September 4, 20142DB00-MWV-014-013
Dear Potential Offeror:
SOLICITATION NUMBER 270357 “241-SY and 241-AP Exhauster Refurbishment and Testing”
Washington River Protection Solutions, LLC (WRPS) requests proposals for 241-SY and 241-AP Exhauster Refurbishment and Testing. The requested work is in support of WRPS’s Prime Contract DE-AC27-08RV14800 with the U.S. Department of Energy, Office of River Protection.
Information regarding the submission of a proposal is contained in the attached Solicitation.
The proposal is due by 8:00 a.m. on September 22, 2014 as indicated in Section 2.1 of this solicitation.
WRPS looks forward to your response.
Very truly yours,
Michael Voss,
Procurement Specialist
Attachment
SOLICITATION 270357
CONTENTS
PART A – SOLICITATION
1.0Introduction
1.1Small Business Set Aside
1.2Buyer Not Obligated – Irregularities and Notifications
1.3Solicitation Amendments
2.0Proposal Submittal
2.1Deadline
2.2Identification and Delivery
2.3Withdrawal
2.4Questions/Comments Regarding the Solicitation
3.0Basis for Award
3.1Qualification Standards
4.0Proposal Instructions
4.1General Proposal Requirements
4.2Acceptance of Terms and Conditions
4.3Proposal Validity Period
4.4Document Transmittal – Master Submittal Register
5.0Notices
5.1Financial Capability Determination Information
5.2Milestone Payments Authorized
5.3North American Industry Classification System (NAICS) Code and Size Standard
5.4Government-Furnished or Acquired Property
5.5Buy American Act Compliance
5.6Employment Eligibility Verification (E-Verify)
PART B – SOLICITATION EXHIBITS
EXHIBIT 1. PAST PERFORMANCE
EXHIBIT 2. PROPOSED LOWER-TIER SUBCONTRACTORS
EXHIBIT 3. Property Management System Verification Checklist
EXHIBIT 4. AGREEMENT EXCEPTIONS
PART C – MODEL SUBCONTRACT
solicitation NO: 270357
PART A – SOLICITATION
1.0 Introduction
Washington River Protection Solutions, LLC (WRPS) acting under its contract with the U.S. Department of Energy – Office of River Protection, requests Offeror to submit a proposal for a Firm Fixed Price type of subcontract to provide 241-SY and 241-AP Exhauster Refurbishment and Testing. Part A of this Solicitation describes the proposal submittal requirements, instructions, and applicable exhibits/certifications. Part B contains all of the solicitation exhibits. Part C is the Model Subcontract, which contains all of the terms and conditions, attachments, and references that will govern performance of the work.
1.1 Small Business Set Aside
Proposals made under this solicitation shall be from small business concerns, including; Disadvantaged, Women Owned, Veteran Owned, Service Disabled Veteran Owned and HUBZone small businesses. Proposals received from concerns that are not small businesses shall not be considered for this solicitation. Disadvantaged, Women Owned, Veteran Owned and Service Disabled Veteran Owned may self Certify to these categories as defined by the Small Business Administration (www.sba.gov). HUBZone businesses must be certified by the Small Business Administration.
1.2 Buyer Not Obligated – Irregularities and Notifications
WRPS is not obligated to pay any costs incurred in the preparation and submission of Offeror’s proposal, nor required to enter into a subcontract or any other arrangement with Offeror.
1.3 Solicitation Amendments
The Procurement Specialist may issue one or more amendments to the solicitation to make changes or to resolve any problems regarding the solicitation. The Procurement Specialist will issue the amendment in time for prospective Offerors to incorporate any changes into their proposals. If this solicitation is amended, then all terms and conditions that are not amended will remain unchanged. YOUR FAILURE TO ACKNOWLEDGE THE RECEIPT OF THE AMENDMENT AT THE DESIGNATED LOCATION BY THE SPECIFIED DATE AND TIME MAY RESULT IN REJECTION OF YOUR OFFER.
2.0 Proposal Submittal – eSourcing Event (reverse auction)
This Solicitation requires all Offerors with technically acceptable proposals to access the Supply Chain Management Center (SCMC) eSourcing Tool. The SCMC eSourcing Tool is designed to collect information in a central location.
WRPS will provide the Offerors, with proposals that are found technically acceptable, an email notification with a link to the SCMC eSourcing event including access instructions for. Offerors will be afforded the opportunity to preview the application and place information prior to the commencement of an event. This preview phase is called the pre-bid period. At the conclusion of the pre-bid period, the eSourcing event will commence and the Offeror should review their submitted information to ensure it is compliant with requirements. For this event, the tool will display the current leading bid, but no other bids will be disclosed to other Offerors. The purpose of using the eSourcing tool is to collect all proposals in a common location.
This Solicitation and resultant award is considered a negotiated procurement.
WRPS reserves the right to conduct negotiations prior to award or to award a Subcontract based upon initial offers and without further discussions.
In the unlikely event of a discrepancy among any of the Offeror’s documents or information submitted through the eSourcing website, the information received and confirmed by WRPS shall govern.
2.1 Deadline
The proposal is due by 8:00 a.m. on September 22, 2014.
2.2 Identification and Delivery
Address a proposal sent via the U.S. Postal Service to:
Response to Solicitation No. 270357
Michael Voss, MSIN H3-03
Washington River Protection Solutions, LLC
P.O. Box 850
Richland, WA 99352
The address for a proposal sent via another delivery service is:
2440 Stevens Center Place
Richland, WA 99354
Procurement Specialist Contact Information:
Name: Michael Voss
Phone Number:509-376-1082
Fax Number:509-376-0825
Email Address:
2.3 Withdrawal
Offeror may withdraw its proposal by written or electronic notice received at any time prior to award.
2.4 Questions/Comments Regarding the Solicitation
The Offeror must submit any comments or questions regarding the solicitation to the Procurement Specialist no later than September 10, 2014. The Offeror shall transmit questions and comments via fax or e-mail per Section 2.2 above. The Procurement Specialist will answer all questions in writing for the benefit of all prospective Offerors.
3.0 Basis for Award
Award will be made to the Offeror submitting the lowest evaluated price among offers that are technically acceptable and meet all requirements of the solicitation. Offerors are also advised that WRPS reserves the right to award a subcontract based upon initial offers and without further discussions with offerors. Offeror should provide their best price and technical offers initially.
3.1 Qualification Standards
Offerors who do not possess the minimum qualifications and resources necessary to perform the proposed work are not encouraged to incur proposal and other expenses involved in competitive submissions. The following Qualification Standards must be met in their entirety in order for an Offeror to be considered for award.
3.1.1 UL 508A Fabrication Shop
The Offeror shall have or utilize (via lower-tier subcontract) a fabrication facility that meets the certification requirements of UL 508A.
3.1.2 Quality Assurance Program
The Offeror shall have a documented and implemented quality assurance program which is consistent with the applicable criteria of ASME NQA-1 requirements as described in the Statement of Work.
3.1.3 Delivery
WRPS requires delivery of the item(s) identified to be made by December 31, 2014. Offerors that propose delivery that will not clearly fall within the applicable required delivery period specified above, may be considered nonresponsive and rejected. WRPS reserves the right to award under either the required delivery schedule or the proposed delivery schedule, when an Offeror offers an earlier delivery schedule than required above.
3.1.4 Property Management Program
The Offeror shall have a documented and implemented property management system meets all of the criteria listed in the Property Management System Verification Checklist.
4.0 Proposal Instructions
4.1 General Proposal Requirements
Submission of Proposals - Two Step Bidding Process
WRPS intends to use a Two Step Bidding Process as outlined herein. The total number of sections to be submitted for each step is indicated in the Proposal Format section of this solicitation.
Step One includes Volume I and Volume II
1)Step One consists of the request for submission, evaluation and (if necessary) discussion of technical proposals. No pricing is involved. WRPS’s objective is to determine the acceptability of the services and material offered. Technical proposals should be prepared simply and economically, and provide a straightforward, concise delineation of the information required to be furnished. Emphasis should be on completeness and clarity. Elaborate brochures or other presentations are neither required nor desired.
a) WRPS will evaluate technical proposals for adherence to the technical requirements outlined herein under the section entitled “Proposal Format”.
(1) For those technical proposals found unacceptable, WRPS will forward to the Offeror a notice of unacceptability upon completion of the technical proposal evaluation.
(2) Offerors should submit proposals that are acceptable without additional explanation or information. WRPS may make a final determination regarding a proposal’s acceptability solely on the basis of the proposal as submitted and may proceed to Step Two without discussions.
(3) WRPS reserves the right to limit the number of acceptable Offerors (at least two) to compete in Step Two.
b) If necessary, technical discussions and clarifications will take place shortly after receipt of technical proposals. During this phase, WPRS may require Offerors to submit additional clarifying or supplemental information to support the Offeror’s technical proposal.
c) Each technical proposal submitted should include a statement of acceptance of the enclosed terms and conditions. The offeror must identify and describe all exceptions to this solicitation in to their technical proposal.
Step Two includes Volume III
1)Step Two involves the submission of bids by those who submitted acceptable technical proposals in Step One using an eSourcing Event.
a) The due date for the Step Two eSourcing Event will be determined at the conclusion of technical proposal evaluations and/or discussions. WRPS anticipates a two-day turnaround for Step Two proposals.
b) This Solicitation requires all Offerors submitting proposals to access the Supply Chain Management Center (SCMC) eSourcing Tool. The SCMC eSourcing Tool is being implemented at WRPS and is designed to efficiently collect information in a central location. It also provides the Offeror a short timeframe to revise pricing information prior to final acceptance by WRPS.
Upon completion of Step One, WRPS will provide the technically acceptable Offerors an email notification with a link to the SCMC eSourcing event including access instructions. Offerors will be afforded the opportunity to preview the application and place pricing information prior to the commencement of an event. This preview phase is called the pre-bid period. At the conclusion of the pre-bid period, the eSourcing event will commence and the Offeror should review their submitted price to ensure it is compliant with requirements. Events typically last for 15 to 30 minutes. The eSourcing Tool will designate a ranking of the Offeror’s price when compared against the lowest price received. During this time, the Offeror may revise (decrement) their pricing downward. If the Offeror’s price is revised to the lowest received price within the last two minutes of an event, the event will automatically extend for two minutes to allow other Offerors to consider further adjustments to their pricing. The tool will not disclose the Offeror’s proposed price to other Offerors nor will it disclose the lowest proposed price. A ranking is all that is provided.
This Solicitation and resultant award is considered a negotiated procurement. Submitting the lowest priced proposal does not guarantee award. WRPS must complete a full evaluation of all information received prior to making an award determination.
WRPS reserves the right to conduct negotiations prior to award or to award a Subcontract based upon initial offers and without further discussions.
In the unlikely event of a discrepancy among any of the Offeror’s documents or information submitted through the eSourcing website, the information received and confirmed by WRPS shall govern.
4.1.1 Volume I – Technical Proposal- Step One
WRPS will evaluate Offeror’s technical capabilities/qualifications as well as its pricing for the requirements specified in the Statement of Work. The technical proposal shall include the following elements and be organized in the manner listed below.
4.1.1.1 Technical Approach
The Offeror’s technical approach shall demonstrate a complete understanding of the system description and specifications as included in this Solicitation. A written description of how each of the storage and testing requirements will be satisfied is required. Include equipment that will be used for calibrations. The Offeror shall identify any technical risks associated with performance of this subcontract, the impact, and the plan to avoid or minimize the risk(s). The Offeror shall describe its approach to controlling/managing any subcontracted work to ensure compliance to the quality requirements listed in the statement of work.
4.1.1.2 Project Team
The Offeror shall identify its project team including key subcontractors proposed to manage and perform the technical segments/aspects of the work. The Offeror shall provide a discussion of the established lines of authority, responsibility, and communication.
4.1.1.3 Fabrication Facility
The offeror shall provide documentation in sufficient detail to confirm that it has or will use a UL 508A certified facility in the course of conducting this work.
4.1.1.4 Schedule
The Offeror shall provide a preliminary project schedule. The schedule shall identify the critical path elements and the dates required to meet WRPS’s key delivery dates. Offerors shall identify any qualifying conditions for meeting the schedule. Key dates are as follows:
Estimated Subcontract Award Date: September 30, 2014
Delivery of Exhausters: December 31, 2014
4.1.2 Volume II – Quality Assurance/Property Management Program Manual- Step One
QA Manual – The Offeror shall submit one uncontrolled copy of their Quality Assurance (QA) program. The Offeror shall address how the Offeror’s QA Program meets the requirements included in the SOW. If the Offeror’s manual has been previously approved by WRPS, the manual shall be updated to make it current and resubmitted to WRPS with the proposal. If the manual has not changed since its previous approval by WRPS, a statement to this effect shall be submitted with the proposal.
Property Management Manual – The Offeror shall submit the property management program manual that addresses the property management programs identified herein. The formal submittal documentation (cover letter) shall identify the specific bid request and project. (see Article 5.4 below) If the Offeror's manual has been previously approved by the Buyer but is not current, the manual shall be updated and resubmitted to the Buyer with the proposal. If the manual has not changed since its previous approval by the Buyer, a statement to this effect shall be submitted with the proposal. The Buyer shall evaluate the Offeror’s Property Management program prior to contract award. This evaluation may include a survey of property management program implementation at the Offeror’s facilities. If a program change is required, it will be identified to the Offeror prior to contract award. A deficient or inadequate program may be used as the basis to deny award of this subcontract.
4.1.3 Volume III – Business and Price Proposal –Step Two
4.1.3.1 Price Proposal
Firm Fixed Price
The Offeror shall provide a firm fixed price proposal using the SCMC eSourcing Tool as stated in section 2.0. Following the eSourcing Event, the Offerer shall submit firm fixed price proposal. Offeror’s may use their own formats for the purpose of submitting cost/price proposals. At a minimum, the price proposal format must provide a breakdown of labor hours, labor dollars, material/equipment dollars, and other costs. The grand total must reconcile with the firm fixed price proposal.
Firm Fixed Price proposals shall not include any estimated labor and/or failed equipment associated with work performed as defined in the Second Sentence of Section 3.0.7 of the Statement of Work. WRPS acknowledges that the amount and type of failed equipment cannot be accurately estimated at the time of proposal submittal. Therefore, any additional work associated with this section will be addressed as a change under the resultant subcontract.
Labor Rates
In addition to the firm fixed price proposal above, each Offeror shall provide a separate pricing schedule with the Offeror’s fully burdened labor rates (only) of individuals/labor categories that the Offeror intends to utilize in performance of the Statement of Work. The purpose of this pricing schedule is to establish rates with the Offeror for any subcontract modifications under the resultant subcontract. Offeror’s may use their own formats for the purpose of submitting labor rates.
A fully burdened labor rate is defined as an hourly rate inclusive of wage or salary rate, fringe, all applicable overhead(s), taxes and profit. The Offeror must propose one labor rate of the specified labor sub-categories listed in their firm fixed price proposal. In the event that the Offeror does not submit a labor rate, WRPS may consider the Offeror non-responsive to the requirements of the Solicitation
Standard payment terms are Net 30. Price Proposals will be evaluated for realism.
4.1.3.2 General & Administrative (G&A) Overhead
If the Offeror’s normal or government approved accounting practice is to apply G&A to Other Direct Costs such as direct material or lower-tier subcontractors, the Offeror shall provide the applicable G&A rate. If a G&A rate is proposed, the Offeror shall provide documentation showing that this is their normal or government approved accounting practice including a breakdown of all cost elements included in their G&A pool.
Also address what ODCs the G&A will apply to (e.g. Subcontractors, etc.) and whether Washington State Business and Occupational taxes are covered in the fully burdened labor rates or will be billed as a separate line item.
4.1.4 Direct Pay Permit - Taxes
The WRPS Direct Pay Permit will not apply to the resultant subcontract/purchase order. Therefore, the Offeror’s price shall include all applicable Federal, State, county, municipal, or other taxes. For information relating to Sales and Use Tax in Washington State please reference the following website: http://dor.wa.gov/content/home/