RFQ 12443922Q0051 - Elk and Bison Pay Per Entry - FINAL.pdf

Solicitation Number: 12443922Q0051

ELK & BISON PAY PER ENTRY SYSTEM

COMMERCIAL SERVICE LAND BETWEEN THE LAKES

REQUIREMENT: VENDOR TO PROVIDE MAINTENANCE ON EXISITNG MACHINERY, ELECTRONICS &

SOFTWARE ON THE PAY PER ENTRY GATE SYSTEM LOCATED ON THE LAND BETWEEN THE LAKES IN

GOLDEN POND, KY.

(1) This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement is the only solicitation; proposals are being requested and a written solicitation will not be issued.

(2) This solicitation is issued as a request for quote (RFQ). The resulting contract will be firm fixed price.

(3) To be eligible for award, the Offeror must have an active registration in the System for Award Management (SAM) at https://www.sam.gov, with completed Representations and Certifications.

(4) The performance period for will be Base plus (4) one year options.

Base Year will be from 11/01/2022 – 10/31/2023.

(5) This requirement is being issued as 100% small business set aside.

(6) The NAICS code for this requirement is 238920-Other Building Equipment Contractors; Small

Business Size is 16.5M

(7) A site visit is not planned at this time. If a site visit is desired, please e-mail Margaret Patterson at margaret.patterson@usda.gov, no later than Thursday, September 8, 2022 by 12 noon (EDT).

(8) Questions regarding this solicitation must be received no later than 12 noon (EDT) on Monday, September 12, 2022. Questions shall be submitted via e-mail to both Curtis Fowler:

frederick.fowler@usda.gov; and Margaret Patterson: margaret.patterson@usda.gov.

Answers will be provided no later than 4:30 pm (EDT) on Wednesday, September 14, 2022.

(9) Proposals are due on or before 12 noon (EDT) on Friday, September 23, 2022. Proposals shall be submitted via e-mail to Margaret Patterson @ margaret.patterson@usda.gov.

(10) Late proposals will not be considered. Proposals received after the date set for receipt of proposals will be rejected. Proposals must be valid for 60 days after due date.

https://www.sam.gov/ https://www.bing.com/ck/a?!&&p=cba281887f525006JmltdHM9MTY2MTk2NDE0OSZpZ3VpZD0zZDQ3OWYxZC03YTMyLTQ1NWEtODFhYS00NGRiMjQ2ZDZkN2ImaW5zaWQ9NTE3Mw&ptn=3&hsh=3&fclid=e6f8260f-294b-11ed-83b6-c0cd5f7982dc&u=a1aHR0cHM6Ly93d3cubmFpY3MuY29tL25haWNzLWNvZGUtZGVzY3JpcHRpb24vP2NvZGU9MjM4Mjkw&ntb=1 mailto:margaret.patterson@usda.gov mailto:frederick.fowler@usda.gov mailto:margaret.patterson@usda.gov

(v) Schedule of Items/Price Schedule

Vendor to provide maintenance of the Elk and Bison Prairie Pay-Per-Entry System on the existing machinery and electronics including and connected to a Hamilton HTK machine and connected CAME lift arms. Vendor duties will also include maintaining software interface.

Vendor to quote Base Year plus (4) One-Year Options.

BASE YEAR: 11/1/2022 – 10/31/2023

OPTION YEAR 1: 11/1/2023 – 10/31/2024

OPTION YEAR 2: 11/01/2024 – 10/31/2025

OPTION YEAR 3: 11/01/2025 – 10/31/2026

OPTION YEAR 4: 11/01/2026 – 10/31/2027

Please show total “per year” pricing on Schedule of Items Table I.

The breakdown of pricing for these line items will be shown on Schedule of Items Table II (this will show how pricing was determined in Table I.)

The Optional Line Item for “alternative solutions” in the event a new sub-contractor will be needed to perform the electronic interface with the current machine will be shown on Schedule of Items Table III.

Schedule of Items Table I

Item Supplies/Services Qty Unit of Issue

Total Price

0001 BASE YEAR: 11/01/2022 – 10/31/2023

Software and related service used for payment integration and machine function.

Year

Site Visits for Repairs (labor and travel costs) 1 Year $ Parts & Materials 1 Year $ Phone-in Diagnosis/Troubleshooting Help 1 Year $

TOTAL FOR BASE YEAR $

0002 OPTION YEAR 1: 11/01/2023 – 10/31/2024

Site Visits for Repairs (labor and travel costs) 1 Year $ Parts & Materials 1 Year $ Phone-in Diagnosis/Troubleshooting Help 1 Year $

TOTAL FOR OPTION YEAR 1 $

0003 OPTION YEAR 2: 11/01/2024 – 10/31/2025

Site Visits for Repairs (labor and travel costs) 1 Year $ Parts & Materials 1 Year $ Phone-in Diagnosis/Troubleshooting Help 1 Year $

TOTAL FOR OPTION YEAR 2 $

0004 OPTION YEAR 3: 11/01/2025 – 10/31/2026

Site Visits for Repairs (labor and travel costs) 1 Year $ Parts & Materials 1 Year $ Phone-in Diagnosis/Troubleshooting Help 1 Year $

TOTAL FOR OPTION YEAR 3 $

0005 OPTION YEAR 4: 11/01/2026- 10/31/2027

Site Visits for Repairs (labor and travel costs) 1 Year $ Parts & Materials 1 Year $ Phone-in Diagnosis Troubleshooting Help 1 Year $

TOTAL FOR OPTION YEAR 4 $

Contractor Acceptance Statement: By signing the offer, the Contractor agrees to all terms, conditions, and provisions included in the solicitation and agrees to furnish any awarded items at the price set in the schedule unless otherwise excepted as follows:

Schedule Notes: Please see the detailed Specifications and Description of Work

One Award will be made from this Solicitation.

1. Vendor must provide pricing on all line items 0001-0005 (Base plus Option Years) in Schedule of Items Table I in order for their quote to be considered.

2. Contractor must be registered in System for Award Management (SAM) at the following website: www.sam.gov to be awarded a contract resulting from this solicitation.

Registration is this system is free. Assistance is available to help contractors register in SAM. Contact the Contracting Officer for additional information.

3. All responsible sources may submit a quotation which, if timely received, shall be considered by the agency.

4. Contractor will be required to submit invoices through the Invoice Processing Platform

(IPP). The website to register and submit invoices is: www.ipp.gov

Other Vendor Information:

Vendor Name:

Vendor UEI # (SAM)

Vendor Address:

Vendor Phone/Cell #

Distance from Vendor to Project Site (miles):

Vendor Signature & Date:

http://www.ipp.gov/

Schedule of Items Table II

For the purpose of calculating the cost per year for Base Year plus (4) one-year options as shown in Schedule of Items in Table I, please show a breakdown of pricing in the Table II below.

The hours & trips per year listed in Table II are Forest Service estimated numbers only for bidding purposes. These amounts may be more or less depending upon needs during that performance period. However, payment will only be made for the amount of work actually completed at the rate stated in Table II.

Invoices will need to be submitted and approved by Forest Service on a monthly basis prior to submission into IPP in order to track contract costs.

The total amount for that period of performance each year cannot exceed the total amount on contract for that time period without prior approval of Contracting Officer. However, approved funds may be added to this amount if necessary during the contract year and/or unused funds may be de-obligated at the end of that year.

Instructions for completing Schedule of Items Table II (Item #’s listed below correspond to Item #’s listed in Table II):

1. Cost Per Hour for On-Site and Related Technical Work

2. Cost for One Round Trip to and from this work site. This cost should include:

overnight accommodations, per diem, fuel & travel methods/vehicles, etc.

3. Cost for remote troubleshooting; assist local on-site staff with simple issues;

troubleshooting from vendor’s location; and plug-and-play component replacements.

4. If costs for services shown in the Schedule of Items Table II are available on weekends but will be at a different rate for Saturdays & Sundays, please provide that information on separate lines as specified in this Table.

5. Cost for software interface with the existing Hamilton HTK machine.

6. Cost for credit card processing solution.

Please note: There are no processing fees for government entities that use the required US Treasury processor. However, there may be other fees associated with the software that monitors transactions and provides the machine interface.

If there is a transaction fee, please explain in a separate document. For example:

The 1st few hundred transactions may be covered by annual or monthly base fee, but each transaction above that may cost a small amount, list that amount here, and describe in separate document.

Item # Description of Task

BASE YEAR: 11/01/2022

– 10/31/2023

Unit of Issue Estimated # of hours, trips, months per year

Rate per hour, trip, or year

Total Price

Cost Per Hour for on-site and related technical work

Per hour

Cost for One Round Trip to and from this work site

Per trip

Cost Per Hour for remote troubleshooting (if there will be a cost)

4a

Weekend Costs for Item 1 (if any/if possible)

4b

Item 2 (if any/if

4c

Item 3 (if any/if

Cost for Software Interface

Per Year

Cost for credit card processing solution

(vendor to provide detailed attachment showing how cost per year was calculated)

OPTION YEAR 1:

11/01/2023 – 10/31/2024

Unit of Issue Estimated # of hours, trips, months per year

Rate per hour, trip, or year remote processing solution

(vendor to provide detailed attachment

OPTION YEAR 2:

11/01/2024 – 10/31/2025

Unit of Issue Estimated # of hours, trips, months per year

Rate per hour, trip, or year remote processing solution

(vendor to provide detailed attachment

OPTION YEAR 3:

11/01/2025 – 10/31/2026

Unit of Issue Estimated # of hours, trips, months per year

Rate per hour, trip, or year remote processing solution

(vendor to provide detailed attachment

OPTION YEAR 4:

11/01/2026 – 10/31/2027

Unit of Issue Estimated # of hours, trips, months per year

Rate per hour, trip, or year remote processing solution

(vendor to provide detailed attachment

OPTIONAL SCHEDULE OF ITEMS TABLE III

7. IF the FIS Worldpay/Vantiv/Worldpay processor cannot be used by the vendor for credit card processing, please provide the cost of credit card processing solution and outline how the funds will be transferred to this government agency unit. You may use an attachment if needed.

Note: The direct deposit will not be possible and options for bypassing the FIS Worldpay route are strongly discouraged.

Cost of alternate solution

Itemized list of costs

Note: This Schedule of Items III is optional. Vendor to include pricing for solution for

Base Year plus all Option Years also if information is available prior to bidding deadline. An attachment may be used for detailed description of alternate solution. Acceptance of vendor’s bid package will not be determined by this Optional Line Item. Vendor must also show detail description of this optional table

(vi) Description of Requirement (including a list of any attachments)

Vendor to provide all labor, transportation, supervision, tools & equipment to provide maintenance on the Elk & Bison Pay-Per-Entry System on the existing machinery and electronics including and connected to a Hamilton HTK machine and connected CAME lift arms.

Vendor to also provide maintenance on the software interface process.

Elk and Bison Prairie Pay-Per-Entry System Maintenance (summary of requirement)

The location being serviced for this contract is in Golden Pond, Kentucky, 42211.

There is an existing Hamilton HTK pay-per-entry machine matched with a pair of CAME brand gate arms. All machines are wired for power and sensors but require cellular connection for internet and credit card transactions. The cellular connection plan is paid for separately by the US Forest Service.

This HTK machine uses an integrated software package from NetPark that monitors and controls access. Most settings are controlled through the NetPark software’s online portal that connects to this machine to provide reports and to input settings.

This contract is to cover the maintenance of the machine and the maintenance of the software and interface that helps monitor and manage this machine and all of its transactions. At times this is a heavily used machine that received approximately 54,000 transactions at the machine during 2021.

A replacement for the NetPark interface and credit card processing solution will likely be required for the implementation of this contract, or during a future year of this contract due to changes in NetPark policy. Therefore, an additional proposal (Schedule of Items Table III) showing costs for how this can be converted to a new but similar platform inclusive of the government requirements for credit card funds processing through US Treasury is requested.

Continuing use of the NetPark interface is the preferred option at this time to reduce disruption of customer services and invalidation of existing pre-sold passes. However, different new solutions may be incompatible for integration. The Hamilton HTK machine and associated CAME brand lift arms are to remain in place regardless, and new software and integration options will need to work with this existing equipment.

The location of the machine site is within the 42211 zip code in western Kentucky in an area with limited connectivity options. The vendor’s qualified personnel will need to be able to respond quickly to repair on-site problems and hardware replacements and/or related reprogramming not able to be completed by the Forest Service. Vendors will need to be officially authorized by Hamilton Manufacturing to perform work on their HTK machines and honor warranty work to include internal and external components. Vendors should also be able to work on CAME brand lift arms when needed and be able to properly program and connect them with the Hamilton HTK.

PERFORMANCE OF WORK & SITE INFORMATION

Purpose and Existing Site Conditions:

Vendor to provide maintenance on an existing remote Elk & Bison Pay-Per-Entry machine located on the Land Between the Lakes. The current machine is set up to take cash, credit card, pre-programmed bar coded passes (optical scanner), and RFID passes for visitors and staff to gain entry to the facility. Proper payment allows the 12-14’ lift arm to open, which then closes once the buried magnetic sensor senses that the vehicle has cleared the arm’s pathway.

The current system (Hamilton Manufacturing, HTK model) was installed during 2017 and software has been updated regularly through a previous contract. As a US Department of Treasury requirement, the HTK’s credit card transactions are processed through FIS Worldpay /Vantiv/Worldpay, and any gateway that is compatible with them may normally be used. All machine activity, including each transaction, is currently monitored by NetPark (www.netpark.us) using a cellular connection (Verizon only at this time, though AT&T availability coming soon) and their software that integrates with the machine.

Through NetPark’s online portal US Forest Service staff can program passes for access and monitor cash and credit transactions, as well as set opening and closing times.

The HTK machine has four separate replaceable components to read each type of access currency or device: 1) cash validator for bills only, 2) credit card/EMV chipped credit card reader, 3) optical scanner for reading bar codes, and 4) RFID chip reader.

The HTK machine is not currently set up to process coins or tokens for payment, and is not set up to provide change. Therefore, all payments much be exact cash or the customer must use another form of payment.

In the event that NetPark will no longer be an option to maintain the system & software for the payment processing as required by US Treasury of this machine, the vendor is requested to provide an ‘alternate solution’ (in Schedule of Items Table III). This solution must be capable of integrating with the current Hamilton HTK machine and meet all requirements as stated in this solicitation.

The entrance gate area utilizes two lift-arm gates to control ingress and egress. These are CAME S.p.A (company name) Gard 8 Automatic Barrier gates (www.came.com/us). Only one of http://www.netpark.us/ http://www.came.com/us those units is connected to the pay-per-entry machine to control entry. The other unit is simply controlled by magnetic loop sensors that activate the gate to open and close as visitors exit.

The Hamilton HTK machine is activated for use by a magnetic vehicle sensor, then the HTK activates the lift arm after a successful payment is received, then the lift arm closes after a programmed amount of time after a 2nd magnetic loop sensor detects the vehicle has departed.

All electronic magnetic loop detectors use cabling buried in the cement but tied directly to the machines (wired, not wireless).

All units work from power delivered underground to 120 volt AC circuit breakers.

The site is uncovered, fully exposed to weather. There are no wired communications to the site, so all communications and transactions are handled through the cellular connection.

REQUIREMENTS / Performance Work Statement:

1. The vendor must provide service and maintenance for the continuous operation of the Hamilton HTK machine and CAME Gard 8 lift arm system and their related components and communications. The services provided must include both machine repairs and parts replacement work, communications and data integrations with those systems, customer interface, payment processing monitoring and integration software, payments to cover all of those related expenses. However, the cellular gateway device and cellular service contract and cost for processing credit card payments are covered by the USDA Forest Service and US Treasury Department separately.

2. The vendor’s company and service personnel must be authorized by Hamilton Manufacturing to install and conduct repair work on their HTK machines, including authorized warranty repair work. The vendor must also become familiar with the CAME Gard 8 lift arm system, including:

the integration with the Hamilton HTK machine, obtaining repair/replacement parts & making necessary adjustments.

3. The bidder should have qualified and authorized repair/service personnel located within less than 250 driving miles from 100 Van Morgan Drive, Golden Pond, Kentucky, 42211 (a Cadiz, KY zip code). Vendors with a shorter distance to this work site and/or with a lower cost per hour for travel to this work site may be given greater consideration when reviewing bids.

4. Parts and assembled components must be easy to obtain quickly for repairs.

5. Service and repair personnel must be easy to reach by phone or email during weekdays without long delays waiting for responses.

6. Due to the distance and time involved in getting a qualified technician to respond, the Forest Service will often need help with troubleshooting a problem with the machine to determine if the issue is easily repairable or if more complicated reprogramming or parts & replacement work is needed. Therefore technical support for this Gate Payment Machine should be available over the phone to provide the necessary assistance. If there will be an additional cost for this service, please provide that pricing also.

7. All vendors are requested to provide a solution to replace our current NetPark services if NetPark is no longer processing payments for this system. See below:

a) This may need to occur immediately upon award of the contract, or within the following year depending on the vendor’s current working relationship with NetPark. If NetPark is unable to meet US Treasury credit card processing requirements, another solution will be needed.

b) This can be accomplished by either replacing the entire NetPark interface for the HTK machine and related payment monitoring; or by continuing all machine operations using the existing NetPark software plus online interface while excluding only the credit card processing. The credit card processing would be processed using the alternate solution that is fully compatible with US Treasury processing/gateway requirements while still working with the visitor payment and access control interface of the HTK machine.

c) If/when NetPark services are replaced by another software interface/solution, this replacement must be able to meet the following needs:

• Monitor and record every machine transaction, cash, credit, pass, and RFID use and also record which card, pass, and RFID was used and at what time.

• Produce reports to show transactions by type for staff to monitor income and time-stamped usage.

• Provide notifications of machine faults via email and/or text; ex. cash jams, cash box full, lost communication with device, cash door opened, etc. The HTK machine has sensors for these type notifications, so the software just needs to glean that information from the HTK’s computer.

• Accept bulk input of random alpha-numeric codes for thousands of bar-coded optical scannable passes, and be able to assign their value, track their individual use, and invalidate each one as it reaches its limited use (most are single-use at this time).

• Accept individual input and assignment of RFID passes (staff).

• Allow for setting of opening and closing times to prevent visitors from entering while allowing staff to still enter (RFID allowed, all others access/payments denied).

• Be able to recognize and allow or deny access for thousands of specific different passes and RFID chipped devices in real time based on set parameters such as use limits, time of day limits, date limits/expirations. Up to 10,000 may be programmed at a time, while at least 10,000 more will need to be retained and monitored for use limits.

• Strongly prefer if all of these listed actions can be programmed and monitored through a 24-hour-accessible online interface and must be password protected for access by several staff members.

GOVERNMENT FURNISHED EQUIPMENT/SERVICES

Heavy equipment operator and an electrician are available on-site through an existing government contract. Therefore, if those services are needed, the Government can usually obtain those personnel within a reasonable time period.

The existing gate access machines and utilities described as needing service above will be all that is provided (already in use on-site).

Cellular and electrical service for the machine’s communication needs as well as the cellular gateway device used will be provided by the Forest Service.

Credit card payment processing is provided by the US Treasury Department when their required payment gateways are used, free of charge.

(vii) Date(s) and Place(s) of Delivery and Acceptance/Location

LOCATION:

Land Between the Lakes Recreation Area 100 Van Morgan Drive Golden Pond, Kentucky, 42211

TIME PERIODS FOR DELIVERY

The machine and systems are currently operational. Therefore, if the NetPark software and payment monitoring/public interface system service continues, the vendor would need to be able to provide maintenance and repair services & other related items according to the contract specifications immediately upon contract award.

However, if the winning bidder is unable to continue with NetPark’s software and services, the vendor and the Forest Service would need to agree on a specified time for converting the systems and operations within a 30-day period after the contract award date.

If NetPark services are not continued, the replacement option should be presented in writing to the Forest Service at the time of contract award. However, replacement will likely not be implemented until 2023, unless NetPark policies create a need for changeover in the more recent future.

These services and the machine’s operation are to continue year-round without interruption, unless shutdown is necessary for repairs/replacements over short periods of time.

All maintenance and repairs must be coordinated with and approved by the COR (Contracting Officer Representative), before proceeding to allow for the government’s proper monitoring of site access and expenditures.

PERFORMANCE & ACCEPTANCE:

The Contracting Officer will designate a Contracting Officer’s Representative (COR) at the time of award. The government will evaluate the contractor’s performance by appointing a Contracting Officer’s Representative (COR) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through inspections of the contractor’s work and receipt of complaints. The government may inspect each task as completed or increase the number of inspections if deemed appropriate because of repeated failures discovered during the inspections or because of repeated customer complaints. Likewise, the government may decrease the number of inspections if performance dictates.

The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s). Inspection of the work shall be made by the COR or Designated Inspector as the work progresses at such intervals as are necessary to ensure compliance with the contract specifications and provisions. If work is not acceptable, the Contractor shall complete any remedial work for acceptance.

In no event, however, will any understanding, agreement, modification, change order, or other matters deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract.

PERFORMANCE MEASURES (Performance Objective #’s below correspond to #’s shown under the Requirements heading on pages 14-16).

These items are used during monitoring of the contract to ensure contractors are meeting the requirements of the contract. Issues found will be addressed to the contractor for correction and explanations of the situation before significant actions are taken to possibly enforce any deductions or contract actions. These items are listed with their potential consequences to let all parties know how important loss of service is for this site as down-time can cost the government significant income for each day of machine malfunction.

Performance Objective

Required Task or Deliverable

Performance Standard

Method of Surveillance

Positive/Negative Incentive % for NOT meeting the Task

Time Periods For Delivery

Deadlines/dates for delivery of services / software solutions

Contractor meets all deadlines described in this section and promised in their bid proposal

Visual and Operational

5% deduction for items later than dates listed; 10% deduction added for each additional 30 days past due.

Requirement #7

Software and Interface integration with machines and payments

Seamless integration that includes all items requested with minimal downtime or interruption of service to public or government

Visual and Operational, Inspections of logs and reports, Public complaints

Dismissal of the contract if solutions provided do not meet needs of government listed

Requirement #2, #3, #5, #6

Response to weekday contact for troubleshooting call/email; Response made by qualified technician for the described situation.

Respond within 4 hours, 8 hours, more

Staff Experiences

5% deduction (against time charged for that incident) if response over 8 hours 1 time. 5% deduction if 2 responses over 4 hours (charged against the 2nd incident).

Requirement #1

Service tech site visit following report of needed repair/maintenance/ diagnosis.

This may apply to 1st or 2nd visit for a given repair (diagnose followed by repair visit)

Arrive at work site and start work within 24 hours, within 72 hours, within 110 hours.

If repair parts need to be ordered before visit, time will start upon arrival of parts.

Staff Experiences

5% additional if on-site work started within 24 hours. 5% deduction if work started after 72 hours; 10% deduction if arrival is not within 110 hours.

Requirement #7

Interruption of service due to software/integration failure (not due to equipment or cellular failure)

Duration should be short and number of incidents should be very limited

Staff experiences, Visitor reports, Inspection of data logs

3% Deduction of monthly service charge for each 8+ hour day of non-service within each 24-hour period, accrued daily.

Requirement #7

Accurate and detailed transaction and user data and related reports

Accuracy should be 99.5% accurate

Staff monitoring and inspection of data logs, reports, and financial records

Loss of trust in the accuracy and useability of the system will require renegotiation or readvertisement of the contract

QUALITY ASSURANCE SURVEILLANCE PLAN:

Due to the fact that this type of system generally runs itself once set up, the Forest Service will primarily be looking at how problems, maintenance, and changes are handled by the contractor when needed; otherwise, if the system used is itself problematic and somewhat unreliable, then further negotiation may be needed to decide how to proceed.

All on-site maintenance work will be inspected by COR after completion to ensure all systems are working properly.

Off-site and remotely performed work to those systems which can be handled using machine to machine technology can also be monitored by Forest Service staff by ensuring the systems are working properly.

Remote monitoring and reports produced by the machine and its related software will also be viewable by Forest Service staff regularly to ensure proper operation and accuracy as needed.

If issues are found, then more frequent checks will be made until situations are corrected. The Business Performance office at Land Between the Lakes closely monitors machine transactions for accountability and accuracy and notifies the COR of any financial-related issues that are found that may be related to machine or software performance.

Items that are not corrected in a timely manner will be reported to Contracting Officer who may decide on whether a deduction is warranted, based on table above.

PAYMENTS

The schedule for billing of services to the government is typically set up by the Contracting Officer.

All invoices are to be submitted monthly through the Invoice Processing Platform (IPP).

https://www.ipp.gov

Payment will be made w/in 30 days of receipt of the approved invoice in IPP or 30 days after receipt of service; whichever is later.

https://www.ipp.gov/

(viii) 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (NOV 2021) (Provision)

Addenda to provision 52.212-1:

Addenda to Provision 52.212-1 paragraph (b) Submission of Offers:

1) Offerors must have an active entity registration in the System for Award Management in order to submit an offer. https://www.sam.gov/SAM/

2) Offers submitted in response to this solicitation shall include a technical proposal, a price proposal, and contractor representations and certifications.

a) Technical Proposal – The technical proposal shall address the evaluation factors in 52.212-2. At a minimum technical proposal shall include:

i) Past Performance – provide a list of similar projects completed by your firm over the past three years. Include a brief description of the project, dollar amount, year completed, and project owner contact information (name, phone, and email). The government may use past performance information from any available source. If a company does not have past performance information available, information may be provided for predecessor companies, key personnel, or subcontractors. In the event that there is no past performance information available, the offeror will receive a neutral rating in this factor. Past Performance Questionnaire attached.

ii) Technical Capability – Provide documentation showing vendor’s qualifications & licensing to perform maintenance on HTK machines; timeframes for responding to service calls & parts availability; capability of working with current Netpark service or provide alternate solution.

b) Price Proposal – Include the following:

i) Acknowledge any amendments issued on sam.gov for this solicitation by completing and signing the posted SF-30, and

ii) Include the completed price schedule contained in Schedule of Items Tables I, II, & III of this solicitation & any attachments.

https://www.sam.gov/SAM/

Representations and Certifications – Fill in the check boxes for provisions 52.204-24, 52.212-3, and paragraph (X) of this solicitation and include a copy with your offer.

3) Submit offer by email to Margaret Patterson so that it is delivered into this inbox by the due date and time. Emails should contain 4 separate attachments (Technical Proposal, Price Proposal, Representations and Certifications, Past Performance Sheet) in Microsoft Word or Adobe PDF format. Be aware that large attachments may increase the time required to deliver an email. It is the offerors responsibility to confirm receipt of the offer from Margaret Patterson.

Email: margaret.patterson@usda.gov

(ix) 52.212-2 Evaluation – Commercial Products and Commercial Services (NOV 2021) (Provision)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror(s) whose offer conforming to the solicitation will be most advantageous to the Government. Technically acceptability combined with acceptable Past Performance is considered equal to price. FS reserves right to conduct discussions before award.

I. Technical Capability:

A ‘fail’ means that the vendor does not meet critical requirement and cannot be considered for contract.

Criteria Add scoring points or pass/fail

The bidder’s company and service personnel must be licensed by Hamilton Manufacturing to install and conduct repair work on their HTK machines, including authorized warranty repair work.

Pass if yes, Fail if no

Bidders will ensure qualified and authorized repair/service personnel will be available to provide services on-site at 100 Van Morgan Drive, Golden Pond, KY, 42211. Bidders distance to this site will be scored as shown.

<250mi= 5 250-350= 3 350-450= 2 450-550= 1 >550mi= 0

Bidder describes parts and assembled component availability ( we need them to be easy to obtain quickly for repairs)

No description= 0 ‘quick/easy to obtain= 2 max

Bidder describes how/if service and repair personnel are easy to reach by phone or email during weekdays without long delays waiting for responses (we want quick responses)

No description= 0 ‘will respond quickly/easy to contact’ = 2 max

Can bidder work with the current NetPark setup we have for our machine without extra fees or loss of current pricing or change of credit card processor (yes is strongly preferred)

Yes= 23 No= 0 Unknown= can’t score without further info

Was a suitable replacement solution to NetPark provided with bid and how well was it presented? How well would it integrate with our needs? (must still use existing Hamilton HTK machine)- Grade it based on 8 bullet points listed in 4c of REQUIREMENTS section.

0 if no.

10 points if yes 1 points for each bullet point meeting requirement as described

MAXIMUM Non-Price EVAULATION POINTS 50 points

PRICE >$25,000 annually= fail; otherwise points are based on math below PRICES will be weighed against the quality and details of the bids to determine the best value to the government. The minimum ‘suitable’ bid will become the ‘base’ score (the best score).

All prices within 10.0% of that will be considered of equal value and decision to choose bidder will be based solely on non-price evaluation points.

Prices over 10.0% higher will be decreased in scoring an additional 5 points for each 5% over the minimum ‘suitable’ bid. Price evaluation points will max at 50.

TOTAL EVALUATION POINT MAXIMUM= 100 points

II. Past Performance:

The Offeror shall submit the attached Past Performance Questionnaire listing references and a minimum of 3 projects of the same or similar in nature of work, size, and complexity to the services completed in the last 3 years.

Assigning Rating. The Past Performance Factor will be assigned one of the ratings defined below.

Table 1 – Past Performance Evaluation Ratings Rating Description

Acceptable Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance record is unknown

Unacceptable Based on the offeror’s performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort.

Offerors with no past performance or for whom information on past performance is not available or so sparse that there is no meaningful past performance rating can be reasonably assigned; the offeror may not be evaluated favorably or unfavorably on past performance.

Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.

III. Price – lowest price meeting contract requirements

Once all offerors are evaluated under both Factor I- Technical Experience and Factor II- Past Performance, an award will be made to the Offeror who has the lowest price with acceptable ratings in both Factor I Technical and Factor II Past Performance.

(b) 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).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(x) Representations and Certifications (complete highlighted items in this section and return with your offer)

VENDOR NAME: _____________________________________________

VENDOR UEI: _____________________________________________

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) (Provision)

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products or Commercial

Services. The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3.

(a) Definitions. As used in this provision—

Backhaul, covered telecommunications equipment or services, critical technology, interconnection arrangements, reasonable inquiry, roaming, and substantial or essential component have the meanings provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

(b) Prohibition. (1) Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(2) Section 889(a)(1)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2020, from entering into a contract or extending or renewing a contract with an entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. This prohibition applies to the use of covered telecommunications equipment or services, regardless of whether that use is in performance of work under a Federal contract. Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(c) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for "covered telecommunications equipment or services".

(d) Representation. The Offeror represents that—

(1) It ☐ will, ☐ will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. The Offeror shall provide the additional disclosure information required at paragraph (e)(1) of this section if the Offeror responds "will" in paragraph (d)(1) of this section; and

(2) After conducting a reasonable inquiry, for purposes of this representation, the Offeror represents that—

It ☐ does, ☐ does not use covered telecommunications equipment or services, or use any equipment, system, or service that uses covered telecommunications equipment or services. The Offeror shall provide the additional disclosure information required at paragraph (e)(2) of this section if the Offeror responds "does" in paragraph (d)(2) of this section.

(e) Disclosures. (1) Disclosure for the representation in paragraph (d)(1) of this provision. If the Offeror has responded "will" in the representation in paragraph (d)(1) of this provision, the Offeror shall provide the following information as part of the offer:

(i) For covered equipment—

(A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the original equipment manufacturer (OEM) or a distributor, if known);

(B) A description of all covered telecommunications equipment offered (include brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); and

(C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision.

(ii) For covered services—

(A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand;

model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); or

(B) If not associated with maintenance, the Product Service Code (PSC) of the service being provided; and explanation of the proposed use of covered telecommunications services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision.

(2) Disclosure for the representation in paragraph (d)(2) of this provision. If the Offeror has responded "does" in the representation in paragraph (d)(2) of this provision, the Offeror shall provide the following information as part of the offer:

(i) For covered equipment—

(A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the OEM or a distributor, if known);

(B) A description of all covered telecommunications equipment offered (include brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); and

(C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(2) of this provision.

(ii) For covered services—

(A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand;

model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); or

(B) If not associated with maintenance, the PSC of the service being provided; and explanation of the proposed use of covered telecommunications services an2) of this provision.

. See 52.204-7.

52.212-3 Offeror Representations and Certifications – Commercial Products and Commercial Services (MAY 2022) (DEVIATION JUL 2020) (Provision)

[If Offeror Representations and Certifications are not complete in SAM the offeror shall submit a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, with your offer. The full provision is available from http://www.acquisition.gov/far/.

If Offeror Representations and Certifications are complete in SAM, the offeror shall complete the following:]

(b)(1) Annual Representations and Certifications. Any changes provided by the Offeror in paragraph (b)(2) of this provision do not automatically change the representations and certifications in SAM.

(2) The offeror has completed the annual representations and certifications electronically in SAM accessed through http://www.sam.gov. After reviewing SAM information, the Offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard(s) applicable to the NAICS code(s) referenced for this solicitation), at the time this offer is submitted and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ______________.

[Offeror to identify the applicable paragraphs at (c) through (v) of this provision that the offeror has completed for the purposes of this solicitation only, if any. Write “None” if there are no changes needed to your online reps and certs.

These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and complete as of the date of this offer.

Any changes provided by the offeror are applicable to this solicitation only, and do not result in an update to the representations and certifications posted electronically on

SAM.]

http://www.acquisition.gov/far/ http://www.sam.gov/ https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1060550 https://www.acquisition.gov/content/part-4-administrative-and-information-matters#i1121876

(xi) 52.212-4 Contract Terms and Conditions – Commercial Products and Commercial Services

(NOV 2021) (DEVIATION 2017-1)

Addenda to 52.212-4:

(xii) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders– Commercial Products and Commercial Services (MAY 2022) (DEVIATION 2017-1, DEVIATION APR 2020, and DEVIATION JUL 2020)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (Nov 2021) (Section 1634 of Pub. L. 115- 91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015)

(5) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and

108-78 (19 U.S.C. 3805note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

[Contracting Officer check as appropriate.] ☐ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (June 2020), with

Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

☐ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Nov 2021) (41 U.S.C. 3509)).

☐ (3) 52.203-15, Whistleblower…