RFQ Letter - PANHES-24-P-0000-003922 (FY24 WP-Arvin Gym Equipment) KO signed.pdf

DEPARTMENT OF THE ARMY

ENGINEERING AND SUPPORT CENTER, HUNTSVILLE

P.O. BOX 1600

HUNTSVILLE, AL 35807-4301

Contracts Management Division A 6 September 2024

(CEHNC-CT A - FRR)

Notice to GSA Total Small Business Set-Aside

Subject: Request for Quote (RFQ), FY24 WP - Arvin Gym Equipment, West Point, NY

Project Scope: West Point requires the immediate purchase of Gym Equipment to support functions at Arvin Gym Building 727 located in West Point, NY. There is no installation of equipment required by contractor, only the procurement and delivery. All items shall be shipped to Government point of contact at the Military Academy , Bldg. 727 West Point, NY. The proposed new pull-up bar equipment and vinyl basket trucks shall meet the contract requirements, be equal in function, performance, quality, and salient features to Governments Desired and Preferred Manufacturer/Brand: “Rogue” and “Uline”.

The following pertinent facts regarding this request for proposal:

Contract Type(s): Firm Fixed Price Contract Term: Delivery 30 October 2024 Location of Performance: West Point, NY Funding: Fully Funded

Contractual History: New Requirement

Site Visit: A site visit is not contemplated

Pre-Proposal Conference: None scheduled

Questions on Request for Proposal (RFP)/Request for Quote (RFQ): All questions must be submitted via email to Hykeem.K.Walker@usace.army.mil and Kelly.J.Hunnicutt@usace.army.mil no later than Tuesday, 10 September 2024, 12:00 PM Central Standard Time (CST). The Government will provide responses to questions as expeditiously as possible. Any questions/issues/concerns received after Tuesday, 10 September 2024, 12:00 PM will not be addressed.

Proposal Submittal Instructions:

Due Date: 12 September 2024, 10:00 PM CST

Submit to: Hykeem Walker via email at hykeem.k.walker@usace.army.mil and Ms. Kelly Hunnicutt at Kelly.J.Hunnicutt@usace.army.mil.

Submittal Format: Proposals shall be submitted electronically. All proposal documents when printed shall fit on 8 x 11-inch paper to include spreadsheets (with appropriate page breaks). The proposal shall be, at a minimum, 12-point font (8 point is acceptable for Tables/Graphics). All documents and spreadsheets shall include the Contractor Name, RFQ Title, and Date. Ensure your proposal is submitted in PDF format. Spreadsheets shall be submitted in Excel document format. Single sided submittals shall count as one (1) page and double side pages shall count as two (2).

Instructions to Offerors:

Proposal Content – Proposals must be responsive to and comply with the terms of the solicitation in order to be eligible to receive an award. The Government will reject any proposal determined to be materially non-responsive or that does not conform to the terms of the solicitation. To be eligible to receive an award, proposals submitted in response to this solicitation shall consist of the contents required in the sub-paragraphs described below:

1. Factor 1 – Technical:

a. Element 1 Specifications: The products have been defined in Appendices 7, 8, 9, 12, and 13. Offerors shall submit quotes for products according to exhibit list.

b. Element 2 Delivery: A delivery timeframe has been identified within the SOW.

Proposal shall state the delivery time for each Contract Line-Item Number (CLIN) listed.

2. Factor 2 - Price: The offeror shall submit a Firm Fixed Price (FFP) proposal for this effort. The offeror will provide pricing for each item identified on the CLIN STRUCTURE.

The CLIN STRUCTURE sheet will be sub-totaled and included in the total proposed price.

Conflict of Interest: Any contractor (or member of its team (and/or subcontractor) having a conflict of interest as defined under FAR Part 9.5 must identify the conflict as soon as it is known and provide a recommended mitigation plan. Mitigation plans are required whenever a competing contractor has had unequal access to non-public information regarding the Task Order requirement or has assisted the Government in defining the Task Order requirements or evaluation criteria.

Evaluation Criteria: The following factors shall be used to evaluate offers: Technical and Price.

Factor 1: Technical: The technical factor has two elements described below. The elements will not be individually rated:

a. Element 1: Specifications – Quotes will be evaluated to ensure that the technical solution meets the specifications of the requirement listed in the SOW. The products have been identified by brand name and model series or number.

b. Element 2: Delivery Date – Indicated above in Period of Performance (30

October 2024). Quotes must meet or exceed the required delivery date to be considered acceptable.

Table 1. Technical Evaluation Ratings

Rating Description

Acceptable Quote clearly meets the minimum requirements of the solicitation

Unacceptable Quote does not clearly meet the minimum requirements of the solicitation

Factor 2: Price – Price will be evaluated as the total quoted amount for all priced items. The Government will evaluate all aspects of the price for fairness, reasonableness, and unbalanced pricing. Prices will also be compared with the applicable GSA price list to ensure unit prices have not exceeded the awarded GSA thresholds.

Basis for Award: Formal source selection procedures will not be used as this procurement is under the Simplified Acquisition Threshold (SAT) of $250,000 and is being conducted using the Simple Acquisition Procedures (FAR Part 13). Quotes will be evaluated to ensure that the technical solution meets the specifications of the requirement listed in the SOW. The price quote will be evaluated to make a fair and reasonable determination based upon adequate price competition and/or the Independent Government Estimate and historical data. Award will be made to the lowest priced offeror whose quote meets the specifications.

Sincerely, KELLY J. HUNNICUTT

Contracting Officer

Enclosure(s):

Section G – Contract Administration Data

G.1 – Technical and Project Management Point of Contact

Name: Karl G. Gullatte Title: FRR Project Manager E-mail Address: Karl.G.Gullatte@usace.army.mil Office Phone: (256) 895-1783

G.2 – Contracting Point of Contact

Name: Kelly J. Hunnicutt Title: Contracting Officer E-mail Address: Kelly.J.Hunnicutt@usace.army.mil Office Phone: (256) 895-1052

G.3 – Invoicing and Payment Procedures

Invoicing Instructions: The Contractor shall provide invoices in accordance with FAR 32.905(b).Electronic invoice submissions must be created in black and white and in Adobe’s Portable Document Format (PDF) and comply with the requirements specified within this contract. At a minimum, invoices will contain the following elements:

Name and address of the contractor (Note: Differences between the remittance address on the invoice and the data on record in the System for Award Management (SAM) can potentially cause delays in payment.

Please verify these data agree exactly.)

Invoice date and number Entire Contract number, contract line-item number, the order number and modification number as applicable.

Description, quantity, unit of measure, unit price and extended price of the item delivered. Item description must match those contained in the purchase order/contract description.

Delivery tracking information to include tracking number and name of the person accepting delivery.

In cases where there is no physical delivery, please include all email correspondence to the electronic delivery POC (the customer) when the product becomes available for download or is renewed in accordance with the statement of work. Read receipts may help substantiate electronic delivery.

Name and address of official to whom payment will be sent

All invoices for this contract action shall be emailed to the following locations for processing:

Kelly.J.Hunnicutt@usace.army.mil (Contracting Officer) Hykeem.K.Walker@usace.army.mil (Contract Specialist) Karl.G.Gullatte@usace.army.mil (Acquisition PM)

** Invoices submitted through WAWF will be rejected**

Final invoices with respect to a specific contract/delivery order/task order shall be clearly marked “FINAL” and submitted within 45 days after period of performance end date specified in contract. NOTE – In some cases the first invoice may also be the final invoice.

Release of Claims: A Release of Claims shall accompany a final invoice. The Release of Claims shall be signed, include the final Purchase Order/Contract/Task Order amount. The Release of Claims template is attached and is available upon request from the Acquisition PM.

Payment Processing will begin: 1) after the Government accepts delivery of the supplies and/or services being billed, 2) receipt of invoice in accordance with these instructions.

NOTE - The acquisition PM is responsible for determining the acceptability of the invoice and annotating the Government’s official “received” date. The received date is used on occasions where interest must be calculated for late payment.

Deficient invoice submissions will be rejected.

Section J – List of Attachments

J.1 – List of Attachments

APPENDIX 3 - Submittal Register APPENDIX 4-6_ SAFETY REQUIREMENTS(mls)_20MAR2023 APPENDIX 7 - Arvin Gym Bldg 727 APPENDIX 8 - Salient Features for Pull-up Bars_Redacted APPENDIX 9 - Salient Features for VINYL BASKET TRUCK 10-per

Company_Redacted APPENDIX 12 - Salient Features for Pull-up Bars_Redacted APPENDIX 13 - Salient Features for VINYL BASKET TRUCK 10-per

Company_Redacted APPENDIX B - DIV 01 Specifications_June 2023

Section K – Representations, certifications, and other statements of offerors or respondents Provisions Incorporated by Reference

52.252-1

SOLICITATION PROVISIONS INCORPORATED (FEB 1998)

BY REFERENCE

52.212-2

EVALUATION—COMMERCIAL ITEMS (NOV 2021)

52.212.3

OFFEROR REPRESENTATIONS AND (MAY 2024)

CERTIFICATIONS—COMMERCIAL ITEMS

Section L – Notice to Offerors

Clauses Incorporated by Reference

52.209-2 Prohibition on Contracting with Inverted Domestic (NOV 2015) Corporations—Representation

52.212-5 Contract Terms and Conditions Required to Implement (MAY 2024) Statutes or Executive Orders--Commercial Products and Commercial Services

52.213-1 Fast Payment Procedure (MAY 2006)

52.213-2 Invoices (APR 1984)

52.213-3 Notice to Suppliers (APR 1984)

252.203-7002 Requirement to Inform Employees of Whistleblower Rights (DEC 2022)

252.225-7048 Export-Controlled Items (JUN 2013)

252.227-7003 Termination (AUG 1984)

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports (DEC 2018)

252.247-7023 Transportation of Supplies by Sea (JAN 2023)

Release of Claims (SAMPLE)

RELEASE OF CLAIMS

CONTRACT NO.________________________TASK ORDER NO._____

Contractor Name: ___________________________________ Address: ___________________________________

Pursuant to the terms of the above-referenced Contract or Task Order, and in consideration of the sum of $______________________, Contractor, or its successors or assignees, upon payment of the said sum by the United States of America (hereinafter, the Government), hereby releases the Government from all claims, demands, and obligations arising under said Contract or Task Order, or any modification thereof, except specified claims stated as follows (if no claims, indicate “NONE”):

In WITNESS WHEREOF, this Release of Claims has been executed this ____ day of _________________, 201___.

Signature: _________________________________________ Name: _________________________________________ Title: _________________________________________

CERTIFICATE

I, ___________________________, certify that I am the _______________________ (official title) of the company referred to herein as Contractor, and that the individual executing this Release of Claims is duly authorized to bind said Contractor.