Submission Requirements.docx

Submission Requirements – ALB Tree Removal, South Carolina Solicitation 12639522R0013

1. Submission Overview Offerors are advised to carefully review the proposal submission requirements specified in this section and the provision 52.212‐2, Evaluation – Commercial Items. This is a best value trade‐off procurement. The Government reserves the right to award to other than the lowest priced offer. It is the Offeror’s responsibility to ensure completeness of the proposal. The Government may evaluate solely on the information provided in the offer and will not assume that any Offeror possesses capabilities that are not specifically identified in the offer. Failure to comply with the requirements of the solicitation may result in a proposal receiving no further consideration for award unless the Contracting Officer decides to hold discussions, and includes the Offeror in the competitive range.

The following items are required to be submitted in order to be eligible for award. Offers shall be submitted electronically in the following format:

a) Cover letter including the following information:

· The solicitation number

· The Offeror’s name, address, telephone and facsimile numbers, and email address

· Names, titles, telephone and facsimile numbers, and email addresses of persons authorized to negotiate on the Offeror’s behalf with the Government in connection with this solicitation

· Name, title, and signature of person authorized to sign the proposal. Proposals signed by an agent shall be accompanied by evidence of that agent’s authority

· 52.209‐7 Information Regarding Responsibility Matters (Oct 2018)

· 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment. (AUG 2019)

· 52.212-3 -- Offeror Representations and Certifications -- Commercial Items.(Oct 2018)

All pages containing text shall be consecutively numbered, type-written on 8½ x 11 inch paper with margins of at least one inch, and created using a font no smaller than 12.

2. Contractor Representation & Certifications Offerors must register and complete online representations and certifications in the System for Award Management (SAM) at www.sam.gov prior to submitting the proposal. The Government will review completed Representations and Certifications in SAM following the solicitation closing date. Separate submission of the completed provisions 52.212‐3 and other certifications is required with proposal submissions.

3. Responsibility Determinations In accordance with Federal Acquisition Regulations (FAR) Subpart 9.1, Offerors may be requested to provide additional information in order to assist the Government in making a responsibility determination. This includes, but is not limited to, the following:

a. A description of the resources available to demonstrate the firm is capable of complying with the performance requirements.

b. Financial statements, including balance sheets that identify major categories of assets, liabilities, and owner’s equity, and profit and loss statements for the past three (3) years.

c. A Bank Certification of Financial Capability (line of credit)

This information will be treated as confidential commercial or financial information to the extent permitted by law under exemption 4 to the Freedom of Information Act, 5 U.S.C. § 552(b)(4). The financial statements should be not over 60 days old. If over 60 days old, a certification should be attached stating that the financial condition of the firm is substantially the same or, if not the same, the changes that have taken place.

4. Mandatory Submission Requirements for Non‐Price Related Evaluation Factors The evaluation factors and significant sub‐factors are listed below. It is intended that proposals be evaluated, and award made, without discussions with the offerors (other than communications conducted for the purpose of minor clarification(s)). If discussions are determined to be necessary, discussions will occur with all offerors unless a competitive range has been established. Failure to submit mandatory information for a factor, indicated by the word shall, will result in a the lowest rating or “unacceptable” for that factor, and the offeror will be ineligible for award unless the Contracting Officer decides to hold discussions, and includes the offeror in the competitive range.

The following factors and significant subfactors shall be used to evaluate offers:

1. Project Management

a. Management Plan

b. Deregulation Plan

2. Technical Capability

a. Technical Approach

b. Quality Assurance

c. Key Personnel

d. Relevant Experience

3. Past Performance

a. Relevant past performance

b. Subcontracting Past Performance (Applies to Large Businesses only)

4. Pricing

The factors of Project Management and Technical Capability are more important than Past Performance. The significant subfactors are all equally important within each factor. All evaluation factors other than price, when combined, are significantly more important than Price.

4.1 EVALUATION FACTOR: PROJECT MANAGEMENT

Project management includes the following significant subfactors: Project Management includes the following significant subfactors: Management Plan and Deregulation Plans. Offerors shall submit the information specified for each subfactor.

Subfactor #1: Management Plan Submittal Requirements (10 pages max.)

Offers shall include a narrative description of how the offeror plans to utilize resources to execute and manage the project. The Management Plan shall, at minimum, address the following:

1. A clear and detailed description of the equipment and personnel that will be used to complete the requirements of this contract.

2. An explanation of how the contractor would mobilize personnel and equipment to establish 5 crews working at 5-10 properties per day and removing up to approximately 200 trees per week.

3. A detailed description of the distribution of work being performed by the Offeror and its subcontractors

4. Offerors shall provide the names of major subcontractors that will perform a significant portion of the tree removal and restoration work. Major subcontractors are defined as members of an offeror’s overall team who are expected to perform ten (10) percent or more of the proposed effort.

5. An explanation of how the contractor will provide South Carolina State Certified Commercial Pesticide Applicators as necessary to directly supervise trained service persons for the application of contractually approved herbicide agents to stumps not ground below grade in accordance with the requirements of the contract.

6. An explanation for how the contractor plans to conduct work in sensitive wetland areas that are subject to regulations set forth by the Clean Water Act that do not allow for soil disturbance.

7. A graphical representation (organization charts) and a written description of the lines of authority and supervision, including who will directly manage and control the labor force and all other aspects of work performed under this contract on a daily basis.

It is expected that the proposed subcontractors in this proposal will be performing on the contract.

Subfactor #2: Deregulation Plan Submittal Requirements (5 pages max.)

Offerors shall provide a detailed plan for how they plan to meet woody debris deregulation requirements. All woody material must be chipped on site using an approved chipper equipped with an auto-reverse tachometer controller set to no less than 200 RPMs below the factory specification. Material can also be chipped to 1” by 1” in two dimensions with any type of chipper, but will be subject to inspection by USDA staff prior to leaving the Quarantine. If the Offeror cannot complete deregulation services on site, Offerors shall identify a suitable location and equipment to be used for deregulation services, which may be subcontracted for. Deregulation services must happen within the current SC ALB Regulated Area (see Appendix B), and within 48 hours of trees being removed.

The Deregulation Plan shall, at a minimum, contain:

1. The Offerors planned deregulation method (chipping onsite with approved chipper, chipping to less than 1” by 1” in two dimensions, chipping offsite at an approved location, or a combination).

a. The precise location within the current SC ALB Regulated Area where deregulation services will occur

b. How the Offeror plans to manage material at the offsite deregulation location so that it is ground within 48 hours of being removed

3. How and where the Offeror plans to dispose of chipped/deregulated material.

4.2 EVALUATION FACTOR: TECHNICAL CAPABILITY

Technical Capability includes the following significant subfactors: Technical Approach, Quality Assurance, and Key Personnel, and relevant past experience. Offerors shall submit the information specified for each subfactor.

Subfactor #1: Technical Approach Submittal Requirements (10 pages max.)

Contractor shall provide detailed proposed technical approaches for removing trees in a variety of situations including:

1. Wetlands

2. Trees located on islands in the middle of a body of water

3. Around energized lines

4. In deep woodlots with limited to no road access

5. Trees located adjacent to/overhanging residencies.

Subfactor #2: Quality Assurance/Control Plan Submittal Requirements (5 pages max.)

Offerors shall include a detailed plan explaining how they will conduct quality assurance for all the requirements listed in the solicitation, including, but not limited to: contractor surveillance, inspection, deficiency identification and correction, communication/documentation, and personnel roles/responsibilities related to managing the contractor’s quality control plan.

The contractor shall state a plan for implementing corrective measures if they fail to adequately fulfill obligations of the contract. This plan should include but not be limited to: what information they will communicate, employee training protocols, self-documentation, and the means by which the contractor will address issues to improve and meet contractual obligations.

Subfactor #3: Key Personnel Submittal Requirements (5 pages max.)

1. Resumes. Offers shall include resumes for Key Personnel. Key Personnel are defined as the Project Manager and Project Arborist. (See 452.237-74 Key Personnel.)

Project Manager. The Project Manager must have a minimum of three years’ experience overseeing a minimum of three (3) crews working simultaneously on projects. Resume should show that the proposed Project Manager has experiencing specifically overseeing tree removal work and providing customer service to private landowners.

Project Arborist. The Project Arborist shall have a current certificate from the International Society of Arboriculture (ISA) or equivalent. Submit copy of certificate with proposal.

2. Evidence of personnel with current electrical line clearance tree trimmer certifications in accordance with OSHA 1910.269 and 1910.331.

Subfactor #4: Relevant Past Experience Submittal Requirements Offerors shall provide information to demonstrate the relevant project experience of the offeror and major subcontractors that will perform tree removal work. Relevant project experience is defined as similar tree removal and restoration work, performed in residential/commercial landscaped and/or residential/commercial wooded lots, that is similar in scope and complexity. Work that exclusively involves land clearing and/or logging is not considered relevant. Major subcontractors are defined as members of an offeror’s overall team who are expected to perform ten (10) percent or more of the proposed effort.

The Past Performance Questionnaire (Attachment 2) included in the solicitation is provided for the offeror to submit to the client for each relevant project the offeror includes in its proposal for this subfactor.

The offeror shall submit a completed Past Performance Questionnaire (Attachment 2) for each project submitted as an example of relevant experience. The Prime contractor shall submit a minimum of three (3) and a maximum of five (5) projects totals for itself and a minimum of one (1) Past Performance Questionnaire for each major subcontractor being used. The Past Performance Questionnaire shall be submitted with the Offer for work performed within the last three (3) years from the release date of this solicitation. Projects must be at least 75% complete.

All points of contact, phone numbers, and email addresses should be verified by the Offeror prior to submission. Points of contact must have first-hand knowledge of the project from a contractual, managerial, and technical perspective. Offerors should follow-up with clients/references to ensure timely submittal of questionnaires. If the offeror is unable to obtain a completed Past Performance Questionnaire form from a client for a project(s) before the proposal closing date, the offeror should complete and submit with the proposal the first page of the Questionnaire, which will provide contract and client information for the respective project(s).

4.3 EVALUATION FACTOR: PAST PERFORMANCE

Past performance is a measure of the degree to which an Offeror was successful on previous projects, as measured by the level of past customer satisfaction. It is also a measure of the degree to which an Offeror has complied with Federal, State, and local laws and regulations. Past performance information is one indicator of an Offeror’s ability to perform the contract successfully.

Subfactor #1: Relevant Past Performance Submittal Requirements The Government’s assessment of past performance will focus mainly on the Offeror’s and major subcontractors’ reputations with customers and other sources. The Government may use information provided by the offeror in its proposal and information obtained from other sources for projects performed within the past three (3) years.

There are no separate submittal requirements for this evaluation factor.

The Government will consider the documented quality assessment results provided with the completed Past Performance Questionnaire. (See “Technical Approach” subfactor # 2, “Relevant Project Experience”). If more than five (5) questionnaires are submitted, only the five most recent projects will be considered.

The Government will consider the currency of past performance information, source of the information, context of the data, and general trends in the contractor’s and major subcontractors’ performance. The Government may contact any or all of the past performance references provided by the Offeror in response to this solicitation, and may also use information obtained from any other sources, including Government files or data obtained through interviews with personnel familiar with the contractor/subcontractor and their current and past performance under previous contracts performed within the past three years. While the Government may elect to consider data from other sources, the burden of providing detailed, current, accurate and complete past performance rests with the Offeror.

In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror will not be evaluated favorably or unfavorably provided the offeror certifies that additional relevant project information is not available and provides an acceptable explanation as to why additional past performance is not available.

Subfactor #2: Subcontracting Past Performance Submittal Requirements - applies to large businesses only (5 pages max) The U.S. Department of Agriculture (USDA), Animal Plant and Health Inspection Service (APHIS), is committed to the participation of Small Businesses, Small Disadvantaged Businesses, Women‐Owned Small Businesses, HUBZone Small Businesses, and Service Disabled Veteran Owned Small Businesses in the performance of work under this solicitation and resulting contract. Your attention is directed to solicitation clauses 52.219‐8 entitled "Utilization of Small Business Concerns," 52.219‐9 entitled "Small Business Subcontracting Plan", and FAR 19.704

Submission of a Subcontracting Plan in accordance with the above clauses and FAR 19.704 is required for proposals exceeding $750,000.00. Award will not be made until the Contracting Officer approves the Subcontracting Plan. The offerors subcontracting plan shall meet or exceed the goals expressed below, in terms of percentages of total planned subcontracting dollars. The accepted plan shall be included in and made part of the resultant contract. The minimum required goals expressed in percent of total planned subcontracting dollars are:

a. Small Business 20.0%

b. Small Disadvantaged Business 5.0%

c. Women‐Owned Small Business 5.0%

d. HUBZone Small Business 3.0%

e. Service‐Disabled Veteran‐Owned Small Business 3.0%

f. Reporting (ISR/ESR through www.esrs.gov) 100%

It is the contractor’s responsibility to propose goals that are achievable. Adjustments to the above goals may be proposed and may be considered for negotiation by the Contracting Officer. The subcontracting plan will be evaluated in accordance with FAR 19.704 Subcontracting Plan Requirements, which can be accessed at the following website: https://www.acquisition.gov/browse/index/far

Contractors should be aware that failure to meet subcontracting goals in the performance of the contract may negatively impact performance evaluations, see also Clause 52.219‐16 LIQUIDATED DAMAGES‐SUBCONTRACTING PLAN (SEPT 2021).

The Offeror shall provide information in regard to the extent to which the Offeror has attained applicable goals for small business participation, particularly the extent of participation of small disadvantaged business concerns, under previous contracts that required subcontracting plans. Provide rationale supporting successful overall subcontracting performance and evidence demonstrating corporate support to achieve subcontracting goals.

The contractor will be required to provide the formal Subcontracting Plan prior to contract award.

5. Pricing Proposal Offerors shall complete and submit the price schedule with their proposal and include a price for each line item, including subtotals and totals. Offers must include a price for all items in this solicitation to be eligible for award. The Government will award on an “All or None” basis. A firm must only submit one proposal.

6. Solicitation Questions All questions must be submitted via email to Kim Yen Tu at kimyen.n.tu@usda.gov no later than five (5) days prior to the solicitation closing date. Responses will not be provided to telephonic inquiries.