FBO_Atlanta_Graphics_SOW_and_RFQ_as_of_8.16.2018.pdf

ATLANTA MEPS GRAPHICS PROCUREMENT AND INSTALLATION

STATEMENT OF WORK AND REQUEST FOR QUOTE (RFQ) PROCESS

PART I - STATEMENT OF WORK

1.0 PRODUCTS AND SERVICES

The Military Entrance Processing Station (MEPS) located in Atlanta, Georgia, requires a graphic package to outfit the facility. This procurement serves to provide graphics for the facility. The requirement for this procurement is to provide and install graphics as specified within this solicitation package at the installation location identified below.

List of products, quantities, and technical requirements are included in this contract package and will be considered as part of the awarded order. The awardee contractor is responsible for adhering to the list of products, quantities, and technical requirements detailed in this contract.

2.0 LOCATIONS

Installation location:

Atlanta MEPS Graphics Atlanta Military Entrance Processing Station 1500 Hood Avenue, Building 720 Forest Park, GA 30297‐5000

The facility is a one‐story building located on the military base, Fort Gillem.

3.0 POINTS OF CONTACT

U.S. Army Corps of Engineers – Project Manager/Contracting Officer’s Representative (COE PM/COR) Ms. Shadera Williams 803 Front Street Norfolk, Virginia 23510‐1096 Email: shadera.m.williams@usace.army.mil Phone: 757‐605‐5792

Additional points of contact will be provided at time of award.

4.0 HOURS OF OPERATION

Delivery of materials shall be scheduled when facility is open between the hours of 0800 and 1600 on Monday through Friday. On‐site contract services should not be performed after hours or on weekends unless otherwise approved by MEPS Commander. Deliveries and on site work must be coordinated through COR and against the operation schedule of the MEPS prior to commencement of work.

mailto:shadera.m.williams@usace.army.mil

5.0 SCHEDULE OF COMPLETION

The MEPS facility is currently in operation and ready for delivery and installation of the new graphics.

Once deliveries arrive on‐site, the installation of contracted items must be completed within a five (5) day period.

The period of performance shall be 101 days after award. The work shall be completed within the following number of business days of the initial kick off meeting:

Site Visit – 15 days Confirmation of design – 45 days Process of order – 5 days Manufacture and ship graphics – 30 days Building CCD (Construction Completion Date)/Ready for Graphics – 1 day Graphics installation – 5 days

Final acceptance walk through shall occur within five business days of completion of the installation. All punch list items shall be completed within 30 days of acceptance walk through.

Delivery of materials and installation of contract items shall not start without prior Government approval. Items that are manufactured earlier than other items shall be held off site at the Contractor’s expense until all contract items are ready for installation.

6.0 POST AWARD EFFORTS

6.1 SITE VISIT

After contract award, the Contractor shall perform a site visit to the facility to verify existing conditions.

Discrepancies between contract requirements and existing conditions shall be noted and brought to that attention of the COR immediately.

6.2 COORDINATION EFFORTS

Within four weeks post award, awardee will be required to submit a photo/graphic depiction for each proposed item that meets the salient characteristics of each ID TAG line item in the Bid Schedule. Each item shall be clearly marked with the appropriate ID TAG to identify which line item the information represents. If product literature/cut sheets are provided, specific items must be clearly marked or highlighted and labeled with the appropriate ID TAG. Warranty information and care and maintenance shall also be provided for each item. Two copies of this information are required.

Conference calls between the Government and Contractor will be conducted on a weekly basis to schedule site visit, review project status, and coordinate efforts prior, during, and after installation.

6.3 DESIGN SUBMITTAL

Contractor shall prepare a floor plan and design package based on the contract requirements and post award site visit. The floor plan and design package shall be submitted to the Government for review and approval prior to the ordering of materials. Once the package is approved by the Government, the contractor may order materials. Although orders shall not be placed without Government approval, the contractor is responsible for ensuring that all products ordered under this contract meet all contract requirements and specifications. Government approval to order graphics does not alleviate the contractor’s responsibility to meet contract requirements.

6.4 INSTALLATION

The Contractor shall provide all necessary materials, equipment, labor, supervision, and management to coordinate deliveries, unload materials, assemble items as required, and properly dispose of all associated packaging/crating materials.

6.5 DELIVERY

All deliveries shall be coordinated and scheduled by the prime contractor through the Contracting Officer’s Representative (COR). Materials shall not be shipped without confirmation from the Government. Any temporary storage of items prior to the installation shall be the responsibility of the Contractor at no additional cost to the Government. Deliveries will not be accepted prior to the scheduled and approved delivery date.

The Contractor shall comply with all site security regulations and shall initiate procedures to minimize the impact to on‐site personnel. Check‐in at the front desk is mandatory upon delivery truck arrival.

Driver shall have valid driver’s license, vehicle registration, proof of insurance, shipping manifest and the name and telephone number of the receiving point of contact personnel. Driver’s license must be kept on the person at all times.

6.6 RECEIVE AND UNLOAD

The Contractor shall unload, inspect, assemble and install contract items during the hours identified in the contract and in accordance with the approved delivery dates. Working outside of the hours identified in this contract requires prior approval from the Contracting Officer’s Representative (COR).

The contractor shall maintain a complete file of all damaged items, overages, shortages, etc. and shall ensure such matters are raised to the attention of the Government (COR). All damaged items, overages, and shortages shall be noted on the final punch list and resolved within 30 days of final walk through acceptance.

6.7 ASSEMBLE, PLACE AND INSTALL

Contract items shall be installed in accordance with manufacturer’s instructions and graphic items shall be installed in accordance with the approved design package. If no installation location is provided, graphics shall be placed as directed by the COR. Contractor shall remove all stickers, labels, etc. and ensure that no adhesive residue remains on surfaces. Contractor shall ensure items are level, plumb, square and in proper alignment. If required, graphics shall be securely attached to building. Contractor shall clean items installed under this contract and ensure that items are free from surface dirt and defects. The Contractor shall be responsible for notifying the COR of any discrepancies between the actual placement of graphic items against the approved design package.

6.8 PROTECTION OF PROPERTY

Prior to the start of installation, the Contractor shall perform an inspection of the building, grounds, and installation locations to identify any pre‐existing damage to the building or its contents. The Contractor shall document any existing damage and submit a report to the Government. The Contractor will not be held liable for pre‐existing damage provided that it is documented in the inspection report.

The Contractor shall protect contract items from damage during the installation period and shall take measures to prevent damage to the building and its contents. Any damage caused by the Contractor shall be repaired or replaced at the Contractor’s expense with like materials. Material‐handling equipment shall have rubber wheels.

Prior to contract completion and transfer of contracted items to the Government, the Contractor shall be responsible for securing the area where work is being performed. If keys were provided to the Contractor for access, the Contractor shall maintain accountability and control of keys, and shall return all keys upon completion of work.

6.9 PRODUCT DOCUMENTATION

The Contractor shall provide all warranty information, assembly instructions, maintenance and care instructions to the Government (COR) upon completion of the graphic installation.

The Contractor shall turn over any special assembly tools, security hardware wrenches, and spare parts to the Government (COR) upon completion.

6.10 CLEAN-UP AND DISPOSAL OF EXISITNG GRAPHICS

The Contractor is responsible for the removal and disposal of all trash associated with the uncrating and assembling of contract items. Packing materials generated by the Contractor shall not be stored within the building.

The Contractor is responsible for providing their own trash and recyclable receptacles on site as necessary and is responsible for routing trash and receptacles off site on a regular basis and at the completion of the contract.

7.0 ANTITERRORISM/OPERATIONS SECURITY REQUIREMENTS

7.1 Prior to contract start date employees or subcontractor employees commencing performance under this contract, all contractor employees, to include subcontractor employees, requiring access to government installations, facilities and/or controlled access areas shall abide to federal antiterrorism and operations security requirements as stated in the below sections.

7.1.1 All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities, controlled access areas, or require network access, shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. Upon request, the contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer (if a COR is not assigned), within 5 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: http://jko.jten.mil/courses/atl1/launch.html; or it can be provided by the RA ATO in presentation form which will be documented via memorandum."

7.1.2 The contractor and all associated sub‐contractors shall receive a brief/training (provided by the RA) on the local suspicious activity reporting program. This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the project manager, security representative or law enforcement entity. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 5 calendar days after the completion of the training."

7.1.3 All new contractor employees will complete Level I OPSEC Training within 30 calendar days of their reporting for duty. Additionally, all contractor employees must complete annual OPSEC awareness training. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee, to the COR or to the contracting officer (if a COR is not assigned), within 5 calendar days after completion of training. OPSEC awareness training is available at the following websites: https://www.iad.gov/ioss/ or http://www.cdse.edu/catalog/operations‐security.html; or it can be provided by the RA OPSEC Officer in presentation form which will be documented via memorandum."

7.1.4 Deliverable Chart

SECTION TITLE FORMAT DATE REQUIRED

FREQUENCY

COPIES DISTRIBUTION

7.1.1 AT Level I

Awareness Training

Certificate Prior to the delivery and installation of graphics.

Once 1 COR

7.1.2 iWatch Awareness Training

Written Confirmation

Prior to the delivery and installation of graphics.

Once 1 COR

7.1.3 OPSEC

Training

Certificate Prior to the delivery and installation of graphics.

Once 1 COR

8.0 INVOICING AND FINAL CLOSE OUT

This contract does not allow for partial payments.

Upon completion of the final acceptance walk through and completion of all items on the final punch list, a submission for payment may be submitted. All submissions for payment shall be submitted electronically to CENAO‐PPMDInvoicing@usace.army.mil and copied to the USACE PM/COR Shadera.m.williams@usace.army.mil.

mailto:CENAO-PPMDInvoicing@usace.army.mil mailto:Shadera.m.williams@usace.army.mil

All submissions for payment must include a completed itemized invoice, and a final contract release form. If any information is incorrect, incomplete, or appropriate forms are not submitted, submissions for payment will be returned to submitter.

The process for completing the required forms is as follows:

Contractors shall submit invoices in accordance with the instructions provided in the contract. (Please contact your Contracting Officer’s Representative (COR) if you have any questions.).

Instructions for Contractors When Submitting Invoices:

The Contractor shall submit a PDF of the invoice via e‐mail to both the Invoicing Inbox at CENAO‐ PPMDInvoicing@usace.army.mil and their Contracting Officer’s Representative (COR) on the date that it is signed.

1. The subject line of the e‐mail shall contain the following information: Contract Number, Task Order

Number and Invoice Number.

2. Invoices shall at a minimum include the following information:

a. DATE (YYYYMMDD). Provide the date of the invoice. The date MUST be within two (2) business days of the date that the invoice is SUBMITTED to the Invoicing Inbox. If the invoice needs to be corrected for ANY reason, the contractor shall resubmit the invoice with a NEW invoice date.

(The invoice date is used to compute the prompt payment deadline.)

b. CONTRACTOR AND ADDRESS. Provide the contractor name and address EXACTLY as shown on the contract. Provide a comma to separate the information shown on multiple lines. (This is the address provided to the Millington Finance Center.)

c. CONTRACT NUMBER. Provide the base contract number. Format is W91236‐00‐X‐0000.

d. DISTRICT. Provide the name of the US Army Corps of Engineers District that issued the contract.

In this case, Norfolk.

e. DESCRIPTION OF WORK. Provide the Project Name.

f. LOCATION. Provide the Installation, City, and State of the project.

g. PERIOD COVERED BY THIS ESTIMATE (YYYYMMDD) FROM and THRU. Provide the start and end date of the work reflected in the invoice. The FROM date should follow sequentially from the previous invoice. The THRU date should be prior to or the same day as the invoice date shown in Block 1.

h. INVOICE NUMBER. Please ensure that after the invoice number 01 is placed in parenthesis.

i. Itemized list of all items being billed for that include the following information:

a) ITEM NUMBER. Refer to the contract BID SCHEDULE. There is a section that includes Item No, Supplies/Services, Quantity, Unit Price, and Amount. The items shall match the items listed in the contract.

b) DESCRIPTION. As shown in the contract and any subsequent mods.

c) QUANTITY, UNIT PRICE, and TOTAL AMOUNT. As shown in the contract.

j. TOTAL CONTRACT. Total of all line items.

k. BILLING POINT OF CONTACT.

4. If any information is incorrect, the invoice will be returned and the Contractor will be required to resubmit the invoice with a NEW invoice date.

5. If the invoice is the final payment, the Contractor shall also submit a Release of Claims.

mailto:CENAO.ECA/EInvoicing@usace.army.mil mailto:CENAO.ECA/EInvoicing@usace.army.mil

PART II - REQUEST FOR QUOTE SELECTION PROCESS

1.0 OVERVIEW

This is a Request for Quote (RFQ). The Government intends to award a firm fixed price contract to the lowest price, responsible contractor whose quote conforms to all the terms and conditions of the RFQ.

1.1 BASIS OF AWARD

The Contracting Officer will award a firm fixed price contract to the lowest price, responsible contractor whose quote conforms to the RFQ and is determined fair and reasonable. The intent of this RFQ is to obtain the lowest priced quote. Accordingly, award shall be made on the basis of the lowest price.

Quotes which do not contain pricing for all items identified on the bid schedule shall be excluded from consideration for award.

The Government reserves the right to reject all quotes. The Government will not award a contract to a contractor whose quote contains a deviation, as described below. The Government shall not award a contract to a contractor whose quote does not contain pricing for all items contained on the bid schedule or whose quote changes or deviates from any bid items.

1.2 GENERAL INSTRUCTIONS

Contractors are reminded to include their lowest prices in their initial quotes and to automatically assume that they will NOT have an opportunity to participate in discussions or be asked to submit a revised quote. The Government intends to make award without discussions, if deemed to be within the best interest of the Government.

By submitting a quote, contractors are agreeing to provide items that meet all contract requirements as set forth in the request for quote and contract.

2.0 RFQ SUBMITTAL REQUIREMENTS

A responsive quote must contain a completed Bid Schedule.

Submit a completed Bid Schedule with all pricing, installation, project management, freight and delivery, and any other associated fees. Associated fees need to be clearly defined and included as part of the Total Bid Amount.

Bid Schedules that include a complete listing of all ID TAG line items with correct quantities as stated in the RFQ and individual unit costs and total costs will be considered for award. Quotes that do not include a complete listing of all required “ID TAG” line items, quotes which do not provide incorrect quantities from those stated in the RFQ, or quotes which do not provide individual and total costs for each “ID TAG” line item will be considered non‐responsive and will NOT be considered for award.

3.0 DEVIATION

A deviation is defined as when a quote implies or specifically offers a difference from the specified criteria. A deviation is a deficiency. The contract shall NOT be awarded to a quote containing a deviation.