SAM.gov RFQ000904_Web Based Postage Services.pdf

REQUEST FOR QUOTATION

FEDERAL BUREAU OF

INVESTIGATION

FINANCE DIVISION | PROCUREMENT SECTION

Request for Quotation

Please note, this is not an Order

Date: September 4, 2024

To: Interested Vendors

From: Federal Bureau of Investigation / Finance Division

Subject: Request for Quotation – Web Based Postage Services

Solicitation Number: RFQ000904

The Federal Bureau of Investigation (FBI) Procurement Section is issuing this Request for

Quotation (RFQ) for the purpose of establishing a Firm Fixed Price, single award definitive contract for one (1) base year and four (4) possible one-year option periods to acquire Web

Based Postage as stated in Attachment A Statement of Work (SOW).

The anticipated period of performance for this Contract shall be September 29, 2024, through

September 28, 2029. The services shall be provided to 331 offices. The period of performance is as follows:

Period CLIN Begin End

Base 0001 09/29/2024 09/28/2025

Option Year 1 1001 09/29/2025 09/28/2026

Option Year 2 2001 09/29/2026 09/28/2027

Option Year 3 3001 09/29/2027 09/28/2028

Option Year 4 4001 09/29/2028 09/28/2029

Contractors interested in competing for this effort may submit quotes in accordance with the procedures set forth in this RFQ. All quotes shall be firm-fixed-priced. The Government reserves the right to terminate the RFQ at any time during the validity period.

Quotes shall be valid for at least 90 days after the closing date of the solicitation.

Questions or Requests for Additional Information shall Are Due: Monday, September 9th, 2024 @ 1:00pm CST

Quotes Must Be Submitted No Later Than: Monday, September 16th 2024 @ 1:00pm CST.

Quotations/offers sent via other means (i.e. via telephone call, facsimile transmission, etc.) will not be considered.

1.0 General Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulations (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Interested parties are responsible for monitoring this site to ensure they have the most up to date information about this acquisition. No partial quotes will be considered. No partial awards will be made.

The North American Industry Classification System NAICS: 561499, All Other Business

Support Services; the size standard is $21.5 M. The statement of work (SOW) is attached as

Attachment 1. This contract will be structured as Firm Fixed Price, single award definitive contract for one (1) base year and four (4) possible one-year option periods. Contract awarded will be awarded on an all or none basis as a commercial purchase. The FBI anticipates making this contract award to the offeror who is technically acceptable with a fair and reasonable price.This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2024-05. This requirement will be awarded on an all or none basis as a commercial item under the procedures at FAR Parts 12 and 13.

2.0 Descriptions / Specifications

2.1 Purpose

The purpose of this contract is to provide the services of a United States Postal Service (USPS) approved contractor to provide 24/7 web-based postage directly via a secure Internet website.

Services shall include, but are not limited to weighing, calculating and printing of postage to be physically affixed on each mail piece; obtaining all postage via the USPS Official Mail Accounting

System (OMAS); providing postage tracking and activity in report form by each location and user;

as well as digital scales, automated and timely postage rate increases, installation, training, USPS registration, licenses, fees, supplies, call center technical support and consolidated invoicing. All services, equipment, postage, supplies, etc., shall meet USPS regulations and be in full compliance with all regulations described in the most current issue of the USPS Domestic Mail Manual. The classification for this procurement is unclassified.

2.2 Scope of Work

The service is web-based postage with 331 account that user can access via the internet. The service also includes the physical scales that will be provided by the contractor to each of the 331 locations. The service will be used by 331 locations to be disclosed to the awardee at the time of award.

Shipping cost (within CONUS) is to be included in vendor’s pricing for any equipment or items to be shipped.

Please see Attachment A Statement of Work (SOW) for the full scope of work.

2.3 Type of Contract

The Government intends to establish a single award definitive contract. The Contract shall establish firm pricing for one (1) twelve-month base period and four (4) twelve-month option periods.

2.4 Contract Line Items (Fixed Prices) / CLIN Structure

The offeror shall provide firm-fixed pricing for the work stated in the Statement of Work in

Attachment A –for the base period and four (4) subsequent option periods. This pricing will reflect the Contractor’s ability to fulfill this requirement in its entirety. Failure to quote the period of performance in its entirety will result in the offeror being considered nonresponsive and, therefore, not considered for award. Shipping cost (within CONUS) is to be included in vendor’s pricing for any equipment or items to be shipped. Deliveries shall be shipped FOB Destination to all FBI (and other approved Federal government) locations within the continental United States (CONUS), as well as Hawaii, Alaska, and Puerto Rico.

Pricing should follow the Contract Line-Item Number(s) (CLIN(s)) as stated in the chart below. A firm fixed price should be quoted for each year.

The table below lists the Contract Line-Item Number(s) (CLIN(s)):

Base 0001 09/29/2024 09/28/2025

Option Year 1 1001 09/29/2025 09/28/2026

Option Year 2 2001 09/29/2026 09/28/2027

The Government will order services/ supplies as needed during the performance period of this contract. The services and supplies listed in Attachment A—SOW are estimates only and will not guarantee purchases by this contract.

2.5 Purchase Ceiling

The anticipated ceiling for this Contract, to include the base period and four (4) option periods, is

$400,000.00.

2.6 Delivery and Installation/ Package Processing

See Attachment A – SOW

2.7 Reports and Administrative Duties

See Attachment A- SOW

2.8 Ordering Process

See Attachment A- SOW

2.9 Invoice and Payment

The Federal Bureau of Investigation (FBI) requires vendors to submit invoices and supporting documentation electronically through the Invoice Processing Platform (IPP).

IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the

Treasury’s Bureau of the Fiscal Service (Treasury) in partnership with the Federal Reserve Bank of St. Louis (FRSTL). IPP is available at no cost to any commercial vendor or independent contractor doing business with a participating government agency. To learn more about IPP, please visit IPP.gov.

The following sections provide important information regarding FBI’s electronic invoicing requirements.

Invoice Submission

Vendors are required to create and submit electronic invoices using the IPP system. Invoices submitted by email will not be accepted. This requirement applies immediately upon contract award.

3.0 Quotation Requirements

• All quotes shall be firm fixed price.

• Vendor must provide evidence that they are a United States Postal Service (USPS) approved contractor authorized to provide 24/7 web-based postage directly via a secure

Internet website. (i.e. certificate, authorization letter). If documentation is not included in submitted bid, quote shall be considered “unresponsive”.

• Offers shall be valid for 90 calendar days from closing of posting.

The provision at FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial

Services (Mar 2023) is incorporated by reference. The provision is amended as follows:

Responsible sources shall provide the following:

1. Cover Page –

The Cover page should include the following:

a. Company name and address,

b. Point of Contact (POC) with the ability to contractually bind the company, POC phone number, POC email address

c. Unique Entity Identifier

d. Small business representation and associated NAICS http://www.ipp.gov/

2. Technical Volume that includes two sub-factors:

Technical Approach and Management Plan. This volume is limited to 15 pages total

(excluding resumes and relevant experience narratives) and shall be submitted as a pdf and labeled VendorName_TechVolume with VendorName replaced with quoter’s company name.

The Quoter shall provide resumes for the Key Personnel (to include the Account

Manager (AM) and Technical Account Manager (TAM)) detailed in the management plan.

b. Management Plan Sub-Factor – The Quoter shall provide their approach to meet SOW requirements and time estimates for compliance with administrative specifications

(reports, etc.) of the SOW; and local compliance with security measures specified in the solicitation; and accounts information management controls.

c. The Quoter shall provide a brief narrative detailing experience providing similar services as those required in the SOW for at least two contracts performed within the past

3 years utilizing the Relevant Experience Narrative (Attachment C).

3. Past Performance

The past performance proposal serves to share information regarding the quality of an Offeror’s past performance and the extent of an Offeror’s experience performing the required work. The Offeror shall forward a copy of the past performance questionnaire, located in Section J, Attachment 2, to three (3) references.

References should be associated with either current contracts or contracts performed within the past three (3) years that are similar to this requirement in scope, size, and complexity. If possible, references should come from the law enforcement community. Do not forward questionnaire to FBI personnel; internal performance reports are accessible to evaluators.

Clear instructions shall be provided to the references requesting the completed form be sent directly to the attention of the Contracting Officer. It is imperative that the references have the past performance questionnaire completed and returned by the proposal deadline. The completed questionnaires may be returned electronically.

Point of contact information:

Holly Cloud Contract Specialist Federal Bureau of Investigation e-mail: hcloud@fbi.gov

The Offeror shall provide in its proposal, a list of references that were requested to respond to the past performance questionnaire along with point of contact information (name, email address, phone number). The Contracting Officer will make one attempt to contact the reference(s) that did not return the past performance questionnaire by the deadline. Ratings on past performance can only be given on the responses received. An Offeror without any past performance information will receive a neutral rating.

The Government reserves the right to consider any past performance information, above and beyond what the Offeror supplies in Volume 3, if those efforts performed for other agencies of the Federal, state, or local governments as well as commercial customers is deemed relevant. The assessment of past performance will be used as one means of evaluating the credibility of the Offeror's technical proposal. A record of marginal and unacceptable past performance may be considered an indication that the current offer may be less than reliable and pose a high risk to the Government.

Such an indication may be reflected in the Government's overall best value assessment of the Offeror's proposal.

4. Pricing

Quoters shall provide pricing in the chart format stated below. Pricing should include pricing for a six- month extension per FAR 52.217-8, Option to Extend Services.

Pricing should follow the Contract Line-Item Number(s) (CLIN(s)) as stated in the chart below. A firm fixed price should be quoted for each year.

Shipping cost (within CONUS) is to be included in vendor’s pricing for any equipment or items to be shipped. Deliveries shall be shipped FOB Destination to all FBI (and other approved Federal government) locations within the continental United States (CONUS), as well as Hawaii, Alaska, and Puerto Rico.

The table below lists the Contract Line-Item Number(s) (CLIN(s)):

Base 0001 09/29/2024 09/28/2025

Option Year 1 1001 09/29/2025 09/28/2026

Option Year 2 2001 09/29/2026 09/28/2027

4.0 Process Schedule

4.1 Submission of Questions

Interested offerors must submit any questions concerning the solicitation at the earliest time possible to enable the Buyer to respond. Questions may be submitted to the attention of Holly Cloud at HCloud@fbi.gov, no later than

Monday September 9th ,2024, at 1:00 pm CST.

4.2 Submission of Quotations

Quotations/offers and any accompanying information shall be submitted via email to the attention of Holly Cloud, Contract Specialist, at

HCloud@fbi.gov, no later than Monday September 16th , 2024, at 1:00pm

CST. Quotations/offers sent via other means (i.e. via telephone call, facsimile transmission, etc.) will not be considered. Offers must be valid for

90 calendar days after submission.

5.0 Provisions and Clauses

Offerors must comply with the following commercial item terms and conditions, which are incorporated herein by reference:

FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services

FAR 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial

Services-Offerors must submit a completed copy of the listed representations and certifications.

FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes of Executive

Orders-Commercial Products and Commercial Services, paragraph (a) and the following clauses in paragraph (b): 52.203-6 (with Alternate I), 52.203-13, 52.203-17, 52.204-10, 52.204-27, 52.204-28, 52.209-6, 52.209-9, 52.219-6, 52.219-8, 52.219-13, 52.219-14, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.223-23, 52.225-1, 52.225-13, 52.226-8, 52.232-33.

JAR 2852.212-4, Contract Terms and Conditions, Commercial Items (FAR Deviation)

The full text of the referenced FAR and JAR clauses may be accessed electronically at https://www.acquisition.gov.

The following clauses are provided in full text:

FAR 52.212-2 Evaluation-Commercial Products and Commercial Services (NOV 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the

Government, price and other factors considered. The following factors shall be used to evaluate offers:

Technical capability to meet the Government requirement_

Price___________________________________________ [Contracting Officer shall insert the significant evaluation factors, such as (i) technical capability of the item offered to meet the

Government requirement; (ii) price; (iii) past performance (see FAR 15.304); and include them in the relative order of importance of the evaluation factors, such as in descending order of importance.]

Technical and past performance, when combined, are _equal_ [Contracting Officer state, in accordance with FAR 15.304, the relative importance of all other evaluation factors, when combined, when compared to price.]

(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.

(End of provision)

52.217-8 Option to Extend Services (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months.

The Contracting Officer may exercise the option by written notice to the Contractor within 60 days before the contract expires.

(End of clause)

FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000)

a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 (five) years/60 (sixty) months.

FBI-0023 Federal Bureau of Investigation Electronic Invoicing Requirements (June 2022)

Invoice Submission

Vendors are required to create and submit electronic invoices using the IPP system. Invoices submitted by email will not be accepted. This requirement applies immediately upon contract award. For contract-specific questions, please contact the designated contracting officer for your contract.

Obtaining IPP Access

If your company has already enrolled in IPP: You will not be required to re-register. Please contact your company's IPP account administrator so that he/she may add you as an additional user to your company's IPP collector account.

If your company has NOT enrolled in IPP: Your company will be auto enrolled for IPP using information from your SAM account. Your company's Primary Electronic Business Point of

Contact (POC) will be designated as an IPP administrator. This POC will be contacted by email to register when the FBI initiates the enrollment process through IPP. To prevent enrollment delays, please ensure your designated Electronic Business POC in sam.gov is up to date. Your company's IPP administrator will be responsible for initial account registration as well as creating and managing your company's IPP users and permissions. Please note that due to U.S.

Department of the Treasury guidelines, IPP cannot set up User IDs using a shared email address.

How to register for IPP:

1. Once FBI Initiates the enrollment process, your company's designated Electronic Business

POC in sam.gov will receive two emails from IPP Customer Support

(noreply@mail.eroc.twai.gov). The first email contains the initial administrative IPP User ID. The second email, sent with 24 hours of receipt of the first email, contains a temporary password.

You must log in with the temporary password within 30 days.

2. Registration is complete when the initial administrative user logs into the IPP web site with the User ID and password provided and accepts the IPP rules of behavior. Additional user accounts, including administrators, can be created after initial login.

Training

Vendor training materials, including a first-time login tutorial, are available on the IPP.gov website. Once you have logged in to the IPP application, you will have access to user guides that provide step-by-step instructions for all IPP capabilities ranging from creating and submitting an invoice to setting up email notifications.

Additional Support

IPP Customer Support Team is available Monday through Friday from 8:00 am to 6:00 pm EST.

Phone: (866) 973-3131 or email: IPPCustomerSupport@fiscal.treasury.gov For answers to frequently asked questions, visit the Vendor FAQ page on the gov web site.

JAR 2852.233-70 Protests Filed Directly with the Department of Justice (NOV 2020)

(a) The following definitions apply in this provision:

(1) “Agency Protest Official” (APO) means the Deciding Official for a procurement protest filed with a contracting activity of DOJ when the contracting officer will not be the

Deciding Official because of the protestor's election under JAR 2833.103(b)

(2) “Deciding Official” means the official who will review and decide a procurement protest filed with the agency. The Deciding Official will be the contracting officer unless the protestor requests pursuant to JAR 2833.103(b) that the protest be decided by an individual above the level of the contracting officer, in which case the HCA will designate an APO to serve as the Deciding Official.

(3) “Interested Party” means an actual or prospective offeror whose direct economic interest would be affected by the award of a contract or by the failure to award a contract.

(b) Only interested parties may file a protest.

(c) An interested party filing a protest with the DOJ has the choice of requesting either that the Contracting Officer or the APO decide the protest.

(d) A protest filed directly with the DOJ shall:

(1) Indicate that it is a protest to DOJ.

(2) Be filed with the Contracting Officer.

(3) State whether the protestor chooses to have the Contracting Officer or the Agency

Protest Official decide the protest. If the protestor is silent on this matter, the Contracting Officer will decide the protest.

(4) Indicate whether the protestor prefers to make an oral or written presentation of arguments in support of the protest to the deciding official.

(5) Include the information required by FAR 33.103(d)(2):

(i) Name, address, facsimile number and telephone number of the protestor.

(ii) Solicitation or contract number.

(iii) Detailed statement of the legal and factual grounds for the protest, to include a description of resulting prejudice to the protestor.

(iv) Copies of relevant documents.

(v) Request for a ruling by the agency.

(vi) Statement as to the form of relief requested.

(vii) All information establishing that the protestor is an interested party for the purpose of filing a protest.

(viii) All information establishing the timeliness of the protest.

(e) The decision by the APO is an alternative to a decision by the Contracting Officer. The

APO will not consider appeals from the Contracting Officer's decision on an agency protest and a decision by the APO is final and not appealable.

(f) The Deciding Official may conduct a scheduling conference. The scheduling conference, if conducted, will establish deadlines for oral or written arguments in support of the agency protest and for agency officials to present information in response to the protest issues. The deciding official may hear oral arguments in support of the agency protest at the same time as the scheduling conference, depending on availability of the necessary parties.

(g) Oral conferences may take place either by telephone or in person.

(h) The protestor has only one opportunity to support or explain the substance of its protest.

DOJ procedures do not provide for any discovery. The deciding official may request additional information from the agency or the protestor. The deciding official will resolve the protest through informal presentations or meetings to the maximum extent practicable.

(i) A protestor may represent itself or be represented by legal counsel. The DOJ will not reimburse the protester for any legal fees related to the agency protest.

(j) The DOJ will stay award or suspend contract performance in accordance with FAR

33.103(f), unless the contract award is justified, in writing, for urgent and compelling reasons or is determined, in writing, to be in the best interest of the Government. The justification or determination shall be approved at a level above the Contracting Officer. The stay or suspension, unless over-ridden, remains in effect until the protest is decided, dismissed, or withdrawn.

(k) The deciding official will make a best effort to issue a decision on the protest within thirty-five (35) days after the filing date. The decision shall be written, and provided to the protestor using a method that provides for evidence of receipt.

(l) The DOJ may dismiss or stay proceedings on an agency protest if a protest on the same or similar basis is filed with a forum outside DOJ.

(End of Clause)

6.0 System for Award Management (SAM) Requirement

Please ensure your firm is registered in System for Award Management (SAM) - All vendors must be registered in SAM, effective July 29, 2012, to receive government contracts. The FBI utilizes a financial system that has a direct interface with the SAM. If any current FBI vendor data conflicts with SAM Data, the information contained in SAM may override our current information. Please ensure that your company’s SAM information is updated and accurate. This includes: TIN, EFT, DUNs, addresses and contact information.

7.0 Requirements for Procurement of Critical Assets

Every effort must be made to ensure that supplies are provided and integrated and services are performed using sound security components, practices, and procedures. Acquisition of supplies or services from concerns under Foreign Ownership, Control, or Influence (FOCI) or of supplies developed, manufactured, maintained, or modified by concerns under FOCI

(any or all of which shall be referred to herein as "Use of FOCI source") is of serious concern and must be approved prior to contract award. Approval decisions will be made on a case by case basis after the source or technology has been identified by the Offeror and subjected to a risk assessment. The risk assessment process will vary depending on the acquisition type and proposed use of a FOCI source, available risk mitigation measures, and the information/justification provided by the Offeror.

Any Offeror responding to this Request for Proposal (RFP), Request for Quotation (RFQ), or Sealed Bid acknowledges the Government's requirements to secure services or equipment from firms which are not under Foreign Ownership, Control, or Influence

(FOCI), or where any FOCI, in the opinion of the Government, adversely impacts on

National Security or security requirements. The Offeror understands and agrees that the

Government retains the right to reject any response to this RFP, RFQ, or Sealed Bid made by the Offeror, without any further recourse by or explanation to the Offeror, if the FOCI for that Offeror is determined by the Government to be an unacceptable security risk.

Risk assessments will be on a case by case basis and will be used to determine whether the use of a FOCI source poses an unacceptable security risk. If an unacceptable security risk is determined, the Government retains the right to reject the use of a FOCI source or to require that certain risk mitigation measures be taken by the Offeror. Similarly, the

Government retains the unilateral right to approve the use of a FOCI source when the risk assessment indicates that such use would be in the Governments' best interests. If the use of a FOCI source is not approved, no classified information will be disclosed to the Offeror as part of the Government's rationale for non-approval. The Offeror (prime and subs) may not seek reimbursement from the Government for any costs associated with responding to this RFP, RFQ or Sealed Bid, as a result of a FOCI non approval decision.

8.0 Evaluation Factors

Award shall be made to the offeror whose quotation, conforming to this solicitation, is determined to be Responsible, Lowest Price Technically Acceptable. The award will be based on the firm fixed price quote with NET30 payment terms. By submitting a quote to this RFQ, you agree to all terms and conditions listed herein. All terms and conditions listed in this RFQ trump any information listed on the vendors quote. Any requested documentation not included with the original submission shall disqualify the quote from further consideration.

10.0 Government Representatives

10.1 Contracting Officer

The CO is the appointed authority to bind the Government to the extent of the authority delegated. Direction that will modify the scope, schedule, terms and conditions, funding, or any other action that may modify the agreement as originally entered into with the Government must be given only by the CO.

This contract will be administered by:

Name: Holly Cloud

Title: Contract Specialist

Email: hcloud@fbi.gov

10.2 Contracting Officer Representative

Name: Tangela Smoot

Title: Contracting Officer Representative

Email: tdsmoot2@fbi.gov

11.0 Attachments

Attachment A- Statement of Work (SOW)

Attachment B- Past Performance Questionnaire mailto:hcloud@fbi.gov