01_REQUEST_FOR_PROPOSALS_v5_(002).docx_.pdf

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REQUEST FOR PROPOSALS

AUTOMATION PROGRAM - ITALY

SOLICITATION NO. SPE600-16-R-0225

SECTION ONE – INSTRUCTIONS TO OFFERORS

1.1 INTRODUCTION

Defense Logistics Agency-Energy (DLA Energy) is requesting proposals from vendors that will provide tax-free fuel card support to authorized U.S. Government and North Atlantic Treaty Organization (NATO) employees assigned throughout Italy. Vendor proposals will be rated based upon the requirements outlined in this document and the enclosed forms. Additionally we will consider any relevant past performance and previous experience providing VAT-exempt petroleum products through a widely accepted card-based solution. Vendors should identify the processes and relationships currently in use if you presently offer this type of service. Consideration will also be given to vendors who invest in the development of a tax-free fuel card to meet the requirements specified in this proposal.

The scope of work will include reoccurring (monthly, annually, and by request) reporting capabilities, card maintenance, system compatibility, and other requirements specified herein.

A. The full scope of work is attached as Section Two: Scope of Work.

B. Contract Type: Indefinite delivery, Indefinite Quantity (IDIQ) with Economic Price Adjustment (EPA); 20% min guaranteed; multi-source contract will be utilized.

C. The contract term will be three years, with two, one-year option years.

D. Proposals are due no later than 12:00 PM 15 DEC 2016.

E. A pre-proposal conference will be held. Vendors will be notified through FedBizOps (https://www.fbo.gov).

1.2. BACKGROUND

The Commanding Officer (CO) of U.S. Naval Support Activity Naples manages the Foreign Tax Relief Program (FTRP) for all of Italy, to include petroleum based products. The CO has requested a transition from printed tax-free gas coupons to a fuel card solution. Automated tax-free fuel cards create efficiencies for both authorized users and program accountability.

Currently, the U.S. Government issues paper-based denominations (coupons) of 1, 2, 5, 10, and 20 liters for diesel and unleaded fuel as well as 1 liter coupons for motor oils (Reference: Contract SP7000-16- M-0076). The U.S. Government and NATO maintain 27 distribution centers throughout our military https://www.fbo.gov/

2 | P a g e installations Italy. Currently, authorized users purchase tax-free Unleaded, Diesel, Oil coupons based on a predefined ration in accordance with vehicle engine size at each of these sites. Authorized users then exchange coupons for liters of tax-free fuel at contracted vendor fueling stations throughout Italy. Per the current contract (Reference: Contract SP0600-14-D-9406), due to expire, the fueling station vendor performs the tax recoupment process directly with the Italian Government.

1.3. COMMUNICATIONS

In accordance with the Federal Acquisition Regulation (FAR) 15.201 (f), the Contracting Officer must be the focal point of any exchange with potential Offerors. All verbal or written communications between any potential vendor or its representatives and any U.S. Government or NATO personnel are strictly prohibited from the date of the RFP advertisement through the date of the execution of the contract. The only exceptions to this are (1) communications and questions concerning this solicitation directed to the Contracting Officer or Contract Specialists listed below.

The U.S. Government reserves the right to contact Offerors for clarification of response contents. Any violation of the requirements set forth in this section shall constitute grounds for immediate and permanent disqualification of the offending firm from participation in this procurement. Offerors should rely only on written statements issued by the Contracting Officer. Contracting Specialists will respond via formal written clarification, which will be provided to all registered holders of the solicitation document. Points of contact for information regarding this solicitation are:

A. Crystal Willis, Contract Specialist

1. Phone: 703-767-8392

2. Email: crystal.willis@dla.mil

B. James Forde, Contract Specialist

1. Phone: 703-767-8497

2. Email: james.forde@dla.mil

1.4 PROPOSAL SUBMITTAL

A. Proposals shall be submitted in Microsoft Word or Adobe format and shall include completed attachments in their original format (i.e. Adobe and Microsoft Excel).

1. Proposals submitted electronically through a single e-mail must be no more than 10 MB. DLA Energy’s mail server will reject messages larger than 10 MB.

2. All pages of the Proposal must be numbered

3. Proposals must be submitted in the same order as outlined in Section 1.6.A.7.

4. The evaluation criteria in Section 1.7 will be used to evaluate all Proposals.

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B. The closing date for receipt of offers is 12:00PM local time Washington, DC on 12 December 2016. Responses can be emailed to DLAEnergyFEPCA@dla.mil or Faxed to 703-767-8506, Attn: Damoris Nibbs/Crystal Willis/James Forde (FEPCA). Responses can also be mailed to:

DLA ENERGY

8725 John J. Kingman Road, Suite 4950

Attn: DLA Energy PIA, RM 3821 Fort Belvoir, VA 22060-6222

C. The Defense Logistics Agency (DLA) Energy reserves the right to amend this RFP before or after receipt of proposals if the U.S. Government changes its requirements or terms and conditions. If this RFP is amended:

1. Before the receipt of proposals, the amendment(s) will be issued on FEDBIZOPPs.

2. After the receipt of proposals, the amendment(s) will be issued to all Offerors that have not been eliminated from the competition.

D. DLA-Energy may reject late proposals. DLA-Energy also reserves the right to postpone the proposal due date.

E. DLA-Energy is not responsible for any costs associated with preparing or submitting a proposal. Proposals become the property of DLA-Energy upon submission.

F. All Offerors must be registered on the Official U.S. Government System for Award Management (SAM) at WWW.SAM.GOV (note: there is no fee to register for this site). All certifications and representations must be completed to be acceptable by the time offers are submitted.

1.6 CONTENTS OF PROPOSAL

A. Offerors must submit proposals meeting the following content requirements. DLA-Energy reserves the right to request additional information from Offerors. To be valid, all offers must comply with the instructions in Clause 52-212-1(b) to include at a minimum:

1. The Solicitation Number

2. Within the Time specified in the solicitation for receipt of offers

3. The Name, Address, Email, and Telephone Number of the Offeror http://www.sam.gov/

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4. A Technical Description of the Items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary

5. Terms of any express warranty

6. Pricing and any discount terms (Note: It can be stated in a percentage per liter solid or as a lump sum dollar value.)

7. Completed Proposal Forms sent in with the offer:

a) Proposal Form 1 – Cover Sheet

b) Proposal Form 2 – Overhead/Surcharge Price Data Sheet

c) Proposal Form 3 –Tax-Free Fuel Card Implementation: Requirements and Criteria for Evaluation

d) Proposal Form 4 – Participating Fueling Station Data

e) Proposal Form 5 – Certification Regarding Conflict of Interest

f) Proposal Form 6 – Contract Clauses

B. Restriction on disclosure and use of data. In accordance with the Federal Acquisition Regulation (FAR) 52.215-1 (e), Offerors that include in their proposals data that they do not want disclosed to the public for any purpose, or used by the Government except for evaluation purposes, shall—

1. Mark the title page with the following legend:

“This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed—in whole or in part—for any purpose other than to evaluate this proposal. If, however, a contract is awarded to this offeror as a result of – or in connection with – the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Government’s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets,” and

2. Mark each sheet of data it wishes to restrict with the following legend:

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“Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.”

1.7 EVALUATION CRITERIA

A. The following criteria will be used to evaluate Proposals.

B. After proposals are received, DLA-Energy may, at any point in the evaluation process, advise Offerors of the weaknesses and deficiencies of their proposal and request revised proposals and/or Best and Final Offers (BAFOs). Revised proposals or BAFOs shall be evaluated upon the evaluation criteria stated in Paragraph 4. DLA-Energy reserves the right to proceed directly to negotiations with the highest ranked proposer immediately following the initial submission and evaluation of proposals.

C. DLA-Energy will select the Proposal in the best interests of the U.S. Government that meets the evaluation criteria. Final selection, if any, will be made on a “Best Value / Tradeoff” basis. If DLA-Energy is unable to negotiate a satisfactory contract with the highest ranked Offeror, the next highest ranked proposal may be contacted for contract negotiation. This method may continue, in the discretion of DLA-Energy, until a contract is successfully negotiated or until all proposals are rejected.

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D. Evaluation Criteria:

NO. CRITERION MAXIMUM POINTS

1 Overhead/Surcharge Price 50 pts

2 Fuel Card Specifications

81pts

3 Implementation Plan and Customer Service

16 pts

4 Availability of Participating Fuel Stations

108 pts

TOTAL POINTS 255 points possible

1. Evaluation Criterion: Overhead/Surcharge Price ( 50 pts)

a) Schedule A, Overhead/Surcharge Price Data Sheet, Complete and submit Proposal Form 2.

b) Schedule B, Prompt Payment Discounts. The U.S. Government intends to take advantage of any prompt payment discount terms proposed; however, Prompt Payment Discounts are not mandatory.

2. Evaluation Criterion: Schedule A Fuel Card Specifications ( 81 pts)

a) Complete and submit this portion of Proposal Form 3. Specifically describing in sufficient detail card requirements.

3. Evaluation Criterion: Implementation and Training/Customer Service ( 16 pts)

a) The proposal shall include a description of the Vendor’s capabilities, a detailed description of the proposed means to provide the required training, e.g. an implementation timeline, transition plan, schedules, and any other information that the Offeror deems relevant.

b) The proposal shall include an instructional guide that outlines the proper and correct usage of the fuel card and electronic fuel card management/ reporting systems.

c) The Offeror shall submit a detailed plan of its Customer Services program as described in the Scope of Work. The plan should also describe the following:

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i. Ability to provide a monthly billing statement, in Microsoft Excel format (via Email or website), however, alternatives will be considered that details all expenses and discounts processed through the use of each individual fuel card;

ii. Ability to provide detailed data for purchases by fuel card;

iii. Alternative method for manual processing of receipts in the event of service interruption within the electronic sales system;

iv. Time frame required for obtaining paper copies of receipts, upon request.

4. Evaluation Criterion: Availability of Participating Fuel Stations ( 108 pts)

i. Proposal Form 4 – Cards should be accepted at a sufficient number of fueling locations within 5, 25, and 50 kilometers of U.S. and NATO installations throughout Italy (Complete and submit Proposal Form 4).

• The offeror will receive 1 point for every station that is between 31 and 50 kilometers in distance from the base/housing locations in the solicitation.

• The offeror will receive 2 points for every station that is between 16 and 30 kilometers in distance from the base and housing locations in the solicitation.

• The offeror will receive 3 points for every station that is between 6 and 15 kilometers in distance from the base and housing locations in the solicitation.

• The offeror will receive 4 points for every station that is 5 kilometer or less in distance from the US/NATO locations.

“Automation-Italy Proposal Form 4”- The offeror’s submission of Proposal Form 4 will be evaluated in conjunction with the number of service stations on the various roadways and distances from one service station to another.

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SECTION TWO – SCOPE OF WORK – TAX-FREE FUEL CARD PROGRAM

2.1 INTRODUCTION

U.S. and NATO military and civilian personnel are eligible to register their primary privately owned vehicle (POV) with an Allied Forces Italy (AFI) registration number through the Motor Vehicle Registration Offices (MVRO) administered by NSA Naples throughout Italy. AFI registered vehicles are then authorized to receive tax-free fuel in accordance with applicable international agreements and implementing instructions issued by the Government of Italy (GOI) and the United States Navy. POV vehicles include cars, trucks, and motorcycles over 50 cc. During 2015, our system had 16,000 authorized users with nearly 15,000 registered primary vehicles.

2.2 GENERAL SCOPE OF SERVICES

The Vendor shall provide tax-free fuel cards for the purchase of unleaded fuel, diesel fuel, motor oil, from fueling stations within Italy in accordance with the 766/R May 1956 Agreement. It is preferred that the vendor shall be experienced in providing this capability and have functioning processes already in existence and currently in use.

Capabilities shall include, but are not limited to those described in Proposal Form 3, “Tax-Free Fuel Card Implementation: Requirements and Criteria for Evaluation,” ability to implement purchasing controls, reporting options, tax rebate, fuel discounts, and any other requirement listed in this Scope of Work.

2.3 FUEL SPECIFICATIONS

Tax-free fuel card shall enable authorized users to purchases fuel in accordance with the following specifications. Fuel provided at participating stations shall conform to all National environmental requirements applicable to the geographic location of the receiving activity on the date of delivery. In the event that a National environmental requirement is more stringent than a specification contained in this RFP, the Vendor shall deliver product that complies with the more stringent requirement. Product that fails to meet the more stringent requirement will be considered to be a nonconforming supply.

Product(s) to be supplied shall fully meet the requirements of the applicable specification(s) as cited below.

A. GASOLINE, AUTOMOTIVE, UNLEADED, PREMIUM GRADE

1. Product shall conform to EN 228:2008

2. Product classifications are shown below:

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NATIONAL STOCK

NUMBER

PRODUCT

NOMENCLATURE

PRODUCT

CODE

9130-01-527-5763 Gasoline, Premium, Unleaded

UL

9130-01-570-5326 Gasoline, Super Premium, Unleaded

SPG

B. FUEL, OIL, DIESEL

1. Product shall conform to EN 590:2009 +A1:2010

2. Product classifications are shown below:

NATIONAL

STOCK NUMBER

PRODUCT

NOMENCLATURE

PRODUCT

CODE

SULFUR

MAXIMUM

9140-01-556-9156 Diesel Fuel SFD 10

9140-01-570-7022 Diesel Fuel, Low Temperature SF1 10

2.4 CLEARANCE FOR TAX EXEMPTION

Clearance on products shall be governed by the following procedures:

A. Tax exemption authorization for products supplied will be governed by instructions and policies issued by the Italian Ministry of Finance, Rome, which will be provided by the NAVSUPPACT Naples Tax-Free Products Administrator.

B. The U.S. Government shall obtain from the Italian Government quarterly plafonds (ceilings) based on expected consumption of tax-free products, which will be made available to the selected Contractor under this contract.

C. A report of consumption is coordinated by the Navy Support Activity (NAVSUPP) Naples and submitted to the Italian government quarterly. It is substantiated by sales records expended during the month of consumption being reported. For this purpose, the Contractor will submit a complete sales report to the Tax-Free Products Administrator for the preparation of each report broken down by region.

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2.5 INSTRUCTIONS

A. Billing/Invoicing: Vendor shall provide a monthly statement that summarizes all transactions for the specified billing period, including previous month’s payment, total new charges and total quantities, total exempted taxes and total discounts. Invoicing and payment information will be provided upon award.

B. Secure Website: Vendor services that meet “acceptable” criteria will include a provision for the U.S. Government to participate in manage management, card issues, card delivery, and cancellations or replacements, and reporting through a secured website. The Vendor’s website must require user ID’s, be password protected, and contain industry standard security measures to prevent access by non-authorized individuals.

C. Customer Service: Vendor shall provide for the following:

1. Vendor shall provide assistance in resolving issues related to inaccurate fuel type dispensed, questionable transactions, Point of Sale (POS) unit problems, and lost and/or stolen fuel cards.

2. Vendor will assign a customer service representative(s) to act as a lead liaison between the Vendor and the U.S. Government.

D. Reports

1. Vendor shall provide summary monthly statement of all transactions for the billing period with but not limited to the following fields: previous months, payment, total new charge amounts, total quantities, total exempted taxes, and total discounts.

2. Vendor shall maintain an automated/online database that maintains fuel usage data that shall be easily queried and have the ability to generate varied on-line and printed reports based on the U.S. Government’s needs.