Security and Emergency Preparedness Maintenance

7/5/2024: Amendment 2 - This amendment adds RFQ Attachment 6 - Amendment 2, which contains answers to questions received after Amendment 1. 7/2/2024: Amendment 1 - This amendment extends the due date to June 9, 2024 at 4:00pm ET and adds RFQ Attachment 5 - Amendment 1, which contains answers to questions received. This notice is a combined synopsis/solicitation for commercial items using Simplified Acquisition Procedures. This acquisition will be made in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 - Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as applicable, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation (a written solicitation will not be issued) and quotes are being requested. The Solicitation number is RFQ-NIAID-24-2207171 and the solicitation is issued as a Request for Quotation (RFQ). This acquisition will be processed under FAR Part 13 Simplified Acquisition Procedures (SAP), FAR Subpart 13.5 Simplified Procedures for Certain Commercial Items. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2024-05 Effective May 22, 2024. The North American Industry Classification System (NAICS) code for this procurement is 541330 - Engineering Services. The Product or Service Code (PSC) is J059 - Maint/Repair/Rebuild of Equipment - Electrical and Electronic Equipment Components. The requirement is being competed as full and open competition after exclusion of sources with a 100% small business set-aside. The government intends to award a time and materials purchase order to the responsible offeror as a result of this RFQ that will include the terms and conditions set forth herein. By submitting a quote, the offeror is accepting that all government terms and conditions shall prevail over the award. By submission of a quote, the Offeror acknowledges the requirement that a prospective awardee shall be registered and viewable in the System for Award Management (SAM) database prior to award, during performance, and through final payment resulting from this solicitation (www.sam.gov). STATEMENT OF NEED: The National Institute of Allergy and Infectious Diseases (NIAID) supports research related to the basic understanding of microbiology and immunology leading to the development of vaccines, therapeutics, and medical diagnostics for the prevention, treatment, and diagnosis of infectious and immune-mediated diseases. The Office of Biodefense Research and Surety (OBRS) within the Office of Science Management and Operations (OSMO) is responsible for ensuring that all NIAID facilities, owned and leased, are protected against current and emerging threats by balancing high-quality, cost-efficient, and effective security systems and operations with federal mandates. Collaborating in this effort with the NIAID community, OBRS strives to achieve optimum results for a safe environment that does not restrict but promotes the mission and goals of the NIAID. NIAID/OBRS seeks services to maintain these systems and the overall physical security infrastructure. More specifically, this is critical infrastructure for maintenance and installation products and services which supports numerous NIH-wide campus customers. The maintenance and installation of these systems requires onsite coordination and tie-in to the existing NIH campus security network management systems that require a high level of technical expertise/skill sets. OBRS has an integrated, enterprise electronic security management system providing commercial, off-the-shelf (COTS) card access/entry control, visitor management and integrated video imaging/badging in conjunction with security alarm monitoring and control (intrusion detection), and Closed-Circuit Television (CCTV) with alarm call-up and digital video recording in a single system platform. The system was designed to be Federal Identity, Credential, and Access Management (FICAM) compliant and provide a high measure of safety and security to personnel and property as well as to safeguard information as part of this agency's statutory responsibilities. The OBRS architecture is based on standard transmission control protocol/internet protocol (TCP/IP) Ethernet network technology for all communication requirements. OBRS interfaces via its dedicated, proprietary, closed network infrastructure at each site (Utility network). The OBRS COTS applications system software packages reside on the Microsoft Windows Operating System Platform with Microsoft SQL used for database management. EXPECTED PERIOD OF PERFORMANCE: Base Period: July 15, 2024 - February 28, 2025 Option Period 1: March 1, 2025 - February 28, 2026 Option Period 2: March 1, 2026 - February 28, 2027 PLACES OF PERFORMANCE: NIAID buildings with the following locations: 5601 Fishers Lane, Rockville, MD; Integrated Research Facility, 8200 Research Plaza in Frederick, MD; 9 West Watkins Gaithersburg, MD; Bethesda Campus, 9000 Rockville Pike, Bethesda, MD (Buildings: 33, 31, 40, 40a, 40b, 29b); and 12735 Twinbrook Pkwy, Rockville, MD CONTRACTING OFFICER'S REPRESENTATIVE (COR) The following Contracting Officer's Representative (COR) will represent the Government for the purpose of this contract: To be specified at the time of award. The COR is responsible for: (1) monitoring the Contractor's performance, including the surveillance, assessment, and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance. The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; (5) otherwise change any terms and conditions of this contract; or (6) sign written licensing agreements. Any signed agreement shall be incorporated by reference in the contract. The Government may unilaterally change its COR designation. INSTRUCTIONS All capable vendors should response with a quote of no more than 10 pages, excluding price quotation, for the requirement as outlined in the Statement of Work. All quotes shall be structured in accordance with Attachment 4 - CLIN Structure Template and include: Price(s) (labor category, fixed hourly unit price, extended price, total price) Clear indication of the capability of the vendor to meet all specifications and requirements No more than three (3) references from within the last three (3) years indicating past performance of similar size and scope. Include organization name, point of contact information, and a brief description of the scope of the project The Government may evaluate only those quotes that fully meet the requirements as outlined in the Statement of Work and respond to the instructions and requirements. Failure to furnish a full and complete quote as instructed may result in the Offeror's response being considered non-responsive and will therefore be eliminated from further consideration and award. All or part of the successful vendor's quote may be incorporated in any contract resulting from this solicitation. The successful vendor's quote may be incorporated by reference. Other Direct Costs (ODCs) NIAID will consider a Contract Line Item Number (CLIN) for Other Direct Costs (ODCs) up to $133,333.33 for the base period and up to $200,000.00 in Option Periods 1 and 2 that are in direct support of the required security and emergency preparedness maintenance services. NIAID expects contractors to quote the ODC line item and recommend a Not to Exceed (NTE) ceiling price $122,478.08 for the base period and up to $200,000.00 in Option Periods 1 and 2. ODCs will be listed as a separate CLIN and clearly marked as an ODC CLIN. See Attachment 4. Quotes are due by 4:00pm EST on July 9, 2024. Questions are due by 3:30pm EST on July 3, 2024. Quotes must be emailed to Seth Schaffer, Contract Specialist, at seth.schaffer@nih.gov. Late quotes will not be considered. All responsible sources may submit a quote that will be considered by this Agency. Any questions or concerns regarding this combined synopsis/solicitation should be emailed to seth.schaffer@nih.gov. EVALUATION NIAID will evaluate quotes to determine the best value to the government. NIAID will make that determination based on technical capability, past performance, and price. NIAID will evaluate past performance and price only for those quotes which are rated as technically capable. In the event quotes are evaluated as technically equal, past performance and price will become major considerations in selecting the successful Offeror. The Government will not award a purchase order to a Contractor at a significantly higher evaluated price to achieve only slightly superior performance capabilities. Likewise, the Government will not award to a Contractor simply because its quote is technically acceptable and also the lowest quoted price. The Government intends to award without discussions but reserves the right to conduct discussions should it be deemed in the Government's best interest. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). SPECIAL NOTICE TO OFFERORS Offerors are advised that the Government may share your information with non-government personnel who are assisting with the evaluation of quotes. The exclusive responsibility for source selection will reside with the Government. By submitting your quote, you will be consenting to disclosure of your quote to non-government personnel for purposes of evaluation. ELECTRONIC INVOICING Invoices shall be submitted monthly upon completion of monthly performance. An electronic courtesy copy shall be emailed to the Contracting Officer, COR, and Invoice Specialist specified at the time of award. NIH is using a phased transition approach from the NIH Office of Financial Management (OFM) Electronic Invoice Submission instructions to the Department of Treasury's Invoice Processing Platform (IPP). For contractors that have transitioned to IPP, the Contractor must submit invoices to the Department of Treasury's Invoice Processing Platform (IPP) at https://www.ipp.gov. For contractors that have not transitioned to IPP, the Contractor shall submit invoices to the National Institutes of Health (NIH)/Office of Financial Management (OFM) via email at invoicing@nih.gov with a copy to the approving official until the Contractor has been notified of its transition to IPP. PROVISIONS AND CLAUSES See Attachments 2 and 3. ATTACHMENT LIST: Statement of Work Provisions and Clauses Full Text FAR 52.212-5 CLIN Structure Template