Irradiator Intrusion Detection System (Amendment 001)

Amendment 001 - The purpose for Amendment 001 is as follows: (1) Extend the quote due date to 23 April 2025 and (2) provide answers to questions received for this soliciation. See attachment 5 for Q & A. COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS SOLICITATION NO. 12314425Q0110 Irradiator Intrusion Detection System - Testing and Maintenance United States Department of Agriculture (USDA) Office of Contracting and Procurement **NOTE: Availability of Funds (Apr 1984): Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. (1) Action Code- This is a combined synopsis and solicitation procedure IAW FAR 12.603 for commercial items. (2) Date: 04/1/2025 (3) Year: 2025 (4) Contracting Office ZIP Code: 80521 (5) Product or Service Code: 6350 (6) Contracting Office Address: 301 S. Howes St., Suite 321 Fort Collins, CO 80521-2795 (7) Subject: Irradiator Intrusion Detection System (8) Proposed Solicitation Number: 12314425Q0110 (9) Closing Response Date: April 14,2025 (10) Contact Point or Contracting Officer: Karmella Van Stockum (CS) and Mr. Carlton Bradshaw (CO) (11) Contract Award and Solicitation Number: Contract Award to be assigned at time of award. Solicitation number is 12314425Q0110 (12) Contract Award Dollar Amount: To be negotiated (13) Line Item Numbers: 0001-0004, 1001-1004, 2001-2004, 3001-3004, 4001-4004 (14) Contract Award Date: On or before 1 June 2025 (15) Contractor: Unknown (16) Description. This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued. See attached solicitation number 12314425Q0110, which is a Request for Quote (RFQ) and is attached to this combined synopsis/solicitation notification IAW FAR 12.603(b). A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03. The associated North American Industrial Classification System (NAICS) code for this procurement is 561621 - Security Systems Services (except Locksmiths). This requirement is Full and Open. The USDA Office of Homeland Security, Radiation Safety Division (OHS-RSD) is seeking to continue operations of the Irradiator Intrusion Detection System. The requirement is to secure a contract for a base year and four (4) one year option periods. Base Year: 1 June 2025 - 31 May 2026 Option Year 1:1 June 2026 - 31 May 2027 Option Year 2: 1 June 2027 - 31 May 2028 Option Year 3: 1 June 2028 - 31 May 2029 Option Year 4: 1 June 2029 - 31 May 2030 See attached - Attachment 1: Performance Work Statement for a description of requirements for these services. Services for the Irradiator Intrusion Detection System will be coordinated with a USDA OHS-RSD Contracting Officer's Representative (COR) for the Period of Performance dates referenced in paragraph v above. FAR Clauses 52.212-1, 52.212-3, 52.212-4, and 52.212-5 are referenced in Solicitation 1231425Q0110 as well as other FAR Clauses that applies to the acquisition. Award will be made to the vendor deemed the best value to the government in response to Solicitation 12314425Q0110. See Section 1 (below) for question and quote due dates. Point of Contact for information regarding this combined synopsis and solicitation is: Contracting Officer: Mr. Carlton Bradshaw Phone Number: (202)-690-4359 Email: carlton.bradshaw@usda.gov (17) Place of Contract Performance: On-site work will be conducted at USDA locations referenced below: Location name Agency Address 1 City State Hawaii Fruit Fly Facility APHIS 41-650 Ahiki Street Waimanalo HI Mexican Fruit Fly Rearing Facility APHIS 22675 N. Moorefield Rd Edinburg TX Eastern Regional Research Center ARS 600 East Mermaid Lane Wyndmoor PA Phoenix Rearing Facility APHIS 3645 East Chipman Road Phoenix AZ (18) Set-aside Status: Not applicable (Full and Open) _______________________________________________________________________ Solicitation Contents: Section 1: Solicitation Information, Dates, and Deadlines Section 2: Overview of Solicitation Section 3: Submission Instructions Section 4: Basis of Award Criteria Section 5: Attachments Section 1: Solicitation Information, Dates, and Deadlines 1.1 Solicitation Amendment History Amendment Action Date 0 Solicitation Issued 4/2/2025 1.2 Point(s) of Contact / Contract Administration Points of Contact: The following points of contact are to be used to communicate with the Government during the delivery order duration. During solicitation through award, the Contracting Officer shall be the primary point of contact: Contracting Officer (CO): Name: Mr. Carlton Bradshaw Email: Carlton.bradshaw@usda.gov Phone: (202)-690-4359 1.3 Solicitation Due Date and Delivery Quotes must be submitted on or prior to 1:00 pm MDT, 14 April 2025. USDA will not accept quotes received by fax or mail. Offerors are to submit quotes electronically via email to the Contracting Officer listed above. Subject line of the submittal email shall be formatted as follows: Irradiator Intrusion Detection System, RFQ 12314425Q0110, and Vendor Name. Volumes I, II, and III of the vendors quotes must be in separate volumes. All volumes are to be delivered by the closing date and time as stated above. 1.4 Questions - Are due 11:00 am MDT on 7 April 2025. All questions shall be submitted electronically via email to the CO listed above. Please be advised the Government reserves the right to transmit those questions and answers of a common interest to all prospective offerors. They will be posted through an amendement to the RFQ on SAM.gov. Section 2: Overview of Solicitation 2.1 Acquisition Details / Type of Contract This solicitation is a Request for Quote (RFQ) being issued to SAM.gov. This is a FAR Subpart 12.603 competitive acquisition. This acquisition will result in a single open market award. The order will be Firm Fixed Price contract. This is an Open Market RFQ 2.2 Period of Performance Period of Performance for this requirement is anticipated to be a base year plus four (4) Option Periods are referenced below: Base Year: 1 June 2025 - 31 May 2026 Option Year 1: 1 June 2026 - 31 May 2027 Option Year 2: 1 June 2027 - 31 May 2028 Option Year 3: 1 June 2028 - 31 May 2029 Option Year 4: 1 June 2029 - 31 May 2030 Section 3: Quote submittal instructions Quotes shall be neat, indexed and assembled in an orderly manner. Please try and mirror the requirements document as much as possible so a stated fact or reference may be directly attributed to a requirement. Each volume shall stand alone. ANY EXCEPTIONS TO THE TERMS AND CONDITIONS OF THIS SOLICITATION PACKAGE SHALL BE IDENTIFIED ON A SEPARATE PAGE WITHIN THE COVER LETTER SUBMISSION. EXCEPTIONS MAY DISQUALIFY YOUR SUBMITTAL FOR AWARD CONSIDERATION. Company must be based out of The United States of America to submit a quote. This will be verified in the vendors SAM.gov registration. If the company is not US based, they will be removed from competition. Vendor is required to be registered in SAM.gov with an active registration at the time of RFQ closing. Formatting Page size shall be 8.5 x 11 inches with one-inch margins. Pages shall be numbered consecutively. The font size shall be 12-point, Times New Roman, with single-line spacing. 10-point font size is allowable only for tables and graphics. Offerors shall include a cover letter as described below. Tabs, table of contents, and cover page are not included in the page count. Quote pages exceeding the page limits shall not be evaluated. If the Offeror uses a different format (font size, margin, etc.), the Government reserves the right to adjust the quote to fit the parameters of the format as stated in the RFQ. If this results in the quote exceeding the page limitations in any one area, the Government will not evaluate those excess pages. Table 1 - Volume Page Limits Contract Quote Information Page Limit Format Cover Letter 2 Pages PDF- Submit with Volume I Volume I - Non-price Factor - Prior Experience 6 Pages PDF Volume II - Non-price Factors - Written Technical Package 25 Pages PDF Volume III - Price Quote No Page Limit Excel or PDF See below for how Pricing Structure should be set up: Volume I, Non-Price Evaluation Factor: Cover letter (2 pages) and Prior Experience Narrative (6 pages). Cover Letter Must have the following: UEI Number Company name and mailing address Date submitted Business size Point of Contact (Name, email, phone) for the representative the Government should contact with questions regarding the quote. Clear label business submission (Joint Venture (JV), teaming arrangement and subcontractors) otherwise the business status is presumed to be standalone standard submission. All of the above-cited information for each entity on the proposed team, if a teaming arrangement, JV, or subcontractor is proposed. Prior Experience Narrative The offeror shall submit relevant experience for a maximum of five (5) in the past five (5) years and provide references and contact information from these sources. Provide at least one (1) experience as prime contractor. Include a description of the project, project title, contract number, client identification (including agency or company name, contracting and technical reviewing official, address, and telephone number). Show how the offeror has performed similar work. The offeror's proposal must connect the relevance of past experience on similar projects to this project and demonstrate a comprehensive understanding of the Government's requirements. Experience of key personal can substitute for offeror's experience. Offerors that include information/experience pertaining to all the below bullets in their quote may be considered the most capable through their confidence rating. Alarm System Testing & Maintenance Project Plans Alarm System Test & Maintenance Reports Processes for handling and documenting trouble calls Program System Alarm Email Messages (Lenel and Sentry RMS) System testing, preventive maintenance and (alarm testing and preventive maintenance site visits) Onsite response within the next business day to resolve alarm system failure or major component failures. System testing, preventive maintenance and maintenance (remote technical support) Summary reports of testing and maintenance activities. The Prior Experience Evaluation Factor includes evaluation of Complexity (difficulty), Magnitude ($ value), Similarity (task similarity) as compared to the services described in the Performance Work Statement. For each example of prior experience provided, the Offeror shall, at a minimum document: Name of project, duration, and dollar value Government Agency for whom work was performed. Name, title, e- mail and phone number for a representative of that client agency that can attest to the work performed and who can confirm level and quality of the Offerors demonstrated Prior Experience. Description of project (enough to establish relevance of experience to the USDA services requirement), and role of the company which clearly identifies the level and type of services performed under the contract and the role performed. Clear demonstration of how each Prior Experience example correlates to the service requirement as described in the Performance Work Statement with respect to complexity, magnitude, and similarity, The burden of providing thorough and complete demonstrated prior experience remains with the Offeror. Volume II, Non-Price Evaluation Factor: Written Technical Package (25 Pages) The technical package responding to the non-price evaluation factors in accordance with solicitation provision 52.212-2, EVALUATION-COMMERCIAL ITEMS. The non-price evaluation factor written technical package shall demonstrate how the Offeror shall perform the effort required in this RFQ. The following items will be evaluated from this submission: Alarm System Testing & Maintenance Project Plans Alarm System Test & Maintenance Reports Process for handling and documenting trouble calls Program System Alarm Email Messages (Lenel and Sentry RMS) System testing, preventive maintenance and (alarm testing and preventive maintenance site visits) Onsite response within the next business day to resolve alarm system failure or major component failures. System testing, preventive maintenance and maintenance (remote technical support) Summary reports of testing and maintenance activities. Volume III, Price All pricing proposed in response to this RFQ shall be Firm Fixed Price (FFP) in accordance with the supplied pricing schedule. All Firm Fixed Prices shall be for the government site. Descriptions of offered labor categories, including Roles and Responsibilities, shall be included in the Price Proposal. The prospective offeror is to propose the anticipated hours it expects to perform within each labor category for the entire person-year (assuming a 40-hour work week minus government holidays, any sick and annual leave hours anticipated for the base-year and each of the option years) for each CLIN. Use your normal business practice. There is no page limit for pricing. See attachment four (4) to list prices for base and option years. DO NOT include technical documentation in the pricing volume. It will NOT be forwarded to the Technical Evaluation team. The vendors submitted quote needs to be as described above. Price quotes shall be evaluated by comparing proposed prices received in response to the solicitation and to the Independent Government Estimate (IGE). The Government shall evaluate all offers by total price. The Government will evaluate pricing utilizing Volume IV. The Government will review the price quote for completeness and accuracy. The Offeror's quote will be checked for mathematical correctness to include: (1) Verifying adherence to the model to check computations. (2) Making sure all price/costs are summarized correctly; and An analysis of the Offerors price quotes will be made to determine if they are fair and reasonable for the work to be performed, reflect a clear understanding of the requirements, and are consistent with the quote. Section 4: Basis for Award Criteria The Government intends to award one (1) firm fixed price contract from this solicitation. The Government shall evaluate and award a contract in accordance with FAR Parts 12 and 13, on a Best Value basis representing the best interest of the Government. The Best Value basis uses the Trade-off Methodology in accordance with the specified evaluation criteria. To this end, the Government evaluates proposals using the tradeoff process and reserves the right to award to other than the lowest priced Offeror. Performance Price Trade-Off (PPT): This acquisition utilizes a modified PPT technique to make best value award decision. All quotes must be technically acceptable. Once verified as technically acceptable, Price and Past Performance will be treated as approximately equal areas and may be traded off, one against the other. The Government reserves the right to award the contract based on initial offers received, without discussions or negotiations. Therefore, it is important that each offer fully address the requirements stated in this RFQ, including any exceptions thereto or deviations there from. However, the Government also reserves the right to conduct discussions, if later determined to be necessary, with Offeror's making the competitive range. The Government reserves the right to make award based on fewer than all work elements proposed for any given Offeror. The Government reserves the right to make no award pursuant to this solicitation. To be accepted and eligible for evaluation, proposals must be prepared in accordance with, and must comply with, the instructions given in this solicitation document. Only vendors that have a valid DUNS and Bradstreet Number (DUNS Number) are registered in the System for Awards Management (SAM) (https://www.sam.gov/SAM/) shall be eligible to be awarded a contract from the federal government. Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance. If the Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. FACTOR 1: TECHNICALLY ACCEPTABLE: The offeror's technical approach has no deficiencies and complies with minimum technical requirements. The offeror must be active in SAM.GOV. Each offeror will receive a Pass (P) or Fail (F) rating for technical acceptability. FACTOR 2: PRIOR EXPERIENCE: The offeror shall submit relevant experience for a maximum of five (5) in the past five (5) years and provide references and contact information from these sources. Provide at least one experience as prime contractor. Include a description of the project, project title, contract number, client identification (including agency or company name, contracting and technical reviewing official, address, and telephone number). Show how the offeror has performed similar work. The offeror's proposal must connect the relevance of past experience on similar projects to this project and demonstrate a comprehensive understanding of the Government's requirements. Experience of key personal can substitute for offeror's experience. FACTOR 3: PRICE All pricing proposed in response to this RFP shall be Firm Fixed Price (FFP) in accordance with the supplied pricing schedule. All Firm Fixed Prices shall be for the government site. Descriptions of offered labor categories, including Roles and Responsibilities, shall be included in the Price Proposal. The prospective offeror is to propose the anticipated hours it expects to perform within each labor category for the entire person-year (assuming a 40-hour work week minus government holidays, any sick and annual leave hours anticipated for the base-year and each of the option years) for each CLIN. Use your normal business practice. There is no page limit for pricing. DO NOT include technical documentation in the pricing volume. It will NOT be forwarded to the Technical Evaluation team. STATEMENT REGARDING ASSUMPTIONS AND EXCEPTIONS The offeror shall state any assumptions and exceptions to the requirements, terms and conditions contained in this RFP. Please note that any exceptions to the Government's requirements may adversely affect the evaluation of the offeror's proposal. Section 5: Attachments Attachment 1: Performance Work Statement Attachment 2a: Sentry-RMS Quarterly Performance Test Information Attachment 2b: Test Procedures Attachment 3: Personnel Security Addendum Attachment 4: Irradiator Price Sheet