Loren Data's SAM Daily™

FBO DAILY ISSUE OF SEPTEMBER 19, 2012 FBO #3952
SOLICITATION NOTICE

N -- Vehicle Up-fitting and Down-fitting Service for Bureau of Indian Affairs, Office of Justice Services

Notice Date

9/17/2012
 

Notice Type

Presolicitation
 

Contracting Office

BIA-Albuquerque Acquisition Office 1001 Indian School Road NW, Room 347 Albuquerque NM 87104
 

ZIP Code

87104
 

Solicitation Number

A12PS02609
 

Response Due

9/20/2012
 

Archive Date

9/17/2013
 

Point of Contact

Yvette Washington Contract Specialist 5055633663 yvette.washington@bia.gov;
 

E-Mail Address

Point of Contact above, or if none listed, contact the IDEAS EC HELP DESK for assistance
(EC_helpdesk@NBC.GOV)
 

Small Business Set-Aside

Total Small Business
 

Description

Law Enforcement Up-fitting and Down-fittings N--This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation number for this procurement is A12PS02609. This solicitation, Law Enforcement Vehicle Up-fitting and Down-fitting, is issued as a Request for Proposal (RFP). This requirement is a 100% set-aside for Small Business. The North American Industry classification (NAICS) code is 336321 Vehicular Lighting Equipment Manufacturing, and the business size maximum is 500 employees. The resultant contract will be awarded as a Requirements contract as defined in FAR 16.503 with a base and four one year option periods. The Base Period of Performance (POP) shall be from October 1, 2012 to September 30, 2013; reference Section 14 Period of Performance. The Government intends to make a single contract award. (Note 1) The price for each CLIN shall be inclusive of all costs associated with materials, equipment, storage, inventory, reports, and other costs to complete a single up-fitting or down-fitting. STATEMENT OF WORK C.1 PURPOSE OF THE ACQUISITION The purpose of this acquisition is to acquire services to successfully up-fit and down-fit law enforcement vehicles with specific and necessary vehicle emergency equipment that will provide police officers and special agents effective emergency response vehicles to ensure the safety in the performance of their duties. C.1.1 BACKGROUND The Bureau of Indian Affairs, Office of Justice Services, Operations Division is responsible for the maintenance, equipment, and inventory of new and existing vehicles used by special agents and police officers within the Bureau of Indian Affairs. In accordance with the Law Enforcement Vehicle Standardization Policy, the Operations Division is standardizing the emergency vehicle equipment for all fleet vehicles. It is important to note that all new vehicles are ordered, delivered, tagged, and processed by the Office of Justice Services, Central Office West, Division of Law Enforcement Office, located in Albuquerque, New Mexico. Additionally, current vehicles requiring down-fitting service received, inspected, processed, and cycled out of service through the Office of Justice Services, Central Office West, Division of Law Enforcement Office, located in Albuquerque, New Mexico. Historically, the Office of Justice service acquired between 20 to 200 vehicles per year, and moved 20 to 200 vehicles out of service per year. C.1.2SCOPE/ MISSION OF ACQUISITION The Bureau of Indian Affairs, Office of Justice Services, Operations Division acquires new Chevrolet Tahoe, Chevrolet Tahoe Canine Unit, Chevrolet 1500 crew cab truck, and Dodge Charger, and possibly other types of vehicles as identified on the Task Orders, are vehicles for the law enforcement fleet which require up-fitting of emergency equipment. Additionally, the Division has existing fleet vehicles which require partial or complete equipment up-fitting and down-fitting of emergency or other vehicle equipment. The equipment to be removed for down-fitting may or may not be similar to the up-fitting equipment. The agency must provide effective emergency response vehicles to insure the safety of police officers and special agents in the performance of their duties. All law enforcement vehicles originate from the Division of Law Enforcement Office located in Albuquerque, New Mexico. The vehicle type or equipment requirements may change throughout the duration of the contract. The Contractor will be notified of any changes and appropriate adjustments may be possible. C.1.3PLACE OF PERFORMANCE/HOURS OF OPERATION Contractor performance shall occur at its location. On-site warranty work may occur on or near the 64 American Indian reservations or throughout the United States. Services shall be provided during typical business hours. Services shall not be required on Federal holidays or when the Government facility is closed due to local or national emergencies, weather related closings, administrative closings, or similar Government directed facility closings. Federal law (5 U.S.C. 6103) establishes the following public holidays for Federal employees. "January 2, 2012 -New Year's Day"January 16, 2012-Birthday of Martin Luther King Jr. "February 20, 2012-Washington's Birthday"May 28, 2012-Memorial Day "July 4, 2012-Independence Day"September 3, 2012-Labor Day "October 8, 2012-Columbus Day"November 12, 2012-Veteran's Day "November 22, 2012-Thanksgiving Day "December 25, 2012-Christmas Day The subsequent federal holidays for 2013, 2014, 2015, 2016, and 2017 will follow the U.S. Office of Personnel Management schedule established by federal law, (i.e. www.opm.gov/operating_status_schedules/fedhol. The Contractor must maintain an adequate work force for the uninterrupted performance of all tasks defined within this performance work statement. This statute does not negate any contractor requirement to travel on federal holidays in order to meet successful performance of services requested under the contract. C.1.4PERIOD OF PERFORMANCE The Period of Performance (POP) shall be as follows: StartEnd Base YearOctober 1, 2012September 30, 2013 Option 1October 1, 2013September 30, 2014 Option 2October 1, 2014September 30, 2015 Option 3October 1, 2015September 30, 2016 Option 4October 1, 2016September 30, 2017 C.2GENERAL DEFINITIONS As used throughout this contract, the following terms shall have the meaning set forth below and specified as applicable to this contract. C.2.1 Definitions A. Down-fit: The standard manufacturer recommended method of removing emergency vehicle equipment. For the purpose of this contract, the down-fitting service shall include inspecting and testing equipment prior to removal, removal of the equipment in a fashion that will allow for re-installation at a later date, bench test the equipment, inventory the equipment, and secure storage of the equipment. B. Performance Objective: The statement of an observable behavior or performance to satisfy the Government program; the prescription of a minimally acceptable performance standard to satisfy the Government; and the conditions under which the program performance is to occur. C. Performance Standard: A description of the performance results or outcome that when accomplished is considered to be an acceptable service. A performance standard must be stated in terms of measurable results. D. Up-Fit: The standard manufacturer recommended method of installing emergency vehicle equipment. C.2.2 Acronyms A. BIA: Bureau of Indian Affairs B. COR: Contracting Officer's Representative C. OJS: Office of Justice Services C.3CONTRACTOR RESPONSIBILITIES This is a non-personnel services contract. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. The contractor is responsible for furnishing all resources, labor, tools, equipment, materials, supplies, services, and supervision necessary to perform the contract. The Government will not be responsible for travel expenses incurred during the performance of the contract and warranty work. C.4PERFORMANCE TASKS/OBJECTIVES The following performance tasks shall be completed. C.4.1The Contractor shall up-fit law enforcement vehicles with the specified emergency vehicle equipment list in accordance with each task order. C.4.2The Contractor shall down-fit law enforcement vehicles which have existing emergency vehicle equipment in accordance with each task order. C.4.3The Contractor shall test the equipment after a down-fitting is complete, and notify and provide an estimate to the COR when repairs are required to make the equipment operational and fit for re-installation at a later date. C.4.4The Contractor shall maintain an accurate inventory of the emergency vehicle equipment for all down-fittings, to be stored in proper and secure conditions. C.4.5The Contractor shall provide secure on-site storage for all law enforcement vehicles while the law enforcement vehicles are on the Contractor's property. C.4.6 The Contractor is responsible for the safe and secure transport of all vehicles requiring up-fitting and down-fitting, if the servicing facility is located outside a 40 mile radius of Albuquerque, NM. C.5GOVERNMENT FURNISHED PROPERTY (GFP) AND GOVERNMENT FURNISHED EQUIPMENT C.5.1 No Government furnished property shall be provided to the Contractor. C.5.2The Government shall provide the Contractor with the Government owned equipment identified below. C.5.2.1Reusable Government owned equipment, in the form of excess emergency vehicle equipment, may be used when available to be re-installed in the vehicle up-fitting process. When applicable, the Government furnished equipment shall be identified in each task order. C.5.2.2Not all vehicles will use the complete equipment list for up-fitting vehicles due to the availability of Government furnished equipment in the form of excess emergency vehicle equipment. When applicable, the Government may use Government furnished equipment from the onsite inventory of excess equipment or may be provided by the COR, the vehicle equipment shall be identified in each task order. C.6 CONTRACTOR FURNISHED ITEMS C.6.1 The Contractor shall use the OJS approved emergency vehicle equipment list specified in C.12, for marked and unmarked law enforcement vehicle equipment. No substitutions will be accepted. C.6.2 Except for the equipment referenced in paragraph C.5, the Contractor shall provide all facilities, equipment, materials, and services necessary to perform the requirements of this contract. The contractor shall not use any material which would be unsuitable for its purpose or harmful to the equipment to which it is applied. The supplies and materials shall be of good quality and should comply with State, Federal, and local guidelines for safety and the environment. C.6.3 Quality Control: The Contractor shall develop and maintain an effective a Quality Control Program to ensure services are preformed in accordance with the requirements of this contract. C.6.4 Quality Control Plan (QCP): Within ten (10) days of award of the contract, the Contractor shall submit a copy of its Quality Control Plan (QCP) to the COTR for review and approval. The basic tenet of the plan is that the Contractor is responsible for quality control. All methods, procedure, reviews, and forms shall support this concept. At a minimum the following shall be addressed in the plan: A. An inspection schedule that is tailored to each specific task. B. A system for identifying and correcting deficiencies before the level of performance becomes unacceptable to the Government inspector. C. A system to ensure the Contractor's employees are notified of any deficiencies in their area of responsibility; and that the deficiency is corrected including the re-inspection process. D. A system that provides the Government access to report deficiencies and access to report files with respect to the contractor quality control inspections and corrective actions. E. Identify and provide the contract information of the authorized Contractor personnel who will be performing the inspections. C.7 RECORDS/DATA SAFEGUARDS C.7.1Any Government information made available or to which access is provided and which is marked or should be marked "For Official Use Only" or "FOUO" shall be used only for the purpose of carrying out the provisions of this contract and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract. Disclosure to anyone other than an officer or employees of the Contractor or Subcontractor at any tier shall require prior written approval of the Contracting Officer. Requests to make such disclosure should be addressed to the Contracting Officer. C.7.2Contractors are reminded that information furnished under this solicitation may be subject to disclosure under the Freedom of Information Act (FOIA). Therefore, all items that are confidential to business, or contain trade secrets, proprietary information, or personnel information must be clearly marked. Marking of items will not necessarily preclude disclosure when the U.S. Office of Personnel Management (OPM or the Government) determines disclosure is warranted by FOIA. However, if such items are not marked, all information contained within the submitted documents will be deemed to be releasable. C.7.3Any information made available to the Contractor by the Government must be used only for the purpose of carrying out the provisions of this contract and must not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract. C.7.4In performance of this contract, the Contractor assumes responsibility for protection of the confidentiality of Government records and must ensure that all work performed by its subcontractors shall be under the supervision of the Contractor or the Contractor's responsible employees. C.7.5Each officer or employee of the Contractor or any of its subcontractors to whom any Government record may be made available or disclosed must be notified in writing by the Contractor that information disclosed to such officer or employee can be used only for a purpose and to the extent authorized herein, and that further disclosure of any such information, by any means, for a purpose or to an extent unauthorized herein, may subject the offender to criminal sanctions imposed by 19 U.S.C. 641. That section provides, in pertinent part, that whoever knowingly converts to their use or the use of another, or without authority, sells, conveys, or disposes of any record of the United States or whoever receives the same with intent to convert it to their use or gain, knowing it to have been converted, shall be guilty of a crime punishable by a fine of up to $10,000, or imprisoned up to ten years, or both. C.8 TYPE OF CONTRACT The Government intends to award a single Requirements contract in accordance with FAR 16.503. C.9 PHYSICAL SECURITY The Contractor shall be responsible for safeguarding all government equipment, supplies, information, and Government furnished property provided for contractor use. At a minimum the Contractor shall have the capacity to securely store on-site, 80 law enforcement vehicles at one time. C.10KEY PERSONNEL The project manager shall be responsible for the performance of the work. The contract manager shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. In the absence of the project manager, the alternate shall have full authority on contract matters. The key personnel must be approved by the Contracting Officer: A.Project Manager Point of Contact: B.Alternate Project Manager Point of Contact: C.Contract Administration Point of Contact: Designate a person whom the Government may contact during the period of the contract for prompt action on matters pertaining to the administration of the contract. C.11 GOVERNMENT KEY PERSONNEL The following personnel are considered key personnel by the Government: C.11.1Contracting Office C.11.2 Contracting Officer's Representative (COR): A.[Information shall be added upon award and a separate designation letter provided] The above identified Contracting Officer's Representative (COR) will represent the Contracting Officer in the technical phase of the work. The COR's duties, responsibilities, and limitations of authority will be set forth in a written COR designation letter. A copy of the COR designation letter will be made available to the Contractor. The COR is not authorized to make any changes to the terms and conditions of this contract. Only the Contracting Officer is authorized to make any changes to the contract by a properly written and signed modification to the contract. The Contracting Officer is the only official who can legally obligate the Government for expenditure of public funds. C.12TECHNICAL EXHIBITS AND ATTACHMENTS A.Chevrolet Tahoe, no exceptions will be accepted. B.Chevrolet Tahoe Canine Unit, marked, no exceptions will be accepted C.Chevrolet 1500 Crew Cab Truck, no exceptions will be accepted. D.Dodge Charger Equipment List, no exceptions will be accepted. C.13PACKAGING AND MARKING All correspondence including emails, invoices, and contract deliverables shall identify the contract number and task order number. C.14QUALITY ASSURANCE/INSPECTION AND ACCEPTANCE Contractor performance will be monitored by the Government. [plan to be inserted after award] Each vehicle will be inspected prior to transport to the Contractor facility and final delivery upon service completion. The COR will make one to two announced or unannounced quality assurance inspections per week during when a valid task order is in effect. The following inspection items apply: A.Exterior vehicle damage to include dents, dings and paint deficits not present at the time of the vehicle delivery to contractor. B.Interior vehicle damage to include rips and tears to the seats and unnecessary damage to the OEM vehicle trim pieces due to the installation process. C.Aesthetic appearance of installed components. This will include areas where cables and wires are exposed. The purpose is to ensure that the exposed items are professionally sheathed as to not present an unprofessional appearance to the overall vehicle. D.Operational inspection of functional items such as, but not limited to, the Patrol Power relay system, the operation of the installed in-car digital camera system, and the vehicle theft deterrent system. E.Visual and operational inspection of the audio and visual emergency warning systems. C.15DELIVERY OR PERFORMANCE SCHEDULE The delivery schedule shall be identified in each task order. The Performance schedule shall be in accordance with the conditions of the contract. C.16 WARRANTY REQUIREMENTS The vendor shall provide in writing, a lifetime warranty on the installation of the equipment and provide an on-site technician for repairs. Vehicle locations will be provided to the vendor by the BIA Office of Justice Services and could potentially be located throughout the continental United States. In addition to the required warranties provided in FAR 52.246-17 and 52.246-20, the following warranties and guarantees shall be provided: All manufacturer or installer guarantees/warranties obtained by the Contractor for any materials, products, services, or equipment procured for this project shall be obtained for the use and benefit of the Government All items delivered under this contract shall be warranted by the manufacturer's standard warranty. A copy of the manufacturer's standard warranty shall be enclosed in the package or included with shipping documents, as appropriate, for each warranted item delivered under the contract, and included in a packet within each vehicle. Items warranted by the manufacturer's standard warranty shall be marked or stamped "Warranted." If space on the item is not available, the packing slip should state, as a minimum, the following: Brief statement that a warranty exists. Substance of the warranty. Duration of the warranty. Person/company to notify if the items are defective. SECTION L: PROPOSAL PREPARATION INSTRUCTIONS 1.Include your TAX ID Number, CAGE Number (obtain at www.ccr.gov), and DUNS Number when submitting your quote. The Offeror shall provide their quote in accordance with the SOW and respond to the Evaluation Factors delineated at the end of this synopsis. 2.Questions Offerors shall submit questions related to the RFQ via email no later than 4:00 PM Mountain Daylight Savings Time September 19, 2012. Questions not received prior to the closing date may not be considered. 3.Submission of Proposal The quote due date is September 20, 2012 at 4:00 PM Mountain Daylight Savings Time. The proposal should be packaged for delivery so as to permit safe and timely arrival at destination. The proposal package should be sent or hand delivered to the following address: BIA, Albuquerque Acquisition Office, Attn: Yvette Washington, Contracting Officer 1001 Indian School Road NW, Ste 347, Albuquerque, NM 87104 Fax quotes will NOT be accepted. Email quotes will be accepted. Email: Yvette.Washington@BIA.gov. Email submissions shall be limited to attachments compatible with Microsoft Office Word 2007 and/or files with a.pfd file extension. Email submissions shall not exceed 5MB total in size. Proposals submitted by Federal Express or Express Mail should be sent two or more days prior to the closing date. The proposal package should be sent to the address shown in the above paragraph. The Offeror is solely responsible for ensuring its proposal arrives in a timely manner. An offeror that fails to meet the due date will be considered "late" in accordance with FAR 52.212-1(f). a.Offer Submission Guidelines The offer shall be organized as described in section 14.5 Content of Proposal subject to the page limitations. Each volume shall be clearly marked as to the volume number, section number, subsection number (if applicable), solicitation number, and offeror's name. The Government will only evaluate what is submitted with offers. The offer shall be prepared on standard 8-1/2" by 11" page format, 1.5-spaced, single-sided, with 1" minimum margins. The type used shall be no smaller than 12-pitch. For glossaries, figures, graphs, and tables, there is no specific font requirement but all information must be legible. Resumes may be single spaced. Each volume shall contain a glossary of any abbreviations and acronyms used with an explanation of each. Glossaries, tables of contents, and cover pages do not count against page limitations for respective volumes. To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with minimal cross-referencing to other volumes of the proposal. Information needed for proposal evaluation not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted where it would conserve space without impairing clarity. Failure to provide all requested information may render a proposal unacceptable. The government will not evaluate pages that exceed the stated page limit. If an offeror's proposal exceeds the page limits below, the government will not review or consider information contained in the excess pages. b.Contents of Proposals The contractor shall submit a written proposal in two Parts. Part I is the Technical Capability section and Part II is the Price section. Part I: TECHNICAL CAPABILITY FACTOR 1: Section A, Past Performance is limited to 3 pages. FACTOR 2: Section A, Technical Approach is limited to 3 pages. Section B, Key Personnel Resume(s) are limited to 2 pages for each person. Section C, Experience/Industry Knowledge - Experience is limited to 3 pages. Section D, Site visit by COR to verify site security and vehicle storage capacity. Part II: PRICE Section A, Proposal Cover Letter is limited to 1 electronic page Section C, Socio-Economic status must be noted Section D, Price: CLIN schedule completed See SF 1449 for additional information
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/DOI/BIA/RestonVA/A12PS02609/listing.html)
 

Place of Performance

Address: Albuquerque, New Mexico

Zip Code: 87104
 

Record

SN02885237-W 20120919/120918000146-eaea67f383d6e6500a0bb0c36b655538 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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