AO_PMD_RFQ_USCA19Q0085_AOUSC_D-Vehicle_for_SFD_20190717.pdf

SOLICITATION/CONTRACT/ORDER

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER

ADM190038

5. SOLICITATION NUMBER

USCA19Q0085

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

07/17/2019

7. FOR INFORMATION CALL: a. NAME Anethra Facione

b. TELEPHONE NUMBER (No collect calls) 202-502-3281

8. OFFER DUE DATE / LOCAL

TIME

07/23/2019

02:00 PM ET

CODE PMD

Procurement Management Division Administrative Office of the United States Courts One Columbus Circle, N.E.

Suite 3-250 Washington, DC 20544-0001

9. ISSUED BY 10.

NOT USED

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

12. DISCOUNT TERMS 13.

NOT USED X RFQ RFP

14. METHOD OF SOLICITATION

ADMCODE15. DELIVER TO

AO Administrative Services Division Administrative Office of the United States Courts One Columbus Circle, N.E.

Suite G-350 Washington, DC 20544-0001

CODE16. ADMINISTERED BY (if other than Block 9)

FACILITY

CODE

CODE

Telephone No.

17a. CONTRACTOR/

OFFEROR

ASOCODE18a. PAYMENT WILL BE MADE BY Administrative Systems Administrative Office of the United States Courts One Columbus Circle, N.E.

Suite 5-560 Washington, DC 20544-0001

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27. Applicable terms and conditions are as stated in the continuation pages.

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

USCA19Q0085 - Page 1 of 22

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

Anethra A. Facione

X 1

See continuation pages, starting at Section A.1 through Section M. 3 (pages 2-22) for additional details regarding this solicitation.

Table of Contents

SECTION A – SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

A.1 SOLICITATION CONTINUATION PAGES

SECTION B – PRICE/COST DATA

B.2 PRICE/COST SCHEDULE

SECTION C – SOLICITATION DESCRIPTION OF SOURCES SOUGHT

C.1 STATEMENT OF WORK

C.2 GOVERNMENT AND VENDOR RESPONSIBILITIES

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION PROCESS

E.2 ACCEPTANCE STANDARDS

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 ASSIGNMENT OF POINTS OF CONTACT

G.2 REPORTING REQUIREMNTS

G.5 INVOICING PROCEDURES

SECTION I – CONTRACT PROVISIONS AND CLAUSES

I.1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

I.2 SOLICIATIONS CLAUSES INCORPORATED BY REFERENCE

I.3 OTHER CONTRACT PROVISIONS AND CLAUSES

SECTION L – INSTRUCTIONS TO OFFERORS

L.1 SUBMISSION OF SOLICIATION QUESTIONS

L.2 SUBMISSION OF SOLICITATION RESPONSE QUOTATIONS

SECTION M – EVALUATION FACTORS AND BASIS OF AWARD

M.1 BASIS OF AWARD

M.2 EVALUATION CRITERIA

M.3 RATING DEFINITIONS

USCA19Q0085

SECTION A – SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

ITEMS

A.1 SOLICITATION CONTINUATION PAGES

(continuation from Standard Form 1449)

I. CONTRACT DATA ADMINISTARTION: All contract administration matters will be handled by the following individuals:

a. VENDOR: TBD

b. GOVERNMENT: Contracting Officer, Anethra Facione Administrative Office of the United States Courts Procurement Management Division 1 Columbus Circle, NE Washington, DC 20002

II. VENDOR REMITTANCE ADDRESS: All payments by the Government to the Vendor will be made in accordance with (IAW):

[] 52.232-34, Payment by Electronic Funds Transfer - Other than Central Vendor Registration, or

[] 52.232-36, Payment by Third Party

III. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Annually

IV. GOVERNMENT INVOICE ADDRESS: All invoices from the Vendor shall be mailed to the following address:

Administrative Office of the United States Courts Accounting Division, DAS-BAPO-ACC One Columbus Circle, NE, Suite 5-300 Washington, DC 20544-0001

V. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

SECTION B – PRICE/COST DATA

B.2 PRICE/COST SCHEDULE

REQUIREMENT: ADMINISTRATIVE SERVICES DIVISION VEHICLE

Line Item# Description Quantity Unit Unit Price Total

BASE PERIOD

Vehicle (Lincoln Continental or similar model) for AOUSC FSD per Section C.1 - III of the Statement of Work contained here within. Performance period is Date of Award through 12 months from Date of Award.

1 EA

DC Tags by registration of the vehicle for AOUSC FSD per Section C.1 - III of the Statement of Work contained here within. Performance period is Date of Award through 12 months from Date of Award.

BASE PERIOD OF PERFORMANCE

Vehicle (Lincoln Continental or similar model) for AOUSC FSD per Section C.1 - III of the Statement of Work contained here within. Performance period is Date of Award through 12

DC Tags Renewal by registration of the vehicle for AOUSC FSD per Section C.1 - III of the Statement of Work contained here within.

Performance period is Date of Award through 12 months from Date of Award.

OPTION ONE PERIOD OF PERFORMANCE

Vehicle (Lincoln Continental or similar model) for AOUSC FSD per Section C.1 - III of the Statement of Work contained here within. Performance period is Date of Award through 12 the vehicle for AOUSC FSD per Section C.1 - III of the Statement of Work contained here within.

Performance period is Date of Award through 12 months from Date of

OPTION TWO PERIOD OF PERFORMANCE

Vehicle (Lincoln Continental or similar model) for AOUSC FSD per Section C.1 - III of the Statement of Work contained here within. Performance period is Date of Award through 12 the vehicle for AOUSC FSD per Section C.1 - III of the Statement of Work contained here within.

Performance period is Date of Award through 12 months from Date of

OPTION THREE PERIOD OF PERFORMANCE

Vehicle (Lincoln Continental or similar model) for AOUSC FSD per Section C.1 - III of the Statement of Work contained here within. Performance period is Date of Award through 12 the vehicle for AOUSC FSD per Section C.1 - III of the Statement of Work contained here within.

Performance period is Date of Award through 12 months from Date of

OPTION FOUR PERIOD OF PERFORMANCE

TOTAL BASE PLUS ALL OPTION PERIODS $

SECTION C – SOLICITATION DESCRIPTION OF SOURCES SOUGHT

C.1 STATEMENT OF WORK

I. Background

The Administrative Office of the United States Courts (AOUSC), housed within the Thurgood Marshall Federal Judiciary Building (TMFJB), is an agency within the judicial branch that provides a broad range of legislative, legal, financial, technology, management, administrative and program support services to federal courts. A primary responsibility of the AOUSC is to provide staff support and counsel to the Judicial Conference and its committees. The AOUSC’ Facilities and Security Division (FSD) requires the Agency’s Director to travel for official government business throughout the Washington, DC metropolitan area.

II. Objective

The AOUSC, Procurement Management Division (PMD) on behalf of the Administrative Services Division (ADM) is seeking to procure a commercial vehicle for government leasing, including vehicle registration, tags and tags’ annual renewal. The intent of the AOUSC PMD is to procure a vehicle for its agency Leadership in order to have transportation to and from the home office located at the TMFJB.

III. Scope of Work

The AOUSC is seeking to lease a vehicle to conduct official government business for the Director of the AOUSC. Vehicle will be used for Judicial Conference Meetings, Capitol Hill Hearings, and Judges Meetings.

A. Description of Product/Vehicle Sought Specification Requirements

By way of this request for quotation (RFQ) solicitation, the AOUSC FSD is seeking to acquire a luxury vehicle or similar for transporting up to five (5) passengers within the Washington, DC metropolitan area. The awarded Vendor shall be able to provide a vehicle that meets or exceeds the following specifications and/or descriptions as outlined below as a result of this RFQ solicitation:

1. One (1) 2019 (or later, i.e., 2020) luxury vehicle, e.g., Lincoln Continental or similar;

2. Leather seating (with heating and/or cooling controls);

3. Annual mileage of up to 18,000 miles;

3. Spacious seating to accommodate the leg room of 6’ 2” driver (front), rider(s) (back) and up to five (5) passengers; and

4. Automatic Transmission, Electric Power-Assisted Steering, Leather Seating, Keyless

Operating System, Voice-Operating System, 5-Seating Capacity, Radio, V-6 Engine (minimum), Front Wheel Drive, Luxury Accommodations, 19”-20” Wheels, Cruise Control, United States Operated, 4-Door, Power Seating (front driver and passenger)

B. Delivery Requirements

The Vendor shall coordinate with the designated government official on the date and time of vehicle delivery should the location from dealership to AOUSC be more than 15 miles

(see Section IV below for additional details on Delivery). The Vendor shall make vehicle availability for pick up or delivery within 60 days from receipt of order (i.e., contract award). A notice of delivery, if applicable, shall be sent to the government’s designated official’s email prior to and/or at the time of shipment/delivery, which shall include, the delivering official’s: 1) name, 2) title, 3) description of the vehicle, 4) estimated arrival date and time, and 5) contact number. Unless otherwise stated, all charges and expenses including, not limited to tags, title, transfer, delivery and setup, shall be included in the Vendor’s overall quoted price.

C. Service Requirements Additionally, the awarded Vendor shall be able to provide the following services:

1. Initial vehicle tag registration for the Washington, DC location;

2. Annual vehicle tags renewal for the Washington, DC location;

3. A minimal warranty and loaner vehicle (as needed) for the duration of the contract;

4. All associated title and license inspections and activities to transfer/lease ownership of vehicle to AOUSC; and

5. A full vehicle (model) specifications/report including, but not limited to, model, standard and/or select equipment package, engine, seat, mechanical, exterior, interior, entertainment, safety features, warranty, option(s), paint, dimensions and lighting convenience, and/or technical (as applicable)

IV. Place of Performance and/or Delivery

The selected Vendor shall make available one (1) vehicle to a designated AOUSC official for pick up or delivery to the Administrative Office of the U.S. Courts Thurgood Marshall Federal Judiciary Building located at 1 Columbus Circle, NE in Washington, DC (zip code 20002).

Should delivery be required, the AOUSC’ delivery location and coordination are as follows:

Delivery Location Delivery Location: 2nd and F street NE Washington, D.C. 20002 Delivery Schedule: Mondays through Fridays; 9:00 AM Easter Time (ET) – 3:00 PM ET

Delivery Coordination Government POC Name: TBD Contact Phone: TBD Contact Email: TBD

The Vendor shall coordinate with the designated government official on the date of delivery after receipt of order/contract. The awarded Vendor shall confirm the capability to deliver the vehicle within the Delivery Schedule aforementioned no later than (NLT) 60 days from receipt of order (i.e., contract award), or before September 27, 2019. The delivery time shall not exceed 60 days from the date of which the order/contract is received by the Vendor, s/he shall notify the designated government official immediately (within 24 hours of contract award) when the designated official can anticipate delivery or pickup. Final acceptance of the vehicle shall be at time the vehicle is delivered or picked up and the AOUSC designated official inspects and accepts the vehicle per the contract’s outlined requirements.

V. Period of Performance

The estimated performance period and life of any resulting contract shall be for a total of 60 months from date of award (DOA) for leasing a vehicle. The government (AOUSC/Judiciary) anticipates a period of performance for one (1) 12-month base/lease period, and four (4) 12-month base/lease option periods, not to exceed 5 years leasing. The lease contract shall operate as follows (with consideration that a vehicle will be acceptably delivered or picked up NLT Thursday, September 27, 2019):

Lease Base Period: October 1, 2019 through September 30, 2020 Lease Option Period One: October 1, 2020 through September 30, 2021 Lease Option Period Two: October 1, 2021 through September30, 2022 Lease Option Period Three: October 1, 2022 through September 30, 2023

Scheduling for delivery shall be during hours of the Judiciary’s operation only (see IV above).

VI. Contract Type

The Judiciary (AOUSC) anticipates award of a Firm-Fixed Price (FFP) type contract under this solicitation, and all offers shall be submitted on this basis. Alternate offers based on other contract types will not be considered. It provides maximum incentive for the awarded Vendor to control costs and perform effectively and imposes a minimum administrative burden upon the contracting parties. During the term of this FFP contract, the Government may require additional effort to successfully accomplish the Government’s (AOUSC’s) scope requirements.

Any changes in the terms and conditions of this contract may be made only by written agreement of both parties and can only be instructed by the Contracting Officer (CO) listed for the resulting contract.

VII. Travel

The cost for travel as it relates to delivery, if necessary, shall be included in the overall quoted price for which the vehicle. No other travel costs will be separately considered, including fuel, per diem and/or lodging.

C.2 GOVERNMENT AND VENDOR RESPONSIBILITIES

I. Warranty Requirements and Security Breach Procedures

The Vendor shall provide, from the date of delivery and acceptance by the Government, a 5-year warranty, or longer, on the integrity of the vehicle.

II. Government Responsibilities

The Judiciary’s designated official will be responsible for notifying the Vendor if there is any issue with the vehicle within 30 days from delivery or pick up, outlining the issues, deficiencies and defects dating from initial start or became award. The government official will provide follow up information and coordinate a quick resolve with the Vendor. The Vendor shall be able to provide a loaner in the event that the issue(s) cannot be resolved within 24 hours of notification and shall be responsible for towing, pick up and replacement of vehicle if the leased vehicle is immobile or by moving the vehicle would cause more damage. The AOUSC designated official will provide the awarded Vendor with the Judiciary Facilities and Security Division’s guidance and other policies regulating compliance with the Judiciary’s pickup requirements.

III. Vendor Responsibilities

The CO is the only person authorized to approve changes or modify any of the requirements under this contract on behalf of the Judiciary. In the event the Vendor effects any changes(s) at the direction of any person other than the CO that change shall be considered to have been made without authority and no adjustment in price shall be made in the contract to cover any increase in charges incurred as a result thereof. The Vendor shall submit all requests for modification of the contract and any inquiries pertaining to the administration of the contract to the CO’s attention via: Phone – 202.502.3281; Email – Anethra_Facione@ao.uscourts.gov;

Courier – Administrative Office of the United States Courts, Procurement Management Division, Attention: CO-Anethra Facione, 1 Columbus Circle, NE, Washington, DC, 20002.

All contract administrative matters shall be submitted to the following government (AOUSC/Judiciary) designated officials as the primary points of contact (POCs), including the Contracting Officer’s Representative (COR) and/or Project Manager (PM) for immediate action(s) in coordination with the Contracting Officer (CO):

Name: TBD Title: COR Address: TBD Phone Number: TBD Email address: TBD

Name: TBD Title: PM Address: TBD Phone Number: TBD Email address: TBD

The Vendor shall designate a person to be contacted during the period of this contract for prompt administration.

Name: TBD Title: Project/Contracts Manager Address: TBD Phone Number: TBD Email address: TBD

IV. Security Assurance and Acceptance mailto:Anethra_Facione@ao.uscourts.gov

The selected Vendor must ensure individuals required to access the TMFJB for delivery have a valid government issued ID at time of vehicle delivery. The selected Vendor will be advised of allowable items upon entering the TMFJB for delivering the vehicle. At this time, below is a general list of items that are prohibited by any Visitors of the TMFJB, noting that this list is not all-inclusive, including:

Firearms, replica guns, pellet guns, ammunition, knives, mace/pepper spray, explosives, toxic fluids (e.g., acid), drugs or drug paraphernalia.

The awarded Vendor shall contact the designated AOUSC official for a more conclusive listing of items prohibited at time of vehicle delivery, as applicable.

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION PROCESS

The Judiciary has the right to inspect and/or test all products provided under this contract, to the extent practicable, at all times and places, including the period of manufacture, and in any event before acceptance. The Judiciary will perform inspections and/or tests in a manner that will not unduly delay the work or installation. The Judiciary assumes no contractual obligation to perform any inspection and/or test for the benefit of the Vendor unless specifically set forth elsewhere in this contract.

The Judiciary may require the Vendor to correct or replace any part(s) and/or product(s) that fail to comply with the requirements of the contract. Parts and/or products are nonconforming when they are defective in material or workmanship or are otherwise not in conformity with contract requirements. The Judiciary may reject nonconforming items or nonperforming services with or without disposition instructions. Upon determining that the products are nonconforming or services are nonperforming, the Judiciary may, at its discretion:

(1) require replacement or correction of the defective parts and/or products;

(2) require rework or entirely new work of services lacking the ability to meet service standards;

(3) acquire replacement part(s) and/or product(s) from another source, and charge the Contractor for any costs incurred by the judiciary; or

(4) accept the nonconforming part(s) and/or product(s) or nonperforming services at a reduced price.

E.2 ACCEPTANCE STANDARDS

Acceptance shall be conclusive, except for latent defects, fraud, gross mistakes amounting to fraud, or as otherwise provided in the contract. Unless the contract specifically provides otherwise, risk of loss of or damage to products shall remain with the contractor until, and shall pass to the Judiciary upon:

(1) delivery of the products to a carrier, if transportation is F.o.b. origin; or

(2) acceptance by the judiciary or delivery of the product(s) to the judiciary at the destination specified in the contract whichever is later, if transportation is f.o.b. destination.

Products that so fail to conform to contract requirements as to give a right of rejection shall remain with the Contractor. The risk of loss of or damage to such non-conforming products remains with the Vendor until cure or acceptance. After cure or acceptance, the risk of loss or damage shall pass to the Judiciary.

The Vendor shall not be liable for loss of or damage to products caused by the negligence of officers, agents, or employees of the judiciary acting within the scope of their employment

Acceptance shall be deemed to have occurred only after the leased vehicle has fully met the following criteria:

(1) the vehicle meets the description specifications and delivery requirements as aforementioned and as coordinated with the designated government official;

(2) the Vendor provides a copy of the warranty; and

(3) the Vendor has agreed to the terms and condition for place of delivery and period of performance, as applicable.

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 ASSIGNMENT OF POINTS OF CONTACT

The CO is the only person authorized to approve changes or modify any of the requirements under this contract on behalf of the government. In the event the Vendor effects any changes(s) at the direction of any person other than the CO, that change shall be considered to have been made without authority and no adjustment in price shall be made in the contract to cover any increase in charges incurred as a result thereof. The Vendor shall submit all requests for modification of this contract and any inquiries pertaining to the administration of the contract to the designated CO.

The CO will appoint a COR in writing for any subsequent contract as a result of this RFQ. The COR, will verify for the Government, all work called for by the contract and will represent the CO in the contract’ technical phases of the work. The COR will provide no supervisory or instructional assistance to Vendor personnel. The Vendor shall designate a primary POC during the period of the contract for prompt accessibility and administration, i.e., Contracts Manager. The Vendor shall also provide a POC with immediate accessibility during the period of performance for identified scope tasks, project concerns, questions, or issues, i.e., PM.

The Vendor-supplied personnel are employees of the Vendor and under the administrative control and supervision of the Vendor. The Vendor, through its personnel, will perform and provide the products and services as prescribed within the SOW section of this RFQ. The Vendor will select, supervise, and exercise control and direction over its employees under this contract. The Vendor will not supervise, direct, or control the activities of Government personnel or the employee of any other Vendor. The Government will not exercise any supervision or control over the Vendor in its performance of contractual services under this contract. The Vendor is accountable to the Government for the action of its personnel.

G.2 REPORTING REQUIREMNTS

The COR and/or PM is/are the Judiciary’s designated official(s) that the Vendor shall contact for any specific technical clarifications, installation and delivery details, and/or corrective actions during routine oversight, inspection and acceptance for the life of the contract. The COR is delegated per a COR Designation Letter, issued and authorized by the CO. The COR, in conjunction with the PM (when applicable), will be responsible for the inspection and acceptance of all products received and/or services rendered by the awarded Vendor, in addition to documenting deliveries.

G.5 INVOICING PROCEDURES

The Vendor shall follow the procedures as outlined in the Judiciary’s invoicing procedures, in accordance with clause 7-25—Invoices, to ensure proper billing and payment:

(a)Invoices shall be submitted to the address:

Administrative Office of the United States Courts Accounting Division, DAS-BAPO-ACC One Columbus Circle, NE, Suite 5-300 Washington, DC 20544-0001 as specified in this contract and in accordance with any schedule for payments set forth elsewhere under this contract.

(b)The office that will make payments due under this contract will be designated in the contract at the time of contract award.

(c)To constitute a proper invoice, the billing document shall include the following information and/or attached documentation:

(1) name of business concern and such business's Taxpayer Identification Number;

(2) period(s) covered by invoice and invoice date;

(3) purchase order or contract number or other authorization for delivery of property or services, e.g., delivery/task order number for orders under indefinite delivery contracts;

(4) for each line item — general description of product delivered or services rendered, measured unit, and associated price;

(5) any applicable payment discount terms;

(6) total amount billed;

(7) a subtotal of any and all fees or credits applied to the invoice;

(8) an amount due (if any) or credit balance;

(9) name (where practicable), title, phone number, fax number, and complete mailing address of the responsible official to whom payment is to be sent. The "remit to" address shall correspond to the remittance address in the contract;

(10) other substantiating documentation or information as required by the purchase/delivery/task order or contract;

(11) all follow-up invoices shall be marked "Duplicate of Original." Contractor questions regarding payment information or check identification shall be directed to the relevant paying authority specified in the contract.

SECTION I – CONTRACT PROVISIONS AND CLAUSES

I.1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

B-1 This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer.

Also, the full text of a solicitation provision may be accessed electronically at this address:

http://www.uscourts.gov/procurement.aspx

(END)

AO Provision Title Date 3-100 Instructions to Offerors APR 2013

I.2 SOLICIATIONS CLAUSES INCORPORATED BY REFERENCE

B-5 This procurement incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.uscourts.gov/procurement.aspx

AO Clauses Title Date 1-1 Employment by the Government JAN 2003 1-5 Conflict of Interest AUG 2004 1-10 Gratuities or Gifts JAN 2010 1-15 Disclosure of Contractor Information to the Public AUG 2004

2-25A Delivery Terms and Contractor's Responsibilities JAN 2003 2-35 F.o.b. Destination, Within Judiciary's Premises JAN 2003 2-45 Packaging and Marking AUG 2004 2-60 Privacy or Security Safeguards JAN 2003 3-3 Provisions, Clauses, Terms and Conditions - Small Purchases JUN 2014 3-5 Taxpayer Identification and Other Offeror Information APR 2011

3-155 Walsh-Healey Public Contracts Act JUN 2012 3-205 Protest After Award JAN 2003 3-300 Registration in the System for Award Management (SAM) APR 2013

3-305 Payment by Electronic Funds Transfer – System for Award Management

(SAM) Registration APR 2013

7-5 Contracting Officer's Representative APR 2013 7-25 Indemnification AUG 2004 7-30 Public Use of the Name of the Federal Judiciary JUN 2014 7-35 Disclosure or Use of Information APR 2013 7-40 Judiciary-Contractor Relationships JAN 2003 7-60 Judiciary-Furnished Property or Services JAN 2003 7-85 Examination of Records JAN 2003 7-95 Contractor Inspection Requirements JAN 2003

7-140 Discounts for Prompt Payment JAN 2003 7-150 Extras JAN 2003

AO Clauses Title Date 7-185 Changes APR 2013 7-200 Judiciary Delay of Work JAN 2003 7-210 Payment for Emergency Closures APR 2013

I.3 OTHER CONTRACT PROVISIONS AND CLAUSES

2-30A TIME OF DELIVERY (APR 2013)

(a) The judiciary requires all items to be delivered by no later than Friday, September 27, 2019. The offeror shall propose delivery of all items by no later than Friday, September 27, 2019.

(b) The judiciary will evaluate equally, as regards time of delivery, offers that propose delivery within the period specified above. Offers that propose delivery that will not clearly fall within the required delivery period will be deemed unacceptable. The judiciary reserves the right to award on the basis of either the required delivery schedule or the proposed delivery schedule when an offeror proposes an earlier delivery schedule than required above. If the offeror proposes no other delivery schedule, the required delivery schedule above will apply.

(c) The required delivery schedule may be stated in terms of days after the effective date of the contract award or specific dates.

(END)

2-30B DESIRED AND REQUIRED TIME OF DELIVERY (JAN 2010)

(a)The judiciary desires delivery to be made according to the following schedule:

DESIRED DELIVERY SCHEDULE

ITEM QUANTITY WITHIN APPLICABLE SPECIFIED

TIME FRAME

Vehicle 1 12:00 PM ET, Friday, September 27, 2019

(END)

2-75 LIQUIDATED DAMAGES (JAN 2003)

(a) If the Vendor fails to complete delivery of the products, or performance of the services within the time specified in this contract, or any extension, the contractor shall, in place of actual damages, pay to the Judiciary the estimated value for the current operating period for which the Vendor is performing services or providing products or up to 100% of the assessed damages, not to exceed the overall contract value for liquidated damages as agreed for each calendar day of delay.

(b) Alternatively, if completion of delivery or performance is delayed beyond the contract dates, the Judiciary may, at its sole discretion, terminate this contract in whole or in part under the Termination for Default clause, and the contractor shall be liable for the agreed liquidated damages accruing until the time the Judiciary may reasonably obtain delivery or performance of similar products or services. The liquidated damages will be in addition to excess costs of re-procurement.

(c) The Vendor will not be charged with liquidated damages when the delay in completion of delivery or performance arises out of causes beyond the control and without the fault or negligence of the Vendor.

2-90D OPTION TO EXTEND THE TERM OF THE CONTRACT (APR 2013)

(a) The judiciary may extend the term of this contract by written notice to the contractor no later than 10 calendar days prior to the contract's current expiration date; provided that the judiciary gives the contractor a preliminary written notice of its intent to extend at least 30 calendar days before the contract expires. The preliminary notice does not commit the judiciary to an extension.

1. (b) If the judiciary exercises this option, the extended contract shall be considered to include this option clause.

2. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months or 5 years.

4-1 TYPE OF CONTRACT (JAN 2003)

The Judiciary plans to award a firm-fixed-price (FFP) type of contract under this solicitation, and all offers shall be submitted on this basis. Alternate offers based on other contract types will not be considered.

(END)

7-50 Parking (APR 2013)

There is no contractor parking available at the Thurgood Marshall Federal Judiciary Building (TMFJB). In the event that this contract requires the delivery of equipment or materials to the TMFJB, the contractor shall park delivery vehicles at designated locations within the TMFJB Complex ONLY WHILE LOADING AND UNLOADING THE VEHICLE. Arrangements for pick-up and delivery at the TMFJB shall be coordinated with the Contracting Officer's Representative (COR) and made in accordance with building management policies.

(END)

7-130 INTEREST (PROMPT PAYMENT) (JAN 2003)

The provisions of the Prompt Payment Act of 1982 and OMB Budget Circular A-125 concerning interest on overdue payments are not applicable to the Judiciary. Therefore, interest is not payable under this contract for overdue payments.

(END)

7-135 PAYMENTS (APR 2013)

The Judiciary will pay the contractor, upon the submission of proper invoices or vouchers, the prices stipulated in this contract for products delivered and accepted or services rendered and accepted, less any deductions provided in this contract. Unless otherwise specified in this contract, payment will be made on partial deliveries accepted by the Judiciary if:

(1) the amount due on the deliveries warrants it; or

(2) the Contractor requests it and the amount due on the deliveries is at least $1,000 or 50 percent of the total contract price.

Unless authorized elsewhere in this contract, payments will not be made more often than monthly.

(END)

X-X LIABILITY AND INSURANCE – LEASED MOTOR VEHICLES (RESERVED)

(a) The Government (AOUSC) shall be responsible for loss of or damage to –

(1) Leased vehicles, except for—

i. Normal wear and tear; and

ii. Loss or damage caused by the negligence of the Contractor, its agents, or employees; and

(2) Property of third persons, or the injury or death of third persons, if the Government is liable for such loss, damage, injury, or death under the Federal Tort Claims Act (28 U.S.C. 2671-2680).

(b) The Contractor shall be liable for, and shall indemnify and hold harmless the Government against, all actions or claims for loss of or damage to property or the injury or death of persons, resulting from the fault, negligence, or wrongful act or omission of the Contractor, its agents, or employees.

(c) The Contractor shall provide and maintain insurance covering its liabilities under paragraph (b) of this reserved clause, in amounts of at least $200,000 per person and $500,000 per occurrence for death or bodily injury and $20,000 per occurrence for property damage or loss.

(d) Before commencing work under this (the) contract, the Contractor shall notify the Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the interests of the Government shall not be effective: 1) for such period as the laws of the State or District in which this (the) contract is to be performed prescribe, or 2) until 30 days after written notice to the Contracting Officer, whichever period is longer. The policies shall exclude any claim by insurer for subrogation against the Government by reason of any payment under the policies

(e) The contract price shall not include any costs for insurance or contingency to cover losses, damage, injury, or death for which the Government is responsible under paragraph (a) of this reserve clause.

SECTION L – INSTRUCTIONS TO OFFERORS

L.1 SUBMISSION OF SOLICIATION QUESTIONS

I. Questions Submission File

Vendor’s response shall be submitted IAW the following instructions:

Questions Requirements. The questions submission shall be clearly typed and submitted as a Microsoft Word (.doc/docx) file, an Acrobat (PDF) file OR compatible format, and submitted via email as no questions will be accepted by telephone. Vendors must include AOUSC D-Vehicle Solicitation Questions in the subject line. The Judiciary’s answers to questions shall be provided via an amendment with an attachment for review no later than (NLT) 2 business days from the close date of questions submissions date.

The use of any hyperlinks in questions submissions are prohibited.

II. Questions Submission Instructions In response to this RFQ, interested Vendors shall submit questions regarding any aspect to the main POC, Anethra Facione.

Questions Submission. Any questions regarding this solicitation shall be submitted no later than (NLT) 2:00 PM ET on Friday, July 19, 2019 to Anethra Facione via E:

Anethra_Facione@ao.uscourts.gov

L.2 SUBMISSION OF SOLICITATION RESPONSE QUOTATIONS

I. Quotation Restrictions

All Offerors interested in responding to this RFQ shall be asserted under any of the North American Industry Classifications (NAICSs), including 532112—Passenger Car Leasing. All Vendors submitting a quotation package in response to this RFQ must also be registered in the System for Award Management (SAM), having no exclusions at the time of RFQ close with the listed NAICS aforementioned. The Vendor’s quotation submission package shall consist of three (3) volumes, or otherwise a maximum of ten (10) pages. The Volumes are I –Technical (including all sub-factors), II – Past Performance (where applicable), and III – Price (see Section B.1 Price/Cost Schedule), in which all sub-factors of Volume I-Technical, cannot exceed eight (8) pages, of which a 10 pages limitation shall apply, and result in automatic exclusion should an Offeror’s submission exceed 10 pages (excluding introductory letter, cover page(s) and/or table of contents).

II. Quotation Submission File

Vendor’s response shall be submitted IAW the following instructions:

Quotation Requirements. The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall include a cover page. All pages of each volume shall be appropriately numbered. Quote page limitations are applicable to this procurement. The table below indicates the maximum page count (when applicable) for each volume of the Offeror’s quotation submission package. All files shall be submitted as an Acrobat (PDF) file or compatible.

Page size shall be no greater than 8 1/2" x 11". The top, bottom, left and right margins shall be a minimum of one inch each. Font size shall be no smaller than 11-point, and in Arial or Times New Roman. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, headers and footers may be outside the page margins. Footnotes to text shall NOT be used. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific Volume instructions below.

Pages in violation of these instructions, either by exceeding the margin, font or spacing restrictions or by exceeding the total page limit for a particular volume, will not be evaluated. In regards to page limitations, this does not include a cover/title page or table of contents. The page count will be determined by counting the pages in the order they come up in the print layout view, less the cover/title page or table of contents (as applicable).

Volume Numbers Factors Page

Limit

Volume I Technical Factor (including subfactors identified below) 8

Sub-factor 1 – Vehicle Specifications 6 Sub-factor 2 – Vehicle Service and

Delivery 1

Sub-factor 3 – Vehicle Warranty 1 Volume II Past Performance Factor 1 Volume III Price Factor 1 Max Total Number of Pages for all Volume Submission 10

VENDORS SUBMITTING RESPONSES BEYOND THE 10 PAGES LIMITATION WILL

AUTOMATICALLY BE DISQUALIFIED FOR CONSIDERATION IN RESPONSE TO THIS

RFQ

The use of any hyperlinks in quotation submissions are prohibited.

Content Requirements. All information shall be confined to the appropriate file. The Offeror shall confine submissions to essential matters, sufficient to define the quotation and provide an adequate basis for evaluation. Vendors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quotation.

III. Quotation Submission Instructions

In response to this RFQ, interested Vendors shall submit a quotation submission package for consideration to the main POC, Anethra Facione.

Quotation Submission. All responsible sources may submit a quotation that, if timely received as outlined, shall be considered by the government (i.e., AOUSC/Judiciary). The quotation submission must include the solicitation number, be signed and dated acknowledging full agreement with all the terms, conditions, provisions and clauses identified within this solicitation document. Vendors that fail to furnish required information, or acceptance of the Judiciary’s terms, conditions, provisions and/or clauses outlined within this solicitation may be excluded from consideration.

In response to this RFQ, interested Vendors shall submit a response to the main POC, Anethra Facione addressing all non-price, i.e., technical (including sub-factors) and past performance, as well as the price factor in response to all evaluation criteria.

Quotation submission packages must be received by the solicitation close date and time: NLT

Tuesday, July 23, 2019 at 2:00 PM ET. The Offeror shall submit its quotation submission package (Volume I, II, III), including any attachments, via email by the aforementioned solicitation close date and time. Mailed quotation submission packages will not be permitted as responsive to this solicitation. Vendors must include AOUSC D-Vehicle RFQ #USCA19Q0085 Response Quote in the subject line when submitting your quotation for consideration.

Point of Contact. The government’s point of contact for this RFQ is Anethra Facione, Contracting Officer/Contract Specialist, and may be contacted at Anethra_Facione@ao.uscourts.gov

SECTION M – EVALUATION FACTORS AND BASIS OF AWARD

M.1 BASIS OF AWARD

The proposed acquisition will utilize the best value for awarding the contract resulting from this RFQ. An Offeror will be selected based on their ability to provide the best value (i.e., lowest price, technically acceptable) at a price that is fair and reasonable to the Government. For the purpose of this requirement, the selected Vendor will be awarded based on lowest price, technically acceptable (LPTA) submission. Appropriate consideration will be given to the Vendor whose offer adequately and efficiently responds to the two (2) non-price factors (including all sub-factors)—TECHNICAL (subfactor 1-Specifications Requirements, subfactor 2- Delivery Requirements, and subfactor 3- Services Requirements) and PAST PERFORMANCE, and then be evaluated for the price factor, PRICE (to be inserted in Section B.2—Price/Cost Schedule) with consideration to all details outlined within this RFQ. Offerors should note that the technical and past performance factors are more important than price alone. To receive consideration for price evaluation, a rating of no less than "Acceptable" must be achieved for both non-price factors (collectively including subfactors), with the exception of past performance as noted in Section M.2 ‘Evaluation Criteria’ below. Should any subfactor of the TECHNICAL factor not receive an Acceptable rating, the Offeror shall be excluded from further evaluations, including price. The Government reserves the right to award to the Offeror that represents the best value (i.e., LPTA) to the Government, in which price reasonableness will be considered. If the Judiciary considers two or more offers evaluated to be approximately equivalent among the non-price factors, then past performance and/or price shall be used as the factor(s) in the Judiciary’s determination for award. The Judiciary intends to award without discussions. Vendors must meet all the requirements for the non-price criteria (factors) in order to move forth to the price evaluation phase.

M.2 EVALUATION CRITERIA

a. The Government shall base its award upon best value quotation submission packages received in response to meeting the requirements specified within the SOW of this RFQ. The Government will evaluate quotation packages and make a determination based on the evaluation of non-price and then price factors.

The evaluation will determine whether the requirements specified in the solicitation are considered in the Vendor(s) response, and can be satisfied based on Vendor’s quotation submission package. The Vendor’s response to the evaluation criteria (each factor and subfactors) will be assessed for likelihood of Vendor performance success. Evaluations will be conducted based on the following evaluation factors’ criteria:

i. Factor I. Technical (Non-Price Criterion)

A. Evaluation of the Technical-Specifications Requirement (Sub-Factor 1) – the Vendor shall demonstrate the facility to make available vehicle specifications that meets the requirements as aforementioned and outlined in Section C—Statement of Work, III. A of this RFQ. Vendors will be evaluated based on the response(s) to provide a vehicle meeting the specifications requirements as outlined in this RFQ for the duration of the contract.

B. Evaluation of the Technical-Delivery Requirements (Sub-Factor 2) – the Vendor shall demonstrate the ability to make available vehicle delivery that meets the requirements as aforementioned and outlined in Section C—Statement of Work, III. B of this RFQ. Vendors will be evaluated based on the response(s) to provide a vehicle meeting the delivery requirements as outlined in this RFQ for the duration of the contract.

C. Evaluation of the Technical-Service Requirements (Sub-Factor 3) – the Vendor shall demonstrate the capability to make available vehicle services that meets the requirements as aforementioned and outlined in Section C—Statement of Work, III. C of this RFQ. Vendors will be evaluated based on the response(s) to provide a vehicle meeting the service requirements as outlined in this RFQ for the duration of the contract.

ii. Factor II. Past Performance (Non-Price Criterion)

The Past Performance factor evaluation will assess the relative risks and performance expectancy associated with a Vendor’s likelihood of success in fulfilling the solicitation's requirements as indicated by that Offeror’s record of past performance in handling contracts of similar type, size, and scope. The Government will conduct a past performance assessment based on the quality, relevancy, and recentness of the Vendor’s previous performances as it relates to the probability of successful accomplishment of the required effort. Interested Vendors, requesting consideration under this factor, must be able to demonstrate having performed similar products and services similar to those requirements established in the SOW Section (C.1) of this RFQ.

IF THE VENDOR HAS NO RELEVANT PAST PERFORMANCE, it shall affirmatively state that there is “no relevant past performance”.

The Vendor shall submit at least one (1), but not more than three (3), relevant and recent project example(s). The Judiciary will not review any additional examples submitted in excess of this limitation.

● At least one (1) example shall demonstrates experience in the delivery of a vehicle.

● At least one (1) example shall have a final awarded value of no less than $100,000.00.

● At least one (1) example shall demonstrate successful product delivery similar in scope, size and performance requirements as outlined in the SOW (Section C) of this RFQ.

● Total contract past performance/experience example(s) shall not exceed one (1) page.

Experience examples shall contain information as follows:

• Contract Number (if applicable) and agency or company name

• Customer point of contact of contract (phone number and email)

• Contract/Lease performance period/date (include month/year)

• Dollar value of the entire leased lifecycle

• Summary of the contract’s description of products purchased including results achieved

NOTE: Projects must have been completed (as of the quotation submission deadline), or on-going with at least one year of performance completed, within the past 3 years to be considered as similar services to past performance. The Judiciary reserves the right to contact references and/or contract POC(s) to obtain additional or clarifying information regarding contract relevance.

iii. Factor III. Price (Price Criterion)

The Judiciary will evaluate price separately from other factors per the Price/Cost Schedule (in Section B.2) identified in this RFQ as offered by the Vendor under its Price Quote – Volume III.

Vendors are encouraged to offer its best pricing as there will not be an opportunity for revaluated/revising pricing after RFQ close date and time. Vendors shall affirm the price quote proposed is valid for a minimum of 15 days from date of the RFQ close date. The AOUSC reserves the right to award without discussions.

M.3 RATING DEFINITIONS

Volumes I through III factors (and sub-factors) will be rated as adjectival assessments of Acceptable, Unacceptable, or Neutral (noting that a Neutral rating is only relative to Past Performance) to meeting or failing to meet the requirements established within the SOW of this RFQ (solicitation). The definitions apply to the following rating factors:

a. Acceptable – An Offeror’s quote submission meets or exceeds all of the Judiciary’s requirements, contains details having the capability to provide a vehicle as outlined in Section C of this RFQ, and the government is confident that the Offeror’s will be able to furnish the vehicle as requested successfully. The Vendor’s quotation package demonstrates an understanding of all specifications and requirements as outlined throughout this RFQ and has complied with submission instructions.

b. Unacceptable – An Offeror’s quote submission failed to meet all of the Judiciary’s requirements, does not contain details having the capability to provide a vehicle as outlined in Section C of this RFQ, and therefore, the government is not confident that the Offeror’s will be able to furnish the vehicle as requested successfully. The Vendor’s quotation package lacked the demonstration of an understanding of all specifications and requirements as outlined throughout this RFQ or failed to comply with submission instructions.

c. Neutral (Relates to Past Performance Factor Only) – Should no past performance be available or relevant by a Vendor for evaluation, the Vendor shall state that it has ‘no relevant past performance’ experience. The past performance factor will not be evaluated favorably or unfavorably for this factor based on the Vendor’s statement.

An offer that fails to meet any of…