RFTP No. 33-4012 MDCOS e-Recycle Scrap Electronics Residue Sale Request for Technical Proposal.pdf

DEFENSE LOGISTICS AGENCY

DISPOSITION SERVICES

74 WASHINGTON AVENUE NORTH

BATTLE CREEK, MICHIGAN 49037-3092

Request for Technical Proposal

Number 33-4012 e-RECYCLING DEMILITARIZATION/MUTILATION AS

CONDITION OF SALE (DCOS/MCOS) SCRAP

ELECTRONICS RESIDUE SALE

Step One of the Two-Step IFB

Request for Technical Proposal (RFTP) No. 33-4012

REQUIREMENTS AND CRITERION FOR TECHNICAL

PROPOSALS

PROPOSAL RECEIPT DEADLINE: 3:00p.m. EST, 27 January 2025

A Important Dates

B Executive Summary

C Requirements and Criteria for Technical Proposal

C.1 Format

D Electronic Format Guidance

E Technical Proposal Template for the DoD Scrap Term Contract West

E.1 Title Page:

E.2 Executive Summary:

E.3 Operational Plan:

A Important Dates

IMPORTANT DATES

TASK DEADLINE

Request Approval of Alternative Electronic Format January 16, 2025

Submit RFTP Questions January 16, 2025

Submit Technical Proposal 3:00 p.m. EST on Monday, January 27, 2025

B Executive Summary DLA Disposition Services (hereinafter, the “Agency”) is planning to offer future generations of certain Electronic

Scrap property for sale through a per pound fixed price sales contract. This contract will provide exclusive access to this material (military grade and commercial grade) for a based period 60 months with an extension period that can be used to extend the contract for a maximum of 66-months, subject to Agency’s option to cancel the contract earlier.

This sale will be conducted using a Two-Step Bid process consisting of the following steps: (1) solicitation, submission, and evaluation of Technical Proposal to determine acceptability; and (2) issuance of an Invitation for

Bid (IFB) only to those Firms who submitted acceptable Technical Proposals under Step One. In the second step, only bids based on Technical Proposals determined to be acceptable, either initially or as a result of clarifications, will be considered for awards and each bid in the second step must be based on the bidder’s own Technical

Proposal.

Accordingly, your Firm is invited to submit a Technical Proposal WITHOUT BID PRICES OR A BID DEPOSIT in accordance with the Requirements and Criterion for Technical Proposal contained in the Request for Technical

Proposal (RFTP) Number 33-4012, for the line items described in the attached DRAFT IFB. The DRAFT IFB is provided for information only and is not to be completed or submitted with the Technical Proposal 33-4012.

The RFTP identifies how the Technical Proposal is to be organized, applicable evaluation factors, and specifics from the Executive Summary Plan and Operational Plan that are required to be included in the proposal. Firms must submit a complete Technical Proposal that responds to the requirements of the RFTP 33-4012. The Sales

Contracting Officer may proceed directly with step two if there are sufficient acceptable proposals to ensure adequate price competition under step two, and if further time, effort and delay to make additional proposals acceptable and thereby increase competition would not be in the Government’s interest. If this is not the case, the

Sales Contracting Officer may request those whose proposals may be made acceptable to submit additional clarifying or supplementing information. The Sales Contracting Officer will identify the nature of the deficiencies in the proposal, or the nature of the additional information required. The Sales Contracting Officer may also arrange discussions for this purpose. No proposal shall be discussed with any offeror other than the submitter.

This RFTP is not binding on the part of the Government and does not in any way commit the Government to pay for any costs incurred in the preparation and submission of the requested Technical Proposal. The RFTP does not commit the Government to contract for the property described in the DRAFT IFB. Proposed contractual requirements (e.g., terms and conditions) will be contained in the IFB issued under Step Two.

The Agency will ONLY accept digital proposals in response to this RFTP. Firms are required to submit the

Technical Proposal via electronic media, as described in the section marked “Format”.

Each Firm shall e-mail one copy of their Technical Proposal, to the mailbox: DLA Disposition Services Sales at

DLADSSalesBids@dla.mil.

mailto:DLADSSalesBids@dla.mil

C Requirements and Criteria for Technical Proposal

C.1 Format To maximize efficiency of the proposal evaluation process, each Firm shall submit its Technical Proposal in accordance with the format provided below. Agency believes that sufficient latitude is provided such as not to prejudice or limit the comprehensiveness of the Technical Proposal.

Each Firm shall submit only one Technical Proposal in electronic media, to this Request for Technical Proposal subject to the following requirements and limitations:

1. Title Page: “Technical Proposal.” The title page of the Technical Proposal shall include: (a) the company name and name of the Firm (b) the solicitation number of the Request for Technical Proposal (33-4012);

(c) the Firm shall identify those portions of its Technical Proposal that contain copyrighted or proprietary or similar proposal data and shall also clearly mark each page of its proposal that contains such data with a restrictive legend indicating the protectable type of data contained therein.

2. Executive Summary

3. Operational Plan (Technical Proposals are not to exceed 100 pages).

The Technical Proposal is the primary basis for the evaluation of: (a) the degree to which the Firm’s claims of performance capacity are supported, and (b) the ability of the Firm to perform in accordance with the requirements of the draft invitation for bid. The technical factors to be considered are those discussed herein.

Each Firm is cautioned to pay particular attention to the following factors in preparing its Technical Proposal and to provide sufficient detail in the proposal to demonstrate its complete understanding of the scope of the work involved, including the requirement to comply with all Federal, state, and local laws and regulations.

1. The Technical Proposal shall be sufficiently detailed, specific and complete as to enable Government personnel to make a thorough evaluation of the proposal and a sound determination that the Firm will have a reasonable likelihood of meeting the requirements and objectives of the Government. These objectives are to ensure that the Firm understands the logistics of timely property removals from the DOD installation.

This will include property assurance, reporting requirements, inventory controls, and Trade Security clearance to meet National Security needs of the US Government.

2. General statements such as “standard procedures will be used,” or “well-known techniques will be utilized,” and generalities of textbook theories and techniques, will not constitute compliance with these requirements concerning the content of the Technical Proposal. Proposals lacking technical expertise will be disqualified from further consideration.

3. The Technical Proposal must encompass all paragraphs outlined in section E.3 (Operational Plan) below.

Only Firms that are found to have acceptable Technical Proposals will be afforded the opportunity to continue to step two with the bid process and submit their monetary bids.

The following Technical Proposal organizational layout is required to facilitate the technical evaluation:

I. TITLE PAGE

II. EXECUTIVE SUMMARY

III. OPERATIONAL PLAN

Questions should be emailed directly to the SCO at: DLADSSalesBids@dla.mil. The cutoff date for questions concerning the Draft IFB or RFTP will be 7 business days prior to the RFTP closing date of January 27, 2025. All questions received after January 16, 2025, will not be published.

Firms are responsible for submitting proposals and any modifications, revisions, or withdrawals, so as to reach the

Government office designated by no later than 3:00 p.m. EST on Monday, January 27, 2025. Late rules are outlined in FAR 52.212-1(f).

D Electronic Format Guidance Firms must submit the emailed Technical Proposal via paperless electronic media with the information required by the Agency. Firms must submit the electronic Technical Proposal and any supplemental information (such as spreadsheets, backup data, and technical information) as part of the 100-page package, pages shall be numbered, in accordance with the following electronic formats:

- Files readable using these Microsoft Office® Products: WORD, EXCEL, POWERPOINT, or ACCESS.

- Spreadsheets must be sent in a file format that includes all formulas, macro, and format information.

- Files in Adobe® PDF (Portable Document Format).

- Print image (scanned document that cannot show the calculations) is not acceptable.

- Files in HTML (Hypertext Markup Language): HTML documents must not contain active links to live

Internet sites or pages. All linked information must be contained within the Firms electronic offer and be accessible offline.

Other electronic formats: Before preparing the Firms Technical Proposal in any other electronic format, the Firm must send an e-mail to the Sales Contracting Officer (SCO) at: DLADSSalesBids@dla.mil. To obtain a decision as to the alternate format acceptability. This e-mail must be received by the SCO no later than January 16, 2025, seven

(7) business days before the closing date. Failure to e-mail the SCO within this timeframe to seek an alternate format's acceptability may result in rejection of the Firms submission. All alternate formats must be at no cost to the

Government.

Firms must submit their Technical Proposal via e-mail to: DLA Disposition Services Sales RFTP at

DLADSSalesBids@dla.mil.

The subject line of the e-mail must read: “Technical Proposal – e-RECYCLING TERM SALE, COMPANY NAME, CLOSES January 27, 2025.”

Maximum size of each e-mail message shall be three and one-half (3.5) megabytes.

Firms may use multiple e-mail messages for each submission; however, the subject lines must be annotated as described above for each message, and number them in this manner: “Message 1 of 3, 2 of 3, and 3 of 3, etc.”.

If Firms choose to password-protect the proposal, the password must be provided to the Agency before the closing date. Contact the SCO to arrange a means of providing it.

Firms shall make every effort to ensure that their submission is virus-free, due to information technology security software currently in use which may block transmission of messages/proposals if the e-mail or attachment(s) contain anything that is suspected of containing viruses or malicious content. Due to such security software in place, Firms are cautioned to ensure their submission e-mails do not contain any images or hyperlinks to webpages or social media. Firms are cautioned to contact the SCO to verify receipt of their proposal well before the time due for proposals. Firms remain responsible for ensuring proposals are received by the SCO before the specified time, and extensions will not be granted in the event a particular Firm’s Technical Proposal is found to have been blocked.

Submissions (or portions thereof) which do reflect the presence of a virus, or which are otherwise rendered unreadable by damage in either physical or electronic transit, shall be treated as “unreadable”.

If any portion of a proposal received by the Sales Contracting Officer electronically is unreadable, the SCO shall immediately notify the Firm and permit the Firm to resubmit the unreadable portion of the proposal. The method and time for resubmission shall be prescribed by the SCO after consultation with the Firm and it shall be documented in the file. The resubmission shall be considered as if it were received at the date and time of the original unreadable submission for the purpose of determining timeliness under Formatting section of this RFTP provided the Firm complies with the time and format requirements for resubmission prescribed by the SCO.

mailto:DLADSSalesBids@dla.mil

E Technical Proposal Template for the DoD Electronic Scrap Contract Technical proposals must demonstrate a comprehensive grasp of the project's requirements, offering detailed insights into the methodologies and procedures aimed at achieving the outlined objectives as per the initial Invitation for Bids (IFB) draft. Proposals that merely restate the government's specifications or rely on generic phrases like

"will comply" or "standard techniques will be used" will not meet the evaluation criteria and will be disqualified from further consideration. It is crucial that proposals demonstrate a strong level of technical expertise, especially in the field of electronic scrap processing. Proposals lacking technical expertise will be disqualified from further consideration. An offeror's acceptability is contingent upon possessing relevant and comparable experience.

E.1 Title Page:

Company Name

TECHNICAL PROPOSAL

REQUEST FOR TECHNICAL PROPOSAL

Number 33-4012

TERM QUANTITY SALE OF DOD ELECTRONIC SCRAP

Submitted: Date

Identify those portions of its Technical Proposal that contain copyrighted or proprietary or similar proposal data and shall also clearly mark each page of its proposal that contains such data with a restrictive legend indicating the protectable type of data contained therein.

E.2 Executive Summary:

The Executive Summary shall highlight the Firm’s approach and shall summarize the key capabilities and general features of the Firm’s resources, its financial capacity, its experience and understanding of the business and of the operational efforts required.

E.3 Operational Plan:

Your Firms proposal will be evaluated based on the thorough provision of details of the technical approach to each question below that demonstrates the capability to safely Demilitarize/Mutilate, Resell, transport, and remove property from site from award and throughout the term of the contract, as well as the quality assurance practices planned to ensure compliance with all Federal, state, and local laws and regulations as stated in the Draft IFB. The factors that must be covered include:

1. Please provide details regarding your Firm's equipment that will be used for processing robust military electronic equipment. Military equipment is specifically engineered to withstand harsh environmental conditions, electromagnetic interference, and physical stress while reliably performing critical functions in various military operations. These assets pose processing challenges that surpass those typically encountered with the commercial grade electronic equipment and your response should detail the approach to managing reinforced casings. Equipment may encompass a range of tools such as Shredders, Crushers, Separation Equipment, Dismantling Tools, Material Recovery Systems, Refining Equipment, Waste to

Energy Systems, Environmental Control Systems, and Data Destruction Equipment. Refer to section C.10 of draft IFB. Your Firm’s response must address the following:

a. Describe your Firm’s advanced equipment and techniques used for efficient sorting, dismantling, and material recovery appropriate for the type and volume of materials, processing the

~2,000,000 lbs. per month under this contract having robust, reinforced casings of military grade and commercial grade property.

b. Describe your Firm’s preventive maintenance schedule for equipment that will be utilized under this contract.

c. Describe your Firm’s contingency plan in case of equipment failure or downtime for processing the ~2,000,000 lbs. per month under this contract.

d. How efficiently would your Firm’s equipment process materials listed above, what is the throughput or capacity of the equipment.

e. Describe how the equipment complies with environmental regulations and standards.

Offeror response:

2. Describe your Firm's proficiency in demilitarizing/mutilating electronic scrap property. Understanding the challenge of comprehensively listing every commodity of excess military equipment, your capability to address diverse electronic materials is paramount. It is expected that your operations will handle the

~ 2,000,000 pounds per month. Refer to General Statements of Contract and section C.8 of draft IFB for item description.

3. Describe how you will maintain segregation of material. All property procured under this contract will be treated as Controlled and Non-Controlled, the DEMIL and DMF property is subjected to demilitarization/mutilation without commingling. DEMIL-required property will be allocated to designated locations distinct from those designated for mutilation-required property. How will your Firm accomplish this i.e., physical barriers, labeling, signage, or other means to prevent mixing or contamination of property streams of this contract and other property streams from other companies. Throughout processing, these two property streams will remain segregated. Only upon the completion of demilitarization/mutilation certification by both parties will the consolidation of property into a single location be permitted. The D4R property will be segregated from other property streams as well. Refer to General Statements of Contract and section C.9 of draft IFB for item description.

4. Elaborate on your Firm's capacity to conduct the necessary joint inventories as outlined in the draft IFB.

Refer to section C.13 of the draft IFB. Your Firm’s response must address the following:

a. Capacity to conduct the necessary joint inventories.

b. How the joint inventory collaboration will take place.

c. Understanding of the inventory procedures.

5. Dunnage and packaging materials may be segregated or dismantled and weighed individually. It is the responsibility of your Firm to ensure proper disposal or recycling of these materials. Your Firm will not incur charges for this weight. Please describe your approach to managing and implementing an auditable tracking mechanism for dunnage that is not billed. Refer to section C.13 of the draft IFB. Your Firm’s response must address the following:

a. Auditable tracking mechanism for dunnage that will not be billed.

b. How will the dunnage be disposed of within environmental regulations.

6. Your Firm will need to undergo DEMIL training and designate Certifiers who will act as signatories on necessary certifications. Please outline your Firm's strategy for ensuring that Certifiers are consistently present on-site to facilitate the disposal process without interruptions. Refer to section C.7 of the draft IFB for certifier training requirements.

7. Provide names and business contact information of the Company Chief Executive Officer(s) and all other

Key Persons required to successfully support the requirements of this Draft IFB, by function and include experience on similar projects. Similar work experience refers to documented experience and expertise in handling, processing, and recycling various types of electronic scrap materials commonly encountered in electronic scrap processing operations.

Bidders with no direct experience with similar types of electronic scrap processing may demonstrate experience using key personnel who have performed similar work using similar equipment. Sufficient details of the personnel, their experience, and their role in the company must be provided to demonstrate that their successful past performance is likely to translate into successful performance for the bidder on this requirement.

8. Provide the name, address, phone numbers, contract number (if applicable) and a brief description of the services, of either commercial clients or Government agencies, for which prior comparable services have been rendered, within the last five (5) years. Firm must provide evidence of demonstrable experience in business arrangements involving electronic scrap processing. Proposals that do not demonstrate successful experience with similar types of scrap processing work will be disqualified from further consideration.

Bidders with no direct experience with similar types of scrap processing may demonstrate experience using key personnel who have performed similar work using similar equipment. Sufficient details of the personnel, their experience, and their role in the company must be provided to demonstrate that their successful past performance is likely to translate into successful performance for the bidder on this requirement.

9. Describe how your Firm has the financial capability to meet requirements the Contract Deposits and

Financial Retention. Refer to section F in draft IFB. DO NOT DISCLOSE ANY BID PRICING OR BID

INFORMATION.

a. Bid Deposit, $200,000.

b. Payment Deposit, $3,000,000.

c. Financial Guarantee Bond, $8,000,000.

d. Provide a detailed narrative outlining its ability to make the required prepayment and fund the startup financial requirements of the contract.

i. Financial Stability: Describe the firm's overall financial health, including current assets, liabilities, and cash flow projections relevant to the contract.

ii. Prepayment Ability: Provide specifics on the firm's capability to make any upfront prepayments or deposits as stipulated in the contract terms.

iii. Startup Costs Coverage: Detail how the firm intends to cover initial startup costs, including operational expenses, staffing, procurement of necessary resources, and any other financial commitments required at the onset of the contract.

iv. Financial Backing or Support: Disclose any financial backing, lines of credit, or support from investors, banks, or other entities that will facilitate meeting the financial obligations of the contract.

v. Risk Mitigation Strategies: Outline strategies the firm has in place to mitigate financial risks associated with the startup phase of the contract.

10. Describe how your Firm transportation network capabilities will accommodate the logistical requirements.

Specifically, the understanding of the requirement to pick up property at the 25 identified locations within the strict five-day timeframe. Provide a detailed description of your transportation network's capabilities, including fleet size, geographic coverage, scheduling flexibility, and any specialized services or technologies that enable you to meet such demanding requirements. Refer to section B.9 in draft IFB.

Please address the following:

a. Understanding of the necessity to pick up property at 25 identified locations within a strict five-day timeframe.

b. Detailed description of your Firm’s transportation network's capabilities.

i. Consider fleet size, geographic coverage, scheduling flexibility, and any specialized services or technologies offered.

11. Describe your Firms strategy for compliance with National Security Agency (NSA) regulations to pulverize circuitry measuring equal to or less than 1mm or subject to temperature above 2800 degrees Fahrenheit and crushing ashes should be described in detail. Please include specifics regarding the equipment your Firm will utilize for these tasks, demonstrating your commitment to meeting NSA requirements. This material must be processed on-site and is not authorized for processing at other facilities and this capability must be in place prior to contract award. Additionally, elaborate on your Firms dedication to submitting comprehensive security plans and accommodating on-site qualifying inspections to ensure full compliance.

Refer to section C.5 in draft IFB.

12. Describe your Firms commitment for compliance through a comprehensive strategy for the development and maintenance of the web-based application, Q-Tool, specifically tailored for conducting D4R (only) property reviews. The Q-Tool must provide unrestricted access to Agency personnel tasked with property reviews under this contract. Its primary function is to facilitate the determination and confirmation of sales eligibility with utmost efficiency and accuracy. The Q-Tool application will have the ability to export the data into a spreadsheet format and will include the following fields:

a. Purchaser Material ID Number/Lot Number Purchaser Site Location of the Property Federal Supply

Class (FSC) (if available).

b. National Item Identification Number (NIIN) or Local Stock Number (LSN) (if available).

c. Item Name/Description.

d. Part Number and Manufacture Model Number.

e. Quarantine Date (date entered quarantine).

f. Photographs of Item (pictures of each side of the item and the data plate are required).

Refer to section C.19 in draft IFB.

13. Describe your Firms robust system for maintaining property accountability. Tracking all property removed from Agency locations and coordinated direct shipments, Controlling and tracking all demilitarization/mutilation required property until property is property demilitarized/mutilated per DOD regulations, and thoroughly documenting all D4R assets sold for the entire duration of the contract. Refer to section C.6 in draft IFB. Please address the following:

a. Describe the comprehensiveness of the system in tracking all property removed from Agency locations and coordinating direct shipments.

b. Describe the technology and processes used to track property movement from pick up to final disposal of the DEMIL/DMF property.

c. Describe the technology and processes used to track the sale of eligible D4R property.

d. Identify and assess potential risks to the IT system. This includes understanding threats (e.g., cyber-attacks, data breaches) and vulnerabilities (e.g., outdated software, weak passwords).

e. Describe your Firm’s comprehensive security policies that are in place that cover aspects such as access control, data handling, incident response, and compliance with relevant regulations.

14. Describe your Firms strategy for the Performance commencing sixty (60) calendar days following the award, or as determined during the initial start of work meeting, during which the Purchaser must be ready to receive property. Purchaser must describe how their Firm will be prepared to pick-up and receive property from all 25 locations. Refer to section H.4 in draft IFB.

15. Describe how your Firm has the capability to meet requirements environmental permits. Specifically address your Firm’s experience in complying with general Industrial Stormwater Permits, Clean Air Act

Permits, and other scrap/waste regulations. For example, list specific Best Management Practices employed at the processing location for compliance with Industrial Stormwater permits. Also describe how any downstream recipients of Government property who will further process the material have the capability to pass an Environmental Responsibility Determination (ERD) for adherence to conditions of

Federal, state, and local regulations. To pass an ERD, your Firm must demonstrate that downstream processors of Government property hold required permits for the material and are in good standing with respective regulators. Your Firm must demonstrate a comprehensive understanding and commitment to environmental stewardship and compliance, in consideration of the following:

a. Adherence to all relevant environmental laws, regulations, and permits applicable to the specific industry. Provide copies of permit documentation. Permit documentation is excluded from the

100-page RFTP requirement.

b. Proper handling, treatment, recycling and disposal of waste materials in compliance with applicable regulations.

16. Describe your Firms ability upon the discovery of miss-shipped classified, MPPEH, radioactive, or hazardous property to photograph, gather the required information listed in section C.27 of the draft IFB.

17. Describe your Firms certification compliance. Refer to section C.26 of draft IFB. Provide copies of certification documentation. Certification documentation is excluded from the 100-page RFTP requirement.

Your Firm must have certifications with:

a. e-Steward Standard or

b. R2

18. Describe your Firms fencing intended for outdoor processing areas. If all processing will be conducted within an enclosed facility, please address accordingly. For outdoor processing areas, confirm your fencing materials and height comply with Section C.21 of the draft IFB and that your indoor troubled property area complies with Section C.21 of the draft IFB. Alternatively, provide details on any alternative fencing materials you propose for consideration.

19. Please provide a copy of the title or lease agreement that the Purchaser plans to use for contract performance. It is expected that the Purchaser will have, or will secure, the legal right to utilize the facilities for the duration of the contract. For more details, see section B.1 of the draft IFB. Note that title of ownership or leasing documentation is not included in the 100-page RFTP limit.