SOLICITATION NOTICE
R -- RECORDS MANAGEMENT AND STORAGE - Package #1
- Notice Date
- 7/18/2013
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 493110
— General Warehousing and Storage
- Contracting Office
- Department of Labor, Office of the Assistant Secretary for Administration and Management, Office of Procurement Services, 200 Constitution Avenue, NW, S-4307, Washington, District of Columbia, 20210-0001, United States
- ZIP Code
- 20210-0001
- Solicitation Number
- DOL131RQ21729
- Point of Contact
- Sheila J. Thompson,
- E-Mail Address
-
thompson.sheila@dol.gov
(thompson.sheila@dol.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- REQUEST FOR QUOTE DOCUMENT This is a combined synopsis/solicitation for a commercial service prepared in accordance with the format in Federal Acquisition Regulations (FAR) Part 12.6 and (FAR) Part 13 as supplemented with additional information included with this notice. This announcement only constitutes the solicitation and a written solicitation will not be issued. Firm fixed-price offers are requested under this Request for Proposal (RFP). This document incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2005-67. This requirement is unrestricted in competition. The Product Service Code is R799, and the NAICS code is 493110. INSTRUCTIONS TO OFFERORS AND EVALUATION CRITERIA Quotes must be submitted electronically to Sheila J. Thompson, Contract Specialist at thompson.sheila@dol.gov no later than 11:00am on August 8, 2013 (ET). Price Proposals must be sent in as a separate document. Technical Proposal, Past Experience, Resumes and Commitment Letters can be sent as one document. STATEMENT OF WORK EMPLOYEE BENEFITS SECURITY ADMINISTRATION RECORDS MANAGEMENT/STORAGE FACILITY BACKGROUND The U.S. Department of Labor (DOL) is charged with preparing the American workforce for new and better jobs and ensuring the adequacy of America's workplaces. It is responsible for the administration and enforcement of over 180 federal statutes. These legislative mandates and the regulations produced to implement them cover a wide variety of workplace activities for nearly 10 million employers and well over 100 million workers. DOL protects workers' wages, health and safety, employment, and employee benefit; promotes equal employment opportunity; administers job training, unemployment insurance and workers' compensation programs; strengthen free collective bargaining; and collects, analyzes, and publishes labor and economic statistics. The Employee Benefits Security Administration (EBSA) has a mission to deter and correct violations of the Employee Retirement Income Security Act of 1974 (ERISA) and related statutes; develop policies and laws that simplify compliance and encourage the growth and preservation of employment-based benefits; assist workers in getting the information they need to protect their benefit rights; and, assist plan officials in understanding the requirements of relevant statues in order to meet their legal responsibilities. EBSA's goal is to raise the knowledge level of plan participants and beneficiaries, service providers and other interested parties so they can better understand their rights and/or comply with the requirements of the law. The EBSA's Office of Outreach, Education and Assistance (OEA) distributes educational materials to the general public. These materials include approximately 60 different EBSA brochures. These brochures are stored in a private facility until required by the EBSA National Office. Currently, the EBSA publications storage needs is approximately 255,000 CF of storage space. However, this total fluctuates monthly. The Contracting Officer's Representative (COR) or government program manager will handle all EBSA contracting aspects (i.e., contract modifications and amendments, invoice payments, administrative questions and issues). The contractor will work directly with the COR or the government program manager regarding Contract administration issues and activities. GENERAL RESPONSIBILITIES GENERAL RESPONSIBILITIES OF THE GOVERNMENT The Government will make a good faith effort to alert the contractor as soon as possible when records are required for retrieval. The Government will index the publications in a manner that complies with the contractor's indexing tracking system. The Government may give technical direction to the contractor. The purpose of this direction is to re-prioritize efforts to meet organizational goals and mission priorities. Technical direction will originate from the COR or the government program manager. GENERAL RESPONSIBLITIES OF THE CONTRACTOR In the event safety laws, regulations or requirements change during the term of this contract, the contractor is required to comply as such laws come into effect. Retrieval The contractor will provide requested boxes by the shipping date specified by the Government. The contractor will need to be able to retrieve boxes by box number ID and arrange on pallets for shipping. Storage The contractor will provide space, security, and records management services for EBSA's educational materials and records. These boxes must be stored to allow for retrieval by the box. The space must be secure from fire, water, and other elements that can cause damage to the records. Retrieval/Shipping/Transportation The contractor will need to be able to retrieve records by box. The contractor will provide requested publications by the box within three business days of request. The contractor will provide rush requests within 24 hours either by facsimile or delivery. The contractor will prepare the boxes for shipping according to industry standard; providing pallets and shrink wrap for transporting as necessary. Contractor will group inventory by their box type/description for transport. The contractor will deliver the requested inventory to the Frances Perkins Building located at 200 Constitution Ave., NW, Washington, DC 20210 or as requested to other Washington Metropolitan area addresses. The contractor will also ship requested inventory by the box Nation-wide using the Office of Outreach, Education and Assistance's third party carrier account number. The contractor will ship the requested inventory within three business days of request. Upon request and agreed upon charges and timelines, the contractor will pick-up and transport boxes already prepared for shipping from one location to their storage facility for processing as new inventory. Location will be in the Washington-DC Metro Area. Inventory and Reporting The contractor will provide an inventory control and reporting system to identify the inventory levels of publications and records stored on-site. The inventory levels should be detailed by box and records category. The inventory system must allow for easily accessible records by box. The contractor will update the inventory control and reporting system within 24 hours of boxes being removed from inventory to allow the government to identify the current inventory levels of publications and records remaining on-site. The reporting system must allow for reports detailing inventory by box number, description of publication or record type, date box was added, removed or destroyed from inventory. The contractor shall provide detailed reports on an as needed basis for review upon request by the COR, project manager, and approved personnel. The reporting system must allow for reports that provide an inventory synopsis by description of publication or record type and box quantity. The reporting system shall allow for ad hoc searches for records, box number, and publication type. The contractor shall provide other required reports on an as needed basis for review by the COR, project manager, approved personnel. Inventory reports can be provided by email, fax, or by customer internet account. Reports may also be provided by mail when the report size is substantial and not conducive to electronic transmission. Internet Website Access The Contractor can provide Internet Web access to the EBSA so approved personnel can actively view inventory levels as an alternative to providing reports. The computer infrastructure must allow the government to track the inventory and retrieve required reports as cited in the inventory section of SOW. The computer infrastructure can also permit the contractor and DOL to conduct regular business activities (such as bulk order/routine individual record requests) online. This Internet Web access must be secured by standard login procedures, password protected, and on an unpublished URL. Destruction The contractor shall destroy boxes or records/publications only after receiving the signature of the COR approving the destruction of the cited records. The inventory reports must reflect that removal of destroyed records/publications within 7 business days after the Government has provided destruction authority. The contractor shall issue to the government a certificate of destruction for all terminated records of filings. STATUS REPORT TO THE GOVERNMENT AND DOL OVERSIGHT The contractor will report to the Government on the last day of each month the inventory levels, charges and description, and records destroyed. For contractor site security reasons, upon 24 hours advance notice to the contractor DOL/EBSA can visit and inspect the contractor site during business hours.   INFRASTRUCTURE UPGRADE The contractor will provide a computer infrastructure to manage and track the EBSA's inventory of publications that allows the government to track the inventory by box. STATUS REPORT TO THE GOVERNMENT AND DOL OVERSIGHT The contractor will report to the Government on the last day of each month the inventory levels, charges and description, and records destroyed. For contractor site security reasons, upon 24 hours advance notice to the contractor DOL/EBSA can visit and inspect the contractor site during business hours. PERIOD OF PERFORMANCE The period of performance will be for a base plus four option years as follows: Base Year: 09/18/2013 - 09/17/2014 Option Year One: 09/18/2014 - 09/17/2015 Option Year Two: 09/18/2015 - 09/17/2016 Option Year Three: 09/18/2016 - 09/17/2017 Option Year Four: 09/18/2017 - 09/17/2018 COST SCHEDULE Compensation will be based upon the Contractor's negotiated rates for storage, retrieval, destruction, and transportation. INVOICING The contractor shall turn in records of charges, the description of the charge, and the inventory level stored with monthly invoices to the COR and to the U.S. Department of Labor's electronic invoicing quickpay email address at DOL-NO-EBSA@quickpay.dol.gov. COR - Kathy Hoover 202-693-8649. EVALUATION FACTORS: TECHNICAL: Factor 1 -Technical Approach Factor 2 - Past Experience Factor 3 - Resumes of key personnel with Letters of Commitments PAST PERFORMANCE: Interested Offerors shall provide: 1) Three verifiable references for work similar to the Government's requirement to include contact name, phone numbers and/or e-mail addresses 2) DUNS Number 3) TAX ID Number 4) GSA Contract Number PRICE: The total estimated price, base plus four options, will be utilized in evaluating the price for this requirement. Please note that the estimated amounts listed in this document are estimates only, and may not be what is actually stored. making a price determination. total price.   PRICE/COST SCHEDULE: YEAR ONE - 09/18/2013 THRU 09/17/2014 CLIN DESCRIPTION PRICE ESTIMATED QUANTITY ESTIMATED PRICE 0001 STANDARD SECURE STORAGE MATERIAL WILL BE MOVED TO STORAGE SPACE ON OR BEFORE OCTOBER 1ST 2013 Cubic Foot 255,000 0002 PROGRAM MANAGEMENT SERVICES Regular Services are provided between 8:00 AM and 5:00 PM, local time, Monday through Friday, excluding holidays Cubic Foot 0003 Receiving and Entering Cartons and/or Open Shelf files - Receipt of New Cartons or Open Shelf files for storage (CARTON) Cubic Foot 9300 0004 Retrieval/Refiles - Temporary removal of Items from, or return of Items to, storage. Retrieval services may be "Regular or Rush" Regular Retrieval - Carton Regular Refile - Carton Regular Retrieval - File from Carton Regular Refile - File to Carton Cubic Foot Cubic Foot File File 0005 Permanent Withdrawal - Carton Cubic Foot 3200 0006 Individual Listing of Files - Data entry of file descriptions Hour 0007 Transportation Services Next Day Deliver _ Order by 3:00 pm for delivery next business day Rush Delivery - Business Day - Delivery within 4 hours of placement of Order (for orders received not later than 2:00 PM) on a Business Day Pickup Service - Regular pickup orders placed before 4:00 PM on a Business Day will be picked up within the following two Business Days Box Each Additional Box Each Additional Box Each Additional 65 5 5 0008 Shipping/Courier Handling Box 935 Each Additional 0009 Disposal/Destruction by the carton Box 3900 Each Additional PRICE/COST SCHEDULE: YEAR TWO - 09/18/2014 THRU 09/17/2015 CLIN DESCRIPTION PRICE ESTIMATED QUANTITY ESTIMATED PRICE 0001 STANDARD SECURE STORAGE MATERIAL WILL BE MOVED TO STORAGE SPACE ON OR BEFORE OCTOBER 1ST 2013 Cubic Foot 255,000 0002 PROGRAM MANAGEMENT SERVICES Regular Services are provided between 8:00 AM and 5:00 PM, local time, Monday through Friday, excluding holidays Cubic Foot 0003 Receiving and Entering Cartons and/or Open Shelf files - Receipt of New Cartons or Open Shelf files for storage (CARTON) Cubic Foot 9300 0004 Retrieval/Refiles - Temporary removal of Items from, or return of Items to, storage. Retrieval services may be "Regular or Rush" Regular Retrieval - Carton Regular Refile - Carton Regular Retrieval - File from Carton Regular Refile - File to Carton Cubic Foot Cubic Foot File File 0005 Permanent Withdrawal - Carton Cubic Foot 3200 0006 Individual Listing of Files - Data entry of file descriptions Hour 0007 Transportation Services Next Day Deliver _ Order by 3:00 pm for delivery next business day Rush Delivery - Business Day - Delivery within 4 hours of placement of Order (for orders received not later than 2:00 PM) on a Business Day Pickup Service - Regular pickup orders placed before 4:00 PM on a Business Day will be picked up within the following two Business Days Box Each Additional Box Each Additional Box Each Additional 65 5 5 0008 Shipping/Courier Handling Box 935 Each Additional 0009 Disposal/Destruction by the carton Box 3900 Each Additional PRICE/COST SCHEDULE: YEAR THREE - 09/18/2015 THRU 09/17/2016 CLIN DESCRIPTION PRICE ESTIMATED QUANTITY ESTIMATED PRICE 0001 STANDARD SECURE STORAGE MATERIAL WILL BE MOVED TO STORAGE SPACE ON OR BEFORE OCTOBER 1ST 2013 Cubic Foot 255,000 0002 PROGRAM MANAGEMENT SERVICES Regular Services are provided between 8:00 AM and 5:00 PM, local time, Monday through Friday, excluding holidays Cubic Foot 0003 Receiving and Entering Cartons and/or Open Shelf files - Receipt of New Cartons or Open Shelf files for storage (CARTON) Cubic Foot 9300 0004 Retrieval/Refiles - Temporary removal of Items from, or return of Items to, storage. Retrieval services may be "Regular or Rush" Regular Retrieval - Carton Regular Refile - Carton Regular Retrieval - File from Carton Regular Refile - File to Carton Cubic Foot Cubic Foot File File 0005 Permanent Withdrawal - Carton Cubic Foot 3200 0006 Individual Listing of Files - Data entry of file descriptions Hour 0007 Transportation Services Next Day Deliver _ Order by 3:00 pm for delivery next business day Rush Delivery - Business Day - Delivery within 4 hours of placement of Order (for orders received not later than 2:00 PM) on a Business Day Pickup Service - Regular pickup orders placed before 4:00 PM on a Business Day will be picked up within the following two Business Days Box Each Additional Box Each Additional Box Each Additional 65 5 5 0008 Shipping/Courier Handling Box 935 Each Additional 0009 Disposal/Destruction by the carton Box 3900 Each Additional PRICE/COST SCHEDULE: YEAR FOUR - 09/18/2016 THRU 09/17/2017 CLIN DESCRIPTION PRICE ESTIMATED QUANTITY ESTIMATED PRICE 0001 STANDARD SECURE STORAGE MATERIAL WILL BE MOVED TO STORAGE SPACE ON OR BEFORE OCTOBER 1ST 2013 Cubic Foot 255,000 0002 PROGRAM MANAGEMENT SERVICES Regular Services are provided between 8:00 AM and 5:00 PM, local time, Monday through Friday, excluding holidays Cubic Foot 0003 Receiving and Entering Cartons and/or Open Shelf files - Receipt of New Cartons or Open Shelf files for storage (CARTON) Cubic Foot 9300 0004 Retrieval/Refiles - Temporary removal of Items from, or return of Items to, storage. Retrieval services may be "Regular or Rush" Regular Retrieval - Carton Regular Refile - Carton Regular Retrieval - File from Carton Regular Refile - File to Carton Cubic Foot Cubic Foot File File 0005 Permanent Withdrawal - Carton Cubic Foot 3200 0006 Individual Listing of Files - Data entry of file descriptions Hour 0007 Transportation Services Next Day Deliver _ Order by 3:00 pm for delivery next business day Rush Delivery - Business Day - Delivery within 4 hours of placement of Order (for orders received not later than 2:00 PM) on a Business Day Pickup Service - Regular pickup orders placed before 4:00 PM on a Business Day will be picked up within the following two Business Days Box Each Additional Box Each Additional Box Each Additional 65 5 5 0008 Shipping/Courier Handling Box 935 Each Additional 0009 Disposal/Destruction by the carton Box 3900 Each Additional PRICE/COST SCHEDULE: YEAR FIVE - 09/18/2017 THRU 09/17/2018 CLIN DESCRIPTION PRICE ESTIMATED QUANTITY ESTIMATED PRICE 0001 STANDARD SECURE STORAGE MATERIAL WILL BE MOVED TO STORAGE SPACE ON OR BEFORE OCTOBER 1ST 2013 Cubic Foot 255,000 0002 PROGRAM MANAGEMENT SERVICES Regular Services are provided between 8:00 AM and 5:00 PM, local time, Monday through Friday, excluding holidays Cubic Foot 0003 Receiving and Entering Cartons and/or Open Shelf files - Receipt of New Cartons or Open Shelf files for storage (CARTON) Cubic Foot 9300 0004 Retrieval/Refiles - Temporary removal of Items from, or return of Items to, storage. Retrieval services may be "Regular or Rush" Regular Retrieval - Carton Regular Refile - Carton Regular Retrieval - File from Carton Regular Refile - File to Carton Cubic Foot Cubic Foot File File 0005 Permanent Withdrawal - Carton Cubic Foot 3200 0006 Individual Listing of Files - Data entry of file descriptions Hour 0007 Transportation Services Next Day Deliver _ Order by 3:00 pm for delivery next business day Rush Delivery - Business Day - Delivery within 4 hours of placement of Order (for orders received not later than 2:00 PM) on a Business Day Pickup Service - Regular pickup orders placed before 4:00 PM on a Business Day will be picked up within the following two Business Days Box Each Additional Box Each Additional Box Each Additional 65 5 5 0008 Shipping/Courier Handling Box 935 Each Additional 0009 Disposal/Destruction by the carton Box 3900 Each Additional The following provisions and clauses apply to this procurement: FAR 52.204-7 - CCR, FAR 52.204-09 - Personal Identity Verification of Contractor Personnel, FAR 52.212-1 - Instructions to Offerors, 52.212-2 - Evaluation of Commercial Items, 52.212-3 - Offeror Representations and Certifications - Commercial Items, FAR 52.212-4 - Terms and Condition - Commercial, FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Order - Commercial Items, FAR 52.219-1 (Alt I) - Convict Labor, FAR 52.222-19 - Child Labor, FAR 52.222-21 - Prohibit Segregated Facilities, FAR 52.222-22 - Previous Contracts and Compliance Reports, FAR 52.222-25 - Affirmative Action, FAR 52.222-26 - Equal Opportunity, 52.222-37 - Employment Reports on Special Disabled Veterans, FAR 52.225-13 - Restrictions on Foreign Purchase, FAR 52.232-1 - Payments, 52.232-33 - Payment by EFT - CCR, FAR 52.233-1 - Disputes, FAR 52.233-3 - Protest after Award, FAR 52.233-4 - Applicable Law for Breach of Contract Claim,, FAR 52.243-1 - Changes - Fixed Price, FAR 52.247-34 - FOB Destination, FAR 52.249-1 - Termination for Convenience (Fixed Price), FAR 52.252-1 - Provisions Incorporated by Reference, FAR 52.252-2 - Clauses Incorporated by Reference, FAR 52.252-5 - Authorized Deviations in Provisions, FAR 52.252-6 - Authorized Deviations in Clauses FAR 52.212-01 - Instructions to Offerors Quotes shall be submitted in writing on company letterhead and must include the RFQ number (DOL131RP21730), the company name, point of contact, address, phone number, fax number, DUNS number, any prompt payment discount terms, and all information required under the evaluation criteria. Any questions regarding the RFP must be submitted no later than 11am on Tuesday, July 23, 2013 to THOMPSON.SHEILA@DOL.GOV. All quotes shall be received no later than Thursday, August 8, 2013 by 11:00AM EST by E-mail to the attention of Ms. Sheila Thompson, THOMPSON.SHEILA@DOL.GOV. All responsible vendors may submit a quote that, if timely received, shall be considered for award. Quotes shall not exceed 5MB is size. BASIS FOR AWARD: Award will be made to the lowest price, technically acceptable (LPTA) offeror in accordance with FAR Part 12, and 13.106-2. Vendors must be registered in System for Award Management (SAM, www.sam.gov) to be eligible for award. Questions regarding this RFQ may be e-mailed to Thompson.sheila@dol.gov no later than 12:00 (noon) EST, Tuesday, July 23, 2013.
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