and software) to the DHS community as soon as it is commercially available from the OEM(s).

C.6.5 Contractor Performance Monitoring/Reporting The Contractor’s performance will be monitored, measured, and reported in the Past Performance Information Retrieval System (PPIRS). Performance measures will include the Contractor’s ability:

• To meet agreed upon dates for scheduled delivery of items, warranty, and/or services;

• To prepare, develop, and use comprehensive reports/presentations;

• To provide qualified employees to adequately staff the program;

• To efficiently log and track requests for warranty service and notify the customer as to expected completion time; and

• To respond to the customer’s requests for quotes and configuration assistance within five

(5) Government working days.

C.6.6 Warranty The Contractors shall provide the standard commercial warranties for all products under this contract, unless otherwise specified in the individual Delivery Order solicitations. Product warranties shall include a product return policy. If a product return policy is not included with the standard commercial warranty for the item being procured, the Contractor shall notify the DO CO, in writing, that the standard commercial warranty for the item does not include a return policy, and/or identify what return policy it may elect to offer. Any OEM warranties associated with products delivered under this contract shall be available directly to DHS. Extended warranties may be required by DHS as specified in individual Delivery Orders.

C.6.7 Order Input and Processing Requirements The Government intends to issue Delivery Orders and potentially expand its use of various forms of Electronic Commerce tools, including reverse auctions and the DHS Marketplace (http://marketplace.dhs.gov) to compete and/or award individual Orders against the FirstSource II contracts. The Contractor shall possess the capability to conduct business through these tools.

C.6.8 Final Review/Acceptance of Work Products Although the Contractor shall be responsible for generating work products, recommendations, etc. (if/as set forth in individual Delivery Orders), the Contractor is advised that final determination for all work products, recommendations, etc. is reserved for Government officials.

Any documents, briefings, or oral recommendations provided to Government staff are only recommendations, and the decision to accept, reject, or modify them is the responsibility and authority of the cognizant Government Official.

http://marketplace.dhs.gov/�

FirstSource II - Request For Proposals Chapter D – Contract Documents, Exhibits, or Attachments RFP No. HSHQDC-12-R-00005 List of Attachments

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Chapter D - CONTRACT DOCUMENTS, EXHIBITS, OR

ATTACHMENTS

(CONTINUATION OF SF 1449, BLOCK 20)

Attachment 1 – Monthly Report Format

Attachment 2 – EPEAT Report Format

Attachment 3 – Sample DHS Configurations

Attachment 4 – Standards for FirstSource II IT Commodities

Attachment 5 – Sample Delivery Order Pricing Matrix

Attachment 6 – Past Performance Questionnaire

(End of Chapter D)

FirstSource II - Request For Proposals Chapter E – Solicitation Provisions RFP No. HSHQDC-12-R-00005 Part 2 – Addendum to Instructions to Offerors – Commercial Items

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Part 2 – Addendum to Instructions to Offerors – Commercial Items

E.2.1 Service of Protest (FAR 52.233-2) (SEP 2006)

(a) Protests, as defined in section 31.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer by submitting an e-mail, and by obtaining an acknowledgment of receipt via e-mail, to the following e-mail addresses: FirstSourceII@dhs.gov AND Harrison.Smith@dhs.gov.

(b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.

E.2.2 Inquiries

(a) Offerors are instructed specifically to contact only the solicitation issuing office listed at SF 1449, Block 7 in connection with any aspect of this requirement prior to contract award.

Offerors will submit all correspondence relating to the solicitation document to the issuing office to the attention of the Contracting Officer. Offerors shall submit proposals in accordance with Part E.2.11 below. The cutoff date for questions related to this RFP is January 23, 2012.

Answers to all questions submitted will be posted on www.fbo.gov. In the interests of efficiency and clarity, questions which are similar or identical in content will be combined.

(b) The Contracting Officer must receive any requests for explanations concerning the solicitation by electronic mail at: FirstSourceII@dhs.gov. Any attached files must be virus-free and readable by Microsoft Office 2003, with a maximum file size of five (5) MB.

When submitting questions and comments, please use the Excel file attached to the posting in www.fbo.gov entitled “FirstSource II RFP Question and Comment Form.”

Please be advised that questions that do not have the appropriate reference information may not be answered.

E.2.3 Hand Delivered or Fax Submissions, Modifications, or Withdrawals of Proposals Telecopy or facsimile submissions, modifications, or withdrawals of proposals are not permitted and the Contracting Officer will disregard such proposals if any are received.

E.2.4 Oral Presentations The Government does not plan on requiring oral presentations, but reserves the right to require oral presentations by the Offerors to the evaluation team at a future date. The Offerors will receive a minimum of seven (7) calendar days notice prior to the requested time for presentation and details describing the requirements for oral presentations.

E.2.5 Disposition of Proposals Proposals will be disposed of as follows: DHS will retain one (1) copy of each proposal for the official contract file of record, and the remainder will be destroyed. No destruction certificate will be furnished.

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69a – Amendment 00001 – January 13, 2012

E.2.6 Submission of Offers

(a) The Offeror shall submit the required volumes via the FirstSource II Proposal Submittal website (https://bids.acqcenter.com/FirstSourceII) as outlined in E.2.10, and shall also submit two (2) hard copy proposals, as outlined in E.2.10, to:

Contracting Officer/Harrison Smith MGMT/OPO/Mailstop 0115 U.S. Department of Homeland Security 245 Murray Lane, SW Washington DC 20528-0115

(b) Electronic proposals are due February 15, 2012 at 10:00 am, EDT, and two (2) hard copy proposals are due February 17, 2012 at 4:00 pm, EDT. Proposals received after such time and date are subject to FAR 52.212-1 Instructions to Offerors – Commercial Items. No deliveries will be accepted at any other DHS location, and hand-delivered proposals will not be accepted in any location. The address listed in (a) above is the DHS Consolidated Remote Delivery Site (CRDS). Offerors are advised to allow sufficient transit and security processing time to ensure a timely delivery. Please note that only the United States Postal Service (USPS), DHL, United Parcel Service (UPS), and Federal Express (FedEx) are cleared for delivery to CRDS. If the Offeror elects to submit its offer by means other than U.S. mail, it assumes the full responsibility of ensuring that the offer is received at the place and by the date and time specified in this solicitation. The electronic copy of the proposal will constitute the official copy for timely receipt.

(c) The Government is not liable for any costs incurred by the Offerors in submitting proposals for this solicitation.

E.2.7 Non-Government Personnel Support Offerors are hereby notified that the Government intends to have a Contractor provide support during this acquisition. The company/organization may have access to some or all of the information contained in the Offeror’s proposal, and will be subject to the appropriate conflict of interests and standards of conduct. The company/organization is also required to comply with strict confidentiality restriction and all contractor personnel working on this acquisition will execute Non-Disclosure Agreements. XL, Inc. is the Contractor currently providing acquisition support to the Office of Procurement Operations for this procurement. Other Contractors may provide support to OPO during this procurement.

E.2.8 Small Business Classification Code For purposes of this solicitation and any resultant contract, North American Industry Classification System (NAICS) code 541519, Footnote #18 (Information Technology Value- Added Reseller), with a size standard of one hundred and fifty (150) employees applies. For reference, the five (5) socio-economic categories, the portion of the FAR which governs that category, and the requirements for certification are listed in the table below:

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71a – Amendment 00001 – January 13, 2012 formatting of the proposal appears to be due from a lack of diligence or competence of the Offeror.

(3) The instructions provided have been specifically tailored to the evaluation factors to be applied during proposal evaluation. They are designed to ensure the submission of information essential to the understanding and comprehensive validation and evaluation of proposals. Clarity and completeness are of utmost importance to the proposal. The relevance and conciseness of the proposal is important. Key points should be easily found, or may be presumed to be lacking. The Offeror should maintain careful organization and adherence to the titling instructions throughout the proposal. Complex or costly presentations are neither required nor desired.

(4) The Offeror is responsible for the accuracy and completeness of its proposal. The proposal shall be valid for one hundred and eighty (180) calendar days from the proposal due date.

(5) DHS intends to award multiple IDIQ contracts will allow for Dos to be placed on a FFP or FFP/T&M basis. Incentive DOs will also be permitted. Indefinite-Delivery, Indefinite-Quantity (IDIQ) contracts in each of the five (5) socio-economic categories to provide DHS with competition throughout the life of the contracts. Delivery Orders will be competed based on fair opportunity procedures.

E.2.10 Proposal Format and Submission

(a) General Instructions The Government will be utilizing a web-based portal (https://bids.acqcenter.com/FirstSourceII) for the submission of all offer Tabs and Volumes, with the exception of the submission of Past Performance Questionnaires (PPQs). PPQs will be submitted directly to the Government by the references completing the PPQ, via the FirstSourceII@dhs.gov e-mail address.

The website provides detailed instructions for how offers should be provided, will require all documents to be uploaded to the website before allowing for submittal of an offer, and will be available on January 15, 2012.

The Government also requires the submission of two (2) hard copy proposals, but in the event of any inconsistencies, the electronic versions of the proposal shall take precedence. The submission of a written proposal without a corresponding electronic submission will result in non-consideration of the Offeror’s proposal. The electronic copy of the proposal will constitute the official copy for timely receipt.

The Offeror shall submit two (2) hard copy proposals and one (1) electronic copy of its proposal, which shall include Volume I – Technical/Management (including the Executive Summary), Volume II – Price, and Volume III – Proposal Information and Socio-Economic Information.

For the two (2) hard copy proposals, each volume shall be submitted in standard three-ring loose-leaf binders. Each binder shall contain a cover sheet on the front of the binder and a spine that https://bids.acqcenter.com/FirstSourceII�

72a – Amendment 00001 – January 13, 2012 both cite the Offeror’s name, solicitation name and number, volume number, volume title, and if appropriate, the number of binders within the volume, e.g., Binder # of #. Each binder shall also be marked to indicate whether it is Copy 1 or Copy 2. Paper size shall be 8 1/2 by 11-inch white paper with printing on one (1) side only, using 12 point font. No reduction is permitted except for organization charts or other graphic illustrations, or in headers/footers. In those instances where reduction is allowable, Offerors shall ensure that the print is easily readable; no less than 8 point font on graphs and 10 point font on tables. Each page shall have adequate margins on each side (at least one (1) inch) of the page. Header/footer information (which does not include any information to be evaluated) may be included in the 1" margin space. Fold-outs for complete spreadsheets and/or organization charts are permissible up to 11" by 17", with printing on only one (1) side, if secured with the volume. Large sheets (i.e., greater than 8 by 11 inch) shall count as two (2) pages. Offerors shall not exceed the page limitations set forth below. Pages that exceed the maximum page limitation will not be evaluated.

In the case where an Offeror is submitting to more than one (1) socio-economic category and Tabs A, B, C, D, E, and F are identical, multiple Tabs Fs shall be provided in succession, followed by the submittal of multiple Tab Gs. For instance, if an Offeror is submitting to three

(3) different socio-economic categories (but has the same Tabs B, C, D and E in all socio-economic categories), three (3) Tab Fs should be provided in succession, followed by three (3) Tab Gs, in succession. If an Offeror is submitting to more than one (1) socio-economic category and has Tabs A, B, C, D, E, and F that are different in each socio-economic category, the Offeror shall make separate electronic and hard copy proposal submissions.

For instance, if an Offeror is submitting to three (3) different socio-economic categories, and has different examples of Corporate Experience/Past Performance, Ability to Achieve Results, and/or Sample Delivery Order Pricing, three (3) different proposals shall be submitted.

For the electronic copy of the proposal, each file shall be submitted in a format readable by Microsoft Office 2003. It is the sole responsibility of the Offeror to ensure that the electronic media submitted is virus-free and can be opened and read by the Government. If the electronic media cannot be opened and read by the Government, the Offeror shall have four (4) business hours after notification of the same, to correct the deficiency. The Contracting Officer, at his sole discretion, may elect to provide an extension to this period on a case-by-case basis. After that time, if the electronic media cannot be opened and read by the Government, the offer may be considered non-responsive and that may render the Offeror ineligible for any award. The decision of whether or not to consider the Offeror’s proposal for award will be made at the sole discretion of the Contracting Officer. The deadline for submission of the electronic copy of the proposal is firm. As the closing date and time draws near, heavy traffic on the web server may cause delays. Offerors are strongly encouraged to plan ahead and leave ample time to prepare and submit their proposals. Offerors bear the risk of web site inaccessibility due to heavy usage, which may occur during the final days/hours before the solicitation closing time. The electronic copy of the proposal will constitute the official copy for timely receipt.

(b) Proposal Volumes and Tabs Each proposal shall consist of three (3) volumes and seven (7) Tabs (A, B, C, D, E, F, and G) as set forth below:

74a – Amendment 00001 – January 13, 2012 experiences, the Contracting Officer may, at his sole discretion, remove the proposal from further consideration.

Experiences may be submitted from efforts performed for Federal, State, and local Government customers, and commercial customers. There is a maximum of five (5) experiences for Tab B, with a maximum page limit of three (3) pages for each experience, for a total page limit for Tab B of fifteen (15) pages. Tab B shall also include any pertinent and directly relevant industry standards certifications, recognitions and awards, and acknowledgements earned as a result of the recent and relevant experiences which it has submitted under Tab B. There is a limit of ten

(10) pages for the industry standards certifications, recognitions and awards, and acknowledgements which does not count towards the overall page limit for Tab B of fifteen (15) pages, but additional text beyond the actual certifications, etc., will not be considered.

Tab C – Ability to Achieve Results (eight (8) pages) Tab C shall address, at a minimum, the following four (4) areas: 1) the Offeror’s ability to achieve results through an established and specific teaming approach, to include a defined strategy for teaming with Original Equipment Manufacturers (OEMs) and other companies, as well as any OEM reseller certifications (Premium Partner, Platinum Reseller, etc.); 2) the Offeror’s ability to achieve results through an established and specific management structure/process, to include distribution channels, production and throughput capacity, defined processes which ensure high levels of customer satisfaction, and defined processes for corrective actions; 3) the Offeror’s ability to achieve results through an established approach/methodology for planning, executing, tracking, and reporting Delivery Orders issued under FirstSource II; and,

4) the demonstrated ability of the Offeror’s proposed key personnel (Contractor Program Manager) to achieve results on a contract of this size, scope, and complexity – information provided this section shall include relevant experience on similar efforts, certifications, and education of the proposed Contractor Program Manager.

Tab D – Past Performance (five (5) pages – does not include Past Performance Questionnaires) Tab D has a limit of five (5) pages, which does not include the Past Performance Questionnaires submitted by the Offeror’s customers. The information provided in Tab D shall correlate directly to the experiences provided in Tab B, and shall consist of a past performance statement describing how the Offeror performed during the course of the contract actions listed in Tab B, to include performance metrics, delivery schedules met or exceeded, corrective actions taken, etc. as appropriate. The Offeror shall also be responsible for ensuring the customer references cited in Corporate Experience complete the Past Performance Questionnaire(s) and submit them directly to DHS via an e-mail to FirstSourceII@dhs.gov.

Although past performance references are requested, DHS may use publicly available reports, and/or data from the Contractor Performance and Assessment Reporting System (CPARS). DHS may also use present and/or past performance data obtained from a variety of sources in evaluating past performance, not just those contracts identified by the Offeror in its proposal.

Tab E – Sample Delivery Order Pricing (no page limit) The equipment items and pricing information included in Tab E will be considered as ceiling prices/rates for any orders for those exact equipment items or labor categories; however, DO

75a – Amendment 00001 – January 13, 2012

COs may add equipment items and/or labor categories at the DO level without prior approval from the FirstSource II CO. When proposing prices in response to this solicitation, and in response to any subsequent DO RFPs, Offerors are expected to offer volume discounts equal to or less than those offered under GSA Federal Supply Schedules, or comparable vehicles.

The Offeror shall complete Attachment 5, Sample Delivery Order Pricing Matrix to complete Tab E. No additional documentation shall be provided, and if any is provided, it will not be considered.

Tab F – Proposal Information (twelve (12) pages) Tab F shall include: 1) Representations, Certifications, and Other Information; 2) Equal Employment Opportunity Compliance Review; and, 3) Signed SF-1449. Additional information regarding these individual requirements of Tab F is set forth below:

1) Representations, Certifications, and Other Information – Offerors shall include a completed FAR 52.212-3, Offeror Representations, Certifications – Commercial Items. This information should include all representations, certifications, and other contract information required by the solicitation. The DUNS number, certification of CCR registration, and county name in which the company is located and work is to be performed shall also be included.

2) Equal Employment Opportunity Compliance Review – The Offeror shall provide a listing of proposed subcontractors whose anticipated participation in this contract is over ten (10) million dollars. Include points of contact, address, county in which performance will occur, telephone numbers, and estimated subcontracting amount.

This information is required for the Equal Employment Opportunity (EEO) clearance.

If an EEO clearance has been obtained (for the proposing division at the location being proposed) in the last twelve (12) months, identify the office (name, address, telephone number) providing the clearance

3) Signed SF 1449 – The Offeror shall provide a signed copy of the SF-1449 and any addenda to the solicitation.

Tab G – Socio-Economic Information (five (5) pages) In Tab G, the Offeror shall submit: 1) CCR registration in NAICS code 541519 for the proposed socio-economic category; 2) for self-certifying socio-economic categories (SDVOSB and SB), written correspondence addressed to the Contracting Officer stating that, as of the date of proposal submittal, the Offeror certifies that it meets all the criteria for the socio-economic category; and, 3) for socio-economic categories which require certification by the Small Business Administration (SBA) (8(a), HUBZone, and EDWOSB), current and complete certification documents from the SBA.

E.2.11 Alternate Proposals Alternate proposals will not be considered.

(End of Chapter E Part 2)

79a – Amendment 00001 – January 13, 2012

Information provided under Tab C which exceeds the maximum page limit of eight (8) pages will not be evaluated.

Factor 3: Past Performance Tab D provides information that will serve as the basis for evaluation of the extent to which the Offeror’s proposal and past performance information (including responses to Past Performance Questionnaires) demonstrates a capability and capacity to deliver high quality service and solutions as a value-added reseller of IT commodities and successfully perform efforts which are relevant to those which will be issued under the FirstSource II contracts in the form of Delivery Orders. The extent to which performance metrics, delivery schedules met or exceeded, or corrective actions demonstrate a capability and capacity to deliver high quality service and solutions as a value-added reseller of IT commodities and successfully perform efforts which are relevant to those which will be issued under the FirstSource II contracts in the form of Delivery Orders will also be evaluated. If information submitted under Tab D does not correlate directly to the experiences submitted under Tab B, the Offeror’s proposal may be determined to be non-responsive, at the sole discretion of the Contracting Officer, and may be rejected without further consideration. Lack of relevant past performance will result in the assignment of a neutral past performance rating, indicating neither a favorable nor unfavorable evaluation rating in this evaluation factor. The Government reserves the right to obtain information on past performance from sources other than those provided by offeror.

Factor 4: Sample Delivery Order Pricing The Sample Delivery Order Pricing matrix provides information that will serve as the basis for calculation of the total evaluated price. Each price proposal will be evaluated, but will not be assigned a rating. The evaluation of the information provided in the Sample Delivery Order Pricing matrix will include accuracy, completeness, and reasonableness. The Sample Delivery Order Pricing matrix includes quantities, items, and VAR services for each year of the base period and both of the option periods, and the Government will use all the information provided in its evaluation. The equipment items and pricing information included in Tab E will be considered as ceiling prices/rates for any orders for those exact equipment items or labor categories; however, DO COs may add equipment items and/or labor categories at the DO level without prior approval from the FirstSource II CO.

(End of Chapter E Part 3)