SOURCES SOUGHT
R -- Distribution Service Contract
- Notice Date
- 3/12/2010
- Notice Type
- Sources Sought
- NAICS
- 493110
— General Warehousing and Storage
- Contracting Office
- Department of Justice, Bureau of Alcohol, Tobacco and Firearms (ATF), Administrative Programs Division (APD), 99 New York Avenue, NE, 3rd Floor - Acquisitions, Washington, District of Columbia, 20226
- ZIP Code
- 20226
- Solicitation Number
- BATF-0312
- Archive Date
- 4/13/2010
- Point of Contact
- James M. Huff, Phone: 202-648-9117
- E-Mail Address
-
james.huff@atf.gov
(james.huff@atf.gov)
- Small Business Set-Aside
- N/A
- Description
- The Department of Justice, Bureau of Alcohol, Tobacco, Firearms, & Explosives is issuing this Request for Information in response to a requirement for a new distribution service contract. The Government is only gathering information. The Government intends to work specifically with an 8(a) Alaskan Native Corporation Owned Company. The source sought is being issued as a requirement for market research. All interested sources that are 8(a) Alaskan Native Corporation Owned Companies are encouraged to submit their company and product literature, references, and other pertinent information for the Government's consideration. Below are the specific details the Government is requesting for the new distribution service contract. Companies capabilities statements must show that they will be able to meet or exceed the below specifics for consideration of a possible long term contract. DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK (SOW) 1.0 BACKGROUND The Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) (hereinafter referred to as "ATF") is a law enforcement organization within the United States Department of Justice--dedicated to reducing violent crime and protecting the public. ATF performs the dual responsibilities of enforcing Federal criminal laws and regulating the firearms and explosives industries and is committed to working directly, and through partnerships, to investigate and reduce crime involving firearms and explosives. ATF currently maintains a national distribution contract that encompasses uniform and equipment acquisition, distribution, and management services. The services provided help meet ATF's responsibilities under Federal law, regulation, and Executive Order relative to the mission stated above. It is structured to ensure that products and services deliver tangible and meaningful benefits, and that every economic or technological opportunity is taken advantage of as it relates to uniforms, investigative equipment, and personal protective equipment used by field personnel. 2.0 INTRODUCTION OF NEED ATF contemplates entering in a potential $30 million distribution service contract, to include one (1) base year and four (4) optional years for the purchase, inventory management, and distribution of ATF- owned uniforms, investigative equipment, and personal protective equipment. Onsite customization of certain uniform items by screen printing and embroidery will also be required. ATF has a requirement to provide basic duty uniforms, investigative equipment and personal protective equipment to its special agents, industry operations investigators (IOI), explosives enforcement officers, firearms enforcement officers, and other authorized users in an efficient and cost effective manner. It is expected that the service provider ("service provider" will refer to any person or business entity that submits a response to this SOW) will be responsible for the acquisition, storage, protection, and distribution of such uniform, investigative equipment, and personal protective equipment items. These duties will be executed in a manner that will provide superior customer service, logistical management of ATF-owned property, and minimal ATF administrative involvement. 3.0 SCOPE OF SERVICES The national distribution service contract ATF seeks to enter encompasses the full range of uniform acquisition, distribution, and management services required to meet ATF's responsibilities under Federal legislation and executive orders. Requirements under this contract include, but are not limited to: Ready accessibility to a multitude of specialized products and manufacturers Acquisition of approved orders Automated tracking of approved orders Receipt of such approved orders Automated inventory management and stock accountability of such orders Distribution of ATF-owned uniforms, investigative equipment, and personal protective equipment Kitting and assembling (a process to create a customized kit of related items/materials that is assembled and shipped as one unit) A secure, web-based application with multiple hosting options to facilitate funding and inventory accountability, particularly: • individual user accounts that can track individual purchases and allow for multiple funding mechanisms • the embedding of documents and videos necessary to provide sizing or kitting instructions and/or examples • forecasting and trend analysis to aid in funding allocations and equipment replacement schedules • reports that provide analyses of ordering/shipping times, fulfillment of orders, and types of equipment purchased, to include total purchase for previous years The service provider is responsible for providing all necessary staff and having an existing infrastructure to support this distribution service contract, to include all supplies, materials, equipment, and a robust, online operational and logistical accountability tool. The distribution facility must meet all Federal, State, and local fire and safety requirements. Furthermore, the facility(s) must maintain a fire/intruder alarm system that is monitored 24 hours a day by an alarm company, fire department, and/or police department. The service provider will be available Monday through Friday during core business hours (8 a.m. to 5:30 p.m., EST). The service provider will provide a full-time project manager and an alternate for all work performed under this contract. The project manager will be accessible by phone 24 hours a day, and must return phone calls received from the Contracting Officer's Technical Representative (COTR) or co-COTR within 1 hour. The project manager will attend, participate in, and provide input to various meetings, briefings, and teleconferences with ATF representatives. The project manager may initiate teleconferences, especially when unusual or unexpected situations arise. All such communications must be initiated through ATF's COTR. The service provider will be responsible for establishing a transition plan from the current distribution provider outlining the sequence of events and actions that need to be accomplished, without disruption of services. This sequence of events and actions include: • the procedures and any necessary resources for accomplishing each action • the period of time needed to accomplish each action • the scheduling of each action within the overall transition period • how the service provider will coordinate each action and its overall transition efforts with ATF • an approach for transitioning the inventory as well as the ATF data from the distribution management system of the current distribution provider The service provider must have mechanisms in place to ensure quality control, to include: • audit procedures to identify areas adversely affecting contract performance • a problem identification and resolution process and a method for monitoring corrective action • a system for tracking incoming and outgoing orders and the timeliness of deliveries accomplished by both the service provider and vendors • a system for recording, computing, accumulating, maintaining, and providing access to data so that the service provider and ATF can use it for analysis and decision making • a method to monitor the accuracy and completeness of ATF data in the service provider's inventory management and distribution system 4.0 SPECIFIC REQUIREMENTS 4.1 Order Receipt. The service provider will receive ATF orders via contractual vehicles using delivery orders issued by ATF's Acquisitions Branch. 4.2 Order Placement. The service provider will be responsible for all phases of order placement, i.e., source identification and price negotiation, and will procure those items as specified in the delivery order issued. The turnaround time on an acquisition from order placement to delivery will be 45 days or less. 4.2.1 Marketplace Changes. It is expected that the service provider will continuously assess and evaluate the uniform and equipment marketplace to ensure that the highest quality items are being purchased at the best possible price. Marketplace fluctuations affecting availability, quality, and/or price of items frequently procured must be reported to ATF, with or without an order having been placed, within 5 calendar days of learning of the change. 4.3 Order Tracking. The service provider will electronically model and track the flow of all apparel and non-apparel item orders, to include automated notifications to the purchaser of order completion. These orders will be tracked by individual user and/or by contract buying activities on such parameters as order status, individual request status, approvals and approval trail documentation by item and/or dollar amount, status updates, and tracking number used by the delivery service. 4.4 Order Delivery. In the absence of specific instructions, the service provider will choose a delivery method that will get the order to the customer as required, be it an ATF office or individual employee. The service provider will be responsible for all costs associated with the delivery. It is understood that such costs may pass to ATF in the cost of the item ordered. Bulk orders/stock purchases, kit assemblies, and/or products that require special handling and packaging will be received at the distribution facility. The service provider will receive, inspect, and accept all incoming shipments to the facility. For each order shipment, the service provider shall generate a listing of the products included in the order shipment. If all products are available for an order, the notification will list all requested products. Prepaid shipping labels will also be included, should a return be necessary. Expected customer receipt times following order fulfillment are as indicated: Customer Receipt within: Priority Description 48 hours Emergency 72 hours Priority 7 calendar days Normal 4.4.1 Adjustments and Undeliverable Shipments. The service provider will make necessary adjustments, to include expediting delivery, when circumstances beyond its control occur. When shipments are returned undeliverable, the service provider will receive, resolve, and correct the problem address and resend the order within 3 business days. The service provider will also update the account system address. If an address cannot be corrected, the service provider will return the order to stock and will electronically update the inventory record. 4.4.2 Returns. There will be no additional charges for returns and/or exchanges of stocked items. 4.4.3 Repairs. The service provider will serve as the go-between on repairs to select investigative equipment, i.e., cameras. The mechanics for securing the services may be accomplished online or through a contractual vehicle, e.g., blanket service agreement. 4.5 Inventory Management. The service provider will perform inventory management activities to account for all orders placed, received, issued, and maintained. Products received at the distribution facility are considered inventory from the time of receipt by the service provider to the time they are issued to the delivery carrier. The service provider will assign and maintain stock locations/bin assignments for warehoused items as well as ensure accountability for that stock. Warehouses may vary by geographic location, and be permanent or temporary units. 4.5.1 Inventory and Distribution System. The service provider will provide real-time, continuous electronic access to a web-based application that facilitates funding and inventory accountability and supports ATF's distribution activities. It is understood that the capabilities of the system can be refined to fit the objectives of this contract. ATF expressly prohibits employee information being sold or provided to outside entities, vendors, and distributors. As such, the service provider will restrict access to the applications and data maintained in this system to properly authorized individuals performing the work under this contract. Those with access to ATF information should have background investigations and clearances to handle such information. The background investigation will be conducted by or under the auspices of ATF's Personnel Security Branch (PSB), Office of Professional Responsibility and Security Operations. It is the responsibility of the Contractor to provide the necessary personnel suitability and security package in a timely manner, through the assigned COTR, to ATF's PSB so that a background investigation can be conducted. Any indication or belief that ATF information has been compromised will immediately be reported to the Chief, Special Operations Division. The service provider will also advise and document any changes to the applications. The service provider will safeguard data and not release or offer data without express written authority from ATF. 4.5.2. System Deliverables. The system will: • Provide access at varying levels as directed by ATF that will allow, at minimum: o All individual users access to order and view his/her own personal property program;  Signature scan uploads would be available;  Have sort/search functions o ATF system administrators, funds control personnel, and managers access to system hosting options, to include approvals, inventory, personal property records, forecasting/historical data, funding documentation, transactional activities, and reports. • Have unlimited distribution programs (i.e., approved equipment lists) applied to individual users by job/series, employment status (e.g., in training, maintenance), mission/assignment/career field (e.g., specializations such as Special Response Team operator, National Response Team member, certified fire investigator, etc.); more than one distribution program may apply to each job/series o Separate and different quantity issuance limits may be set for each list, e.g., by item, category, like items, etc. • Support semi-annual user account/record maintenance (i.e., adding, updating, deleting addresses, changes in mission/assignments/career fields, employee separation, employee retirements, etc.) • Document and maintain accountability for the number of orders received and filled and inventory consumed over the life of the contract. • Issue electronic notifications to advise a user of the order status (e.g., backorder status and product availability) and the expected delivery timeframe. • Capture and generate data on inventory issue activities by: o Person o Commodity o Kits o Date o Warehouse • Capture and generate data on: o daily inventory quantities o any blocked stock quantities in reserve for a future use/mission such as training for new special agents and industry operations investigators o the stock dollar value o a usable inventory percentage based on the product(s) condition, e.g., after an item's return o any inventory to inventory stock transfers o any inventory to individual user equipment transfers • Generate backorder data that reflects the product type, number of backorders by product type, and the total quantity needed to fill the backorders. When a product becomes available, the system will release backorders based on order fulfillment priorities. The system will ensure that no backorder is released after a designated in-field date has passed. The service provider must notify the COTR of any backorders over 45 days in length. • Calculate and establish reorder points based on daily demand, lead time for supply, any safety stock levels, and demand type. An electronic notification will be generated when the reorder point has been reached for products. • Map products and validate by serial number the tracking of all specialized, high value, and "shared" unit equipment. • Standardize equipment by mission/assignment/career field (e.g., specializations such as Special Response Team operator, National Response Team member, certified fire investigator, etc.) and: o Establish request parameters/approval levels by mission/assignment/career field/activity o Maintain minimum and maximum quantity limits per item o Maintain a personalized product catalog for each user to mirror equipment allowances • Maintain a product catalog that will allow an unlimited quantity of items to be built in upon demand, and/or added/deleted as necessary; each item in the catalog will have its own support documents, to include: o Jpeg or other file type photo images o Online technical training manuals with user testing manuals for new equipment o Warranty and repair data o Material Safety Data Sheets o Expiration limit documentation on perishables, e.g., medicines used by the medics o Life cycle tracking by serial number to alert and/or remind the system user of an upcoming inspection, cleaning, testing, etc., per equipment item, e.g., self contained breathing apparatus, body bunkers, etc. o Vendor lead time on product; this could be extended to include updates on available inventory at established intervals • Support transactional tracking for: o Multiple requests o New orders o Lost items o Defective items o Exchanged/replaced apparel and/or non-apparel items due to incorrect sizing, improper functioning o Approvals o Reorders o Issued product quantities • Generate equipment issue summaries, with or without serial number tracking, on uniforms, mission specific equipment, accessories, etc. • Have an automated notification capability for invoicing and funding to alert system administrators/managers of potential overspending or under-spending scenarios • Facilitate property control and produce personal property records by user • Track money flow and funds allocated/spent by: o Contract vehicle o Product line o Individual users o Distribution programs o Date range o Field divisions • Forecast for a minimum of 3 years: o out-year demands o sizing patterns o stock on hand o expenses by product line, individual users, distribution programs, field divisions o requests by users, distribution programs, and individuals based on service cycles • Generate historical data on: o Funded items o Spending per product and by individual user o Requests/orders made by individual and in bulk o Sizing o Items issued o Service cycle (i.e., field life) o Order turns (i.e., number of times product shipped during given period of time) o Age (i.e., how long an item is shelved) o Reorder frequency o Lost/returned items 5.0 OTHER SERVICES 5.1 Kitting. The service provider must have an established process to create a customized kit of related items/materials that is assembled and shipped as one unit. A case in point would be kits for ATF medics. Activities supporting this process would include: • Defining all components of the kit • Documenting orders for each kit component • Tracking orders, order receipt, and order issue for each component • Tracking stock levels by kit component with kit identification on component shortfalls The capabilities available through the other online product catalogs maintained in this system will function similarly for kitting activities, to include having: • an unlimited quantity of items that can be built in upon demand, and/or added/deleted as necessary • its own support documents such as: o Jpeg or other file type photo images o Online technical manuals o Expiration limit documentation on perishables, i.e., medicines o Life cycle tracking to alert and/or remind the system user of an impending product expiration o Vendor lead time on product; this could be extended to include updates on available inventory at established intervals 5.2 Reverse logistics. The service provider may negotiate, on behalf of ATF, reverse logistics for items procured, in that ATF may be afforded a credit from a supplier for purchases still in inventory that may have been replaced/superseded by a newer version due to technology advances, recalls, etc. Such an action will only be initiated after receiving ATF's approval. An award to the service provider may be negotiated. 5.3 Reports. As requested by ATF on an as-needed basis, the service provider will be expected to generate select reports based on analyses to facilitate ATF's audit/business management processes. 5.0 CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE. The ATF Contracting Officer will designate in writing a program office representative to serve as the COTR for this contract. The responsibilities of the COTR appointment will be addressed in a memorandum and provided to the service provider for informational use. In general, the COTR will be responsible for monitoring and assessing contractor performance and deliverables, receiving and accepting the deliverables, and keeping the contracting officer informed of any issues that affect contract performance. This "sources sought" synopsis does not constitute an Invitation for Bids (IFB), a Request for Quote (RFQ), or a Request for Proposal (RFP) and it should not be construed as a commitment of any kind by the Government to issue a formal solicitation or ultimately award a contract. The U.S. Government is in no way liable to pay for or reimburse any companies or entities that respond to this announcement. Any costs incurred by interested companies in response to this announcement will NOT be reimbursed. All interested parties may submit their capabilities and other pertinent information via e-mail to Point of Contact (POC) James M. Huff, Contracting Officer, james.huff@atf.gov, Phone: 202-648-9117, Fax: 202-648-9659 no later than the 29 March 2010 1:00 EST.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOJ/BATF/APMD/BATF-0312/listing.html)
- Place of Performance
- Address: 99 New York Avenue NE, Washington, District of Columbia, 20226, United States
- Zip Code: 20226
- Zip Code: 20226
- Record
- SN02091627-W 20100314/100313000312-e428889e06357446a00fdd415d549054 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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