SOLICITATION NOTICE
R -- Combined Synopsis/Solicitation
- Notice Date
- 4/28/2006
- Notice Type
- Solicitation Notice
- Contracting Office
- Environmental Protection Agency, Headquarters Procurement Operations Division, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-06-00240
- Response Due
- 5/26/2006
- Archive Date
- 6/26/2006
- Description
- NAICS Code: 541611 This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) part 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This Request for Quotation (RFQ) number, RFQ-DC-06-00240, is for services to support the U.S. Environmental Protection Agency's (US EPA) Agricultural Center and for support of compliance assistance and compliance assurance activities for the Agricultural Community. This RFQ and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 05-08. This procurement is a 100% small business set-aside under FAR part 19.5. The NAICS code is 541611 with a size standard of $6.5 million. The period of performance consists of a one-year base period with a one-year option period. The base period will be effective January 1, 2007 through December 31, 2007. The option will extend the period of performance from January 1, 2008 through December 31, 2008. The award will be in the form of a fixed rate, time and materials purchase order. The primary place of performance shall be the US EPA's Agricultural Center, 901 North 5th Street, Kansas City, KS 66101. BACKGROUND: The Agriculture Division within the Office of Compliance/Office of Enforcement and Compliance Assurance has responsibility for the implementation and maintenance of the National Agriculture Compliance Assistance Center and other compliance assistance activities for the agricultural community. To direct and support national compliance assistance, compliance assurance, and enforcement activities, EPA sets priorities for such through strategic planning and targeting; collecting and integrating compliance data; developing effective compliance monitoring programs to support inspections and self-reporting; building the capacity for more effective compliance assistance to the regulated community; improving the quality of regulations; and working to support enforcement activity with the regions, states, municipalities, citizens groups, and industry. PURPOSE: The purpose of this acquisition is to provide support, including some on-site support, for EPA in the activities of EPA's Ag Center and the Agriculture Division in its efforts to provide compliance assistance for the agricultural community; and to provide support for compliance assistance and assurance activities for the agricultural community. Support may include: managing the Ag Center's document distribution lists; developing or editing compliance assistance materials, compliance assistance packages, and outreach documents; developing and/or revising communications strategies; collecting and disseminating information; providing technical support for Ag Center activities; providing support for measuring success; providing support for the Ag Center's and Ag Division's outreach activities and mechanisms; providing support for Ag Center displays and booths; etc.. Task 1: Support for Databases, Distribution Mechanisms, and Publications Lists. The Contractor shall provide technical support to maintain and measure the success of the Ag Center's existing distribution and response mechanism(s) and databases, including support for incoming requests for documents and other information. Using EPA's sources (NSCEP, clearinghouses, hotlines, etc.) the Contractor shall identify additional EPA ag-related documents to be added to the existing publications list, supporting distribution mechanisms and web site. The Contractor shall maintain existing publication lists and compliance assistance packages including those targeted to particular audiences or topics, such as worker safety or agricultural animals; and develop and maintain new publications lists or compliance assistance packages targeted to particular audiences, as needed. The Contractor shall maintain an on-site inventory of publications and a publications clearinghouse; and respond to incoming requests for documents and other information. For estimation purposes: include monthly updates to the publication lists and associated web and database coordination. The Contractor shall assume monthly updates to the telecommunications list and database (estimate entering information on 700 telephone calls received annually), and the development of six (6) compliance assistance packages of 75 pages each. Deliverables for Task 1: Upon award, begin to identify additional EPA ag-related documents, compliance assistance packages, or other materials to be added to the Ag Center's publication system and supporting distribution mechanisms and web site; including those targeted to particular audiences or topics, such as worker safety or agricultural animals. Maintain the lists and compliance assistance packages; providing a hard copy and an electronic copy monthly if updates are made during the preceding month. Maintain an on-site inventory of publications and publications clearinghouse. Within one month of award, begin monthly updates to the communications list and tracking database. Respond to incoming requests for documents or other information. Task 2: Support for Booths and Displays. The Contractor shall provide support for booths/displays, meetings, workshops, conferences, and seminars. Examples of support include: arranging for displays and booth space and providing on-site support for the booths, displays, or meetings as needed; assemblage/development of materials for distribution before, during, and after gatherings/meetings; developing and analyzing associated measurement activities; and identifying ag-related meetings, conferences and workshops. For planning purposes, the Contractor shall include estimates for six (6) booths/displays; two (2) one-day seminars/workshops; and materials provision for six (6) meetings or conferences. For the current year and, if applicable, the option year, the Contractor shall maintain a list of ag-related national meetings including those of the major ag trade organizations, EPA (including PREP, PIRT and CAFO training sessions) and USDA; and update this list monthly. Deliverables for Task 2: Within one (1) week of contract start-date, be prepared to support booths, displays, meetings, workshops, conferences, and seminars. Thereafter, activities shall be initiated upon receipt of technical direction. For the current and, if applicable, option year: update a list of ag-related meetings including those of the major ag trade organizations, EPA (including PREP, PIRT and CAFO training sessions), and USDA. Provide a hard copy and an electronic copy of the list monthly, if updates are made in the preceding month. Task 3: Support for Communications and Outreach Strategies and Activities. The Contractor shall provide technical support to develop, maintain, and implement communication and outreach strategies; and other related compliance assistance information, activities, and packages to address needs identified by EPA and maintain communications with the agricultural community, including: 1) developing, maintaining, and implementing communication strategies for the Ag Center and Agriculture Division; 2) revising the strategies to improve effectiveness; 3) updating and maintaining communications lists and databases; 4) updating the Ag Center=s existing Reach Analysis: identifying the Ag Center's primary and ultimate audience; and 5) updating the Ag Center's internal communications and activities lists. For planning purposes: the Contractor shall assume monthly updates to the communications list and database; monthly updates to the internal communication and activity lists; quarterly updates to the Reach Analysis; and routine updates regarding the Ag Center to at least five (5) newsletters or publications. As implementation of the Strategies progresses, the Contractor shall: 1) measure the success of the Ag Center's communications strategies; and 2) measure the success of the Ag Division's communications strategies. If indicated, communication strategies for the Ag Center and/or Ag Division shall be revised to improve effectiveness. Deliverables for Task 3: Within one (1) week of start date of contract, support development of compliance assistance packages, and outreach communications/notices. Within two (2) weeks of award, update the Ag Center's internal communications and activities lists. Provide a hard copy and an electronic copy monthly, if updates are made during the preceding month. Within one (1) month of award, begin to update and maintain the Ag Center's external communications list and database and provide a hard copy and electronic copy to EPA. Thereafter, update upon receipt of technical direction and provide reports within five (5) work days of update completion. Within two (2) months of award, update the Ag Center's existing Reach Analysis: identifying the Ag Center's primary and ultimate audience, and provide a hard copy and electronic copy to EPA. Upon receipt of technical direction, develop/update communication strategies for the Ag Center or Ag Division to maintain communications with the agricultural community. As implementation of the strategies progresses, upon receipt of technical direction, the Contractor shall measure the success of the Ag Center's or Ag Division's communications strategy. If indicated, based on measurement results: revise strategies to improve effectiveness within five (5) business days. Support development of compliance assistance or outreach materials. Task 4: Support for Compliance Assistance, Measurement and Results Reporting. The Contractor shall develop, analyze, and evaluate outreach strategies and activities, including: 1) providing support for developing and implementing a strategy to increase awareness of the Center; 2) development of mid-year and end-of-year reports, and quarterly reports as needed, characterizing and summarizing the Ag Center's activities for the current fiscal year; 3) support of Ag Center measurement activities, including phone or written surveys (all in accordance with applicable laws and policies), and development of a measurement report for gauging the progress and success of the Center; 4) preparation of draft responses to requests for documents and other materials (for planning purposes: estimate 75 requests to the Ag Center for 250 outreach folders); and 5) providing support for the Ag Center's existing measurement systems including: modifying and enhancing the systems/databases; conducting quality assurance activities; entering data into the measurement systems/databases; and developing and generating reports from the data (estimate generating information on 700 telephone calls annually; 300 distributions of publications; and quarterly measurement reports). Deliverables for Task 4: Within four (4) weeks of award, develop and begin to implement a strategy to increase awareness of the Center. Update, expand, and implement a measurement strategy for measuring the progress and success of the Center. Support the Ag Center's existing measurement systems, including: modifying and enhancing the systems/databases; conducting quality assurance activities; entering data into the Ag Center's, and other Agency, databases, tracking systems, and measurement systems; and developing and generating reports from the data. Develop, as appropriate, mid-year and end-of-year reports: characterizing and summarizing the Ag Center's activities for the current fiscal year, and past fiscal years. Any quarterly, mid-year, or end-of-year reports needed, will be due within one (1) week of the request. Respond to requests for documents, materials, and other information within three (3) days of the requests for documents and other materials. Provide Ag Center materials to all PREP, PIRT, CAFO and other ag-related case development, permit writers, and Inspectors Training courses. Support the Ag Center's measurement activities. Within four (4) weeks of award, develop a measurement report for measuring the progress and success of the Center in accordance with the Ag Center's Measurement Plan. Task 5: Quick Response Support. During the course of the contract, there are many activities that may arise that are time sensitive and may require a quick response time. Such activities may include: a need arising from the Agricultural Issues Forum conference call; development of a fact sheet, brochure, or other type of communication or outreach material, identified as a high priority; a need identified through the communication strategy; or a health, safety, or other type of issue, that might need immediate communication to, or input from, the agricultural community. In addition - as EPA undertakes to develop, revise or implement policies, compliance strategies, regulations, interpretations of existing regulations, functions of the Agriculture Center, etc. - the contractor shall provide support for any activities identified - directly or indirectly - during the development or implementation of communications strategies, compliance assistance support, or infrastructure development. For planning purposes: estimate fifteen (15) quick response activities, of fifteen (15) hours each. Deliverables for Task 5: Respond to Quick Response requests as indicated in the Quick Response Task. All deliverables must include one (1) paper copy. The contractor shall also provide EPA complete electronic files of all materials. The contractor shall submit monthly progress reports to EPA in accordance with the requirements of the contract to summarize work completed and projected, current and cumulative expenditures, and professional hours worked. The contractor shall transfer to the EPA all manuals, documents, and data on computer CDs that are compatible with EPA's systems. EVALUATION FACTORS. The Government intends to award an Order resulting from this solicitation to the responsible small business whose offer, conforming to the solicitation provisions, will be the most advantageous to the Government, cost and other factors considered. For this RFQ, all evaluation factors, other than cost or price, when combined, are significantly more important than cost or price. The following factors shall be used to evaluate offers: I. Technical Experience/Expertise/Approach. Offerors shall demonstrate: 1) Ability to manage a publications inventory and clearinghouse of 200-plus documents. The Ag Center's inventory is maintained on-site. 2) Ability to manage databases and produce measurement and tracking reports. 3) Ability to develop, maintain, and implement effective communication strategies. 4) Experience in arranging booths and displays. 5) Experience with agricultural issues. 6) Experience in developing and/or editing outreach, communication, and training materials for the agricultural community. 7) Experience with development and continued use of measurement tools for outreach and communication activities. II. Past Performance: Offerors shall submit a list of at least three past performance scenarios that are relevant to the requirement described herein. The following information shall be provided with respect to these contracts: contract number and a brief description; and the name, address and phone number of all applicable contract points of contact. Offerors should not provide general information on their performance on the identified contracts and subcontracts. General performance information will be obtained from the references. Offerors may provide information on problems encountered and corrective actions taken on the identified contracts and subcontracts. Each offeror may describe any quality awards or certifications that indicate the offeror possesses a high-quality process for delivering the services required. Such awards or certifications include, for example, the Malcolm Baldrige Quality Award, other Government quality awards, and private sector awards or certifications. Any information collected concerning an offeror's past performance will be maintained in the official contract file. In accordance with FAR 15.305 (a) (2) (iv), offerors with no relevant past performance history, or for whom information on past performance is not available, will be evaluated neither favorably nor unfavorably on past performance. III. Personnel Qualifications: offerors shall submit resumes for each proposed participant that includes previous relevant experience and overall qualifications for effectively meeting the requirements of the Statement of Work (SOW). IV. Cost/Price. The Government's estimated level of effort for this requirement is 1,621 hours for the base (first) year. The following FAR provisions and clauses apply to this acquisition: 52.212-1, 52.212-2, 52.212-3, 52.212-4, 52.212-5, 52.219-6, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, and 52.225-13, 52.232-33. These provisions may be viewed electronically at www.arnet.gov. Potential offerors are reminded that award can only be made to a Contractor registered in the Central Contractor Registration (CCR) database. QUOTE SUBMISSION INSTRUCTIONS. The Offeror shall prepare a succinct project plan which demonstrates an understanding of the Statement of Work (no more than 15 pages, not including resumes). Submissions shall be sent electronically to Michael Gilham, Contract Specialist, at gilham.michael@epa.gov. Offers that omit required items or information, or that reject the terms and conditions of the solicitation; may be excluded from consideration. Quotes must be received by 4:00 PM EDT on Thursday, May 26, 2006.
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