SOLICITATION NOTICE
V -- Records Shipment
- Notice Date
- 11/7/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 484110
— General Freight Trucking, Local
- Contracting Office
- Department of the Treasury, Internal Revenue Service (IRS), Field Operations Branch Southeast (OS:A:P:B:S), 2888 Woodcock Boulevard, Suite 300, (Stop 80-N), Atlanta, Georgia, 30341
- ZIP Code
- 30341
- Solicitation Number
- w9w221f4l01
- Archive Date
- 12/4/2008
- Point of Contact
- Camille D Pettway Freeman,, Phone: 404-338-9212
- E-Mail Address
-
camille.pettwayfreeman@irs.gov
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 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 requisition number is W-9-W2-21-F4-L01-000, and is being issued as a Request for Quotation. The Internal Revenue Service will be entering into a Commercial Item procurement using Simplified Acquisition Procedures (SAP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-27. This requirement is set-aside for small businesses for which the North American Industry Classification System (NAICS) Code is 484110, and the Small Business Size Standard is 25.5 million. This will be an all or none award based on the lowest price quoted from responsive and responsible Contractors. Quotes will be considered only from Contractors who are regularly established in the business relevant to the scope of work to be performed. Contractors must be registered in the Central Contractor Registration (CCR) to be considered for award of this contract. 1. GENERAL OVERVIEW The Internal Revenue Service (“IRS”) is seeking firm-fixed price quotes for scheduled record transportation services. The IRS is seeking Contactors to provide professional and reliable record transportation services from the IRS offices located at the Atlanta Submissions Processing Center (ATSPC) to the Atlanta Federal Records Center. This Contract, if awarded, will be administered by the IRS Procurement Office and technical oversight will be provided by the Contracting Officer’s Technical Representative (COTR) and/or designee. The COTR for this Contract will be named upon award. 2. STATEMENT OF WORK 2.1 BACKGROUND The Internal Revenue Service is in need of record shipment services at the Atlanta Submissions Processing Center (ATSPC). The proposed contract will be awarded for a Base Period from December 1, 2008 through September 30, 2009 (10 months), and one (1) Option Year, October 1, 2009 through September 30, 2010. Payment under this contract will be based on per box rate and paid monthly in arrears. The contractor shall provide all services, labor, equipment, and supervision to make scheduled moves of boxes containing tax returns/related records for the Internal Revenue Service. The Record Shipments will load from: Atlanta Submissions Processing Center (ATSPC): 6600 Bay Circle, Norcross, GA 30071 The Record Shipments will unload to: Atlanta Federal Records Center: 4712 South Park Blvd, Ellenwood, GA 30294 2.2 SCOPE OF WORK 2.2.1. Labor and Equipment Requirements a. The Contractor shall provide qualified employees, including an employee who has supervisory authority and responsibility, as needed to facilitate the safe, efficient, and timely loading and unloading of boxes. b. The Contractor shall provide the required number of safe over-the-highway type vehicles and drivers as needed for each shipment. All vehicles must be in good working order, free of mechanical defects, water tight, and with the doors(s) in workable condition, which can be secured and sealed after loading. The COTR or designated representative may reject any equipment that does not meet these conditions. c. The Contractor is responsible for ensuring all motor vehicles (tractors/trailers) used to carry out the terms of this contract pass all state and federal mechanical inspection criteria, and all other regulatory requirements. Ensuring that all "loads” transported are within state and federal legal limits will be the responsibility of the Contractor. d. The Contractor shall obtain, at his/her own expense, and maintain all necessary and applicable licenses, insurance, bonding and permits, required for performing the work. The Contractor shall conform to all laws, regulations and ordinances applicable to the performance and execution of the contract. e. The vehicle provided by the Contractor shall be a dedicated vehicle performing only the scheduled pick-up and delivery services for the IRS for that particular day. Record shipments under this contract will not be combined with other vendor’s shipments. Contractor’s vehicle will not make unscheduled stops during the transportation of the shipments from Atlanta Submissions Processing Center to the Atlanta Federal Record Center 2.2.2. Records Shipment Requirements a. Shipments will consist of open-top boxes containing data tax returns filed in sequence. The Internal Revenue Service tentative schedule of record shipments begins on December 1, 2008 through September 30, 2009 for Fiscal Year 2009 (Attachment I). b. The Contractor must take extreme care while handling boxes to avoid spillage or disturbing the sequence in which the records are filed. c. The Internal Revenue Service is a smoke free work environment. The Contractor’s employees are not allowed to smoke while in the IRS Building and/or loading or unloading of boxes. 2.2.3. Loading/Unloading Operation Requirements a. The Contractor shall provide enough qualified laborers to perform the loading operation. The COTR may direct the Contractor to adjust the number of laborers used if safe, efficient, or timely completion of loading operation is not maintained. These adjustments to the Contractor's labor pool, as directed by the COTR, shall not result in an adjustment to the contract price. Experience has proven a need for 10 to 12 laborers for optimum performance. b. The loading operation will be performed at a designated area at the Atlanta Submission Processing Center. The loading operation shall begin promptly at 9:00 A.M. and continue until 3:30 P.M. or completion of the load. The IRS furnished conveyors shall be set up by the Contractor before the 9:00 A.M. loading time. c. The Contractor shall remove designated boxes from shelving, place them on the conveyor and move them onto the truck(s). Boxes must be loaded in the same sequence as directed for removal from shelving. Upon removal from the conveyor, the Contractor shall stack strips of corrugated card-stock for use between the rows to add support. (The Contractor shall return the cardboard strips to the IRS after each shipment.) d. Boxes must be packed and tied in such a manner load shifting and spillage does not occur. e. After loading, all doors on the truck(s) will be secured by lock or sealing device before transit. Vehicle cannot be moved from loading dock area until inspected and approved by the COTR or other designated representative. f. The IRS will furnish two employees to monitor the loading operation. g. This is a continual lifting and lowering of boxes that may weigh between 25-35 lbs and up to 70 lbs. The loading operation may average a completion rate of 550-660 boxes per hour. h. Upon completion of loading, the truck(s) will be immediately driven to the designated Atlanta Federal Records Center for unloading. The shipments shall remain secured at all times until unloading operation is completed. The Contractor shall be responsible for coordinating with the designated Atlanta Federal Records Center office as to the time the facility opens/closes for the day. i. Should the loading operation not be completed in time for the shipment to be received by the Federal Records Center, the truck shall be driven to 4800 Buford Highway, Chamblee, Georgia to be secured in the Internal Revenue Service Complex, then driven to the Atlanta Federal Records Center the following day in time for commencement of the unloading operation. j. The unloading operation will commence the following day after loading, unless otherwise notified, promptly at 7:30A.M., at the Atlanta Federal Records Center, 4712 Southpark Boulevard, Ellenwood Georgia 30294. k. Employees of the Contractor shall unload the boxes and place them on the Atlanta Federal Records Center’s conveyor for shelving by the Center's employees. l. The IRS may direct the Contractor to unload boxes at one or more docks at the Atlanta Federal Records Center. Therefore, the driver shall be accessible to move the truck/trailer during the unloading operation. The Contractor shall determine and provide the appropriate size and number of truck(s) to accommodate the loading and unloading of boxes at all docks involved. m. The IRS COTR or designee(s) must be contacted if there will be a delay of more than 30 minutes past appointed pick up and/or delivery time due to unforeseen circumstances, i.e. adverse weather, traffic, etc. 2.2.4. Damaged Record Requirements The contractor is fully liable and responsible for the delivery of the records to the Atlanta Federal Record Center in the same condition they were in when picked-up from the IRS, regardless of circumstances. The Contractor will assume the responsibility and cost to restore all records damaged while providing services under this contract. The COTR will determine methods and procedures used to accomplish this action. 3. QUALITY CONTROL/SUPERVISORY RESPONSIBILTIY a. The Contractor shall develop quality control procedures to identify and prevent non-damage/lost of records, untracked and delayed shipments. The contractor shall prepare and submit a Quality Control Plan (QCP) seven (7) working days after award date and prior to commencement of any work. Any QCP must be reviewed and approved by the IRS COTR. b. The Contractor shall arrange for satisfactory supervision of all contract work, including strict adherence to all Disclosure of Information provisions. All contractor employees will be escorted by an appointed IRS employee when given inside access to the building. The COTR will contact the Contractor or project manager at any time, when contract work is in progress, to provide notices, reports, or requests from the Contracting Officer (CO) or his/her representative. 4. PROJECT MANAGER The Contractor’s designated Project Manager: Name/Address/Phone: 5. STAFFING REQUIREMENTS 5.1. QUALIFICATION OF EMPLOYEES a. Personnel Information The contractor shall provide to the COTR a list of names, and dates of birth of personnel who will be on-site performing work under this contract. This list shall be provided with the Quality Control Plan. No employee or representative of the Contractor will be admitted to the site of work unless satisfactory proof of citizenship is furnished, or, if an alien, legal residency within the United States is confirmed. b. Photo-Identification The Contractor shall ensure its employees have two photos ID available at all times while on-site. During the period of this contract, access to IRS facilities for Contractor’s representatives shall be granted as deemed necessary by the IRS. All Contractors’ employees whose duties under this contract require their presence at any IRS facility shall be clearly identifiable by a distinctive badge furnished by the IRS. In addition, Contractor's corporate identification badges must be worn on the outer garment. Obtaining the corporate identification is the sole responsibility of the Contractor. Upon termination of the employment of any Contractor’s personnel working on this contract, all IRS-furnished identification shall be returned to the issuing office. All on-site Contractors’ personnel shall abide by applicable security regulations. c. Demission of Employees The Contractor may be required by the COTR to dismiss employees that are deemed incompetent, careless, unsuitable or otherwise objectionable, display signs of sexual harassment, or whose continued employment is deemed contrary to the public interest or inconsistent with the best interest of national security. d. Replacement/Substitute Employee The Contractor shall continuously maintain a staff with suitable professional expertise to assure work is scheduled, performed and completed in accordance with contract specifications. The Contractor is responsible for providing replacement personnel which possess the same level of qualifications and ability in the absence of the original contract employee. The COTR shall be notified at least 48 hours in advance of substitutes and must approve any replacement of original contract employee. e. Background Investigations The contractor’s employees will be required to complete all appropriate IRS provided paperwork, forms, and/or fingerprinting necessary to process a National Background Investigation Check (NBIC). Integrity letters for all employees/laborers may also be required from the successful contractor on company’s letter head. Any employee whose investigation is unsatisfactory will not be permitted to work on the sites indicated under this statement of work. Background Investigation Packages will be provided by the COTR to the successful contractor within three (3) days of contract award. Background Investigation Packages must be returned to the COTR within 5 days of receipt. The level of Investigation will be determined by NBIC and the successful Contractor’s employees will be escorted by a designated IRS employee until this process is completed. The successful Contractor employees will be granted full access to the building in the appropriate areas after Background Investigations are completed. f. Arrival/Departure Requirement Security Check: Entrance and/or exit to/from both locations may require a security-guard check. Contractor is responsible for factoring sufficient time to allow such check(s) to ensure that the scheduled timeframe is met. 6. BUILDING ACCESS REQUIREMENTS a. The IRS ATSPC will be available to the contractor during the hours of 7:30 A.M. to 3:30 P.M., Monday through Friday, excluding holidays. b. Federal Holidays The contractor will not work on Federal holidays, or any other day designated by Federal Statute, Executive Order, or Presidential Proclamation. The IRS is not responsible for Holiday pay for the Contractor. The Federal Holidays observed by Federal employees are listed below: New Year's Day Martin Luther King, Jr.'s Birthday (observed) President's Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day 7. Interference with Business Requirement The work shall be carried on in such a manner that there will be no interference with the proper execution of IRS business. All persons employed in contract shall, while on the premises must comply with all building regulations. 8. Certificate of Insurance Requirement a. Within ten(10) days of contract award the Contractor shall furnish to the CO and COTR Certificate of Insurance as evidence of the existence of the following insurance coverage in the amounts not less than the specified amount listed below in accordance with the FAR 52.228-5, Insurance - Work on a Government Installation. b. Contractor shall procure and maintain, during the entire period of performance under this contact, the following required insurance coverage: (1) Comprehensive General Liability: $1,000,000 per occurrence (2) Automobile Liability: $200,000 per Person, $1,000,000 per Occurrence $ 20,000 per Occurrence for Property Damage (3) Workmen's Compensation: As required by Federal and State worker's compensation and occupational disease statutes. (4) Employer's Liability Coverage: $100,000, except in states where worker's compensation may not be written by private carriers. (5) Other as required by State Law. c. The Contractor shall provide written notice within thirty (30) days to the Contracting Officer prior to cancellation or changes in the insurance policy coverage. 9. Site Visit Prior to the start date of the contract the IRS will provide the successful contractor access to the sites for purpose of evaluating environment, operational procedures and safety requirements prior to start date. The contractor must be provided a contact name and telephone number to arrange with COTR for a site visit. The IRS is not responsible for Contractor expenses and related expenses associated with site visits. 10. Wage Determination The Department of Labor Wage Determination (DOL) Service Contract Act (SCA) is applicable to this contract. Wage Determination No: 2005-2133 REV (05) AREA: Georgia Date of Revision: 06/17/2008. Contractor shall pay its employees no less than the prevailing wage rates determined by DOL. The contractor may obtain this wage determination from Department of Labor at: http://www.wdol.gov/wdol/scafiles/std/05-2413.txt 11. PROVISIONS/CLAUSES The following Provisions and Clauses are applicable to this acquisition: • The provisions at 52.212-1, Instructions to Offerors -- Commercial, 52.212-3, Offeror Representations and Certifications -- Commercial Items, apply to this acquisition. Contractors are advised to include, as specified in Section 12(b), Preparation and Submission of Quotes, a completed copy of the provision at 52.212-3 with its offer. • The clauses at 52.212-4, Contract Terms and Conditions -- Commercial Items, and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items • The following addenda to FAR 52.212-4: 52.204-7, Central Contractor Registration; 52.204-9, Personal Identity Verification of Contractor Personnel; IR1052-01-001, Electronic funds Transfer (EFT) Payments; IR1052-01-002, PAID SYSTEM • The following additional FAR clauses cited in 52.212-5: 52.219-6, Notice of Total Small Business Set-Aside; 52.219-28, Post Award Small Business Program Representation; 52.222-3, Convict Labor; 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-50, Combating Trafficking in Persons; 52.225-13, Restrictions of Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer; 52.222-41, Service Contract Act; 52.222-42, Statement of Equivalent Rates for Federal Hires – Truck Driver(Heavy) WG-08 $22.41, Laborer WG-02 $11.84 • 52.224-1, Privacy Act Notification; 52.224-2, Privacy Act; I052.224-9000A, Disclosure of Information-Safeguards; 1052.224-9000D, Disclosure of “Official Use Only” Information Safeguards; 1052.2249001A, Disclosure of Information—Criminal/Civil Sanctions; 1052.224-9001B, Disclosure of Information—Official Use Only; 1052.224-9002, Disclosure of Information--Inspection • 52.228-5, Insurance – Work on a Government Installation • 52.217-5, Evaluation of Options; 52.217-8, Option to Extend Service; 52.217-9, Option to Extend the Term of the Contract. 12. PREPARATION AND SUBMISSION OF QUOTES: To submit a valid quote to be considered for this award/order, please submit the following completed information: (a) Completed Price Quotation Sheet – Attachment I (b) Representations and Certifications: Contractors must either a) complete the Representations and Certifications (Reps and Certs) electronically via the Online Representations and Certifications Application (ORCA) at www.ccr.gov or b) submit a completed copy of the Reps and Certs under FAR provision 52.212-3, Offeror Representations and Certifications. Full text of the provision may be accessed at www.arnet.gov/far/ (c) Three (3) references for same or similar services. References shall include contact name, title, telephone #, organization, description of service, and period of performance. Deadline for submission of the above required documentations is November 19, 2008 by 12:00 NOON (Eastern Standard Time). Responses can be faxed to (404) 338-9233, Attn: Camille Pettway Freeman, e-mail: camille.pettwayfreeman@irs.gov, or mail to: Internal Revenue Service Office of Business Operations Field Operations Branch (OS: A: P: B: S: A) 2888 Woodcock Blvd., Ste 300 ATTN: Camille Pettway Freeman Atlanta, GA 30341 13. QUOTE EVALUATION 13.1. The IRS intends to award this Contract to the responsive and responsible contractor that offers the best value to the government. 13.2. The factors to be considered in evaluating the quotes shall include, but not necessarily limited to, the following: a. Price b. Years of experience in the field of service (no less than 3 years in field of service is required.) c. Past performance (3 references required.) 14. INFORMATION CONCERNING RFQ Any questions concerning this Request for Quotation should be directed, in writing, to Camille Pettway Freeman, e-mail: camille.pettwayfreman@irs.gov or fax: 404-338-9233. Deadline for submission of questions is November 17, 2008 by 12:00 NOON (Eastern Standard Time) ANTICIPATED AWARD DATE: The anticipated award date is on or before December 01, 2008 ATTACHMENT I PRICE QUOTATION SHEET Estimated Quantities U/I Unit Price Amount 0001 Base Period 50,000 BX $________ $__________ Record Shipment Services Period of Performance: 12/01/2008 – 09/30/2009 1001 Option I 65,000BX $_________ $__________ Record Shipment Services Period of Performance: 10/01/2009 – 09/30/2010 Tentative Shipping Schedule December 1, 2008 to September 30, 2009 Offerors are hereby advised that all quantities listed within the request for quotation are estimates only and are being provided for information purposes only. The extended estimate amounts will be used for evaluation purposes only, the IRS does not commit to ordering services based upon the estimated quantities listed in the Attachment I. Estimated Total Number of Boxes = 50,000 440001/15/2009 440001/23/2009 440001/30/2009 440002/13/2009 440002/27/2009 440003/13/2009 440004/03/2009 300004/10/2009 440004/27/2009 440005/13/2009 440005/292009 300006/10/2009
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- Place of Performance
- Address: (1) 6600 Bay Circle, Norcross, GA 30071, (2) 4712 South Park Blvd., Ellenwood, GA 30294, Norcross, Georgia, 30071, United States
- Zip Code: 30071
- Zip Code: 30071
- Record
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