Section L updated.pdf

ELECTRONIC SECURITY SYSTEM (ESS)

SECTION L SP4702-25-R-0002

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

1.0 GENERAL INFORMATION

The Offeror is required to submit sufficient information concerning the following areas to enable Government personnel to fully ascertain the capabilities of the Offeror to perform the requirements. The quote must be sufficient in detail and scope to permit evaluation and provide the evaluators a clear understanding of the Offeror’s capability to meet or exceed the defined elements as required by the solicitation. All quotes must clearly and convincingly demonstrate that the Offeror has a thorough understanding of the requirements and associated risks, the Offeror is able, willing, and competent to devote the resources necessary to meet the requirements and has valid and practical solutions for all requirements and potential risk areas.

The Offeror must respond to all requirements of the solicitation and not alter or rearrange the solicitation. The Offeror has the burden of proof to demonstrate compliance with all the evaluation factors and or subfactors identified in this solicitation. The Offeror is advised that the Government may incorporate into the final contract any portions of the Offeror’s quote deemed beneficial to the Government. With the exception of Evaluation Factor: Price, no cost or pricing information should appear in any section of the quote. Alternate quotes are not acceptable.

In presenting material in the quote, the Offeror is advised that quality of information is more important than quantity. Clarity, brevity, and logical organization should be emphasized during quote preparation. The Offeror is responsible for presenting enough information to allow the Government to evaluate the proposed work effort, support, and approach, and the price quote without opening discussions. Statements that the prospective Offeror understands, or can and/or will comply with, the specifications, and paraphrasing the requirements or parts thereof without supporting information are considered inadequate by the Government and may result in a rating of unacceptable.

The Offeror must include any data that illustrates the adequacy of the various assumptions, approaches, and solutions to problems. Failure to address a specific factor or subfactor clearly may be considered a deficiency. Unnecessarily elaborate brochures or other presentation materials beyond that sufficient to present a complete and effective quote is neither necessary nor desired.

The Offeror is expected to comply with all requirements of the solicitation. The Government advises the Offeror that taking exception or deviating from any term or condition of the solicitation may make an offer unacceptable, and the quote un-awardable, unless the solicitation expressly authorizes such an exception or deviation with regard to that specific term or condition. The Government may consider any exception or deviation to any term or condition of the solicitation that is not expressly authorized by the solicitation to be a deficiency.

QUESTIONS:

Offerors may submit questions requesting clarification of solicitation requirements by emailing the Contracting Specialist Becky Hard at becky.Hard@dla.mil.

Open Question Period End Date: 01/24/2025 at 12:00pm EST.

It is requested that all contract/administrative and all technical related questions be received by the date specified in Section A of the solicitation.

NO PHONE CALLS WILL BE ACCEPTED.

Responses to the questions will be provided to all of the Offerors at least 3 days prior to solicitation close date.

List of questions required to be on MS Excel spreadsheet in format below including document name, page number, paragraph or section number, context, and question or comment.

SAMPLE:

Document Name Page # Paragraph, Section # or Context Question/Comment RFQ (1449) 7 Paragraph 6 or last paragraph: Contract

Maximum Dollar Value Typo

2.0 QUOTE SUBMISSION

The submission date for all volumes shall be no later than the date and time specified in the solicitation. Please refer to paragraph 2.6.5 for the quote content and structure requirements.

2.1 Electronic Submissions Only

The Offeror shall use electronic means (Email) of sending the quote. No mailed copies required.

The electronic documents should be clearly marked with the solicitation number and appropriate volume number.

If any documents submitted are considered Controlled Unclassified Information (CUI), they must be provided in a secure manner in compliance with DFARS 252.204-7012.

2.2 Late Submissions

Quotes submitted after the closing date and time specified for receipt of offers are “late” and will not be considered for award. The Government will process late submissions of quotes in accordance with FAR 52.212-1. If the electronic quote is received late; it is not eligible for consideration in accordance with FAR 52.212-1, the Government will reject that quote without evaluation.

2.3 Quote Submission Address

Solicitation No: SP4702-25-R-0002

Opening / Closing Date and Time: See Page 1 of Solicitation.

NOTE: Quotes will be accepted any time before the closing date.

The Offeror shall submit one (1) electronic copy of the quote to Becky Hard at becky.Hard@dla.mil no later than the solicitation close date. Please CC Mitchell Hatfield when submitting quotes at Mitchell.Hatfield@dla.mil

2.4 Classified Data

All quotes must be UNCLASSIFIED.

2.5 Document Requirement

The quote shall be delivered to the email addresses provided prior to the closing date/time stated in this solicitation. There shall be no reference to pricing in the non-Price portion of the quote or in the cover letter or executive summary.

The Offeror shall mark each page of its quote with the legend “Source Selection Information – See FAR 2.101 and 3.104.” This includes the cover page and EVERY page that may contain source selection information. Note that the Offeror has an independent requirement to mark anything deemed to be bid or quote information, protected proprietary information, or other information that is to be protected from disclosure to ensure that the information is protected.

2.6 Quote Content

2.6.1 Cover Page

Each quote shall contain the following items in addition to the non-price and price quote data required by the solicitation.

Cover Page: The cover should indicate the following:

Company Name Quote Title Solicitation Number

Offeror Name and Address Principal Point of Contact Name and Phone Number CAGE / Unique Entity ID (UEI)

Table of Contents: The table of contents shall provide sufficient detail as to allow the important elements to be easily located.

2.6.2 Cover Letter and Executive Summary

mailto:Mitchell.Hatfield@dla.mil

The cover letter should be on company letterhead and must contain a statement committing the Offeror to the quote and stating its validity for a period of at least 90 days. This letter should also include the name, title, phone number, and e-mail address for the persons authorized to negotiate with the Government in connection with the solicitation. The letter must be signed by a responsible officer or partner/principal of the Offeror who is authorized to bind the firm contractually. The letter must also contain a statement that the quote meets the specifications of each section of the solicitation. An Executive Summary of the Offeror’s entire quote is required.

This summary will not be evaluated but will be used to gain an understanding of the overall quote contents. It should identify and highlight significant features of the quote and include the salient points contained in the various sections of the solicitation. The Executive Summary shall not include any price-related information.

The following format should be followed in developing the summary:

1. General Information (see Note 1)

2. An overview of Technical Capability

3. Solicitation Qualifications/Deviations (see Note 2)

Note 1: The General Information section of the Executive Summary should include the following information:

a) Company name and address

b) Unique Entity Identification (UEI)

c) CAGE code

d) The name, phone number, and e-mail address for the authorized company negotiator relative to the quote

Note 2: Solicitation exceptions and deviations are quotes that differ from the requirements contained in the Request for Quote, requirement PWS, and resultant contract terms and conditions. Exceptions, deviations, qualifications (also known as ground rules and assumptions), or requests to tailor a term may cause quotes to be considered non-responsive and unacceptable.

Offerors must address such exceptions, deviations, qualifications (also known as ground rules and assumptions), or requests to tailor a term in the Cover Letter and provide a detailed description of any form of exception, deviation, qualification, or request to tailor and indicate the firm’s difficulty with the applicable requirement in addition to the firm’s proposed approach.

Exceptions, deviations, qualifications (also known as ground rules and assumptions), or requests to tailor a term that appear in the quote, but are not identified in the Cover Letter, will be ignored and will not be included in any resultant award. Exceptions, deviations, qualifications (also known as ground rules and assumptions), or requests to tailor a term will be addressed during discussions, but note the Government reserves the right to award without discussion and bids with exception will render quotes un-awardable.

2.6.3 Additional Information and Solicitation Amendments (if Applicable)

If you need information to complete your quote and it was not contained in the Solicitation, attachments, or other data provided by the Government, you must request this information during the open question period of this solicitation. If any amendments are issued to the solicitation, quotes shall include an acknowledgment of the amendments.

2.6.4 Quote Evaluation Factors

Evaluation factors and subfactors are listed as follows:

Factor 1: Technical Acceptability

Subfactor 1A: Service Plan Subfactor 1B: Quality Control Plan Subfactor 1C: Sustainment Plan Subfactor 1D: Program Managers

Factor 2: Technical Qualifications of Proposed Staffing

Subfactor 2A: Electronics Technician III Subfactor 2B: Network Systems Administrator

Factor 3: Past Performance

Factor 4: Price

2.6.5 Quote Structure

Quotes submitted shall contain separate documents for each factor/subfactor, as outlined in the quotes table of contents. Each individual factor/subfactor document shall be complete in its response to the requested information. Information provided in one factor/subfactor response will not be considered in a differing factor/subfactor response.

List factors/subfactors are as follows:

Document Deliverable(s) Copies Format Introduction Signed Cover Letter and Executive Summary 1 PDF

Introduction Solicitation Amendments (if applicable) 1 PDF

Factor 1:

Technical Acceptability

Subfactor 1A: Service Plan

• The plan shall clearly establish the scope of work to include Preventative Maintenance (PM), Corrective Maintenance (CM), Emergency Maintenance (EM), software upgrades for associated equipment/hardware for the Lenel OnGuard, Lenel Milestone, and Morse Watchman Key System at DSCC.

Subfactor 1B: Quality Control Plan

• The plan shall describe the Contractor’s methodology of compliance with the

1 for each subfactor

PDF

Deliverables and Performance Requirements Summary outlined in the PWS.

Subfactor 1C: Sustainment Plan

• The plan shall include the periodic maintenance, repair, replacement, and overhaul of existing systems, hardware, and software including planned version upgrades of the application and Operating System (OS).

Subfactor 1D: Program Managers

• The contractor shall provide sufficient documentation of the certifications, licenses, and specific experience for all Program Managers (Safety Manager, Project Manager, Quality Control Manager, etc.). All Program Managers are required to have a minimum of three years of experience executing the designated program requirements. Safety Manager(s) shall have an OSHA 30-hour course certification. Key personnel designated for these assignments must be designated by the principle in writing.

Designees may perform multiple responsibilities.

Factor 2:

Technical Qualifications of Proposed Staffing

Subfactor 2A: Electronics Technician III:

• Employee citizenship

• Security clearance

• Education level

• OT Systems specific experience level

• OT Systems training

• Industry Certifications/License

Subfactor 2B: Network Systems Administrator:

• Employee citizenship

• Security clearance

• Education level

• OT Systems specific experience level

• OT Systems training

• Microsoft Windows client and server operating systems experience

• Industry Certifications/License

• DoD 8570.01-M IAT-II Information Assurance

Technical (IAT) and Computing Environment certifications.

1 for each worker

PDF

Factor 3: Past Performance

• The past performance evaluation is an assessment of the offeror’s probability of meeting the minimum past performance

1 PDF

solicitation requirements. This assessment is based on the offeror’s record of relevant and recent past performance information that pertain to the products and/or services outlined in the solicitation requirements

Factor 4:

Price

• Price will be evaluated for reasonableness and completeness

1 PDF

Notes:

(1) The Offeror is responsible for providing adequate documentation to enable a thorough evaluation of the quote.

(2) Written quotes must be formatted using a Times New Roman 12 pt. normal font (no reduction permitted), single-spaced, with 1-inch margins all around, and formatted for standard 8.5 x 11-inch paper. All pages should be numbered with section and page numbers. When foldout pages are used, they must not exceed 11 x 17 inches and will be counted as 1 page. Drawings may be provided separately and may be any size but should be folded to approximately 8.5 x 11-inch standard size and will count as 1 page. Graphs shall be presented in no smaller than a 10-pt. font and should contain a grid, which allows values to be read directly from the graph to the same accuracy that a 10 x 10 to the ½ inch grid provides. Graphic resolution, including such data as tables or charts, should be consistent with the purpose of the data presented.

3.0 EVALUATION FACTOR AND SUBFACTOR SUBMISSION REQUIREMENTS

The evaluation factors and subfactors are further described in the provided PWS, included with the solicitation. An Offeror’s quote shall include all information necessary for evaluation as described in Evaluation Factors for award. In addition, specific submission requirements items are described below.

3.1 Factor 1: Technical Proposal

The Government will review and evaluate the Offeror’s quote and technical Proposal by using requirements defined in the solicitation to determine how it successfully fulfills the requirements of the PWS and how well it:

• Fulfills the requirement for Preventative Maintenance (PM), Corrective Maintenance (CM), Emergency Maintenance (EM), and software upgrades for associated equipment/hardware for the Lenel OnGuard, Lenel Milestone, and Morse Watchman Key Systems at DSCC.

• Provides quality control oversight to ensure all project requirements and periodic deliverables are complete and provided in a timely manner.

• Has sustainment planned and executed as an overall project performance requirement.

Each Subfactor will be used to evaluate the degree to which the Offeror’s proposed approach meets all requirements and challenges and demonstrates a clear understanding of the ESS and EKC systems requirements, as described in the solicitation.

3.1.1 Subfactor 1A: Service Plan

The Offeror shall provide a service plan to demonstrate the Offeror’s plans for maintenance support to include, but not limited to, daily operations testing, cybersecurity support and artifacts, upgrades, patches, migrations, enhancements, inspection, and corrective and preventive maintenance to successfully fulfill the requirements of the PWS. The Offeror’s approach shall address all aspects of maintenance and software/cybersecurity compliance found within the PWS. The plan shall include maintenance programs, quality controls, physical security, risk assessments, and personnel management to ensure successful execution of the project.

The Offeror shall provide a plan to address the following requirement:

• The plan shall clearly establish the scope of work to include Preventative Maintenance

(PM), Corrective Maintenance (CM), Emergency Maintenance (EM), software upgrades for associated equipment/hardware for the Lenel OnGuard, Lenel Milestone, and Morse Watchman Key System at DSCC.

• The plan shall include all personnel to conduct services, the licenses and certifications for each individual, the methods and tools to be used to conduct service for each building, and a schedule.

• The plan shall manage the total work effort associated with the PWS herein to assure timely completion of all PWS items including, but not limited to, planning, developing, and implementing project plans, scheduling, report preparation, communication and coordinating with stakeholders, escalation procedures, establishing and maintaining records, monitoring, and quality control.

• The plan shall account for all required cyber updates and patches being done through Preventative Maintenance, including Information Assurance Vulnerability Alert (IAVMs), Cyber Task Order (CTO), Assured Compliance Assessment Solution (ACAS) scan remediations, or any other cyber requirements to include updating or creating any supporting cybersecurity documentation required for assessment and accreditation.

3.1.2 Subfactor 1B: Quality Control Plan

The Government will review and evaluate the Offeror’s plan to determine how well it:

• The plan shall describe the Contractor’s methodology of compliance with the

Deliverables and Performance Requirements Summary outlined in the PWS.

• The plan shall provide fully qualified personnel with the necessary management expertise, training, and certifications to assure the performance of the work in accordance with sound and efficient management practices.

3.1.3 Subfactor 1C: Sustainment Plan

• Develops and implements a plan for all systems, subsystems, and equipment IAW with original equipment manufacturer and/or Federal/DoD/DLA policies and procedures.

• Includes the periodic maintenance, repair, replacement, and overhaul of existing systems, hardware, and software including planned version upgrades of the application and Operating System (OS).

3.1.4 Subfactor 1D: Program Managers

• The contractor shall provide sufficient documentation of the certifications, licenses, and specific experience for all Program Managers (Safety Manager, Project Manager, Quality Control Manager, etc.). All Program Managers are required to have a minimum of three years of experience executing the designated program requirements. Safety Manager(s) shall have an OSHA 30-hour course certification. Key personnel designated for these assignments must be designated by the principle in writing. Designees may perform multiple responsibilities.

3.2 Factor 2: Technical Qualifications of Proposed Staffing

The Government will review and evaluate the Offeror’s quote and technical Proposal by using requirements defined in the solicitation to determine how it successfully fulfills the requirements of the PWS and how well it:

• Fulfills the requirement for a certified work force to complete work in accordance with the time and quality standards specified.

• Establishes 3 full time staff members. Staff shall include 2 Electronics Technician III, and 1 system administrator.

Each Subfactor will be used to evaluate the degree to which the Offeror’s quote meets all requirements as outlined for proposed staffing in the PWS.

3.2.1 Subfactor 2A: Electronics Technician III

The Government will review and evaluate the Offeror’s staff for:

• Employee citizenship status: Each Contractor employee shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence, or who presents evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

• Security clearance status: Most work to be performed under this requirement is unclassified, however, a security clearance may be required.

• Education level: Employee shall have a High School diploma or GED. Formal electronics training from: Technical School, or Class A or B military school in electronics or communications, or four (4) year electronics apprentice program. Formal electronics training, to include: Installation Tasks, Soldering, Cable Dressing, Cable Tray, Conduit, and Making/Repairing Connectors.

• OT Systems specific experience level: Employee shall display a minimum of Eight (8) years of practical experience, to include: Electronics Repair, Maintenance, Installation and Checkout. Two (2) years of experience, to include: supervision, and shop practices.

Three (3) years of practical experience, to include: electronics repair and installation, and six (6) years of experience with information Technology installation projects. Experience may be concurrent.

• OT Systems training: Employees shall be qualified and trained to work on the Lenel “On Guard” ESS system, CCTV’s and Morse Watchman Keypro systems. Contractor personnel performing work on the Lenel “On Guard” ESS shall be certified by Lenel as a Lenel Certified Professional (LCP) in Access Control and Video. Certified as Milestone Certified Integration Technician (MCIT). Must be proficient in reading and communicating effectively in English.

• Industry Certifications/License: Employees shall provide all documented certifications and licenses to support experience and qualifications in servicing the systems outlined in the PWS.

3.2.2 Subfactor 2B: Network Systems Administrator

The Government will review and evaluate the Offeror’s staff for:

• Employee citizenship status: Each Contractor employee shall be a citizen of the United

States of America, or an alien who has been lawfully admitted for permanent residence, or who presents evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

• Security clearance status: Employee shall have a current Secret Clearance.

• Education level: Employee shall have a High School diploma or GED. Formal electronics training from: Technical School, or Class A or B military school in electronics or communications, or four (4) year electronics apprentice program. Formal electronics training, to include: Installation Tasks, Soldering, Cable Dressing, Cable Tray, Conduit, and Making/Repairing Connectors.

• OT Systems specific experience level: Employee shall display the ability to ensure the stable operation of the computer software systems and network connections. This includes planning, developing, installing, configuring, maintaining, supporting, and optimizing all software. Analyzes and resolves software program and connectivity issues.

Installs, configures, and maintains hardware and software. Assists in system design, development, and implementation.

• OT Systems training: Employee is preferred to have a minimum five (5) years of experience with electronic security systems, specifically hands-on experience in installing, configuring, maintaining, and resolving issues with Intrusion Detection Systems, Access Control Systems and Closed Caption TV, specifically with Lenel OnGuard. Preferred Lenel OnGuard Certified Expert (LCE) certification.

• Microsoft Windows client and server operating systems experience: Employee shall have a minimum of seven (7) years of overall professional experience in the systems administration field with five years of overall experience in Microsoft Windows client and server operating systems.

• Industry Certifications/License: Employees shall provide all documented certifications and licenses to support experience and qualifications in servicing the systems outlined in the PWS.

• System Administrators shall have DoD 8570.01-M IAT-II Information Assurance Technical (IAT) and Computing Environment certifications.

3.3 Factor 3: Past Performance

The past performance evaluation is an assessment of the offeror’s probability of meeting the minimum past performance solicitation requirements. This assessment is based on the offeror’s record of relevant and recent past performance information that pertain to the products and/or services outlined in the solicitation requirements. Past performance shall be used as an evaluation factor within the Best Value/Tradeoff process, unless waived by the PCO in accordance with FAR 15.304(c)(3)(iii). It shall be evaluated in accordance with FAR 15.305 and DFARS 215.305.

However, the comparative assessment in FAR 15.305(a)(2)(i) does apply:

Past performance will be rated on an “acceptable” or “unacceptable” basis using the “Past Performance Acceptable/Unacceptable Rating Method” in the table at (c) below. In rating the past performance, the following will be considered:

(a) Recency & Relevancy: Past performance will be initially evaluated to determine whether the offeror’s present/past performance is recent, and relevant or not relevant to the effort to be acquired.

(b) Quality of Historical Contracts: Second, the past performance evaluation will determine how well the offeror performed on the prior contracts.

(c) Past Performance Acceptable/Unacceptable Rating Method:

Past Performance Acceptable/Unacceptable Rating Method Adjectival 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. (See note below)

Unacceptable Based on the offeror’s performance record, the Government does not have a reasonable expectation that the offeror will be able to successfully perform the required effort.

NOTE: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a)(2)(iv)). Therefore, the offeror shall be determined to have unknown (or “neutral”) past performance. In the context of acceptability/unacceptability, a neutral rating shall be considered “acceptable.”

To be rated Acceptable, the Contractor shall submit at least three (3) but no more than five (5) previously awarded and completed contracts of similar size and scope that are deemed to meet recency, relevancy and quality requirements. For this acquisition, recency refers to contracts awarded and completed within the last three (3) years. Relevancy refers to contracts of similar size to this acquisition for maintenance of Lenel OnGuard, Lenel Milestone, and Morse Watchman Key Systems. Quality refers to contracts that were satisfactorily completed within the designated period of performance. All submissions shall include the following information:

• The date of contract award, and the contract award amount in dollars.

• The date of contract completion, and the final contract amount, in dollars.

• A brief description of the contract scope of work.

• Identification of the agency/entity/company for which work was performed and at least one point-of-contact (POC) at the organization that awarded the submitted contract, to include POC’s name, e-mail address and telephone number.

3.4 Factor 4: Price

Quotes not technically acceptable will be removed from consideration, and award will be made to the acceptable contractor. A price analysis will be conducted to determine the total evaluated price to support the selection of the awarded Contractor. When contracting on a firm-fixed-price basis, comparison of the proposed prices will usually satisfy the requirement to perform a price analysis since competition normally establishes price reasonableness, and a cost analysis need not be performed.

All pricing shall be commensurate with established labor hour rates as contained within Department of Labor Wage rate determination attached to the solicitation.

The Offeror is responsible for ensuring the pricing is complete, contains all the prices/costs necessary to accomplish/meet the requirements of the contract, and reflect the Offeror’s proposed Firm-Fixed Price. In order for an offer to be considered complete, a complete B Section BID FORM must be submitted. If an incomplete bid form is submitted, the offer will not be considered for award.