Audio Visual Support System

GENERAL INFORMATION This is a combined synopsis/solicitation for services prepared in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Proposals are being requested for the required service and no written solicitation will be issued. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2022-06, Effective 26 April 2022. This requirement is issued as a Request for Proposal (RFP) (Reference-Number W9124G-23-X-AVSS). This requirement is being competed as a 100% Small Business Set Aside on the open market in accordance with the following: NAICS Code: 561210 - Facilities Support Services; Size standard: $41.5M. Product Service Code: DE01 - It And Telecom - End User: Help Desk; Tier1-2, Workspace, Print, Productivity Tools (Labor) Type of Contract: The Government anticipates a single award Firm-Fixed-Price Contract. Responses to this notice shall be provided in writing via e-mail to Contract Specialist, Erin S. Duncan at erin.s.duncan2.civ@army.mil and Contracting Officer, Anita Mclain at anita.l.mclain.civ@army.mil. All responses shall be received NLT 12:00 PM Central Standard Time (CST) on Thursday, 3 August 2023. Payment Terms: Net 30 Site Visit: 13 July 2023, 9:00 a.m., Central Standard Time (CST). U.S. Army Aviation Museum Dickinson Hall 6000 Novosel Street Fort Novosel, AL 36362 Enter through main entrance. Meet on the steps of the big Huey display in the middle of the room. Initial Question and answers will begin promptly at 9:00 am CST. It is highly recommend that all attendees stay to observe the 10:00 am Ceremony which lasts approximately 45 mins. After the Ceremony concludes additional questions will be addressed. Measurements of the facility (such as ceiling height, distance from stage, etc.) will be taken at this time. No more than two (2) individuals per organization will be allowed to attend site visit. Please send name, email address, and phone number of the representative(s) attending to erin.s.duncan2.civ@army.mil NLT 3 p.m. CST on 11 July 2023. Please put - RFP Audio Visual Support Site Visit in the subject line. Please note there will be an official Ceremony for Graduation at this site so please be both respectful and dress accordingly. Reserved seats will be provided for you during the ceremony. Contractor(s) will still be required to obtain a visitors pass at the Ozark or Daleville Gate to gain access to Fort Novosel. You will need to arrive early enough to get a pass. (Will need ID and proof of current vehicle insurance.) In accordance with FAR 52.237-1 - Site Visit, Contractors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. Department of Labor Wage Decision applicable to this acquisition is: WD 2015-4631 (Rev 22) dated 12/27/2022 and it is located at https://sam.gov. Period of Performance: The period of performance shall be for a base year of 12 months plus 4 option years. Base Year: 25 August 2023 - 24 August 2024 Option Year 1: 25 August 2024 - 24 August 2025 Option Year 2: 25 August 2025 - 24 August 2026 Option Year 3: 25 August 2026 - 24 August 2027 Option Year 4: 25 August 2027 - 24 August 2028 Performance Work Statement: See - Attachment 1 - Performance Work Statement Contract Clauses and Provisions CONTRACT CLAUSES: 52.203-11, Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions 52.203-12, Limitation on Payments to Influence Certain Federal Transactions 52.204-7, System for Award Management 52.212-4, Contract Terms and Conditions - Commercial Items 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items The following clauses contained within 52.212-5 are applicable and incorporated by reference: 52.203-6, Restrictions on Subcontractor Sales to the Government, Alt I 52.203-13, Contractor Code of Business Ethics and Conduct 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements 52.204-10, Reporting Executive compensation and First-Tier Subcontract Awards 52.204-14, Service Contract Reporting Requirements 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities \ 52.204-27 Prohibition on a ByteDance Covered Application. 52.207-6, Solicitation of Offers from Small Business Concerns and Small Business Teaming Arrangements or Joint Ventures (Multiple-Award Contracts) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations 52.219-6, Notice of Total Small Business Set-Aside 52.219-6, Notice of Total Small Business Set-Aside - Alternate I 52.219-8, Utilization of Small Business Concerns 52.219-9, Small Business Subcontracting Plan 52.219-14, Limitations on Subcontracting 52.219-16, Liquidated Damages - Subcontracing Plan 52.219-28, Post Award Small Business Program Re-representation 52.222-3, Convict Labor 52.219-33, Non-Manufacturer Rule 52.222-21, Prohibition of Segregated Facilities 52.222-21, Prohibition of Segregated Facilities 52.222-22, Previous Contracts and Compliance Reports 52.222-25, Affirmative Action Compliance 52.222-26, Equal Opportunity 52.222-40, Notification of Employee Rights under the National Labor Relations Act 52.222-41, Service Contract Labor Standards 52.222-42, Statement of Equivalent Rates for Federal Hires 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards -- Price Adjustment (Multiple Year and Option Contracts) 52.222-50, Combating Trafficking in Persons 52.222-55, Minimum Wages Under Executive Order 13658 52.222-62, Paid Sick Leave Under Executive Order 13706 52.223-18, Encouraging Contractor Policies to Ban Text Messaging while Driving 52.224-3, Privacy Training 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration 52.233-3, Protest After Award 52.233-4, Applicable Law for Breach of Contract Claim 52.245-1, Government Property 52.245-9, Use and Charges SOLICITATION PROVISIONS: This solicitation incorporates by reference, with the same force and effect as if they were given in full text. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. The full text of a solicitation provision may be accessed electronically at this address: https://www.acquisition.gov/ 52.212-1, Instruction to Offerors - Commercial Items The offeror's business plan shall demonstrate the offeror's ability/technical approach to successfully process the required work specified identified in the PWS. The offeror must submit evidence that they have the capability to perform the necessary standards outlined in the PWS. The proposal should not simply rephrase or restate the Government requirements but shall provide convincing rationale to address how the Offeror intends to meet these requirements. Statements such as - the Offeror understands and complies with the requirements or paraphrasing the requirements in the RFP or simply reiterate the PWS requirements; or are considered incomplete, or unreasonable, may reflect a lack of understanding of the requirements and may be considered inadequate. Limit is 20 pages, including narrative, tables and diagrams, and examples of experience. Pages beyond the initial 20 will not be evaluated. FOR OFFERS TO BE CONSIDERED: 52.212-1, Addendum 1. The Offeror is to provide its submission in accordance with the instructions found herein and within the solicitation provision 52.212-1, Instructions to Offerors - Commercial Items. The SF 1449 is not being used so Offerors are to make their submission by way of company letterhead. This acquisition shall utilize Best Value selection procedures in accordance with FAR 13.106-2 and FAR 15.101. This is a Best Value source selection. By submission of its proposal, the Contractor accepts all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. All acceptable proposals, shall be treated equally except for their prices. Failure to meet a requirement may result in an offer being determined unacceptable. Contractors must clearly identify any exception to the solicitation and conditions and provide complete accompanying rationale. The Government will award a contract 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. 2. Offers are to be received by MICC Fort Novosel no later than 12:00 PM CST, Thursday, 3 August 2023. 3. Questions are to be received by MICC Fort Novosel no later than 4:30 PM CST, Thursday, 20 July 2023. 4. Offers are to consist of the following documents: a. Company letterhead, containing information prescribed by 52.212-1. Documents for past performance as addressed in subparagraphs 52.212-1(b)(4), (8) and (10) are to be provided separately as discussed below. Submission is to include a narrative description of the Offeror's proposed technical capability, past performance, and price. b. Separate documentation in response to the technical capability evaluation factor: Technical Capability will be evaluated using three (3) factors: Equipment Capability, Management, and Quality Control. Factor 1: Equipment Capability- As there will be Government Furnished Property it is part of the evaluation criteria to provide evidence of capability to perform requirements outlined in PWS. This can be through equipment list, general information, charts, graphs, description of setup and take downs, examples, etc. Equipment must be professional grade, high-quality equipment for daily use in formal military ceremonies. All equipment must have a surge protection system. Factor 2: Management An acceptable management Approach demonstrates an organizational chart identifying the management structure of qualified key personnel with a description of roles and responsibilities. The management plan demonstrates the offerors understanding of the skills needed to execute the contract as well as how they are to be implemented and utilized in contract performance in accordance with the PWS. The soundness of the plan and the completeness of the document will also be evaluated. This includes but is not limited to listing the qualification of key personnel and addressing the response time of staff members and their ability to set up and take down equipment in a timely manner at the site locations. Factor 3: Quality Control An acceptable quality control shall describe the concepts and principles governing a complete and comprehensive quality control management system, which support performance of the contract. The discussion of the quality control management system must be practical, straightforward, specific, concise, and complete. Inspection techniques and process control methods shall be tailored to each major functional area in the solicitation to provide an effective measure of contract performance. It should be simple, practical, and consistent with quality concepts. The offeror shall identify their procedures for identifying and correcting deficiencies; and producing quality visual and audio recordings for government use. All equipment must have current technical certifications and be entertainment grade. Past Performance Separate document in response to the past performance evaluation factor. Limit is two pages of narrative. Pages beyond the initial two will not be evaluated. Submission is to include up to ten (10) references from private and public entities for which the Offeror performed work as either a prime or sub-contractor that is similar in nature and scope during the past three years (as of date set for receipt of offers). The Government will use this and other information (such as but no limited to PPIRS, CPARs and FAPIIS) at its disposal to determine acceptability of the Offeror's past performance. Documents for past performance as addressed in subparagraphs 52.212-1(b)(4), (8) and (10) are to be provided as discussed below: Offerors should provide a list of previous experience with large events such as graduation ceremonies and/or concerts, at minimum 1 example is to be provide. Offers must have at least five (5) years of experience designing, installing, and maintaining audio and visual equipment and systems specifically used in these types of events. Experience with only video teleconference systems will not be accepted. Price Price will not be assigned an adjectival rating. Price will be evaluated to determine if the offeror's proposed price is fair and reasonable utilizing price analysis techniques in accordance with the guidelines in FAR 15.404-1(1). Ratings Assigning Ratings: each factor submission Acceptability Standard will receive - Acceptable or - Unacceptable rating as follows: Rating Description Acceptable Proposal clearly meets minimum requirements of the solicitation. Unacceptable Proposal does not clearly meet the minimum requirements of the solicitation. A completed copy of the Offeror's representations and certifications required by the provisions 52.209-7, 52.204-13, and 52.212-3. As an alternative, the Offeror may affirm in its cover letter that the required representations and certifications are found on-line in the Government's System for Award Management (SAM). e. A completed copy of the Offeror's representations and certifications required by the provisions 52.209-7. 52.204-13 and 52.212-3. As an alternative, the Offeror may affirm in its cover letter that the required representations and certifications are found on-line in the Government's System for Award Management (SAM). f. Offers must first be determined acceptable in Technical Capability in order to be considered eligible for award. For past performance to be considered acceptable, the Government must have a reasonable expectation, based on the offeror's performance record, that the offeror will successfully perform the required effort. In the event an offeror does not have a record of relevant past performance, the offeror will not be rated favorably or unfavorably. 5. Submission may be made via e-mail to erin.s.duncan2.civ@army.mil. Facsimiles or telephonic quotes will not be accepted. If submitted via e-mail, attached files must be Microsoft compatible and virus/malware free. The Subject Line of the Email must read: RFP W9124G-23-X-AVSS Audio and Visual Support Services. Electronic media suspected by Government computers as possibly containing virus/malware will not be opened or considered. 6. All proposals from responsible sources will be fully considered. Vendors, who are not registered in the System for Award Management (SAM) with all required information provided prior to award, will not be considered. Vendors may register with SAM by going to www.sam.gov. Quote Content: The Contractor shall demonstrate a thorough understanding of the requirements of the PWS and provide a proposal in accordance with the RFP instructions and the evaluation criteria. All information must be presented in sufficient depth for the Government to make a comprehensive evaluation of the Contractor's understanding of the PWS and capability for successful performance. Proposers should provide examples of experience designing A/V systems for large-scale events in open spaces. These events examples do not need to have occurred for a military contract. List any experience in designed for graduation ceremonies and/or concerts. The Proposer should demonstrate this understanding and capability in a concise, logical manner and should not contain superfluous material not directly related to this solicitation. 52.212-2, Evaluation - Commercial Items (a) The Government will award a contract 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 shall be used to evaluate offerors: I. Technical Capability (equipment, management, and quality control) II. Past Performance III. Price Technical and past performance, when combined, are more important in accordance with FAR 15.304, when compared to 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 binding contract 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. (2) 52.217-8 Evaluation of Option to Extend Services. The Government may require continued performance of any services within the limits and at the rates specified in contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within sixty (60)days. (3) 52.217-9 Option to Extend the Term of the Contract. (a) The Government may extend the term of this contract by written notice to the Contractor within fifteen (15) days of contract expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least sixty (60) days. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 66 months. (4) The Government reserves the right to make an award without discussions. All or None Award for All or None. The Government intends to award one (1) contract as a result of this solicitation. Offers received for less than the stated number of items listed in the solicitation will be considered ineligible for award. Determining Financial Responsibility Pursuant to FAR Part 9, the Contracting Officer is required to make a determination regarding the responsibility of the proposed awardee. 52.212-3, Offeror Representations and Certifications - Commercial Items (Alt I) 52.204-16, Commercial and Government Entity Code Reporting 52.204-17, Ownership or Control of Offeror 52.204-18, Commercial and Government Entity Code Maintenance 52.204-20, Predecessor of Offeror 52.204-21, Basic Safeguarding of Covered Contractor Information Systems 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment 52.204-25, Prohibition of Contracting for Certain Telecomunications and Video Surveillance Services or Equipment 52.204-26, Covered Telecommunications Equipment or Services-Representation 52.209-7, Information Regarding Responsibility Matters 52.209-9, Updates of Publicly Available Information Regarding Responsibility 52.217-5, Evaluation of Options 52.232-40, Providing Accelerated Payments to Small Business subcontractors 252.203-7005, Representation Relating to Compensation of Former DoD Officials 252.215-7007, Notice of Intent to Resolicit 252.215-7008, Only One Offer CONTRACT CLAUSES: The resulting contract will incorporate clauses by reference, with the same force and effect as if they were given in full text. The full text of a contract clause may be accessed electronically at this address: https://www.acquisition.gov/ 52.202-1; Definitions 52.203-3, Gratuities 52.204-4, Printed or Copied Double-Sided on Postconsumer Fiber Content Paper 52.204-9 -- Personal Identity Verification of Contractor Personnel. 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations 52.204-27 Prohibition on a ByteDance Covered Application. 52.223-5 -- Pollution Prevention and Right-to-Know Information 52.227-17 -- Rights in Data -- Special Works 52.228-5, Insurance -- Work on a Government Installation. 52.229-3, Federal, State, and Local Taxes 52.232-18 -- Availability of Funds 52.232-19 -- Availability of Funds for the Next Fiscal Year 52.232-33 -- Payment by Electronic Funds Transfer-- System for Award Management 52.233-1, Disputes 52.233-2, Service of Protest 52.237-2, Protection of Government Buildings, Equipment, and Vegetation 52.237-3, Continuity of Services 52.242-13, Bankruptcy 52.242-17 -- Government Delay of Work 52.246-4, Inspection of Services-Fixed Price 52.247-34, F.O.B. Destination 52.253-1, Computer Generated Forms 252.201-7000, Contracting Officer's Representative 252.203-7000, Requirements Relating to Compensation of Former DoD Officials 252.203-7002, Requirement to Inform Employees of Whistleblower Rights 252.203-7003, Agency Office of the Inspector General 252.204-7003, Control of Government Personnel Work Product 252.204-7004, DoD Antiterrorism Awareness Training for Contractors 252.204-7008, Compliance with Safeguarding Covered Defense Information Controls 252.204-7012, Safeguarding Covered Defense Information and Cyber Incident Reporting 252.205-7000, Provision of Information to Cooperative Agreement Holder 252.209-7004, Subcontracting With Firms That Are Owned or Controlled By the Government of a Terrorist 252.211-7007, Reporting Government-Furnished Property 252.219-7003, Small Business Subcontracting Plan (DoD Contracts)--Basic 252.226-7001, Utilization of Indian Organizations, Indian-Owned Economic Enterprises, and Native Hawaiian Small Business Concerns 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports 252.232-7006 Wide Area WorkFlow Payment Instructions 252.232-7007 Limitation of Government's Obligation 252.232-7010, Levies on Contract Payments 252.232-7017, Accelerating Payments to Small Business Subcontractors--Prohibition on Fees and Consideration 252.243-7001, Pricing of Contract Modifications 252.243-7002, Requests for Equitable Adjustment 5152.233-4000, AMC-LEVEL PROTEST PROGRAM (Sep 2011) (LOCAL CLAUSE) If you have complaints about this procurement, it is preferable that you first attempt to resolve those concerns with the responsible contracting officer. However, you can also protest to Headquarters (HQ), Army Materiel Command (AMC). The HQ AMC-Level Protest Program is intended to encourage interested parties to seek resolution of their concerns within AMC as an Alternative Dispute Resolution forum, rather than filing a protest with the Government Accountability Office (GAO) or other external forum. Contract award or performance is suspended during the protest to the same extent, and within the same time periods, as if filed at the GAO. The AMC protest decision goal is to resolve protests within 20 working days from filing. To be timely, protests must be filed within the periods specified in FAR 33.103. If you want to file a protest under the HQ AMC-Level Protest Program, the protest must request resolution under that program and be sent to the address below. All other agency-level protests should be sent to the contracting officer for resolution. Headquarters U.S. Army Materiel Command Office of Command Counsel 4400 Martin Road Rm: A6SE040.001 Redstone Arsenal, AL 35898-5000 Fax: (256) 450-8840 Packages sent by FedEx or UPS should be addressed to: Headquarters U.S. Army Materiel Command Office of Command Counsel 4400 Martin Road Rm: A6SE040.001 Redstone Arsenal, AL 35898-5000 Fax: (256) 450-8840 The AMC-Level Protest procedures are found at: http://www.amc.army.mil/pa/COMMANDCOUNSEL.asp. If internet access is not available, contact the contracting officer or HQ, AMC to obtain the HQ AMC-Level Protest Procedures. (End of Clause) INSURANCE REQUIREMENTS Pursuant to contract FAR Clause 52.228-5, Insurance - Work on Government Installation the Contractor shall at all times during the performance of this contract, unless otherwise directed or approved by the Contracting Officer, carry insurance of the types and in the minimum amounts set forth below: Worker's Compensation and Employer's Liability Insurance: $100,000; Comprehensive General Liability Insurance: $50,000 per occurrence Comprehensive Automobile Liability Insurance: $200,000 per person; $500,000 per occurrence for bodily injury; and $20,000 per occurrence for property damage MANPOWER REPORTING REQUIREMENT. The Contractor is required to enter data into the Contractor Manpower Reporting (CMR) system. Reporting period will be the period of performance not to exceed 12 months ending 30 September of each year and must be reported by 31 October of each calendar year. Data must be accurate and complete and entered into CMR during the data gathering period of every year, or part of a year, for which the Task Order is in force. As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. NOTE: If the reporting of Manpower Equivalents is not separately priced, insert "NSP" in the blank shown. The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor shall report ALL contractor manpower (including subcontractor manpower) required for performance of this Task Order. The contractor is required to completely fill in all the information in the format using the following web address: https://sam.gov/content/home. The required information includes: (1) Contracting Office, Task Order Contracting Officer, Contracting Officer's Representative (2) Contract number, including task order number (3) Beginning and ending dates covered by reporting period (4) Contractor name, address, phone number, e-mails address and name of contractor employee entering data (5) Estimated direct labor hours (including sub-contractors) (6) Estimated direct labor dollars paid this reporting period (including sub-contractors) (7) Total payments (including subcontractors) (8) Predominant Federal Supply Class Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different) (9) Estimated data collection price (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (Obtain and provide the Army Requiring Activity UIC) (11) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest city, country. When in an overseas location, use standardized nomenclature provided on website) (12) Presence of deployment or contingency contract language (13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country) CONTRACTOR ACCESS TO GOVERNMENT INSTALLATION Access to Fort Novosel buildings is controlled by valid U.S. Government Common Access Cards (CAC). Contractors under this contract will be issued - Contractor CACs. The Contractor shall prohibit the use of Government CACs by anyone other than the contract employees to whom they are issues. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR. Contract Award: The Government intends to evaluate offers and award a contract without discussions with Contractors. Therefore, the Contractor's initial offer should contain the Contractor's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. Discrepancies: If a Contractor believes these instructions contain errors, omissions or are unsound, the Contractor shall immediately notify the Contracting Officer in writing with supporting rationale as well as remedies the Contractor is asking the Contracting Officer to consider as related to the omission or error.