RFP_Halon_Reclamation-_Final.pdf

Defense Logistics Agency Halon Reclamation Services for ODS Reserve Program Office

SP4703-19-R-2745

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 1

1.0 REQUEST FOR PROPOSAL

1.1 INTRODUCTION

The purpose of this Request for Proposal (RFP) is to solicit industry for Halon 1211 and 1301 reclamation services for the Ozone Depleting Substances (ODS) Reserve Program Office located in Richmond, Virginia.

The solicitation is organized into sections as follows:

Section 1 contains contracting information. Special provisions, terms and conditions are stated in this section.

Section 2 provides the Performance Work Statement. It includes the objectives for the acquisition and states the performance and technical requirements.

Section 3 provides instructions for submittal of proposals and defines what is required in this submission.

Section 4 provides evaluation criteria that will be the basis for award.

Section 5 provides a list of the provisions and clauses applicable to this solicitation and any resulting contract.

1.2 COMMERCIAL SERVICES REQUIREMENT

This is a commercial services acquisition in accordance with the regulatory authority of the Federal Acquisition Regulation (FAR) Part 12. The solicitation is issued using Source Selection Process in accordance with FAR Subpart 15.1. This requirement is a small business set aside. NAICS Code 325120 (small business size standard is 1000 employees) applies to this acquisition.

1.2.1 Indefinite Quantity Contract (IQC)

The intent of this RFP is to award a firm fixed priced Indefinite Quantity Contract (IQC) for a base year of 12 months and four twelve month option periods.

The requirement will have a minimum order quantity and a maximum order quantity for each line item as indicated in the CLIN Schedule below per FAR 52.216-19 Order Limitations. Total of all task orders combined will not exceed the established total ceiling for the entire performance period.

Funding will be provided per individual task order from the requiring activity. The Contracting Officer will be responsible for tracking the dollars associated with the individual task orders in order to not exceed the ceiling. When the max order per year is met, the next option period will be exercised.

Delivery Order Limitations:

Separate delivery orders will be issued for the processing of Halon 1211 and Halon 1301. The actual quantities of the various size cylinders/fire extinguishers specified on the individual delivery orders to be processed under each performance period may vary from the estimated annual quantities.

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 2

The following quantities/values are applicable to the base period and all option periods:

L/I 0001:

Maximum Annual Contract Quantity: Halon 1211-1,352 EA and Halon 1301-2,747 EA Estimated Annual Demand Quantity: Halon 1211-1,081 EA and Halon 1301-2,197 EA Minimum Delivery Order Quantity to meet L/I 0002, Halon 1211-20 CY and Halon 1301-22 CY: Not less than a standard truckload shipment and not less than the required number of cylinders/fire extinguishers to yield the minimum delivery order quantity for L/I 0002.

Maximum Delivery Order Quantity: Halon 1211-1,081 EA and Halon 1301-2,197 EA

L/I 0002:

Guaranteed Minimum Quantity for Base Period: Halon 1211-20 CY and Halon 1301-22 CY Maximum Annual Contract Quantity: Halon 1211-138 CY and Halon 1301-148 CY Estimated Annual Demand Quantity: Halon 1211-110 CY and Halon 1301-118 CY Minimum Delivery Order Quantity: Halon 1211-20 CY and Halon 1301-22 CY Maximum Delivery Order Quantity: Halon 1211-110 CY and Halon 1301-118 CY

L/I 0003:

Guaranteed Minimum Quantity for Base Period: Not applicable Maximum Annual Contract Quantity: Halon 1211-263 CY and Halon 1301-288 CY Estimated Annual Demand Quantity: Halon 1211-210 CY and Halon 1301-230 CY Minimum Delivery Order Quantity: Not applicable Maximum Delivery Order Quantity: Halon 1211-210 CY and Halon 1301-230 CY

1.3 PRICING

1.3.1 Pricing Mechanisms

Pricing mechanism to be used is Firm-Fixed Price (FFP) Indefinite Quantity Contract (IQC) for a base year of 12 months and four twelve month option periods.

1.3.2 Pricing and Performance Period

The period of performance will be a base period of twelve (12) months from date of award, with four

(4) 12-month option periods. The estimated start date for any contract resulting from this solicitation is August 20, 2019. Contractors should use this date for the development of their pricing proposals.

The Contractors are to provide firm-fixed pricing for the period of five (5) years to equal a total price.

While firm-fixed pricing is being used, the Contractor will also provide a breakdown of the items/service.

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 3

1.4 AWARD

1.4.1 Award without Discussion

The Government intends to evaluate proposals and make award without discussions. Proposals should contain the firm’s best terms within the proposed technical and business approach, and should address all evaluation factors. Additionally, the Government reserves the right to conduct discussions and request proposal revisions if it is determined to be necessary. If a negotiation range is established, the Government may limit the number of proposals in the negotiation range to the greatest number that will permit an efficient competition among the most highly rated proposals.

1.4.2 No Award

The Government reserves the right not to make an award as a result of this solicitation if such award is determined contrary to the best interest of the Government.

1.5 DISPUTES: AGREEMENT TO USE ALTERNATIVE DISPUTE RESOLUTION

In order to maintain its business relationships with industry and to avoid costly litigation, DLA is committed to promoting the use of Alternative Dispute Resolution (ADR) techniques, especially mediation. ADR is a voluntary process whereby a neutral third party assists the parties in resolving a dispute. DLA invites contractors to join DLA in agreeing to use their best efforts to resolve any pre-award or post award dispute that may arise from this solicitation, and any subsequent award, without litigation. If unassisted negotiations are unsuccessful, the parties agree to use ADR techniques in an attempt to resolve the dispute. Likewise, the parties agree that formal protest procedures or litigation will only be considered as a last resort, such as when ADR is unsuccessful or when ADR has been documented to be inappropriate for resolving the dispute. If the ADR is not successful, the parties retain their existing rights.

1.6 RFP SCHEDULE

The period of the solicitation is as follows:

Issue Solicitation

March 20, 2019

Closing Date of Solicitation

April 22, 2018

4:00 PM EST

QUESTIONS: Offerors may submit questions requesting clarification of solicitation requirements by emailing the Contract Specialist at charlotte.bumgarner@dla.mil and/or the Contracting Officer at kyle.gregory@dla.mil. All questions must be received by 5:00pm EST on 05 April 2019. NO PHONE

CALLS WILL BE ACCEPTED.

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 4

1.7 POINTS OF CONTACT

Contract Specialist:

Ms. Charlotte Bumgarner Comm. Phone: (804) 279-3606 / Fax: (804) 279-3246 Email: Charlotte.Bumgarner@dla.mil

The Contracting Officer for this procurement is Kyle Gregory who may be reached by phone at (804) 279-6573 or via e-mail at Kyle.Gregory@dla.mil.

1.8 INVOICING INSTRUCTIONS

Invoices must be submitted through Wide Area Workflow (WAWF) in accordance with DFARS 252.232-7003. Refer to https:\\wawf.eb.mil for additional information.

1.9 SUBMISSION OF PROPOSALS

Contractors must submit their proposals electronically via email to charlotte.bumgarner@dla.mil AND must also submit three hard copies by either hand carrying or mailing to the address below. Proposals provided via CDs, flash drives, etc., cannot be read on Government computers and cannot be accepted as electronic copies. Omission of emailed proposals OR hard copy proposals will render an offer late and it will NOT be evaluated. Both electronic and hard copies must be received by the designated closing time and date indicated below.

** Interested vendors are hereby advised that the maximum size of an email to be received by a dla.mil email address is set to 15 MB. This limit includes attachments and digital signatures. Larger attachments will need to be split and sent via multiple emails.

Hard copy proposals shall be hand carried or mailed to:

Defense Supply Center Richmond Attn: DCSO-R/Charlotte Bumgarner/Building 15A 8000 Jefferson Davis Hwy Richmond, Virginia 23297-5441

All proposals must be identified with the Solicitation Number and Closing Date and Time on all outside envelopes/boxes, and be received by the closing date and time:

NOTE: Facsimile proposals will NOT be accepted.

The Government will process late submissions of proposals in accordance with Paragraph (f) of FAR 52.212-1 Instructions to Contractors – Commercial Items (Jan 2004). If an offer is received late and is not eligible for consideration in accordance with FAR 52.215-1 and Alternate I, then the Government will reject that proposal without further consideration.

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 5

2.0 PERFORMANCE WORK STATEMENT

INTRODUCTION:

This solicitation may result in an Indefinite Quantity Contract for the reclamation of Halon 1211 and Halon 1301 for support of the Defense Reserve of Ozone Depleting Substances (ODS). The proposed contact will contain a base period and 4 one year option periods. Individual delivery orders will be issued against the proposed contract and will specify the types, sizes and quantities of cylinder/fire extinguishers to be processed. Separate delivery orders will be issued for the processing of Halon 1211 and Halon 1301.

SCOPE/OBJECTIVE:

This is a performance work statement (PWS) and the contractor shall provide all services and materials in accordance with all requirements specified in this PWS and the solicitation. The contractor shall make all shipping arrangements and shall be responsible for all shipping costs associated with the pick-up of the fire extinguishers/cylinders from the Defense Depot Richmond VA (DDRV) and the return shipment of the cylinders to DDRV. The Government will provide resources to load and unload the contractor’s trucks at DDRV. All work except the loading and unloading of trucks at DDRV, shall be performed at the contractor’s facility or at one of the laboratories specified for the testing of the reclaimed Halon 1211 and Halon 1301. Individual delivery orders will be structured in the following format:

L/I 0001: Transportation of the fire extinguishers/cylinders from DDRV, perform weighing, recovering, sampling, testing and reporting.

L/I 0002: Reclamation of the Halon, refurbishment and re-qualification of all the cylinders being filled, sampling, testing, packaging, preparation for delivery and transportation of the filled cylinders to DDRV.

L/I 0003: Transportation of empty re-usable Government owned cylinders and any failed purity cylinders to DDRV.

The required delivery date for all line items on each individual delivery will be 300 days from the award date specified on each delivery order.

DESCRIPTION OF WORK TO BE PERFORMED:

L/I 0001: Transportation of the fire extinguishers/cylinders from DDRV, perform weighing, recovering, sampling, testing and reporting.

The Contractor will be required to take possession and transport to his facility the quantities of fire extinguishers/cylinders and the empty Government furnished 1,000 lb. water capacity cylinders for packaging of the reclaimed Halon as specified on the individual delivery orders.

The Contractor is required to coordinate the pick up of all fire extinguishers and cylinders by contacting the ODS Reserve Program Office at least one week in advance for the initial pick up and at least 72 hours in advance for each subsequent pick up. Fire extinguishers ranging from 1 to 20 lbs. will be palletized in tri-wall containers. All other cylinders will be palletized with the exception of some of the Halon 1211 flight line fire extinguishers. None of the 1,000 lb. water capacity cylinders will be palletized; they have

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 6 built in stirrups for forklift pick up. The Government will provide resources to load and unload trucks at

DDRV.

The Government will assign a number to each pallet of fire extinguishers/cylinders, each flight line fire extinguisher that is not palletized, and each 1,000 lb. water capacity cylinder. The Contractor shall visually inspect the tag on each fire extinguisher to make sure the fire extinguisher does not contain a chemical other that Halon 1211 or Halon 1301. The Contractor shall use these Government assigned pallet numbers for reporting purposes. The Contractor shall recover the Halon from all of the fire extinguishers and cylinders drawing a vacuum to EPA standards for an empty cylinder. All purged non-condensable vapors shall be captured and condensed/recovered so final release of vapor is no greater than

1% CFC.

As the Contractor recovers the Halon from all fire extinguishers/cylinders, the Contractor shall provide the Government with Pallet Weight Computations Reports in an electronic format utilizing a format that is compatible with Microsoft Excel 2016 version. A sample copy of this report is shown as attachment 1 to this performance work statement. The Contractor must maintain pallet integrity for each pallet of fire extinguishers/cylinders by placing the empty fire extinguishers/cylinders back on the pallet and by writing the weight of the pallet containing the empty fire extinguishers/cylinders on that pallet after the Halon has been recovered. The Contractor shall keep these pallets of empty fire extinguishers/cylinders until the Government provides disposition instructions. The Contractor shall segregate any fire extinguishers that contain a chemical other than Halon 1211 or Halon 1301 and record that information for the applicable pallet to include the number of fire extinguishers and the corresponding weight (Attch. 1). Any cylinders found not meeting purity requirements, shall also be reported at this time. The contractor must account for all product, dunnage, and waste picked up from DDRV. The contractor must submit a complete Pallet Weight Computations Report (Attch. 1) for each truck shipment of fire extinguishers/cylinders picked up.

The contractor must also sample each batch of Halon recovered from each truck shipment of fire extinguishers/cylinders picked up, test for purity and cross contamination and report findings before payment will be authorized. The Government will provide disposition instructions for each pallet of empty fire extinguishers/cylinders within 3 days after receiving the Pallet Weight Computations Report in an electronic format. Disposition will include separation to consolidate empty re-usable Government owned cylinders for return to DDRV, return of any failed purity cylinders, and disposal of empty fire extinguishers and commercial cylinders.

By submission of an offer under this proposed contract, the Contractor agrees to allow the Government access to the Contractor’s facility to perform an actual audit of the information provided in any given report.

The individuals designated to receive electronic reports under this proposed contract will be specified by the Contracting Officer’s Representative (COR) when the individual delivery orders have been issued.

L/I 0002: Reclamation of the Halon, refurbishment and re-qualification of all the cylinders being filled, sampling, testing, packaging, preparation for delivery and transportation of the filled cylinders to DDRV.

All Halon 1211 shall be reclaimed to meet current MIL-DTL-38741A standards and all Halon 1301 shall be reclaimed to meet current ASTM D 5632, Type II standards. The Contractor shall package the reclaimed Halon in the Government furnished 1,000 lb. water capacity cylinders. Prior to filling each cylinder, the Contractor shall refurbish and re-qualify all cylinders by a DOT certified facility. The Contractor shall also insure all the cylinders are leak free and prior to filling shall remove all threaded

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 7 connections and apply Teflon tape only to the threads in accordance with Government practice. No pipe dope is to be used on threads.

All Halon 1211 cylinders shall be filled with 1,500 lbs. of reclaimed product, with a plus 5 lb. quantity variance allowed on each cylinder. All Halon 1211 cylinders shall be marked in accordance with the latest revision of MIL-STD-129, utilizing NSN 6830-01-219-8529.

All Halon 1301 cylinders shall be filled with 1,240 lbs. of reclaimed product, with a plus 5 lb. quantity variance allowed on each cylinder. All Halon 1301 cylinders shall be marked in accordance with the latest revision of MIL-STD-129, utilizing NSN 6830-01-392-5017.

Independent third party testing shall be performed on each cylinder of reclaimed Halon by one of the following approved labs: National Refrigerants, Intertek Testing Services, Hudson Technologies or Remtec International, Inc. Copies of the test report shall be attached to each cylinder in a waterproof envelope and copies shall also be submitted to the Contracting Officer’s Representative when the DD-250 is submitted for payment.

The Government will only accept cylinders that pass lab certification testing, that are leak-free and that are marked correctly. The contractor may be required to bear the expense of recovery of product from leaking cylinders. The Contractor shall account for all waste products and will be responsible for disposal of all waste products after review by the individuals designated to receive electronic reports in the ODS Reserve Program Office. The Contractor will be responsible for the return shipment of all cylinders filled with the reclaimed product to DDRV. Any cylinders not meeting purity requirements shall be returned in accordance with the instructions provided under L/I 0003 of this performance work statement, with a copy of the test report attached to the cylinder in a waterproof envelope. The Government will provide the resources for unloading at DDRV.

The Contractor shall ship all cylinders containing the reclaimed Halon to the following address:

Defense Depot Richmond, VA SW0400 ODS Cylinder Operations Open Shed 4 Richmond, VA 23297-5900

All Carriers will be required to make an appointment at least 24 hours prior to delivery. Delivery should be scheduled between 8:00 A.M. and 12:00 Noon, Monday through Thursday, excluding holidays.

Appointments will need to be scheduled using the Carrier Appointment System (CAS). CAS is a Department of Defense web based application. Users will need to register for CAS access at the following URL: https://eta.sddc.army.mil

Transportation Service Provider ( T S P ) users will require an External Certificate Authority (ECA) prior to registering for access to CAS . This process may take several weeks. Users can get information on how to obtain an ECA by going to the E T A homepage (https://eta.sddc.army.mil) and selecting "PKI Information" under "Help" from the task bar. Then select "ECA Instructions" under PKI Guides.

Users can also call the System Response Center (SRC) at 1-800-462-2176 for additional information on ECAs or digital certificates.

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 8

Please contact Mitch Conley (618) 220-5475 for information on CAS or to schedule a CAS overview once you have a CAS account.

Please contact M i c h a e l K e r s h a w , Transportation Manager at DDRV (804) 279-2814 for questions concerning the use of CAS at DLA Distribution Richmond VA (DDRV-TEAM AOC

LOGISTICS).

If carriers are unable to access the CAS, they may send an email request for an appointment with a copy of the Bill of Lading attached to the following address: DDRV.DTCIdla.mil@dla.mil Carriers making deliveries will use only Gate 13, located off State Route 150, Chippenham Parkway, 1/4 mile west of U.S. Highway 1 and 301, Strathmore Road/DDRV/DSCR Exit, between 8:00 A.M. and 12:00 Noon, Monday through Thursday, excluding holidays. Carriers shall call the DDRV Dispatch Office at (804) 279-3834/3835/3157 for directions and confirmation of the appointment before arriving at DLA Distribution Richmond, VA and shall also call the DDRV Dispatch Office if they are unable to meet the scheduled delivery appointment time. Carriers should contact Phil Nott upon arrival at the Depot at Cell: 804-543-4404 for unloading of the shipment. Carriers will be responsible for any additional delay costs caused by not making an appointment or making a delivery outside the scheduled delivery appointment timeframe.

Note: In addition, the contractor shall coordinate the delivery of all cylinders with the designated ODS Reserve point of contact. The Government point of contacts for delivery of cylinders will be specified by Contracting Officer’s Representative after the individual delivery orders have been issued.

Line Item 0003: Transportation of empty re-usable Government owned cylinders and any failed purity cylinders to DDRV.

The Contractor shall return all empty Government owned reusable cylinders and any failed purity cylinders to the following address:

Defense Depot Richmond, VA SW0400 ODS Cylinder Operations Open Shed 6 Richmond, VA 23297-5900

Carriers shall follow the same appointment instructions as specified for Line Item 0002.

Note: In addition, the contractor shall coordinate the delivery of all cylinders with the designated ODS Reserve point of contact. The Government point of contacts for delivery of cylinders will be specified by Contracting Officer’s Representative after the individual delivery orders have been issued.

Halon 1211 Empty Cylinders

The Contractor shall return all empty Government owned reusable cylinders, palletized, banded with safety caps attached, marked with the latest revision of MIL-STD-129, C/C G, utilizing the following NSN’s and instructions:

Description/Size of Cylinder NSN Quantity

Halon 1211, Yellow top, 8120-01-356-1249 No palletization required 1,000 lb. water capacity

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 9

Halon 1211, Red, 240 psi, 8120-01-219-2237 No palletization required 1,000 lb. water capacity

Halon 1211, Red, 300 psi, 8120-01-396-2165 No palletization required 1,000 lb. water capacity

Halon 1211, Yellow top, 8120-00-356-1248 12 per pallet 122 lb. water capacity

Halon 1211, Red 8120-01-337-2899 12 per pallet 122 lb. water capacity

Halon 1211 Failed Purity Cylinders

The Contractor shall return any failed purity cylinders (with a copy of the test report attached in a waterproof envelope, if available), label the cylinder as failed purity product and mark the cylinder with the latest revision of MIL-STD-129, C/C F, utilizing the following NSN’s and instructions:

Description/Size of Cylinder NSN Quantity

Halon 1211, reusable, Govt. 6830-01-356-1211 No palletization required owned, 1,000 lb. water capacity

Halon 1211, reusable, Govt. 6830-01-356-1209 12 per pallet owned, 122 lb. water capacity

Commercial disposable cylinders not meeting purity requirements shall be returned under the NSN that they were received under.

Halon 1301 Empty Cylinders The Contractor shall return all empty Government owned reusable cylinders, palletized, banded with safety caps attached, marked with the latest revision of MIL-STD-129, C/C G, utilizing the following NSN’s and instructions:

Description/Size of Cylinder NSN Quantity

Halon 1301, Yellow top, 8120-01-356-5962 (No palletization required) 1000 lb. water capacity

Halon 1301, Red w/stripes 8120-01-356-5961 (No palletization required) 1000 lb. water capacity

Halon 1301, Yellow top, 8120-01-356-5963 12 per pallet 122 lb. water capacity, (12” X36”)

Halon 1301, Red w/stripes 8120-00-531-8193 12 per pallet 122 lb. water capacity, (12” X 36”)

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 10

Halon 1301, Yellow top 8120-01-371-0533 16 per pallet 95 lb. water capacity, (10” X 49”)

Halon 1301 Failed Purity Cylinders

The Contractor shall return any failed purity cylinders (with a copy of the test report attached in a waterproof envelope, if available), label the cylinder as failed purity product and mark the cylinder with the latest revision of MIL-STD-129, C/C F, utilizing the following NSN’s and instructions:

Description/Size of Cylinder NSN Quantity

Halon 1301, reusable, Govt. 6830-01-356-5958 No palletization required owned, 1,000 lb. water capacity

Halon 1301, reusable, Govt. 6830-01-376-8399 12 per pallet owned, 122 lb. water capacity, (12” X 36”)

Halon 1301, reusable, Govt. 6830-01-376-8398 16 per pallet owned, 95 lb. water capacity, (10” X 49”)

Commercial disposable cylinders not meeting purity requirements shall be returned under the NSN that they were received under.

DELIVERY SCHEDULE:

The required delivery date for all line items on each individual delivery will be 300 days from the award date specified on each delivery order.

INSPECTION AND ACCEPTANCE:

Inspection and acceptance of all line items shall take place at destination.

PAYMENT:

Invoices are to be submitted through Wide Area Workflow (WAWF) in accordance with DFARS Clause 252.232-7003. Additional requirements for each invoice submission are shown below.

L/I 0001:

The DD-250, the complete Pallet Weight Computations Report (Attch. 1) and the purity results for each batch of recovered Halon from each truck shipment of fire extinguishers/cylinders picked up shall be submitted via email to the following address:

Email: Alexander.Stuart@dla.mil

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 11

L/I 0002 The DD-250 and a copy of the test report for each of the reclaimed cylinders of Halon shall be sent via email to the following address:

Email: Alexander.Stuart@dla.mil

Line Item 0003:

The DD-250 that shows the NSN and quantity of cylinders being returned shall be sent via email to the address specified for Line Item 0002.

PERFORMANCE REQUIRMENTS:

General: This is a performance work statement (PWS). See Table 1 Schedule of Deliverables and Table 2 Quality Assurance Surveillance Plan.

Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The contractor shall submit a quality control plan within 14 days from the date of contract award to the Contracting Officer. This plan shall describe the contractor’s methodology for compliance with the deliverables and performance requirements specified in this performance work statement.

Government Remedies: The contracting officer shall follow FAR 52.212-4, “Contract Terms and Conditions-Commercial Items” or 52.246-4, “Inspection of Services-Fixed Price” for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

Contracting Officer’s Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration. A letter describing the scope of the COR’s authority and limitations will be issued at the time of award.

Post Award Evaluation of Contractor Performance: Evaluations of contractor performance will be prepared on this effort in accordance with FAR Subpart 42.1500. A final performance evaluation will be prepared by the COR upon completion of all work under the contract. In addition, interim evaluations may be prepared by the COR.

Interim and final evaluations will be provided to the Contractor as soon as practicable after completion of the evaluation. The Contractor will be permitted thirty (30) calendar days to review the document and to submit additional information or provide a rebuttal of any information in the evaluation. Any disagreement between the parties regarding an evaluation will be referred to an individual one level above the Contracting Officer, whose decision will be final.

Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 12

Table 1: Schedule of Deliverables:

REF TASK DELIVERABLE SCHEDULE

TRANSMITTAL

Perf Req Sec of

PWS

Prepare and submit Quality Control Plan.

Quality Control Plan 14 days from date of contract award

Send via email to the Contracting Officer.

L/I 0001 Pick up fire extinguishers/cylinders and perform weighing, recovering, sampling, testing and reporting.

Provide Excel spreadsheets (Attch. 1) and purity results for each batch of recovered Halon as specified in the PWS.

300 days from date of contract award

Send Excel spreadsheets (Attch. 1) and purity results for each batch of recovered Halon via email to the COR.

L/I 0002 Perform Halon reclamation, refurbish and re-qualify cylinders, fill, test, mark, and ship cylinders to DDRV. Send lab report for each filled cylinder.

Ship filled cylinders containing reclaimed Halon to DDRV. Send DD-250 and a copy of lab report for each filled cylinder with each shipment and to the COR.

300 days from date of contract award

Send DD-250 and a copy of lab report for each filled cylinder to the COR via email or common carrier.

L/I 0003 Ship empty/failed purity cylinders properly marked and palletized to

DDRV.

Ship cylinders to DDRV.

Send DD-250 with each shipment and to the COR.

300 days from date of contract award

Send DD-250 to the COR via email or common carrier.

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 13

Table 2: Quality Assurance Surveillance Plan:

REF TASK PERFORMANCE

STANDARDS

ACCEPTABLE

QUALTITY

LEVEL

SURVEILLANCE

METHODS

INCENTIVES

L/I 0001 Pick up fire extinguishers/cylinde rs and perform weighing, recovering, sampling, testing and reporting.

100% of Excel spreadsheets (Attch. 1) and cylinder test reports delivered on time with correct data

95% of Excel spreadsheets (Attch. 1) and cylinder test reports delivered on time with correct data

100% Inspection by the COR

Performance results will be reflected in the contractor’s past performance history.

Monetary consideration may be required for delivery extensions.

L/I 0002 Perform Halon reclamation, refurbish and requalification of cylinders, fill, test, mark, and ship cylinders to DDRV.

Send lab report for each filled cylinder.

100% of delivered cylinders must meet all specified contract requirements with lab reports delivered on time

100% of delivered cylinders must meet all specified contract requirements with lab reports delivered on time

100% Inspection by DDRV receiving personnel and COR

Performance results will be reflected in the contractor’s past performance history.

Contractor will be required to remedy all non conforming cylinders at his expense before payment is authorized.

Monetary consideration may be required for delivery extensions or recovery of product from leaking cylinders.

L/I 0003 Ship empty/failed purity cylinders properly marked and palletized to DDRV.

100% of delivered cylinders must meet all specified contract requirements and be delivered on time

100% of delivered cylinders must meet all specified contract requirements and be delivered on time

100% Inspection by DDRV receiving personnel and COR

Performance results will be reflected in the contractor’s past performance history.

Contractor will be required to remedy all non conforming cylinders at his expense before payment is authorized.

Monetary consideration may be required for delivery extensions.

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 14

3.0 SUBMISSION REQUIREMENTS

3.1 CONTRACTOR PROPOSAL INSTRUCTIONS

The proposal response will include a written portion to support evaluation of technical capability. This section specifies the format and content that contractors shall use for proposals responding to this RFP. It is required that contractors respond in accordance with these instructions. Failure to follow these instructions for formatting and content of proposals may result in rejection of the proposal without evaluation. The goal is not to restrict contractors in the manner in which they will perform their work but rather to ensure a certain degree of uniformity in the format of the responses for evaluation purposes. In order to receive full consideration, contractors are encouraged to ensure that the information provided within their proposal is factual, accurate and complete.

Each contractor shall submit a proposal that clearly and concisely describes and defines the contractor’s response to the objectives/requirements contained in the RFP. Unnecessary elaboration or other presentations beyond that sufficient to present a complete and effective proposal are not desired. Elaborate artwork, expensive paper or bindings, and expensive visual or other presentation aids are neither necessary nor desired. The proposal shall contain all the pertinent information in sufficient detail in the area of the proposal where it contributes most critically to the discussion of the same information in the RFP. When necessary, the contractor shall refer to the initial discussion and identify its location within the proposal.

Contractors should also identify risks inherent in their proposal, techniques used to mitigate those risks, and where such techniques were successfully employed in other contracts.

If a contractor requires clarification of any part of this solicitation, the contractor should submit the question in writing to the Contract Specialist/Contracting Officer by 5:00pm ET on 05 April 2019, which will allow sufficient time to get an answer by the closing date. The Government will publish all questions and answers, and make distribution to all prospective contractors.

Contractors who take exception to the provisions, terms and conditions, or any other aspect of this request, may provide for such exceptions in Section 3.1.3 (refer to Cover Letter and Executive Summary). However, objections to any terms and conditions of the RFP may make the proposals unacceptable. A contractor may correct a deficiency only through discussions. Alternate proposals are not authorized.

The Government will process late submissions of proposals in accordance with FAR 52.215-1. If either a hard copy or electronic proposal is received late and is not eligible for consideration in accordance with FAR 52.215-1 and Alternate I, then the Government will reject that proposal without evaluation.

3.1.1 PROPOSAL FORMAT

All proposed pages should be in the following format/form:

Page Size 8 ½” x 11” Single spaced, typed and numbered pages Font size no less than 12 Source selection information marked with “Source Selection Information – See FAR 2.101 and 3.104”

The proposals should be prepared simply and economically and must be clear, legible, practical, specific and complete, as described in these instructions. Binder clips may be used in lieu of binders or folders.

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Proposals should contain only pertinent information that is presented in a logical, coherent manner to provide delineation of capabilities to satisfactorily perform the contract requirements. Proposals should not include extraneous art work or graphics.

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.

** All proposals shall be UNCLASSIFIED.

3.1.2 PROPOSAL SUBMISSION, PACKING & MARKING

The Offeror will provide three hard copy proposals as well as one complete emailed copy to the Contract Specialist. The Government will process late submissions of proposals in accordance with FAR 52.215-1. If either the hard copy or electronic copy is received late and is not eligible for consideration in accordance with FAR 52.215-1 and Alternate I, then the Government will reject that proposal without evaluation. If a discrepancy exists between the hard copy of the proposal and the electronic/emailed copy, the electronic copy will take precedence.

Offeror shall not submit proposals by facsimile. Offeror shall submit hard copy proposals via United States Postal Service or through a commercial carrier using the address provided below:

DLA Contracting Services Office at Richmond Building 15A (Charlotte Bumgarner) 8000 Jefferson Davis Highway Richmond, Virginia 23297

Hand carried proposals may be delivered to the address above, attention: Charlotte Bumgarner or Kyle Gregory.

Electronic copies must be emailed to charlotte.bumgarner@dla.mil. (See above regarding email size limits)

The Offeror shall package the proposal volumes in cartons or equivalent packaging containers in the most efficient manner possible.

In accordance with FAR 3.104-4, it is required that your company mark material that may be source selection information. Source selection information shall be marked with the legend “Source Selection Information – See FAR 2.101 and 3.104.” This includes the cover page and EACH page that may contain source selection information.

3.1.3 COVER LETTER AND EXECUTIVE SUMMARY

The cover letter should be on company letterhead and must contain a statement committing the offeror to the proposal and stating its validity for a period of at least 180 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 RFP. 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 proposal meets the specifications of each subsection of the RFP.

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An Executive Summary of the Offeror’s entire proposal is required. This summary will not be evaluated but will be used to gain an understanding of the overall proposal contents. It should identify and highlight significant features of the proposal and include the salient points contained in the various volumes and chapters.

The following format should be followed in developing the summary:

1. General Information (see Note 1)

2. An overview of Technical Capability

3. RFP 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) Company Taxpayer Identification Number (TIN),

c) Dun and Bradstreet number

d) CAGE code

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

(Note 2): Solicitation qualifications are proposed deviations from the requirements contained in the Request for Proposal and resultant contract terms and conditions. Qualifications where an offeror states it will not comply with one or more of these requirements may cause proposals to be considered unacceptable.

Therefore, firms must address such qualifications and provide a detailed description of any form of exceptions, deviations or waivers, and indicate the firm’s difficulty with the applicable requirement in addition to the firm’s proposed approach.

Neither the Cover Letter nor the Executive Summary shall include any price-related information.

3.1.4 PROPOSAL CONTENT AND VOLUMES

It is required that contractors follow the proposal instructions stated in Section 3 and comply with the page specifications identified in Section 3.1.5.

Note: Pages exceeding the respective page limitations will not be considered part of the proposal and will not be evaluated. Font size must be no lower than 12.

Each volume of the proposal shall be submitted as one original and additional copies as specified in the table below. All volumes of the original proposal shall be delivered to the address provided in Section

3.1.2 prior to the closing date/time stated in this solicitation. Page limitations for each volume, if any, are also specified in the table below. Title and table of contents pages do not count towards page limit.

Proposal pages beyond the specified maximum limit will not be reviewed as part of the evaluation.

Offerors are strongly encouraged to use tabs and dividers within volumes in order to facilitate ease of review. If you do not follow the volume structure indicated below, your proposal may not be evaluated or further considered for award.

Proposals submitted shall be contained in two separate volumes with tabs separating chapters as follows:

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Volume I: Non-Price Proposal (one electronic copy and three hard copies):

Factor 1: Technical/Risk Evaluation.

Sub-Factor A: Management Approach and Capabilities.

Sub-Factor B: Technical Approach.

Factor 2: Past Performance/Performance Confidence Assessment Aspect One: Recency of Prior Contracts Aspect Two: Relevancy of Prior Contracts Aspect Three: Quality of Prior Contracts

Volume II: Price Proposal (one electronic copy and three hard copies):

Factor 3: Price

Each volume shall contain the following items in addition to the non-price and price proposal data required by the RFP:

Cover: The cover should indicate the following:

Title of the proposal Proposal volume Volume No.

Name and address of contractor Name and phone number of a principal point of contact

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

Note: The Cover Page and Table of Contents are not included in page counts with respect to page limitations (see section 3.1.5).

3.1.5 Written Response: The RFP’s written proposal must be organized according to the following format, within the page limitations indicated, and include chapters for each of the following:

Volume Chapter Page Limit*

Format**

I. Signed Contractor Cover Letter and Executive Summary

(Precedes Vol.Ch. 1.) N/A PDF/Word

I. Non-Price Proposal Factor 1: Technical / Risk

Sub-Factor A: Management Approach and Capabilities

Sub- Factor B: Technical Approach

PDF/Word

PDF/Word

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Factor 2: Past Performance/ Performance Confidence Assessment

Aspect One: Recency of Prior Contracts

No Limit

PDF/Word

II. Price Factor 3: Price Proposal No Limit

Excel

The contractor is responsible for providing adequate documentation to enable a thorough evaluation of the proposal.

All spreadsheet information should be on functional EXCEL spreadsheet(s) (e.g. Total Column utilizes equation that sums appropriate lower level items).

3.2.1 VOLUME I: TECHNICAL/NON-PRICE PROPOSAL

3.2.1 Factor 1: Technical / Risk:

3.2.1.1 Sub-Factor A: Management Approach and Capabilities (Volume I/Chapter 1)

This sub-factor is designed as an overview of the Contractor’s approach and their team partner’s approach (as applicable) to project management. Describe in detail your Management Approach and Capabilities which shall include the information requested in Section 4.2.1.1., items a.

through e. Contractor must provide evidence demonstrating that the organization has current capabilities for assuring performance of the requirement, including those of teaming partners and/or sub-Contractors. Also, include the roles and responsibilities of the team lead as well as team partners, if applicable.

3.2.1.2. Sub-Factor B: Technical Approach (Volume 1/Chapter 2)

Describe in detail your approach to research, analyze and develop the specified deliverables and perform each specific tasking in the PWS. Contractors shall submit the following descriptive technically acceptable information at a minimum: a description of the contractor’s equipment, facilities, technical skills, EPA certifications for Halon processing equipment and personnel, applicable DOT RIN number to re-qualify Halon cylinders, number of people, mix of skills, and corresponding skill levels that the contractor is prepared to utilize in performance of this contract, resumes for all proposed personnel, highlighting any individual's experience performing the same or similar tasks as those identified in the statement of work.

3.2.2 Factor 2: Past Performance / Performance Confidence Assessment (Volume 1/Chapter 3)

Contractors shall identify their company’s past performance within the past five years (from the date of this solicitation). Contractors should relate their Past Performance to the requirements of this solicitation. In addition, the contractor should provide a description of recent work performed that is similar in scope and complexity to the requirements of this RFP It is required that the following information be correct and complete: contract number (including task/delivery order number(s) or project numbers, point of

Source Selection Information ‐‐ See FAR 2.101 and 3.104 Page 19 contact for each customer, to include CURRENT PHONE NUMBERS AND EMAIL ADDRESSES and period of performance of each contract. Each reference must be clearly mapped to the key evaluation factors noted herein, the contractor shall provide information that demonstrates the relevancy and quality of prior contracts to the requirements of this solicitation, as well as to their proposed approach. The contractor should note that the Government might seek additional past performance information from other sources known to the Government to assist in its evaluation.

Past Performance Questionnaire

A copy of the Past Performance Questionnaire is attached to this solicitation (See Attachment 1).

Contractors should send copies to previous customers in order to document past performance. The questionnaire should be completed by the contractor’s customers and emailed directly by those customers to the following address:

EMAIL: charlotte.bumgarner@dla.mil

3.3. VOLUME II - PRICE PROPOSAL

3.3.1 Factor 3: Pricing Instructions:

Contractors are to provide firm-fixed pricing for the base year and all option years in accordance with the attached Schedule B.

The price proposal will reflect the contractor’s understanding of the tasks that contractor is expected to perform. Contractors are required to identify any assumptions that pertain to the prices proposed.

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4.0 EVALUATION CRITERIA

4.1 BASIS FOR AWARD

The award shall be made to the responsible firm whose proposal is determined to be the best value to the Government, technical factors, past performance and prices considered. The Government’s objective is to obtain the highest quality services considered necessary to achieve the stated objectives of this acquisition, with reasonable prices. Awards will be made on the basis of tradeoff source selection process. Non-price factors, when combined, are significantly more important than price. Firms are advised that a proposal meeting the objectives and requirements with the lowest price may not necessarily be selected if award to a higher priced proposal is determined to be most advantageous to the Government. However, between proposals evaluated as essentially technically equal, price will become the major consideration in selecting the best value. In the event of a single responsive proposal, the Government reserves the right to utilize a Technically Acceptable evaluation in lieu of the official Source Selection process.

The proposal must demonstrate to the Government's satisfaction that the contractor will provide a solution and approach that will ensure the successful accomplishment of requirements set forth in Section 2.0.

The Government will evaluate the submissions on the basis of the material presented in the written proposals. Note: the Government may use information other than that provided by the contractor in its proposal, including past performance information. Proposal information provided for one factor may be used to assess other factors if the Government deems it appropriate.

4.2 EVALUATION FACTORS AND SUB-FACTORS

The factors in the award decision will cover Non-Price and Price. All Non-price evaluation factors (Technical / Risk and Past Performance) when combined, are significantly more important than price.

The Non-Price Factors: Technical / Risk (factor 1) is more important than Past Performance / Performance Confidence Assessment (factor 2). The sub-factors supporting the evaluation of factor 1 are listed in descending order of importance; Management Approach and Capabilities (sub-factor A) is more important than Technical Approach (sub-factor B).

Factor 1: Technical/Risk Evaluation.

Sub-Factor A: Management Approach and Capabilities Sub-Factor B: Technical Approach

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4.2.1 Factor 1: Technical / Risk:

Factor 1: Technical/Risk Evaluation. Table 3, Combined Technical/Risk Ratings, includes consideration of risk in conjunction with the strengths, weaknesses and deficiencies in determining technical ratings.

The three sub-factors affecting a contractor’s ability to meet the solicitation requirements are Management Approach and Capabilities (sub-factor A), Technical Approach (sub-factor B) and Personnel Qualifications (sub-factor C). Proposals will be evaluated against the minimum performance or capability requirements established by the solicitation assessing the strengths, weaknesses, deficiencies and risks and assigned a Combined Technical/Risk rating pursuant to Table 3 included herein.

4.2.1.1 Sub-factor A: Management Approach and Capabilities

In evaluation of this factor, proposals will be evaluated to ensure:

a. Contractor’s understanding of the work, as evidenced by proposed plan for overall implementation and execution of project (Note: specific explanations relating to each discrete task shall be addressed under Factor 2.)

b. Current corporate capability to perform contract, including relevant…