A07-FBO-Instructions_to_offerors-UPS_batteries-9-10-18.doc

INSTRUCTIONS TO OFFERORS

This section specifies the format and content that contractors shall use in this Request for Quote (RFQ). The intent is not to restrict the contractors in the manner in which they will perform their work but rather to ensure a certain degree of uniformity in the format of the responses for evaluation purposes. Vendors shall submit a quote that is legible and comprehensive enough to provide the basis for a sound evaluation by the Government. Information provided shall be precise, factual, and complete. Legibility, clarity, completeness, and responsiveness are of the utmost importance. Proposals shall be in the form prescribed by, and shall contain a response to each of the areas identified. Any quote which does not provide, as a minimum, that which is required in this RFQ may be determined to be substantially incomplete and not warrant any further consideration.

Offerors shall submit a quote in response to the requirements of the United States Army Medical Research Acquisition Activity (USAMRAA) in support of the Telemedicine and Advanced Technology Research Center (TATRC) to purchase 108 UPS replacement batteries. Quotes shall be submitted in two volumes: Volume I shall include all required technical information and shall not include any pricing information. Volume II shall include all information required under Price Quote Instructions.

PROPOSED CLIN STRUCTURE:

CLIN 0001 – 108 UPS replacement batteries.

CLIN 0002 – Labor to remove, replace, and recycle batteries.

CLIN 0003 – Freight charges.

TECHNICAL INSTRUCTIONS:

Contractors shall provide sufficient written technical documentation to allow for a thorough evaluation of their quote. Additionally, all sections of the Offeror’s Technical Quote shall make direct reference to the Minimum Essential Characteristics (MECs). The Proposals shall be presented in a clear and logical order. Statements such as “will comply”, “meets the intent of”, or “we intend to meet the requirements” and the like, will not suffice for evaluation purposes.

The Offeror shall demonstrate that it has a clear understanding of the requirements outlined in the MECs and the ability to meet the MECs requirements in order to be considered for award.

Technical quotes shall include sufficiently detailed information to enable evaluation based on factors listed below:

· Technical Ability – Each proposing contractor will be evaluated based on whether they confirm to the requirement as outlined in the MECs.

PRICE QUOTE INSTRUCTIONS

Contractor shall specify the Total Cost for each CLIN. Contractors shall be evaluated to ensure fairness, reasonableness and completeness. The Government anticipates award of a Firm Fixed Cost contract. Contractors shall submit firm-fixed pricing for all the above requirements. Include any applicable discounts to the Government.

The Contractor shall provide a Price Quote to include the following items:

· The Government is requesting additional discounts in accordance with FAR 8.405-4

The contractor’s initial proposal shall contain the contractor’s best terms from a cost and technical standpoint. The Government intends to evaluate quotes and award an order without discussions, but reserves the right to discussions if later deemed by the Contracting Officer to be necessary. The Government reserves the right to make no award as a result of this solicitation.

QUOTE SUBMISSION INSTRUCTIONS.

POINT OF CONTACT (POC): email proposals to Hugo Robinson, Contract Specialist, hugo.m.robinson.civ@mail.mil The Offeror is responsible for ensuring receipt by the POC.

QUOTE DUE DATE: No Later Than (NLT): 14 Sept 2018 at 10:00 AM Eastern Time. Please email quote to hugo.m.robinson.civ@mail.mil.

ELECTRONIC SUBMISSION: Quotes shall be electronically submitted to the POC above. Your submission should include two separate parts: a Price Quote and a Technical proposal. The Technical proposal shall be submitted in MS Word or searchable PDF format. The Price proposal shall be submitted in MS Word or MS Excel 2000 or higher, but not greater than MS Word or MS Excel 2003 format. The firewall utilized by the Government contracting office does not authorize or accept zip files.

Other Administrative Instructions:

System for Award Management (SAM). Contractor s must be registered in the SAM database to be considered for award. Registration is free and can be completed on-line at http://www.sam.gov; provide DUNS number; Cage Code and TIN.

EVALUATION--COMMERCIAL ITEMS

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Factor 1 Technical Ability

Factor 2

Price

(b) Basis for Award & Evaluation

This will be a LPTA procurement. The Government intends to evaluate quotations and award a contract without discussions with Offerors. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. The LPTA process is selected as appropriate for this acquisition because the best value is expected to result from selection of the technically acceptable quotation with the lowest evaluated price. An overall technical rating must be at least "ACCEPTABLE" in order to be eligible for award. An "UNACCEPTABLE" rating for any factor, results in the technical quotation being rated "UNACCEPTABLE" unless corrected through discussions. An overall technical rating of "UNACCEPTABLE" makes a quotation ineligible for award.

An offeror is expected to submit sufficient information in response to the RFQ to allow for the evaluation of his/her quotation.

Each of the evaluation factors will be rated as follows:

Factor 1 – Technical: The Government will evaluate the offeror's capabilities to provide the microplate/cuvette reader per the MECs.

Table A-1. Technical Acceptable/Unacceptable Ratings

Factor 2 – Price: (all CLINs shall be priced)

Offerors' price quotes will be evaluated to determine whether the price is complete, fair and reasonable. The Government's determination that the proposed price is fair and reasonable will be based on price evaluation and analysis using the techniques in FAR 15.305(1), which provides that comparison of the proposed prices will usually satisfy the requirement for price analysis.

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

MECs

Minimum Essential Characteristics for UPS Replacement Batteries Brand Name or Equal

The Multi-mode plate reader system shall meet the following requirements:

TATRC requests the purchase of UPS batteries to replace existing batteries.

These 108 Batteries shall have the following specs:

1) Voltage: 12V

2) Operating temp: -40F to 160F

3) Maximum Charging Current Limit: C/5 amperes @ 20hr rate

4) Float Charging Volt: 13.65 ± 0.15 VDC average per 12V unit (6.75 to 6.90 per

6V unit)

5) Maximum AC Ripple (Charger): 0.5% RMS or 1.5% P-P of float charge

6) Equalize charge and cycle service voltage: 14.40 to 14.80 voe average per

12V unit@ 77 14.40 to 14.80 voe average per 12V unit@ 77 Note:

The UPS is an APC MGE Galaxy 5000. The UPA is located in a separate room from the battery racks. All wiring is in place between the battery racks and the UPS. The rooms are located adajent to each other.

DFARS CLAUSES

CLAUSES INCORPORATED BY REFERENCE

CLAUSES INCORPORATED BY FULL TEXT

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (MAY 2013)

(a) Definitions. As used in this clause--

Department of Defense Activity Address Code (DoDAAC) is a six position code that uniquely identifies a unit, activity, or organization.

Document type means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

Local processing office (LPO) is the office responsible for payment certification when payment certification is done external to the entitlement system.

(b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall--

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.acquisition.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this Web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through

WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission. Document submissions may be via Web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order:

(1) Document type. The Contractor shall use the following document type(s).

Invoice as 2 in 1

(2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer.

Government

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table*

Field Name in WAWF

Data to be entered in WAWF

Pay Official DoDAAC

HQ0490

Issue By DoDAAC

W81XWH

Admin DoDAAC

W81XWH

Inspect By DoDAAC

W56MKU

Ship To Code

Ship From Code

Not applicable

Mark For Code

Service Approver (DoDAAC)

Service Acceptor (DoDAAC)

Accept at Other DoDAAC

LPO DoDAAC

DCAA Auditor DoDAAC

Other DoDAAC(s)

(4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request.

(5) WAWF email notifications. The Contractor shall enter the email address identified below in the “Send Additional Email Notifications” field of WAWF once a document is submitted in the system.

TBD

(g) WAWF point of contact. (1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact.

TBD

(2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988.

(End of clause)

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