Attachment_DandF_Sample_of_TO.docx

Attachment D—For Information Only

Offerors be advised the sample task orders for this solicitation will not be awarded following contract award; they are for information only.

Department of State Office of Export Controls Corporation Sample Task Order 1 Request for Proposal (Equipment)

This is a sample task order request for proposal (TORP) to provide offerors with an example of the format and content of TORPs to be issued under the contract resulting from RFPSAQMMA08R0241 and to solicit a specific technical and price proposal for the work described below. The offeror’s response to this sample TORP will be evaluated as indicated in Section M of the RFP.

Task Order Requirements

1. Delivery Requirements:

a. Equipment:

I. The Contractor shall cause the following equipment to be procured and arrive in Pristina, Kosovo (Contractor will work with post and ISN/ECC to arrange for field deployment; Contractor is not responsible for the transportation of equipment to field locations unless otherwise noted:

# of Units Item

1 Metal detector, hand-held (such as HandWand Model 20)

20 Trace detector, hand-held, capable of detecting explosives, narcotics, and chemical weapons (such as Sabre 4000 manufactured by Smiths Detection)

20 Contraband Detection Kit (such as CT-30 Kit manufactured by CSECO)

5 Geiger counter (such as Model 192 Survey Meter manufactured by Ludlum) The Contractor shall ensure that all applicable warranty, and technical documentation are included with equipment delivery.

II. The Contractor shall cause the following equipment to be procured and arrive in Khujand, Tajikistan (Contractor will work with post and ISN/ECC to arrange for field deployment; Contractor is not responsible for the transportation of equipment to field locations unless otherwise noted):

1 Server and accessories with the following minimum technical specs and software packages: 4xXeon2, 6GHz/16GB/10 HDD SCSI/DVD/RW/Dual LAN; Oracle” Data Base Management System, “Inspector-2006 – SARM-Server”.

10 Desktop computer, standard office use environment, with Windows Profession OS and MS Office Professional software provided in host-country language (with applicable keyboard overlays)

2 Printer, desktop, color, standard office use environment

The Contractor shall ensure that all applicable warranty, and technical documentation are included with equipment delivery.

b. User Manuals: An appropriately translated user manual shall be included with each of the units described above.

c. Grant Documentation: All “signature ready” correspondence and documentation necessary to transfer title for the above equipment to the host Government is provided no later than two weeks after delivery of the equipment. The Contractor shall ensure that all equipment “grant” procedures are addressed and shall prepare and deliver “signature ready” correspondence and documentation for the legal transfer of the equipment to the host country. Upon transfer of the equipment to the host country, the Contractor shall provide ISN/ECC with the following: one copy of each successfully completed grant document AND an EXCEL spreadsheet (electronically) listing the following information for each piece of equipment: Recipient country, Deployment Location of the equipment (if known, otherwise, donation location), Item Name, Item Description, Vendor, Recipient Agency/Vendor, Serial Number, Unit Price, Quantity, Total Cost, Date Turned Over to Recipient, Warranty Expiration, and any Additional Details.

d. Useful Life Estimate: Upon delivery of the above equipment, the Contractor shall provide ISN/ECC with a “useful life” estimate as to how long the equipment will be operational in both a heavy-use and a light-use environment.

e. Other specific requirements:

(1) The Contractor shall verify that the equipment was thoroughly inspected by the vendor(s) before leaving the factory. No additional acceptance testing is required.

(2) The Contractor shall ensure that the equipment can be used in the applicable overseas environment, with voltage, battery pack, and charger requirements adhered to.

(3) The Contractor shall ensure that all equipment is warranted against defects in materials and workmanship for a period of 2 years from the date of initial delivery to the host country (all warranty costs should be broken out separately for each item in the proposal response). Where equipment listed is not available or procurement impractical, the contractor should identify closest available equivalent (though these substitutions should be noted in the proposal response).

(4) The Contractor shall include, as an option, a plan for life cycle sustainability and maintenance for the equipment in question (or an estimated date for replacement, if life-cycle maintenance is impractical). The Government may elect the option.

(5) In cases where the equipment involved depends on batteries – Contractor shall price out and include in its proposal a one-year supply of batteries.

(6) The Contractor may evaluate the feasibility of provision of manufacturer training or necessary follow-on training, as a separately priced out option, based on the complexity of approach and equipment provided.

2. Place of Performance: The Contractor shall obtain the desired equipment from its chosen vendor(s) and cause all equipment to be shipped to in-country locations to be provided by the U.S. Government. This location will most likely be the U.S. Embassy.

3. Period of Performance: All of the equipment is 1.a. above shall be delivered no later than eight weeks after issuance of the task order. Delivery of all grant documentation shall be completed no later than twelve weeks after issuance of the task order.

4. Invoicing Procedures:

The Contractors shall submit its invoice in a timely manner to the Contracting Officer’s Representative for the EXBS program.

5. Security Requirements:

There are no additional security requirements for this task order beyond those outlined in the base contract.

6. Government-Furnished Property of Information:

There is no Government Furnished Property or Information for this task order.

7. Government Task Manager:

To be determined.

8. General Provisions:

All contract clauses contained in the supplies and equipment IDIQ contract are hereby incorporated into this solicitation and the resultant task order. If there are any conflicts between the contract clauses and the information outlined in the resultant task order, the contract language takes precedence over the information in the task order.

9. Performance Standards:

The following performance standards related to Delivery of Supplies and Equipment apply to this task order:

· All documentation is properly translated in host country language, as specified in task order.

· Correspondence and documentation for the legal transfer of the equipment is accurate, complete and on time.

Proposal Submission Requirements

The contractor shall submit a proposal for the above requirements in two parts as follows:

Volume One –Technical Proposal (not to exceed 15 pages) The offeror’s technical proposal for this sample task order shall describe the proposed plan for:

· Acquiring the equipment

· Meeting all applicable requirements related to shipping and licensing

· Securing translation of user manuals

· Meeting correspondence and documentation requirements related to grant procedures.

Volume Two-Price Proposal (not to exceed 5 pages) The offeror shall submit a firm fixed price for each unit of equipment described above which is inclusive of all the costs associated with meeting the requirements of the task order. The unit prices shall be supported by a cost breakdown that includes:

· Costs of equipment

· Shipping/licensing charges

· Translation charges

· Meeting grant correspondence and documentation requirements

Each of the above volumes shall be labeled as a response to Sample Task Order 1 and submitted as corresponding parts of the technical and cost proposals in response to the RFP.

Proposal Evaluation

Proposals in response to the sample task order will be considered as described in Section M of the RFP.

Attachment E- For Information Only

Offerors be advised the sample task orders for this solicitation will not be awarded following contract award; they are for information only.

Department of State Office of Export Controls Corporation Sample Task Order 2 Request for Proposal (Equipment Maintenance)

This is a sample task order request for proposal (TORP) to provide offerors with an example of the format and content of TORPs to be issued under the contract resulting from RFP SAQMMA08R0241 and to solicit a specific technical and price proposal for the work described below. The offeror’s response to this sample TORP will be evaluated as indicated in Section M of the RFP.

Task Order Requirements

1. Requirements:

a. Maintenance Plan: To facilitate development and execution of a plan for life cycle maintenance and calibration of EXBS-provided X-ray auto vans to include the X-Ray units, generators and van air conditioning units. See Attachment 1 for a complete list of equipment. The plan shall take into account the following considerations:

(1) The plan shall be tailored to the age and condition of each auto van. Equipment listed in the attachment is divided into two classes:

(a) Class I equipment is new equipment in excellent/good condition. The Contractor shall ensure that all Class I equipment is covered in its maintenance plan.

(b) Class II equipment is older equipment in fair/poor condition. In developing a maintenance plan, the Contractor shall evaluate Class II equipment on piece-by-piece basis. If performance of annual maintenance and calibration for a given piece of equipment is determined to be cost effective, then the Contractor shall include that piece of equipment in its proposed maintenance plan. If the Contractor determines that annual maintenance and calibration would not be cost effective for a given piece of equipment, then the Contractor shall provide its rationale for such determination in its technical proposal, and shall omit such equipment from its proposed maintenance plan.

(2) Preventative maintenance, calibration, and re-supply shall only be performed on equipment within the manufacturer’s estimated life of the particular piece of equipment, or through January 31, 2012, whichever is sooner. Accordingly, the Contractor shall identify a “graduation date” for each piece of equipment, specifying when each auto van will no longer be covered by the maintenance plan.

(3) Preventative maintenance, calibration, and re-supply shall only be performed on equipment where there is no warranty or the warranty or service contract in place does not include annual preventative maintenance and equipment calibration.

(4) The Contractor’s maintenance plan must allow for the addition of a limited quantity of new units as they are procured and delivered to end users. Such equipment would be brand new, with any required repairs covered by the manufacturer’s warranty. Hence, new units would require preventative maintenance only. The Contractor shall ensure that any preventative maintenance performed on such equipment does not void the manufacturer’s warranty. The Contractor must explain its approach to adding new vehicles to its maintenance plan, and must provide a price structure for doing so (e.g. “New vehicles may be added to the preventative maintenance plan at the rate of $XX.XX per month that preventative maintenance will be required”).

b. Periodic Equipment Repair: To ensure that all equipment covered by the Contractor’s proposed maintenance plan is operable to include the X-Ray units, generators and van air conditioning units, the Contractor shall maintain the capability to conduct repairs on all equipment maintained by the Contractor under Element I above. Such repair work shall be for repairs that are not included as part of the Contractor’s Maintenance Plan and will be handled on an as-required basis, in accordance with the following procedures:

(1) The Government Task Manager (GTM) or Contracting Officer’s Representative (COR) identifies the need to repair a particular piece of equipment. The GTM/COR contacts the Contractor, describing the particular piece of equipment in need of repair, and the nature of the required repair.

(2) The Contractor arranges for a qualified technician to diagnose the problem(s), and provides the GTM/COR with an estimated cost/price to effect the required repair(s). The Contractor shall also recommend if repair(s) would be cost effective considering the age, condition, and useful life of the affected equipment. The Contractor shall provide such information in writing (e-mail is acceptable).

(3) The GTM/COR will determine if effecting the repair(s) is cost-effective, and if sufficient funding is available.

(4) If performing the required repair(s) is determined not to be cost effective, or if sufficient funding does not exist, then the GTM/COR will instruct the Contractor not to proceed with the repair(s). Such instruction will be in writing (e-mail is acceptable). If the affected equipment was moved to a diagnostic/repair facility, it shall be returned to its origin. The Contractor shall submit an invoice for its time spent diagnosing the repair(s), the cost of the diagnosis, and any applicable transportation/shipping costs (see “Invoicing Procedures”).

(5) If performing the required repair(s) is determined to be cost effective, and sufficient funding is available, then the GTM/COR will authorize the Contractor to proceed with equipment repair. Such authorization will be in writing (e-mail is acceptable). Once all repair work is complete, the Contractor shall ensure that all repairs have been effective, and shall return the equipment to its origin. Upon return of the equipment, the Contractor shall submit an invoice for its time spent diagnosing and effecting the repair(s), the cost of diagnosing and repairing the equipment, and any applicable transportation/shipping costs (See “Invoicing Procedures”).

(6) All diagnostic and repair work shall be conducted on a time and materials basis. Work performed directly by the Contractor and any of its subcontractors shall be billed at the fully loaded hourly rate(s) established in the basic Integrated Support Services Contract. Any work or materials that are not covered by the basic contract shall be performed on a cost-reimbursable basis.

(7) The Contractor shall not undertake any diagnosis or repair unless authorization for such has been granted by the GTM/COR in writing, in accordance with the above procedures. Any costs incurred absent written authorization from the GTM/COR may not be recoverable.

c. Deliverables:

The main deliverables will be the provision of the services outlined above. In addition:

(1) The Contractor shall identify upon award a task manager responsible for implementation and coordination of the task elements.

(2) The Contractor shall cause all documentation provided with the replacement equipment (excluding internal components) to be translated in host country language, as appropriate or unless otherwise noted.

d. Other Special Requirements:

(1) The Contractor shall ensure that replacement equipment can be used in the applicable overseas environment, with voltage, battery pack, and re-charger requirements adhered to.

(2) Where software is concerned, the Contractor should propose and procure only licensed software.

(3) In cases where the maintenance involved depends on batteries – Contractor shall price out and include in its proposal a one-year supply of batteries.

2. Place of Performance: Maintenance and repair work shall be performed at any suitable location that the Contractor may identify, cost and other factors considered.

3. Period of Performance: This task order shall consist of a base period plus to option periods, as follows:

4. Invoicing Procedures:

The Contractors shall submit its invoice in a timely manner to the Contracting Officer’s Representative for the EXBS program.

5. Security Requirements:

There are no additional security requirements for this task order beyond those outlined in the base contract.

6. Government-Furnished Property of Information:

Following award of this task order, the Contractor will be permitted to discuss these requirements directly with EXBS program advisors in theatre. In the case of the X-ray vans, the Contractor will be able to seek the advice of the Department of Energy’s Second Line of Defense (SLD) program on the sustainability of the equipment. A current list of eight Autovans provided by the EXBS program is included as Attachment 1.

7. Government Task Manager:

To be determined.

8. General Provisions:

All contract clauses contained in the supplies and equipment IDIQ contract are hereby incorporated into this solicitation and the resultant task order. If there are any conflicts between the contract clauses and the information outlined in the resultant task order, the contract language takes precedence over the information in the task order.

9. Performance Standards:

The following performance standards related to Maintenance and Repair apply to this task order:

· There are no instances of equipment failure due to the contractor’s non-compliance with required maintenance schedules.

Proposal Submission Requirements

The contractor shall submit a proposal for the above requirements in two parts as follows:

Volume One –Technical Proposal (not to exceed 15 pages) Describe the technical approach to meeting the maintenance and repair requirements described above, including level of effort information.

Volume Two-Price Proposal (not to exceed 5 pages) The Contractor shall propose a firm-fixed price for its Maintenance Plan (Section 1.a. above). For Periodic Equipment Repair (Section 1.b.) the Contractor need only identify the labor categories, corresponding hourly billing rates, and anticipated labor mix (e.g., for a given repair, approximately 85% of the work will be performed by Labor Category X, while the remaining 15% will be performed by Labor Category Y).

Each of the above volumes shall be labeled as a response to Sample Task Order 2 and submitted as corresponding parts of the technical and cost proposals in response to the RFP.

Proposal Evaluation

Proposals in response to the sample task order will be considered as described in Section M of the RFP.