Solicitation_SP8000-19-Q-0003_Piled_Materials_Verification_and_Analysis.pdf

Combined Synopsis/Solicitation Coversheet Piled Materials Verification and Analysis

SP8000-19-Q-0003

SOLICITATION INFORMATION:

1) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information and file attachments included in this notice and in conjunction with Federal Acquisition Regulation (FAR) Subpart 13.5 Simplified Procedures for Certain Commercial Items. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. This is a Request for Quotation and the RFQ number is

SP8000-19-Q-0003.

2) Solicitation SP8000-19-Q-0003 is a Request for Quote (RFQ). DLA Strategic Materials intends to award and administer a single Fixed price (FP) contract; using a Standard Form (SF) 1449 as the award document for the contract. The Government reserves the right to not award all Contract Line Item Numbers (CLIN), if it proves to be in the best interest of the Government.

3) All offerors must be registered in the System Award Management (SAM) with the applicable NAICS code 541380 to be considered for award. The web site for registration is https://SAM.gov.

4) This solicitation document and incorporated provisions and clauses are those in effect through the:

a) Federal Acquisition Circular 2019-01, effective December 20, 2018.

b) Defense Federal Acquisition Regulation Supplement (DFARS) effective February 15, 2019.

c) Defense Logistics Agency Directive (DLAD) Current to Revision 5 and through

PROCLTR 2019-05 and DEVIATION 2019-02, Revised February 27, 2019.

The complete text of any of the clauses, provisions and DLAD notes may be accessed in full at https://www.acquisition.gov/ and http://farsite.hill.af.mil/.

5) This acquisition is Set Aside 100% for Small Business. The applicable NAICS code is 541380 – Testing Laboratories, with a size standard of $15 Million.

6) The DLA Strategic Materials proposes to issue a contract to obtain periodic volumetric measurements and net weight calculations of bulk commodities maintained by the Defense Logistics Agency (DLA) Strategic Materials at various locations throughout the continental United States. See attached Attachment A (Performance Work Statement) for additional information.

7) Period of Performance is one (1) one-year base period, plus four (4) one-year option years.

Work performance will occur over 90 days each year.

https://sam.gov/ https://www.acquisition.gov/

8) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items, applies to this acquisition.

9) The provision at 52.212-2, Evaluation--Commercial Items, applies; the only evaluation factors are: Technical Acceptability, Past Performance, and Price

10) A completed copy of FAR 52.213-3 Offeror Representations and Certifications-Commercial Items, applies to this acquisition and shall be submitted with your quote if not available through SAM at https://www.sam.gov.

11) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition.

12) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition.

13) The clause at FAR 52.237-1, Site Visit applies. Please contact John Derenzis for coordination. Email: john.derenzis@dla.mil. Phone: 717-329-9908.

14) Payment Terms: Net 30

15) This procurement is not rated under the Defense Priorities and Allocations System (DPAS).

SOLICITATION INSTRUCTIONS:

1) A telephonic pre-quote conference is scheduled for April 11, 2019, 10:00 am - 11:00 am

EDT.

2) Please submit your attendance request to the DLA Strategic Material inbox at

SMContracting@dla.mil with SP8000-19-Q-0003: Pile Survey Pre-Quote Participation Request in the Subject line, by April 10, 2019, 2:00 pm EST, to ensure the call-in information is provided for participation.

3) Quotes shall not exceed ten (10) pages total, single-sided; shall be double-spaced, and no smaller than Size 12, Times New Roman font.

4) If you intend to submit a quote, please ensure that you review and provide all the required submittals (see below) and complete all applicable fill-in clauses in Attachment E — Provisions and Clauses, including signatures where applicable.

https://www.sam.gov/ mailto:john.derenzis@dla.mil

5) Submit your quote in three (3) separate parts: technical quote, past performance and price.

Each of the parts shall be divided and complete so that evaluation of each may be accomplished independently. The price quote shall be submitted using Attachment B – CLIN Structure; please propose unit price for each CLIN.

6) The quote acceptance period shall be 60 calendar days from the date of solicitation closing.

7) Submit your quote to SMContracting@dla.mil with solicitation number SP8000-19-Q-0003:

Pile Survey quote in the Subject by April 29, 2019, 2:00 pm EDT. Offerors are strongly encouraged to confirm receipt of their quotes after submission. Quotes submitted via US mail will not be accepted.

8) In accordance with FAR 15.208(a) Offerors are responsible for submitting quotes, and any revisions, and modifications, so as to reach the Government office designated in the solicitation by the time specified in the solicitation.

QUOTE SUBMITALS:

• Technical Narrative

• Project Operational Outline

• Schedule of Work or Milestones

• Titles and experience of Project/Contract Management principals and other designated representatives in capacities of Supervisory Responsibility and Authority C

• Quality Control Plan

• Contractor’s Environmental, Safety and Occupational Health Plan

• Attachment B - CLIN Structure

• Attachment C - Past Performance Questionnaire (for at least three (3) recent (since 2016 or later and relevant customers)

• Attachment E - Provisions and Clauses (if, applicable)

RETAINED FOR INFORMATION:

• Combined Synopsis/Solicitation

• Attachment A -Performance Work Statement

• Attachment D - Evaluation Criteria

CONTACT INFORMATION

Contracting Office Address:

Defense Logistics Agency DLA Strategic Materials 8725 John J. Kingman Road

Fort Belvoir, VA 22060-6221

Primary Point of Contact:

Matthew Fox Contract Specialist Phone: 571-767-9114 Email: matthew.fox@dla.mil

Secondary Point of Contact:

Noelle Albert Contracting Officer Phone: 571-767-6481 Email: noelle.albert@dla.mil

ATTACHMENTS

Attachment A: Performance Work Statement Attachment B: CLIN Structure Attachment C: Past Performance References Attachment D: Evaluation Criteria Attachment E: Provisions and Clauses

ATTACHMENT A – PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

VOLUMETRIC MEASUREMENT & NET WEIGHT CALCULATION OF BULK

COMMODITIES MAINTAINED BY DLA STRATEGIC MATERIALS

A.1 OBJECTIVE

The objective of this PWS is to obtain annual volumetric measurements and net weight calculations of bulk commodities maintained by the Defense Logistics Agency (DLA) Strategic Materials at various locations throughout the continental United States. Results of volumetric measurements and net weight calculations shall be at an accuracy consistent with industry standards to satisfy the requirements of an auditable financial record. This is a firm, fixed-price, performance based contract of one base year, with the possibility of four one-year option periods.

BACKGROUND

The Defense Logistics Agency - Strategic Materials, hereafter may be referred to throughout this PWS as same, or DLA-SM, currently maintains an inventory of bulk commodities at five locations throughout the continental United States. The bulk commodities are stored in piles.

The size, number, type of commodity, and location of piles may change over time based on the operational needs of the agency. The agency is required to annually verify the volume and net weight of all piles using accurate and repeatable audit ready processes and procedures, based on current industry best practices. Processes include verification and certification of the accuracy of current bulk commodity inventory records, and/or of any revised or official changes to audit-ready weights of record.

A.2 SCOPE

The Contractor shall provide all services necessary to perform volumetric measurements and net weight calculations of all identified bulk commodities, maintained in inventory of DLA- SM, to include Ferrochromium, Ferromanganese, and Manganese Ore, at five locations throughout the continental United States and stored as outdoor, uncovered piles. All services shall be conducted to provide comprehensive evidential matter in support of the agency’s audit readiness efforts, to verify and certify the accuracy of current bulk inventory records, and/or any official changes to weights of record. The Contractor shall conduct all activity, and successfully complete and submit all required documentation as indicated throughout this PWS within ninety (90) calendar days of a formal notice to proceed for the contract base year.

Subsequent option years, if exercised, will also be of ninety (90) calendar day duration. The Contractor shall plan, schedule, coordinate, and complete all services described herein, provide all supervision, administrative support, labor, transportation, materials, supplies, and equipment associated with the performance of this PWS, and provide continual status updates to DLA-SM.

A.3.1 OFFEROR PROPOSAL OF RECOMMENDED METHODOLOGY/PROCESS

The Offeror shall prepare and submit a written proposal that identifies and details the proposed methodology they intend to employ, in order to: a) perform the volumetric measurements of commodities, e.g. high-resolution volumetric survey via LIDAR or other industry recognized accurate, reliable, and repeatable process; b) perform net weight calculations for each individual pile, and; c) record obtained data and provide written report(s) of results to DLA- SM. Based on historical DLA-SM data and trend assessments, variations in overall pile weights should not exceed a tolerance of +/- 5%, despite some natural variability of bulk density characteristics of these materials. Established net weights per cubic foot of commodity (by type of commodity) will be provided to the Contractor at time of award by DLA-SM, for their use in calculating the net weight of each individual pile. These established net weights per cubic foot of commodity are based on previous volumetric determinations of similar “control piles” with known, established net weights. All Offeror proposed methodologies are subject to review and pre-approval by the Contracting Officer (CO). The primary resultant deliverable, shall be formal certifications of the net weight and volume for each individual pile, on behalf of DLA-SM, to include formal, detailed reports of record, suitable as audit-ready evidential matter, delineating all manner of process and procedures conducted toward achievement of the objective and scope of this PWS.

A.3.2 BASIC SERVICES

The Contractor shall perform all services associated with the performance of this PWS. All services shall be performed at the Acceptable Quality Level (AQL) established in the Performance Requirements Summary Table (PRST) of this PWS. The Contractor shall determine how much supervision, administrative support, labor, transportation, materials, supplies, and equipment are needed to complete the services of this PWS. The Contractor shall complete all services identified as required to satisfy the requirements of this PWS.

A.3.3 LEVEL OF SERVICES

The size, number, type of commodity, and location of piles may change over time based on the operational needs of the agency. DLA-SM will provide current data on bulk commodities (e.g.

estimated size, number of pile(s), type of commodities, storage location, etc.) to the Contractor prior to each volumetric measurement and net weight calculation verification.

A.3.4 PROJECT OPERATIONAL OUTLINE

1. The Contractor shall prepare and submit documented plans, process, and procedures to the Government for review and assessment prior to award. All approved plans shall be adhered to under contract, to include: a) Operational Plan; b) Work Flow Schedule or Milestones (for all piles and locations); c) Quality Control Plan describing all aspects of anticipated process elements to be employed in satisfying the requirements of the contract and; d) Contractor’s Environmental, Safety and Occupational Health Plan ensuring as applicable, all elements of the project shall be managed in compliance with Federal, State, Local statutes, and any other regulatory requirements which may apply.

2. Content of the Project Operational outline shall include defined rationale for process elements considered directly critical, or relevant to satisfaction of the Objectives (A.3.1) and Scope in this PWS, the proposed Methodology agreed to upon award, and manner of execution, taking into consideration existing physical form and physical characteristics of the material and its storage conditions as it relates to each pile based on current industry best practice.

3. Should the process approach for all, or certain individual piles and sites be adequately similar, those processes and procedures may be defined in a blanket form for all piles falling into that process approach category. Should varying conditions, such as navigability of site terrain or pile or physical characteristics of a material, present the need for variation in process and procedures, the Contracting Officer’s Representative (COR) shall be notified. The COR will forward the deviation request, along with recommendation, to the Contracting Officer for final determination regarding concurrence. If approved, those variations shall be formalized in a revision to the plan.

4. In addition to requirements noted in Section A.3 and its sub-paragraphs, the Contractor shall include in the Operational Plan:

• Schedule of Work or Milestones

• Titles and experience of Project/Contract Management principals and other designated representatives in capacities of Supervisory Responsibility and Authority, A.3.5 Offeror shall develop a Quality Control Plan, to include:

1. Quality Control Management, Supervisory Responsibility and Authority.

2. Quality Process Controls indicating general process for monitoring, measuring, and method of detection, and response to potential risks associated with ensuring accuracy of outputs.

3. Description of quality assessment process for any equipment, materials, and commercial or customized Measuring and Test Equipment to be used in any physical aspect determinations leading to outcomes.

4. Sample ‘Unit of Measure’ integrity management requirement, ensuring reliability, repeatability, and traceability to initial established standards.

5. Proven methodology employed to achieve and ensure repeatable accuracy in reported outcomes.

6. Material management controls to be implemented defining methodologies for minimizing material loss due to process related activity and proven effective in ensuring a percentage of contour of pile or total material loss, not to exceed .0001% of material.

7. Calibration Management as related to, or affecting, any equipment or reference standards acquired for, or manufactured by, the Contractor for the purpose of measuring, testing, or quality maintenance, in adherence to known standards traceable to National Institute of Standards and Technology, to include initial calibration and recalibration.

8. Corrective Action plan/process ensuring timely detection and remedy of issues affecting, or which may affect, quality and accuracy of outcomes.

9. In the case of custom manufactured Measuring and Test Equipment, the Contractor shall provide verifiable and traceable proof of accuracy, in order to ensure the efficacy of the project and its outcomes. The Contractor shall include in submittals (for custom Measuring and Test Equipment only): Measuring and Test Equipment (MTE) design and development criteria, such as drawings and material specifications; functionality;

proof test results; and traceability of calibration standards used in the manufacture of subject MTE, which shall be subject to requirements set forth in number 7. “Calibration Management” (above), in accordance with National Institute of Standards and Technology compliant standards.

A.4 GOVERNMENT QUALITY SURVEILLANCE

1. A COR will be selected by the DLA Strategic Materials, Material Management

Directorate, and formally appointed by the CO. When work is to be performed on a government site, a resident depot representative will be present to assist the Contractor and the COR (if not collocated at the facility) in obtaining access to the facilities to conduct mobilization and surveillance of contract activities.

2. The COR may also serve as DLA-SM’s Quality Assurance Specialist. The Quality Assurance Surveillance Plan (QASP) is a tool for use by the COR as a general surveillance guide, which may include: Technical and performance elements or criteria for evaluation, methods, frequency of surveillance, and corrective action.

3. The Government reserves the right to inspect, observe, and, or conduct surveillance with regard to any aspect of contract related activity, to include at a minimum: mobilization;

work in progress; equipment; and Environmental, Occupational Health and Safety (EOHS) controls, as well as be given access to all project relevant documentation and records produced at any time during the life of the contract, to include any inspection, test, or corrective actions. The Contractor shall ensure that the COR shall be kept abreast of any changes in employee staff, employee or equipment certification status relevant to the contract, and any changes in process or procedures, regardless of any perceived level of impact to project and/or contract.

4. The Contractor shall provide any contract relevant documentation or records for review in a timely manner upon request by COR.

A.5 REPORTING

A.5.1 Throughout performance of the contract, the Contractor shall document and maintain complete, accurate, and traceable records of all relevant information and data outcomes for each pile. A Contractor’s ‘Monthly Progress Report’ shall be due to the COR no later than close of business on the 5th business day after the last day of the end of each previous month, covering the entire period from Notice to Proceed, through completion of all physical on-site tasks to include the following:

1. Material or Commodity

2. Depot Site Location

3. Pile Number

4. Date(s) of activity

5. Conclusive Pile Weight determined as result of assessment

6. Certification of accuracy for each pile completed

7. Pile dimensional measurements, to include:

Method of measure and calculations employed shall include details with regard to odd shaped piles (i.e. not conical or pyramidal).

Perimeter/footprint measurements and outline of footprint shape Height(s), including multiple peaks, flats, etc.

Variation due to potential of material sinking into soft surface

8. Workload Schedule or Milestones (status and/or deviations with cause and potential impact on any affected outcomes)

9. Any problematic issues or corrective actions affecting established process, whereby a minor deviation from an agreed process is required to achieve stated outcomes.

Whether major or minor, any such issue requiring any deviation from established process shall require notification of the COR and subsequent approval by the CO.

NOTE: A deviation for the purpose of this PWS is defined as: a change in a process or procedure to address a risk of negative impact due to an unanticipated condition, or impediment, potentially affecting adherence to requirements. A Minor deviation addresses risk at a level unlikely to negatively affect the Primary Objectives and allows for a one-time change to a process that is isolated to the activity at one pile or location.

A.6 ENVIRONMENTAL, SAFETY AND OCCUPATIONAL HEALTH (General)

The Contractor shall review Depot Site Specific Information Orientation Guides for all sites found on www.dla.mil/hq/acquisition/strategicmaterials/IAMTHEKEY.aspx

B. REQUIREMENTS AND ACCEPTANCE CRITERIA

1. The following “Requirements” are only those selected for evaluating Contractor

“operational, technical and deliverable” performance, and does not necessarily represent all requirements that the Contractor may be expected to satisfy under terms of the contract.

2. Each Requirement herein represents either specific elements (such as a report submittal), or a taxonomy of broader objectives (i.e. Records, data, traceability) with elements dispersed throughout the PWS by which Contractor performance shall be evaluated.

3. Numbering of each “Requirement” aligns with numbering in the Performance Requirements Summary Table (PRST).

4. The Contractor shall meet all requirements set forth throughout this PWS in its entirety.

The Government encourages the Contractor to recommend any potential process improvements.

B.1 TASK 1: DOCUMENTATION

Performance Standard / Acceptable Quality Level (AQL)

REQUIREMENT

B.1.1 Conduct and document stockpile weight and volume assessments on existing bulk piles in a manner consistent with industry best practices. AQL: 100%

B.1.2 Certify the accuracy of current bulk inventory records or validate and certify any revised, official, audit-ready weights of record. A certification of weight shall be provided for every pile assessed under this contract. AQL: 100%

B.1.3 The Contractor shall document and maintain complete and accurate records of relevant information and data outcomes for each pile. AQL: 100%

B.1.4 The Contractor’s ‘Monthly Progress Report’ is due to the Contracting Officer’s Representative within 5 business days at the end of each previous month. AQL: 100%

B.1.5 All required reporting data is included in every ‘Monthly Progress Report’, and the contents are accurate and consistent with ‘on-site’ records generated at time of activity on-site for each pile. AQL: 100% http://www.dla.mil/hq/acquisition/strategicmaterials/IAMTHEKEY.aspx

B.2 TASK 2: MANAGEMENT OF GENERAL AND OVERALL PROCESS AND

PROCEDURES - Performance Standard / Acceptable Quality Level (AQL)

REQUIREMENT

The Contractor shall manage and control all planning and operational process and procedures, documents and records control, risk mitigation, preventive and corrective actions, and ensure full and complete access to same at the request of the COR.

B.2.1 The Contractor maintains and adheres to Work Flow Schedules or Milestones and provides updates to include any changes or adjustments on ‘Monthly Progress Reports’.

AQL: 100%

B.2.2 The Contractor consistently follows and adheres to processes, procedures, and all requirements set forth in accordance with its DLA Strategic Materials approved Operational; Quality Control; Environmental, Safety and Occupational Health Plans.

AQL: 100%.

B.2.3 The Contractor ensures that all manner of process execution is consistent with existing physical form and physical characteristics as it relates to each type/form of material and site conditions, and is based on current industry best practice and methods. AQL:

100%

B.2.4 Contractor shall ensure that material management controls defining methodologies for minimizing material loss due to process related activity are followed, and proven effective in ensuring a reasonable percentage of loss, not to exceed .0001% of material disturbed. AQL: 100%

B.2.5 The Contractor shall notify the COR of any failures, discrepancies, or anomalies of any kind involving any activity, process, or outcomes, and upon concurrence with the COR, effects appropriate corrective action as necessary to promptly respond and resolve any and all issues deemed out of the norm or standard, non-conforming, non-compliant, or potential quality issues which may present unacceptable risk, or likely pose negative effect on in-process activity or outcomes. AQL: 100%

B.2.6 Contractor adheres to quality assessment process for any equipment, materials, commercial or customized Measuring and Test Equipment to be used in any linear, volume, weighing, or physical aspect determinations leading to outcomes. AQL 95%

B.2.7 Calibration Management involving equipment manufacturer specifications, maintenance, initial calibration, in-process re-calibration, and standards management to established measurement standards traceable to National Institute of Standards and Technology. AQL 95%

B.2.8 The Contractor shall provide all necessary labor, supervision, equipment (including all appropriate personal protective equipment), materials, and supplies to perform the tasks required. AQL 95%

C. PLACE OF PERFORMANCE and DEPOT HOURS of OPERATION

- All DLA-SM depots Hours of Operation: 7:00AM – 3:30PM (Regardless of time zone)

- All services shall occur at piles located at government sites listed in Attachment 1.

ATTACHED TO THIS PERFORMANCE WORK STATEMENT:

Attachment 1: Pile Survey 2019 Attachment 2: Performance Requirements Summary Table (PRST) Attachment 3: Quality Assurance & Surveillance Plan QASP)

D. GOVERNMENT FURNISHED MATERIAL

None

E. SUBMITTALS

1. Operational outline addressing each “plan” (a, b, c, and d, providing details as described in Sections A.3.4, A.3.5 and A.4 of this PWS), to include at a minimum; a) Operational Plan, b) Work Flow Schedule or Milestones (for all piles and locations),

c) Quality Control Plan describing all aspects of anticipated process elements to be employed in satisfying the requirements of the contract, and d.) Contractor’s Environmental, Safety and Occupational Health Plan.

2. License, certification, and any substantiating evidence of experience relevant to Contractor/operator qualifications to successfully conduct, manage, operate relevant equipment, and achieve the objectives in accordance with current, relative industry best practices and requirements set forth in this PWS.

F. DELIVERABLES

1. Formal, documented certification of net weight shall be provided for every pile assessed under this contract.

2. Contractor ‘Monthly Progress Report’ shall be submitted by no later than close of business on the 5th business day after the end of each month.

3. Evidential records and documentation, detailing or referencing detailed methods, formulas, process and procedures, and equipment used to achieve resultant data representing volumetric measurements, and net weights for all existing bulk piles of Ferrochromium, Ferromanganese, and Manganese Ore.

4. All records related to activity process and procedures management, to include;

documented measurements; drawings; measuring and test equipment;

calibrations and standards; inspection reports; corrective actions and corrective action reports; daily contractor personnel attendance on government sites in conduct of this contract; and any environmental, safety and occupational health issues or reports during period of performance.

G. CONTRACTOR MANPOWER REPORTING

The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics Agency via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil.

http://www.ecmra.mil/ http://www.ecmra.mil/

Attachment 1

Pile Survey 2019

Depot piles Space & Tonnage as of December 2018

• Hammond, IN o FeCr High Carbon, Pile 7 84,473,100.006 lbs o FeCr High Carbon, Pile 1 10,198,850.000 lbs o FeCr High Carbon, Pile 18 2,370,890.000 lbs o FeCr Low Carbon, Pile 6-A 5,640,000.000 lbs o FeCr Low Carbon, Pile 15 9,888,840.000 lbs o FeCr Low Carbon, Pile 16 9,967,970.000 lbs o FeCr Low Carbon, Pile 17 7,840,000.000 lbs o Fe Manganese, High Carbon, Pile 148012 148,812,940.000 lbs o Fe Manganese, High Carbon, Pile 19 2,494,900.00 lbs

• Wenden, AZ o Manganese Metallurgical Ore – 663,338,401 lbs

• Scotia, NY o FerroChrome, LC, Pile 3 6,271,460 lbs o FerroChrome, LC, Pile 2AV 881,060 lbs o FerroChrome, LC, Pile 5 2,017,297 lbs o Zinc (Various), 505-506 Pad Zinc 10,410,191 lbs

• Lordstown, OH o FeManganese, HC, Pile 36 14,446,160 lbs

• Point Pleasant, WV o FeManganese, HC, Pile 61 274,476,246 lbs o FerroChrome, LC, Pile 54-B 3,224,307 lbs o FerroChrome, LC, Pile 63-A 10,003,750 lbs o FerroChrome, LC, Pile 63-C- 3,660,910 lbs

SP8000-19-Q-0003 Attachment 2 to PWS Performance Requirements Summary Table (PRST)

Please reference “Section B. Requirements and Acceptance Criteria” on Page 6 of PWS, for details regarding elements of this PRST that may not be considered self-explanatory.

PWS

Para

Requirement

Contractor Action Required

Minimum Frequency

Acceptable Quality Levels

(AQL)

Monthly Deduction Per “Fail” Rating

Methods of

DLA-SM

Surveillance

Notes

B.1.1 Conduct surveys, document pile weights and volume

Quality Management IAW Schedules 100%

$500

Observation

B.1.2 Certify accuracy, submit certifications for every pile

Quality Management

Upon Site completion

100% $500

B.1.3 Document, maintain complete accurate records of all data and outcomes

Process management Continual 100%

$500 Random

B.1.4 CTR Monthly Progress Report, timely submittal

Process management Monthly 100%

$300

B.1.5 Monthly Progress Report is accurate, comprehensive, as required

Process management Monthly 100%

$250 100%

SP8000-19-Q-0003 Attachment 2 to PWS Performance Requirements Summary Table (PRST)

PWS

Para

Requirement (specific element, or highlight of a taxonomy thereof)

Contractor Action Required

Minimum Frequency

Acceptable Quality Levels

(AQL)

Monthly Deduction Per “Fail” Rating

Potential Methods of Surveillance

Notes

B.2.1 Adheres to Work Flow Schedules, Milestones

Process management Continual 100%

$150 100%

B.2.2 Adheres to all elements of Operational Plan, requirements

Process management Continual 100% $500 Random

B.2.3 Execution consistent, relevant to material, best industry practice

Process Management Continual 100%

$200 100%

B.2.4 Material loss, disturbance, < .0001%

Process management

During Pile Survey Activity

100% $200 Direct

B.2.5 Communication of quality issues, Prompt corrective action

Quality Management Continual 100% $300 100%

B.2.6 Quality assess all equipment (Operational, measuring and test)

Quality Management Continual 95% $200 Periodic

Inspection

B.2.7 Calibration Management IAW Standards & manufacturer specifications, Quality Management

IAW Schedules & as needed 95%

$500 Periodic Inspection

B.2.8 Provide all resources, supplies, supervision, equipment

Process Management As Needed 95%

$300 Random

ATTACHMENT 3 to PWS:

QUALITY ASSURANCE & SURVEILLANCE PLAN (QASP)

Pile Survey 2019

Quality Elements for Assessment:

1. Nature of the solicitation (not yet public) and anticipated proposals may result in acceptance and implementation of methods or processes yet unforeseen.

2. At this time (Mar 20, 2019) Quality elements are limited to known “performance” requirements currently set forth in Section B. of the PWS, with corresponding evaluation criteria for each element (such as a report submittal), or a taxonomy of broader objectives (i.e. Records, data, traceability) with sub-elements dispersed throughout the PWS, by which Contractor performance shall be evaluated to include;

- Surveillance methods,

- Acceptable quality levels,

- Penalties for rejections

3. Upon award, the COR/QAS may develop a separate checklist for technical evaluation criteria commensurate with confirmed “contractually agreed” requirements, or merge subject new quality and evaluation criteria with the PRST. Either way, performance measurement methodology will be integrated with quality evaluation factors for overall and individual elemental performance results.

Work Requirements:

Accuracy, Traceability, Process Integrity, Auditable document products.

Performance Standards & associated Acceptable Quality Levels (AQL):

Reference the PRST and Section B of the PWS.

Methods of Surveillance:

Vary and are indicated on the PRST.

Frequency of Surveillance:

Specific “Requirements & Elements” frequency of surveillance varies and indicated on the PRST. The COR will perform inspections per Government Quality Surveillance Section of the PWS to observe select requirements/tasks. At any time, Subsequent inspections may be reduced or increased as needed in response to observations, deficiencies, or changes in contractor activity or performance.

4. The COR will, at a minimum:

ATTACHMENT 3 to PWS:

1) Execute scheduled or unannounced inspections of the Contractor’s performance to ensure that the Contractor is achieving the required level of Performance.

2) Prepare a “COR Inspection Report” (Internal Government Report) upon completion of the scheduled or unannounced inspection that identifies areas inspected and/or any deficiencies noted. The Contractor will be promptly notified of any noted deficiencies.

5. Evaluation Procedures:

Results of each inspection will be documented on the COR Inspection Report (Internal Government Report). “Pass”, “Fail” or “N/A” rating will be assigned to each requirement/task inspected based on the Performance Criteria listed below. A description of the inspection and observed defects will be recorded. A “Fail” rating may require contractor re-performance of requirement/task. The COR will establish a time frame (on a case by case basis) during which the Contractor must complete all corrective action(s). DLA-SM may (at the Contracting Officer’s unilateral discretion) levy monetary deductions against the Contractor for any “Fail” ratings documented in the COR Inspection Reports as listed in ATTACHMENT 2 - PRST of the PWS. The COR will ascertain whether documented deficiencies were effectively corrected and preventive action is effectively implemented.

Performance Criteria:

1) Each “Performance Standard” is a requirement/task that may contain several actions.

Each requirement/task will be evaluated based on individual tasks/service.

2) At a minimum, the COR will inspect all “Performance Standards” listed on the PRST.

3) A “pass” rating will be assigned to each task/service inspected that met or exceeded the established Acceptable Quality Level (AQL) for each “Performance Standard” requirement evaluated.

4) A “fail” rating will be assigned to each task/service inspected that fell below the established AQL for each “Performance Standard” requirement evaluated. When a “fail” rating is assigned, all observed deficiencies must be documented on a COR Inspection Report.

5) A “N/A” rating will be assigned when no work was required to be performed on a specific task/service.

Corrective Actions:

1) The COR will notify the Contractor within 24-hours each time a “Fail” rating is assigned and discuss the basis for the rating.

2) The COR will solicit the Contractor’s proposed corrective action(s) to preclude re-occurrence of the deficiency(s). The COR will establish a time frame (on a case by case basis) during which the Contractor must complete all corrective action(s).

3) Based upon the Contractor’s performance, the COR may recommend corrective action(s).

Subsequent inspections may be performed more frequently if deficiencies continue.

4) The COR will document the results of each inspection using a COR Inspection Report.

The COR Inspection Reports will be maintained in the “COR File” and forwarded to the Contracting Officer upon request.

ATTACHMENT B - CLIN STRUCTURE

CLIN 0001: Piled Materials Verification and Analysis: Base Period Perform all services and administrative duties to provide DLA Strategic Materials with piled materials verification and analysis.

Location Materials Piles Weight (lbs) Total Price Per Pile

Total Price Per location Lordstown, OH

Ferromanganese High Carbon Pile 36 14,466,160 lbs

Point Pleasant, WV

Ferromanganese High Carbon Pile 61 274,476,246 lbs.

Ferrochrome Low Carbon Pile 54-B 3,224,307 lbs Pile 63-A 10,003,750 lbs Pile 63-C 3,660,910 lbs

Scotia, NY Ferrochrome L/C

Pile 3 6,271,460 lbs.

Pile 2AV 881,060 lbs.

Pile 5 2,017,297 lbs.

Zinc 505-506 Pad Zinc 10,410,191 lbs.

Hammond, IN

Ferro Manganese – High Carbon Pile: 148012 148,812,940 lbs.

Pile: 19 2,494,900 lbs.

Ferro Chromium – High Carbon Pile: 7 84,473,100 lbs.

Pile: 1 10,198,850 lbs.

Pile: 18 2,370,890 lbs.

Ferro Chromium – Low Carbon Pile: 6-A 5,640,000 lbs.

Pile: 15 9,888,840 lbs.

Pile: 16 9,967,970 lbs Pile: 17 7,840,000 lbs.

Wenden, AZ Manganese - Metallurgical Grade

Pile: (4 piles) 663,338,401 lbs.

19 Piles Materials Base Period Total Price: $_____________

CLIN 1001: Piled Materials Verification and Analysis: Option Year 1Period Perform all services and administrative duties to provide DLA Strategic Materials with piled materials verification and

Total Price Per location Lordstown, OH

Ferromanganese High Carbon Pile 61 274,476,246 lbs.

Ferrochrome Low Carbon Pile 54-B 3,224,307 lbs

Pile 2AV 881,060 lbs.

Pile 5 2,017,297 lbs.

Ferro Manganese – High Carbon Pile: 148012 148,812,940 lbs.

Pile: 19 2,494,900 lbs.

Ferro Chromium – High Carbon Pile: 7 84,473,100 lbs.

Pile: 1 10,198,850 lbs.

Pile: 18 2,370,890 lbs.

Ferro Chromium – Low Carbon Pile: 6-A 5,640,000 lbs.

Pile: 15 9,888,840 lbs.

19 Piles Materials Option Year 1 Period Total Price: $_____________

CLIN 2001: Piled Materials Verification and Analysis: Option Year 2 Period Perform all services and administrative duties to provide DLA Strategic Materials with piled materials verification and

Total Price Per location Lordstown, OH

Ferromanganese High Carbon Pile 61 274,476,246 lbs.

Ferrochrome Low Carbon Pile 54-B 3,224,307 lbs

Pile 2AV 881,060 lbs.

Pile 5 2,017,297 lbs.

Ferro Manganese – High Carbon Pile: 148012 148,812,940 lbs.

Pile: 19 2,494,900 lbs.

Ferro Chromium – High Carbon Pile: 7 84,473,100 lbs.

Pile: 1 10,198,850 lbs.

Pile: 18 2,370,890 lbs.

Ferro Chromium – Low Carbon Pile: 6-A 5,640,000 lbs.

Pile: 15 9,888,840 lbs.

19 Piles Materials Option Year 2 Period Total Price: $_____________

CLIN 3001: Piled Materials Verification and Analysis: Option Year 3 Period Perform all services and administrative duties to provide DLA Strategic Materials with piled materials verification and analysis.

Location Materials Piles Weight (lbs) Total Price Per Pile

Total Price Per location Lordstown, OH

Ferromanganese High Carbon Pile 61 274,476,246 lbs.

Ferrochrome Low Carbon Pile 54-B 3,224,307 lbs

Pile 2AV 881,060 lbs.

Pile 5 2,017,297 lbs.

Ferro Manganese – High Carbon Pile: 148012 148,812,940 lbs.

Pile: 19 2,494,900 lbs.

Ferro Chromium – High Carbon Pile: 7 84,473,100 lbs.

Pile: 1 10,198,850 lbs.

Pile: 18 2,370,890 lbs.

Ferro Chromium – Low Carbon Pile: 6-A 5,640,000 lbs.

Pile: 15 9,888,840 lbs.

19 Piles Materials Option Year 3 Period Total Price: $_____________

CLIN 4001: Piled Materials Verification and Analysis: Option Year 4 Period Perform all services and administrative duties to provide DLA Strategic Materials with piled materials verification and analysis.

Location Materials Piles Weight (lbs) Total Price Per Pile

Total Price Per location Lordstown, OH

Ferromanganese High Carbon Pile 61 274,476,246 lbs.

Ferrochrome Low Carbon Pile 54-B 3,224,307 lbs

Pile 2AV 881,060 lbs.

Pile 5 2,017,297 lbs.

Ferro Manganese – High Carbon Pile: 148012 148,812,940 lbs.

Pile: 19 2,494,900 lbs.

Ferro Chromium – High Carbon Pile: 7 84,473,100 lbs.

Pile: 1 10,198,850 lbs.

Pile: 18 2,370,890 lbs.

Ferro Chromium – Low Carbon Pile: 6-A 5,640,000 lbs.

Pile: 15 9,888,840 lbs.

19 Piles Materials Option Year 4 Period Total Price: $_____________

Attachment C

PAST PERFORMANCE QUESTIONNAIRE

Piled Material Verification and Analysis

This questionnaire is designed to provide DLA Strategic Materials with basic information regarding the Contractor’s past performance on previous contracts they have been awarded and the satisfaction with their performance.

Please send this Questionnaire back to Matthew Fox, at matthew.fox@dla.mil. In the subject line name them: Piled Material Verification and Analysis, SP8000-19-Q-0003.

Please complete the following identifying information and past performance assessment:

A. Contractor name: ____________________________________________________________ B. Contract number: ____________________________________________________________ C. Period of Performance: ________________________________________________________ D. Total Contract Amount (Including any Options): ___________________________________ E. Describe service performed: ______________________________________________ ______

Point of Contact if the Government requires clarification on information filled out in this questionnaire: (name, title, organization, address, email, and phone):

Evaluator’s experience with this manufacturer (evaluator is the person filling out the questionnaire) (Evaluator’s name, title, and organization if different from POC):

mailto:matthew

Past Performance Questionnaire Pile Survey SP8000-19-Q-0003

Source Selection Information Page 2 of 5 See FAR 2.101 and 3.104

Rating Definition Notes

Acceptable

(A)

The contractual performance of the element or sub-element assessed is accomplished with few minor problems for which corrective actions taken by the contractor is highly effective.

The Contractor must demonstrate positive experience on previously executed work performed on similar contracts. Additionally, the performance must have occurred during the last three

(3) years (since 2015 or later). The Contractor has demonstrated the ability and willingness to perform a quality service. If either service quality or delivery time is evaluated as “unacceptable,” the Past Performance shall be considered as “unacceptable.”

Unacceptable

(U)

Performance does not meet contractual requirements. The contractual performance of the element or sub-element contains serious problem(s) for which the contractor's corrective actions appear or are ineffective.

An Unsatisfactory rating is appropriate when multiple significant events occur that the contractor has trouble overcoming and which impacts the Government. A singular problem, however, could be of such serious magnitude that it alone constitutes an unsatisfactory rating.

Not Applicable

(N/A)

No relevant past performance information available

In the case of a Contractor without a 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 Contractor may not be evaluated favorably or unfavorably on past performance

Source Selection Information Page 3 of 5 See FAR 2.101 and 3.104

When answering the questions below, please consider previous experiences with the Contractor and the quality of the products you have received from them.

Please use the rating system on page 2 above when answering questions #3-7 below:

1. Have you performed similar work?

Please check a box: ☐ Yes ☐ No Please indicate the location and the name of the rail company that accepted your work.

2. If applicable, please provide the contract name/number and contact information for which the work was performed.

3. Cost—

Rate the Contractor’s ability to control cost and performed the agreed contract requirements. Describe any reasons for changes to contract value (e.g., scope changes, overrun/underrun, Government-imposed schedule changes, etc.).

Please circle a rating: A U N/A Please add additional comments below.

4. Quality—

a) How well did the Contractor adhere to the scope of work, and/or the environmental concerns?

Please circle a rating: A U N/A Please add additional comments below.

b) Did the services provided meet the required level of quality or results?

Please circle a rating: A U N/A Please add additional comments below.

Source Selection Information Page 4 of 5 See FAR 2.101 and 3.104

5. Performance—

Rate the Contractor's ability to comply successfully with the contract requirements and/or performance work statement.

Please circle a rating: A U N/A Please add additional comments below.

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

6. Schedule—

a) How well did the Contractor adhere to the agreed-to work schedule?

Please circle a rating: A U N/A Please add additional comments below.

b) What were the causes of any schedule variances?

Please circle a rating: A U N/A Please add additional comments below.

c) Were data reports and/or materials delivered on time?

Please circle a rating: A U N/A Please add additional comments below.

7. What is your overall rating of the Contractor’s performance?

Please circle a rating: A U N/A Please add additional comments below.

8. Given the choice, would you award to this Contractor again? Why/why not?

Please include any additional comments below that will assist in the evaluation of the technical competence and reliability of this Contractor.

Name and Date questionnaire was completed: ________________________________________

ATTACHMENT D to the Combined Synopsis/Solicitation:

EVALUATION CRITERIA

Pile Material Verification and Analysis

The Government intends to award a contract for services to obtain periodic volumetric measurements and net weight calculations of bulk commodities maintained by the Defense Logistics Agency (DLA) Strategic Materials at various locations throughout the continental United States. The Government intends to award a firm fixed-price contract (but reserves the right to award multiple contracts if it proves to be in the best interest of the Government).

The proposal will be evaluated using FAR 15.101-2, Lowest Price Technically Acceptable standards to be determined eligible for award. The lowest price technically acceptable source selection process is appropriate as best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price. In accordance with (IAW) FAR 15.101-2(b)(1), the evaluation factors listed below will be used to evaluate all proposals submitted. Contract award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for the non-cost factors (Technical Acceptability and Past Performance.) The Government intends to award without discussions but reserves the right to hold discussions.”

The following factors shall be used to evaluate your proposal:

Factor 1: Technical Capability Factor 2: Recent and Relevant Past Performance Factor 3: Price

EVALUATION PROCEDURES:

Factor 1—Technical Capability (proposals shall be evaluated on an Acceptable/Unacceptable basis). The offeror’s proposal has to conform to the requirements of the PWS.

A proposal is considered technically acceptable if:

(1) The proposal narrative demonstrates a clear understanding of the requirement. The Offeror provides a narrative that supports and confirms their ability to accomplish the requirement and tasks in their Project Operational Outline and Quality Control Plan.

(2) The Project Operational Outline meets the standards of PWS Section A.3.4. This includes:

• A Schedule of Work or Milestones.

• Titles and experience of Project/Contract Management principals and other designated representatives in capacities of Supervisory Responsibility and Authority

• Contractor’s Environmental, Safety and Occupational Health Plan

(3) The Schedule of Work or Milestones demonstrates that work can be accomplished in the 90 calendar day timeframe.

(4) The Quality Control Plan meets the standards of PWS Section A.3.5. It addresses the nine items in the Quality Control Plan. The narrative supports the Offeror’s ability to ensure that accuracy of the current bulk commodity inventory records and validate/certify to audit-ready weights of records.

ATTACHMENT D: EVALUATION CRITERIA

Pile Material Verification and Analysis

The technical proposal must conform to the requirements of the PWS. A proposal will be determined technically unacceptable if it fails to conform to any one or more of the above listed requirements.

Factor 2 — Recent and Relevant Past Performance (FAR 15.305) (proposals shall be evaluated on an Acceptable/Unacceptable basis).

Should the case be where you do not have a record of relevant past performance, or for whom information on past performance is not available, or is so sparse that no meaningful past performance rating can be reasonably assigned, your company may not be evaluated favorably or unfavorably on past performance.

Therefore, the company shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.”

The Government will evaluate past performance using information provided with your proposal and information obtained from other sources, including past and present customers, subcontractors, Past Performance Information Retrieval System (PPIRS), Contract Performance Assessment Reporting System (CPARS), etc. This assessment is based on your company’s record of relevant and recent (since 2015 or later) past performance information that pertains to services performed under a similar contract as outlined in the solicitation requirements. Documentation of recent (since 2015 or later) and relevant past performance will be evaluated to determine a pattern of meeting material standards and timely delivery.

While the Government may elect to consider data from other sources, the burden of providing detailed, current, accurate, and complete past performance information rests with you. Should the Government discover adverse past performance information to which you/your company did not have a prior opportunity to respond, the Contracting Officer may conduct communications if deemed appropriate.

Factor 3 – Price

If the proposal has been determined technically acceptable, the Government will evaluate the price proposal to determine if it is reasonable and in the best interest of the Government.

The Offeror shall provide a clear understanding/detailed cost breakdown, so as to convey how the costs associated with this requirement are calculated; also state how they are appropriate for the tasks listed in the PWS.

SOLICITATION SP800019Q0003

ATTACHMENT E Provisions and Clauses

SOLICITATION SP800019Q0003 CLAUSES AND PROVISIONS

CONTRACT CLAUSES –

(1) FAR 52.212-4 – CONTRACT TERMS AND…