SOLICITATION NOTICE
84 -- Mourning Bands
- Notice Date
- 2/24/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 315999
— Other Apparel Accessories and Other Apparel Manufacturing
- Contracting Office
- Department of Homeland Security, Transportation Security Administration, Headquarters TSA, 601 S. 12th Street, TSA-25, 10th Floor, Arlington, Virginia, 20598, United States
- ZIP Code
- 20598
- Solicitation Number
- HSTS05-09-Q-OSO127
- Archive Date
- 3/24/2009
- Point of Contact
- Gunnar Grotos,, Phone: 571-227-3270
- E-Mail Address
-
gunnar.grotos@dhs.gov
- Small Business Set-Aside
- Total Small Business
- Description
- Document Type: Combine Synopsis/Solicitation Solicitation Number:HSTS05-09-Q-OSO127 Posted Date: 2.24.09 Original Response Date: Current Response Date:3.09.09 Archive Date: Classification Code:8455 Set Aside:Total Small Business NAICS Code:315999 Contracting Office Address Department of Homeland Security, Transportation Security Administration, Office of Acquisition, TSA-25, 701 South 12th Street, Arlington, VA 22202 United States 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; offers are being requested and a written solicitation will not be issued. The solicitation is issued as a request for quote. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-29 effective January 19, 2009. This requirement will be a set aside 100% for Small Business concerns and shall remain open for responsible sources to respond. The NAICS Code for this procurement is 315999 with a size standard of 500 employees. Contractors are required to identify their company’s business size. Transportation Security Administration intends to award a Blanket Purchasing Agreement (BPA) on a competitive basis to one responsive and responsible offeror. The supply items in the resultant BPA will be firm-fixed prices. The firm fixed price will be determined based on a breakdown of all costs, materials, labor, and delivery to locations with in the Continental United States (CONUS). BACKGROUND: The Department of Homeland Security, Transportation Security Administration (TSA) recently issued policy authorizing the wearing of black mourning bands over the metal badge/shield (similar to those worn by law enforcement officers) in memory of deceased employees, and for other National mourning declarations. In support of this policy, the TSA Office of Security Operations has a requirement for the procurement of the mourning bands throughout the United States. The contractor will be required to take orders and deliver the supplies to the various airports in the United States and territories. The addressees and other relevant shipping/delivery information will be will be provided at the time an order is placed. TERMS OF THE BPA--------. Description: The supplier shall furnish supplies described herein, if and when requested by the contracting officer (or the authorized representative of the contracting officer) during a period of five years not to exceed the stipulated aggregate amount to be determined at time of award based on unit prices offered. Extent of obligation.The Government is obligated only to the extent of authorized purchases actually made under the BPA. Purchase limitation. The dollar limitation for each individual purchase under the BPA shall not exceed $25,000. Individuals authorized to purchase under the BPA. Individuals authorized to purchase under the BPA may be identified either by title of position or by name of individual, organizational component, and the dollar limitation per purchase for each position title or individual shall be furnished to the supplier by the contracting officer. Delivery tickets. All shipments under the agreement shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information: (i) Name of supplier. (ii) BPA number. (iii) Date of purchase. (iv) Purchase number. (v) Itemized list of supplies or services furnished. (vi) Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information). (vii) Date of delivery or shipment. Completion/Expiration: The BPA is considered complete when the purchases under it equal its total dollar limitation/ceiling or when its stated time period expires, which ever occurs first. I. REQUIREMENTS/SPECIFICATIONS: All mourning bands must meet or exceed the following minimum specifications: ½” BLACK MOURNING BANDS: The mourning bands must be elastic cloth material, solid black in color, and one-half inch in width. The mourning band will be worn over a domed shaped metal badge that is approximately 3.00” in height and 2.10” wide. The mourning band will be worn horizontally on the shield over an area that is 1.5” in width. The mourning band must easily stretch over the widest point of the shield (2.10”W) yet appear taut when placed at the point it will be worn (1.5” W). II. CONTRACT LINE ITEM STRUCTURE: The resultant contract award will contain two (2) contract line item numbers (CLINs). CLIN 0001 description will read that the Contractor shall provide and deliver an estimated quantity of 108,000 mourning bands to multiple locations with in the Continental US. The ceiling price will be established by taking the total estimated quantity multiplied by the firm fixed unit price proposed for each mourning band. The ordering period under this CLIN will be five (5) years. The contractor must be capable of delivering approximately 60,000 mourning bands during the first year, approximately 12,000 during subsequent years, and providing additional supplies during the same period as an option in accordance with FAR 52.217-7. Optional CLIN 0002 will be established in accordance with FAR 52.217-7 Option for Increased Quantity of CLIN 0001 not to exceed 50% or 54,000 units during the same period/term. All supplies shall meet or exceed the minimum requirements/specifications of this solicitation (paragraph I above). ORDERING: The contractor shall provide an online ordering mechanism for authorized TSA Government Purchase Card Holders and Ordering Officials to place orders under the BPA. The online ordering mechanism shall be user friendly and allow for typical commercial online shopping abilities such as shop, search, select and check out using a credit card. Items offered online must be listed at the BPA price or allow for price reduction and adjustments to be entered online. MONTHLY REPORT/DELIVERABLE: A monthly itemized report of all orders placed under the BPA shall be submitted to the Contracting Officer and the Contracting Officer’s Representative. The Contractor shall submit the monthly report no later than 10 days after the end of each calendar month, and shall reflect all orders placed in the preceding month. At a minimum the monthly report shall include the following for each order: The date of the order, quantity of supplies ordered, order total, who placed the order, and where the items where shipped. III. FEDERAL ACQUISITION REGULATION (FAR) provisions and clauses incorporated by reference or in full text apply to this solicitation and will be applicable to the resultant BPA. FAR clauses and provisions are available in full text by accessing the following website http://www.arnet.gov/far/ IV. DELIVERY TERMS: FAR Clause 52.247-34 --F.O.B. DESTINATION (Nov 1991) CLIN 0001 Delivery: Orders will ship to different addresses. Delivery addresses will be provided when orders are placed with sufficient lead time necessary to facilitate the expected delivery date. INSPECT AND ACCEPT BY GOVERNMENT AT FINAL DELIVERY LOCATION V. ORDERING PERIOD/TERM •CLIN 0001 Delivery period shall be for five years from date of award. VI. INVOICING AND PAYMENT PRIMARY PAYMENT METHOD: Third party payment will be the preferred method and the contractor must accept a valid government credit card as payment when placing orders. The Contractor agrees to accept payments due under this BPA, through payment by a third party in lieu of payment directly from the Government, in accordance with the terms of the FAR Clause 52.232-40-Payment by Third Party. The third party and, if applicable, the particular Governmentwide commercial purchase card to be used will be identified when placing the order. ALTERNATIVE INVOICING AND PAYMENT METHOD OPTIONAL: At the discretion of TSA, the government may elect to require the submission of invoices via facsimile and payment by check or EFT. In the event the optional or alternative method is required, the order will specify that the optional submission of invoices via facsimile is applicable, in which case the BPA shall comply with the following terms: Submission of Invoices (a) The Transportation Security Administration (TSA) partners with the United States Coast Guard Finance Center for financial services in support of TSA operations, including the payment of contractor invoices. Therefore, all contractor invoices must be submitted to, and will be paid by, the U.S. Coast Guard Finance Center (FinCen). (b) Invoices may be submitted via facsimile, U.S. Mail, or email. Contractors shall utilize ONLY ONE method per invoice submission. The submission information for each of the methods is as follows in order of preference: 1) Facsimile number is: 757-413-7314 (c) The facsimile number listed above shall be used by contractors for ORIGINAL invoice submission only. If facsimile submission is utilized, contractors shall not submit hard copies of invoices via the U.S. mail. It is the responsibility of the contractor to verify that invoices are received, regardless of the method of submission used. Contractors may inquire regarding the receipt of invoices by contacting the U.S. Coast Guard Finance Center via the methods listed in subparagraph (e) of this clause. 2) U.S. Mail: United States Coast Guard Finance Center TSA Commercial Invoices P.O. Box 4111 Chesapeake, VA 23327-4111 3) Email Invoices: FIN-SMB-TSAInvoices@uscg.mil or www.fincen.uscg.mil (d) Upon receipt of contractor invoices, FinCen will electronically route invoices to the appropriate TSA Contracting Officer’s Technical Representative and/or Contracting Officer for review and approval. Upon approval, the TSA Contracting Officer will electronically route the invoices back to FinCen. Upon receipt of approved invoices from a TSA Contracting Officer, and the subsequent certification by an Authorized Certifying Official, FinCen will initiate payment of the invoices. (e) Payment Status: Contractors may inquire on the payment status of an invoice by any of the following means: (1) Via the internet: https://www.fincen.uscg.mil Contacting the FinCen Customer Service Section via telephone at 1-800-564-5504 or (757) 523-6940 (Voice Option #1). The hours of operation for the Customer Service line are 8:00 AM to 5:00 PM Eastern Time, Monday through Friday. However, the Customer Service line has a voice-mail feature that is available 24 hours per day, 7 days per week. (2) Via the Payment Inquiry Form https://www.fincen.uscg.mil/secure/payment.htm VII. CONTRACT MANAGEMENT: Notwithstanding the Contractor’s responsibility for total management during the performance of any contract, the administration of that contract will require maximum coordination between the Government and the Contractor. Communications pertaining to the contract administration will be addressed to the Contracting Officer. No changes to the statement of work are authorized without a written modification to the BPA executed by the Contracting Officer. The Contractor is advised that only the Contracting Officer can change or modify the BPA terms or take any other action, which obligates the Government. Then, such action must be set forth in a formal written modification to the BPA. Contractors who rely on direction from other than the Contracting Officer do so at their own risk. Such actions do not bind the Government contractually. Any contractual questions shall be directed to the Contracting Officer. VII. CONTRACTING OFFICER’S REPRESENTATIVE (COR): (a) The Contracting Officer may designate other Government personnel (known as the Contracting Officer's Representative) to act as his or her authorized representative for contract administration functions which do not involve changes to the scope, price, schedule, or terms and conditions of the BPA. The designation will be in writing, signed by the Contracting Officer, and will set forth the authorities and limitations of the representative(s) under the BPA. Such designation will not contain authority to sign contractual documents, order contract changes, modify BPA terms, or create any commitment or liability on the part of the Government different from that set forth in the BPA. (b) The Contractor shall immediately contact the Contracting Officer if there is any question regarding the authority of an individual to act on behalf of the Contracting Officer under this BPA. (End of clause) VIV. FAR 52.212-1, INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS (SEPTEMBER 2006). Offerors are required to submit the following: a written offer on letterhead or the SF 1449 Solicitation/Contract/Order for Commercial Items, signed and dated that contains the requested supplies with unit prices(s), extended price(s), prompt payment terms, remittance address if different than the mailing address, descriptive literature of items being quoted (if applicable), solicitation number, time specified in the solicitation for receipt of offers, name, address, and telephone number of the offeror, terms of any express warranty. If the offer is not submitted on the SF 1449, responses shall include a statement specifying the extent of the agreement with all terms, conditions, and provisions in this solicitation. Responses that fail to furnish the required representations or information, or reject the terms and conditions of this solicitation may be excluded from consideration. ADDITIONAL INSTRUCTIONS TO OFFERORS: All Offerors shall ensure that their submission includes, at a minimum, the following information in response to this solicitation: 1)Completed 1449 or Letterhead (See FAR 52.21-1 above), 2)Reps and Certs (See FAR 52.212-3), or Statement Regarding Elected Use of ORCA 3)Technical: a.Narrative and Relevant Supporting Documentation, b.Sample of proposed mourning band c.Online Ordering Capability 4)Delivery Terms and method, 5)Past Performance Reference Information, and 6)Unit Price for Each Band ( include any express discounts) TECHNICAL: A) NARRATIVE AND RELEVANT SUPPORTING DOCUMENTATION: The Offeror shall submit a narrative explaining how the proposed product meets or exceeds the stated minimum requirements of this solicitation. The Offeror shall also submit supporting documentation which may include but is not limited to manufacturer’s product information, specifications, laboratory test results, environmental fact sheets, graphic representations of proposed products, etc. The narrative description shall address, but is not limited to the following aspects of their proposed product for evaluation purposes: •Quality, •Durability, •Special features, •Trade-in considerations, •Probable life of the item selected as compared with that of a comparable item, •Warranty considerations, •Maintenance, and •Environmental and energy efficiency considerations. B) SAMPLE: Offeror shall submit one sample of their proposed mourning band to the following address Barbara J. Hickman, 16576 Telescope Lane, Dumfries, VA 22026 The sample will be evaluated using the evaluation aspects in paragraph A. above. C) ONLINE ORDERING CAPABILITY: Offerors shall provide a link to their online ordering capability or provide a screen shot. Offerors will be evaluated on their ability to provide online ordering capability that is user friendly and allow for typical commercial online shopping abilities such as shop, search, select and check out using a credit card. DELIVERY TERMS: Offerors shall propose delivery terms and method. Offerors shall also provide the necessary lead time for ordering and shipping. The evaluation will assess the Offeror’s capability to ship and provide the required quantity. PAST PERFORMANCE INFORMATION: Past performance will be evaluated as a measure of the Government’s confidence in the Offeror’s ability to successfully deliver the product proposed. Offerors shall provide a list of not more than five (5) customer references where the offeror has successfully supplied similar items in the past two (2) years. References can include federal, state, and local government, commercial industry and private organizations. For each reference that meets this description, the offeror shall provide the following information: 1. Customer Name (agency, bureau, private organization, etc.) 2. Customers Address 3. Contract/ Order/Invoice number 4. Date of Contract/Order 5. Point of Contact for Contract/Order 6. Point of Contact’s address, Telephone Number, and email address 7. Quantities of the products delivered It is the offeror’s responsibility to ensure that all past performance information is accurate, current, and complete. The information provided by the Offeror may not serve as the sole basis of evaluation of past performance. The Government reserves the right to obtain and utilize information from sources other than those identified by the Offeror. Past Performance will be evaluated on the relevance of demonstrated successful past performance. The evaluation will take into account the Firm’s technical performance functions of contract execution: commitment, involvement, responsiveness; and the utilization of accepted practices and techniques in the field. The Government may, at its discretion, obtain and evaluate information from sources other than those provided by the Contractor. Firms without a record of relevant past performance or for whom information on past performance is not available will be evaluated as neutral on past performance. PRICE FOR EACH CLIN (0001 – 0002): Offerors shall provide a firm fixed price per unit. Prices quoted shall be FOB destination and must reflect the total cost to the Government. The Government shall conduct its price analysis using one or more of the techniques specified in FAR 15.404-1(b) in an effort to determine price reasonableness. SOURCE SELECTION: The Government will award a Blanket Purchase Agreement (BPA) with firm fixed priced items for this requirement. A single award will be made to the responsive and responsible offeror, whose offer, conforming to the solicitation, will meet the Government’s requirements and is the best value to the Government. The offerors shall be considered responsible as defined within the meaning of FAR 9.104. RESPONSE TIME: All responses to this solicitation are due by 2:00 PM EST on March 09, 2009. All offerors shall send their responses via email directly to the Transportation Security Administration, Office of Acquisition, Security Operations Acquisition Division to Gunnar.Grotos@DHS.gov. Offeror’s sample shall be sent to the following address Barbara J. Hickman, 16576 Telescope Lane, Dumfries, VA by the solicitation closing date. ELECTRONIC SUBMISSION OF PROPOSAL: (a) By submission of a proposal on electronic media, the offeror certifies that the submission is readable on the hardware and software operating system format specified in this combined synopsis solicitation, and has been verified as free of computer viruses. Prior to any evaluation, the Government will check all files for viruses and ensure that all information is readable. In the event that any files are defective (unreadable), the Government may only evaluate the readable electronic files. However, if the defective (unreadable) media renders a significant deficiency in the offeror's proposal, the government may consider the proposal incomplete and not further consider such proposals for evaluation. (b) By submission the Offeror certifies that: (1) The electronic files of its offer submitted in response to the solicitation have been verified as readable on the hardware and software operating system format specified as follows: Microsoft Window XP Professional 2002 Operating System or compatible, Microsoft Office 2003, and/or Graphic Files may be in TIF, JPEG, PDF or BMP format. (2) The electronic files of its offer submitted in response to the solicitation have been verified as free of computer viruses using the following software: Norton Anti-virus or comparable commercial software. (c) A proposal that fails to conform to the requirements of paragraphs (a) and (b) above may be subject to interception or delay at Governmental electronic communications portals. This interception or delay may result in the proposal being lost, deleted, destroyed, or forwarded in such a manner that the proposal arrives at the target destination past the time and date of the deadline for submission established in the solicitation. In the event that a proposal is lost, deleted, or destroyed due to the offeror's failure to conform to the requirements of paragraphs (a) and (b) above, such proposal will be considered to have never been delivered to the Government. In the event that a proposal is delayed due to the offeror's failure to conform to the requirements of paragraphs (a) and (b) above, the proposal will be treated as late in accordance with the provision of this solicitation entitled Late Submissions, Modifications, and Withdrawals of Proposals found at 52.212-1. (d) Offerors will not submit proposals via any other mechanism including but not limited to post, courier, fax or orally unless specifically requested and or authorized by the Contracting Officer. By submitting a response, the vendor will be self-certifying that neither the requestor nor the principal corporate officials and owners are currently suspended, debarred, or otherwise ineligible to receive contracts from any Federal Agency. Failure to do so may represent grounds for refusing to accept the proposal. X. FAR 52.212-2 EVALUATION-COMMERCIAL ITEMS (JAN 1999): (a)The Government will award a BPA 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 are listed in descending order of importance and will be used to evaluate offers: 1) Technical, 2) Delivery Terms, 3) Past Performance, and 4) Price. Technical, Delivery and Past Performance Factors, when combined, are more important than price (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (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 BPA 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. (End of provision) XI. FAR 52.212-3--OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS (NOVEMBER 2006). Offerors' responses shall include a completed copy of the representations and certifications at provision FAR 52.212-3 with their proposal. Offerors may obtain copies of the SF1449, representations and certifications by submitting a request via e-mail to the Contract Specialist, or by accessing the following URL: http://www.acquisition.gov/far/current/html/52_212_213.html#wp1179194 Offerors may elect to utilize the Online Representations and Certifications Application (ORCA) available at https://orca.bpn.gov/ Offerors using ORCA do not have to provide separate representations and certifications with their proposal. However, they must ensure that all required information is accurate and available on ORCA and they must state they have elected to utilize ORCA to comply with the solicitation, XII. FAR 52.212-4, CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS (FEB 2002); is hereby incorporated by reference. XIII. FAR 52.212-5, CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL ITEMS (JULY 2005), subparagraphs (1), (5), (7), (9), (13), (14), (15), (16), (17), (18), (19), (20), (21), (22), (30) (33) and (40); XV. FAR 52.217-6 OPTION FOR INCREASED QUANTITY—SEPARATELY PRICED LINE ITEM (Mar 1989) The Government may require the delivery of the numbered line item, identified in the Schedule as an option item, in the quantity and at the price stated in the Schedule. The Contracting Officer may exercise the option by written notice to the Contractor within seven (7) calendar days. Delivery of added items shall continue at the same rate that like items are called for under the BPA, unless the parties otherwise agree. (End of clause) Current Point of Contact G. Erik GrotosContracting Officer, Phone (571) 227-3270, Fax (571) 227--3219 or Email Gunnar.Grotos@dhs.gov. Alt POC: Barbara Hickman Division Director, Phone (571) 227-3098, Fax (571)-3219 or Email barbara.hickman@dhs.gov. Place of Performance Address:Contractor Facility Postal Code: Country:USA
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