SOLICITATION NOTICE
R -- Request for Quotation for a Comprehensive Adm and Financial Services
- Notice Date
- 12/24/2002
- Notice Type
- Solicitation Notice
- Contracting Office
- Agency for International Development, Washington D.C., USAID/Washington, 1300 Pennsylvania Avenue, NW Room 7.10-006, Washington, DC, 20523
- ZIP Code
- 20523
- Solicitation Number
- M-OP-HRAM-AFM-01-002
- Archive Date
- 1/17/2003
- Point of Contact
- Gwen Ruffin, Negotiator, Phone 202-712-5666, Fax 202-216-3131,
- E-Mail Address
-
gruffin@usaid.gov
- Small Business Set-Aside
- Total Small Business
- Description
- Request for Quotations (RFQ) for a Comprehensive Administrative and Financial Records and Payment Management Process for DESIGNATED Contractors (DC) 1. Title Implementation of a comprehensive automated administrative, financial records and payment management processes for designated USAID contractors. 2. Objectives USAID contracts with multiple small independent contractors to perform predetermined services. These contractors are paid based on an established contractual rate to perform designated service specified for USAID. USAID seeks to acquire administrative records and financial management services to include invoice processing services for designated contractors. 3. Overview USAID is seeking a contractor with demonstrated experience and capabilities to process and control all financial/administrative records related to USAID's DCs as well as providing DCs with on-line access to business services and worker-related benefits. This process shall be supported by an integrated, online, real-time records management system or systems that can be accessed by any secure Internet connection worldwide. 4. Statement of Work. The Contractor must provide USAID with invoices, payment, and online administration services for USAID's current and anticipated future assignments; Allow CTO to track information on DC assignments. This information, must consolidate all DCs (or groups of DCs as determined by USAID) must be communicated to the CTO by assignment and DC, must include assignment to date payments funding limits as applicable. The Contractor's system, and/or related processes designed by the Contractor, must: - enable DCs to register, enroll, or otherwise effect their transition through a secure web-based systems architecture (including access to W-4 forms, insurance forms, and others as designated by USAID); - provide DCs with the option to participate in Contractor-sponsored benefits programs; pre-tax health, dental, vision, and life insurance plans (to be designed by the Contractor as part of this engagement); - provide USAID-defined CTO with an accounting transaction and record summary that consolidates all DC work activity by assignment on a monthly basis; - provide USAID-defined CTO with an accounting transaction and record summary that consolidates all work activity by DC on a monthly basis; - provide USAID defined-CTO with a secure capability to authorize the release of funding for payment of the DCs, including partial payments; - provide timely and accurate DC payment that is based on DCs' time sheet and expense records approved by the CTO. USAID funding release shall be no later than 7 days from receipt of invoice submission; - enable DCs to review the status of their accounts through the online system, or develop contingency processes that can replace any or all online activities in the event of a DCs' inability to access the Internet. - provide a capability for CTO to review the status of the funding to include, total funding received to date, total funding released-to-date, total DC services-to-date and total services provided but unpaid-to-date. - provide the centralized administrative, clerical, documentation, and other related functions. - provide a monthly status report monitoring the quality assurance, configuration management, and security management through in-progress Develop contingency processes that can replace any or all online activities in the event of a DCs' inability to access the Internet. Establish a means by which the USAID CTO may provide feedback directly to the Contractor for bug reporting and enhancement suggestions. Provide appropriate DC orientation and training materials, including (but not limited to): time entry instructions, expense entry instructions, benefits overviews, and instructions on receiving additional support. Provide phone and online (email and/or chat) support for DCs and USAID CTO. Provide a weekly summary report of all invoice submittals and payments from each DC. Invoices must represent all DC work activity and be categorized by assignment for CTO approval of services rendered and travel expenses. Provide regular reports and/or online access to reports related to all DC work activity. 5. USAID Responsibilities - Prepare and provide a fiscal year cost estimate to the Contractor; - Prepare and provide a fiscal year quarterly cost estimates to the Contractor, - Submittal of quarterly payments to the Contractor based on quarterly cost estimates, - Provide individual Contractor cost estimates for each Designated Contractor assignment, and - Notify Contractor of any additional expenses authorized. 6. Contract Type The contract will be a firm fixed price contract. 7. Period of Performance The period of performance for this contract will be one year with four one-year option periods. 8. Deliverables/Deliverable Schedule The CTO will establish an appropriate schedule for all assignments defined in this contract. These assignments will be incorporated into an overall Management Plan that shall contain the scheduled delivery dates for all deliverables and milestones. 9. Inspection and Acceptance Schedule Final inspection and acceptance of all work performed, reports, and other deliverables will be performed through online testing procedures to be established between USAID CTO and the Contractor. USAID intends to issue a contract to one entity. The contract will be awarded through September 30, 2007. The government estimate for this requirement shall not exceed $5,000,000 in accordance with FAR Part 12, Commercial Items. The North American Industry Classification System Code (NAICS) is 561110 Online Information Services. The following clauses and provisions are incorporated and are to remain in full force: FAR Part 52.212.1 Instructions to Offeror - Commercial Items (Oct. 00) is incorporated by reference, applies to this acquisition. Clause 52.212-2 Evaluation-Commercial Items (Jan 99) Evaluation. Each Offeror shall include a completed copy of the provisions at FAR 52.212-3, Offeror Representation and Certifications-Commercial Items. Incorporated by reference are FAR 52.212.1 Instructions to Offerors-Commercial Items; FAR 52.212-4, Contract Terms and Conditions-Commercial Items Required to Implement Statutes or Executive Orders-Commercial. Full text will be provided upon request. 52.212-4 CONTRACT TERMS AND CONDITIONS-- FEB 2002 COMMERCDCL ITEMS 52.252-2 CLAUSES INCORPORATED BY REFERENCE FEB 1998 10. PROPOSAL INSTRUCTIONS Your proposal should contain the following information, at a minimum: Roles and responsibilities of significant personnel; Cost proposal to include all associated costs. The cost proposal should consist of a detailed cost breakdown with an explanation of the basis for each of the costs proposed. Preferred that Contractor price be allocated on a fixed processing fee and/on dollar per transaction; List of references, and Offeror Representations and Certifications (52.212-3) 11. EVALUATION FACTORS FOR AWARD General USAID will award the contract to the offeror whose offer represents the best value to USAID based on (1) the merits of the offer and (2) the offeror's capability, as explained in the following sections. Merits of Offer USAID will determine the merits of each offer on the basis of: (1) Its acceptability and (2) Its price reasonableness. a. Acceptability. USAID will determine the acceptability of each offer on the basis of its compliance with instructions. b. Price Reasonableness. USAID will evaluate the reasonableness of the price of each acceptable offer in relation to the offeror's relative capability. Capability of the Offeror USAID will assess (evaluate) the capability of each offeror on the basis of (a) its organizational experience, and (b) its organizational past performance. a. Organizational Experience. Experience is the opportunity to learn by doing. USAID will evaluate each offeror's experience on the basis of its breath, its depth, and its relevance to the work that will be required under the prospective contract. Organizations that do not have a past organizational experience record will receive a neutral rating. b. Organizational Past Performance Past performance is a measure of the degree to which an offeror satisfied its customers in the past and complied with laws and regulations. USAID will contact some of the offeror's customers to ask whether or not they believe (1) that the offeror was capable, efficient, and effective; (2) that the offeror's performance conformed to the terms and conditions of its contract; (3) that the offeror was reasonable and cooperative during the performance; and (4) that the offeror was committed to customer satisfaction. In evaluating past performance, USAID will contact some of the references provided by the offeror and other sources of information, including, but not limited to: other government agencies, better business bureaus, published media, and electronic databases. Contractors with recent USAID experience will be evaluated on the performance they provided USAID. USAID will consider the performance that has been previously rendered to USAID to be more influential than past performance from another source. All proposals should be submitted within the content of this solicitation on January 2, 2002 at 4:00 p.m. Proposals can be submitted via DC mail at 1300 Pennsylvania Avenue, N.W., Room 7.10-061, Washington, DC 20523. POC: Gwendolyn Ruffin or email to gruffin@usaid.gov. The proposed procurement is 100 percent set-aside for small business concerns. The selection will consist of a Best Value source selection process based upon merits of the offer and the offeror's capability. Under a best value source selection, nonprice evaluation factors, when combined are significantly more important than price. USAID will consider an Offeror's past performance and experience to be more important than its price. However, the USAID will not select an offeror for award on the basis of a superior capability without consideration of the amount of its price. In order to select the winning proposal, USAID will rank each offeror by making a series of paired comparisons between them, trading off the marginal differences in capability and the price. The selection authority will decide whether the marginal difference in capability is worth the marginal difference in price.
- Place of Performance
- Address: Worldwide
- Record
- SN00229795-W 20021226/021224213008 (fbodaily.com)
- Source
-
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