SOLICITATION NOTICE
R -- COURIER SERVICE - INDIANAPOLIS, IN
- Notice Date
- 4/24/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 492110
— Couriers and Express Delivery Services
- Contracting Office
- Department of the Treasury, Internal Revenue Service (IRS), Field Operations Branch Southeast (OS:A:P:B:S), 2888 Woodcock Boulevard, Suite 300, (Stop 80-N), Atlanta, Georgia, 30341
- ZIP Code
- 30341
- Solicitation Number
- D9D937MAI07
- Point of Contact
- Sheila Balkaran, Phone: 404 338-9226
- E-Mail Address
-
sheila.balkaran@irs.gov
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. Quotes are being requested and a written solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-05. This is a small business set aside. The NAICS code is 492110 and the small business standards in number of employees is 1,500 SPECIFICATIONS / STATEMENT OF WORK 1. GENERAL OVERVIEW 1.1. The Internal Revenue Service (IRS) is in need of courier services for scheduled pick-up and delivery of mail containing tax related correspondence at multiple locations in the Indianapolis, IN area. The Internal Revenue Service (“IRS”) is seeking firm-fixed open market price quotes for Daily Scheduled Non-Armored Courier Service (“Service.”) 1.2. IRS requires professional and reliable Service for the IRS offices located in the Indianapolis, IN area (“Locations”). IRS will issue a Purchase Order to one responsive and responsible offeror (“Contractor”). Contractor or Courier(s) shall also refer to all employees or contracted employees of successful offeror. 1.3. A midsize car is currently being used to provide this service. 1.4. This Contract, if awarded, will be administered by the IRS Procurement Office and technical oversight will be provided by the Point of Contact (POC) and/or designee. The POC for this Contract will be given upon award to the successful offeror. 1.5. The anticipated Periods of Performance (POP) are as follows: Base Year: 05/01//2009 thru 09/30/2009 Option I: 10/01/2009 thru 09/30/2010 Option II: 10/01/2010 thru 09/30/2011 2. SCOPE OF WORK 2.1 Contractor will pick-up mail from Post Office (P.O.) boxes and deliver to multiple IRS addresses as described below. The P.O. Box numbers will be provided to the Contractor by the IRS at time of contract award. From: United States Post Office, 456 N. Meridian Street, Indianapolis, IN 46204 To: Internal Revenue Service Offices located in Indianapolis, IN 575 N. Pennsylvania Avenue (Headquarters-Minton-Capehart Federal Building), Indianapolis, IN 46204 3849 N. Richard Street (Call Site), Indianapolis, IN 46226 7525 E. 39th Street, Indianapolis, IN 46226. Contractor will be responsible for mail pick-up consisting of approximately 10 baskets, 5 priority bags and several boxes per day. Mondays and the day after a holiday could double. Ordinarily, individual mailings may not weigh more than 6 pounds. 1ST TRIP: The contractor shall collect regular mail from the Post Office boxes to the Mailroom - Room 527 at 575 N. Pennsylvania Avenue no later than 8:30 a.m. Then, pick up mail from 575 N. Pennsylvania Avenue and deliver it to stops at 3849 Richard Street (Call Site) mailroom and across parking lot to 7525 E. 39th mailroom no later than 10:00 a.m. The contractor then returns with mail from these 2 locations (3849 Richard Street and 7525 E. 39th ) back to 575 N. Pennsylvania Avenue mailroom. The four (4) stops are considered to be one round trip. 2ND TRIP: Pick up Registered/Certified and regular mail from 3849 Richard Street between 1:30 PM -2:00 PM. Proceed to pick up Registered/Certified mail from 575 N. Pennsylvania Avenue between 2:00 p.m. – 3:00 p.m. (mail will not be ready for pickup before that time of the day) and deliver to Post Office to be processed by U.S. Postal Service for Certified Delivery to taxpayers. Stamped receipts will be returned along with the delivery of regular mail the following morning to Pennsylvania Avenue Mailroom 527. This is considered one trip. The Contractor will be required to complete a weekly Courier Service Work log provided by the POC at the beginning of each work week. This log must be completed on a daily basis and the original will be submitted to the POC each Friday at the end of the work day. TAKE EXTREME CARE WHILE HANDLING MAIL TO AVOID SPILLAGE OR SHIFTING DURING TRANSPORT. The federal holidays observed by federal employees are as follows: New Year's Day; Martin Luther King, JR's Birthday (observed); President's Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veteran's Day; Thanksgiving Day; Christmas Day. Anticipated No. of Service days per month are as follows: Jan 20 Feb 19 Mar 21 Apr 22 May 21 Jun 21 Jul 22 Aug 21 Sep 21 Oct 22 Nov 18 Dec 22 TOTAL 250 2.2. Security Check: Entrance and/or exit to/from the Center may require a security-guard check. Couriers are responsible for factoring sufficient time to allow such check(s) to ensure that the schedule timeframe is met. 2.3. Signature Requirement: Courier may be required to sign for the shipment to be taken from the Center. More details of this requirement will be coordinated by the IRS POC. 2.4. Late Pick-Up or Delivery: Courier shall notify the IRS Point of Contact or designee at the Locations by telephone and/or e-mail when a pick-up or delivery will be late due to unforeseen events, such as vehicle breakdown, accident or traffic. The notification must state the cause of delay and delivery status. 3. CONTRACTOR RESPONSIBILITIES 3.1. The Contractor shall furnish all labor, materials, supplies, and equipment necessary for the operation of Service. The Contractor shall provide vehicle(s) (cars/vans) that must satisfy the following specified conditions: (i) Vehicles must be maintained to ensure they are in good working condition (free from mechanical defects), water tight, and have a clean and professional appearance. (ii) Vehicles must be state registered and meet the minimum safety and inspection standards. (iii) Vehicles must be steel framed and doors must be able to lock both from the inside and the outside. (iv) The area of the vehicle in which the packages and/or containers are placed should be a locked area, clean, debris free, and without containers, tarps, or other items. The Contracting Officer or designated representative may reject any equipment that does not meet these conditions. IRS security personnel will have the option to check the Contractor’s vehicles upon entries onto IRS property. 3.2. Contractor is required to (i)be licensed and bonded; (ii)(ii) provide proof of insurance with the following minimum coverage: (a) Workman's Compensation and Employees Liability Insurance - as specified by applicable statute, but not less than $100,000; (b) General Liability Insurance - Bodily Injury Liability - $500,000 per occurrence; (c) Automobile Liability Insurance - $200,000 per person, $500,000 per occurrence bodily injury, $20,000 per occurrence property damage. The Certificate of Insurance shall provide for at least thirty days written notice to the Contracting Officer by the insurance company prior to cancellation or material change in policy coverage. (A copy of this coverage must be provided to the Contract Specialist within ten (10) days upon receipt of Award / Purchase Order); and (iii)ensure all authorized couriers allowed to enter government property satisfy requirements for Basic Background Investigation including being fingerprinted. The contractor’s employees (drivers, supervisors, laborers, etc.) will be required to complete all appropriate IRS provided paperwork, forms, and/or fingerprinting necessary to process a National Background Investigation Check (NBIC) due to the nature of the sensitive tax data to be transported. Integrity letters for all employees/laborers may also be required from the successful contractor on company letter head (template will be provided by IRS). Any employee whose investigation is unsatisfactory will not be permitted to work on the sites indicated under this statement of work. Background Investigation packages will be provided to the successful contractor by the Point of Contact after award of the order. 3.3. All couriers performing the Service will be required to wear a printed laminated identification card or badge containing the following: (i) Courier’s typed name (ii) Courier’s title (iii) Courier’s signature (iv) Courier’s photo (v) Company name This identification card or badge is to be displayed on the courier(s) at all times when picking up and transporting the IRS mail. 3.4. The Contractor shall provide professional, reliable, trained, and experienced Couriers, including an employee who has supervisory authority and responsibility to ensure safe handling of mail and provide on-time delivery. All documents shall be protected from elements of nature such as rain, wind, etc. that may cause documents to be lost or damaged. 3.5. Contractor must ensure that all couriers providing Service be: (i) a U.S. citizen or have lawful permanent resident status, and (ii) fluent in the English language. 3.6 Contractor may be required to provide the IRS POC or Procurement Office within five (5) days of receiving Award / Purchase Order with: (i) A signed authorized courier list on company’s letterhead containing the following information for all authorized couriers providing Service: (a) Courier’s typed name (b) Courier’s title (c) Courier’s signature Contractor must provide the IRS a revised list within 24 hours, either by fax or personal delivery, whenever there is an addition or deletion to the personnel approved to transport the IRS mail. (ii) Courier must provide two contact names (primary and alternate) with telephone numbers and pager/cell numbers where the contacts can be reached. 3.7. The Contractor shall provide professional customer service (i.e. being able to address concerns, issues, and other administrative functions in a timely and professional manner). The Contractor shall arrange for satisfactory supervision of all contract work, including strict adherence to all Disclosure of Information provisions. Contractor and all contractor employees will be escorted by an appointed IRS employee when given limited inside access to the building (i.e., use of restrooms). The POC shall be able to contact the Contractor or project manager at any time, when contract work is in progress, to provide notices, reports, or requests from the Contracting Officer or his/her representative. It is policy that Government direction or supervision of Contractor employees, directly or indirectly, shall not be exercised. 3.8. The work shall be carried out in such a manner that there will be no interference with the proper execution of Government business. All persons employed in contract work shall, while on the premises, comply with all building regulations. IRS supports a smoke free work environment. CONTRACTOR'S EMPLOYEES ARE FORBIDDEN TO SMOKE ON IRS PROPERTY WHILE PERFORMING THE SERVICES UNDER THIS CONTRACT. 4. IRS RESPONSIBILITIES 4.1. IRS shall provide accurate and complete addresses and contact information. IRS shall notify Contractor accordingly if there are changes to the Locations’ information. 4.2. IRS shall provide access to the Locations. 4.3. If there is a significant increase in the average daily pick-up amount at the Locations that will not allow Courier to use his/her usual pick-up vehicle, IRS shall make every efforts practicable to notify Contractor prior to scheduled pick-up time of the increase to allow Contractor to make the necessary arrangements. 4.4 If necessary, the government shall provide the successful contractor access to the site for purpose of evaluating environment, operational procedures and safety requirements prior to start date. The contractor will be provided a contact name and telephone number to arrange for a site visit. 5. SPECIAL PROVISIONS 5.1. Service Contract Act of 1965, As Amended: See Attachment B 5.2. PROVISIONS/CLAUSES The following Provisions and Clauses are applicable to this acquisition: • The provisions at 52.212-1, Instructions to Offerors -- Commercial, 52.212-3, Offeror Representations and Certifications -- Commercial Items, apply to this acquisition. Quoters are advised to include, as specified in Section 7, Preparation and Submission of Quotes, paragraph 3, a completed copy of the provision at 52.212-3 with its offer. • The clauses at 52.212-4, Contract Terms and Conditions -- Commercial Items, and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items • The following addenda to FAR 52.212-4: 52.204-7, Central Contractor Registration • The following additional FAR clauses cited in 52.212-5: 52.219-6, Notice of Total Small Business Set-Aside; 52.219-28, Post Award Small Business Program Representation; 52.222-3, Convict Labor; 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-50, Combating Trafficking in Persons; 52.225-13, Restrictions of Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer; 52.222-41, Service Contract Act; 52.222-42, Statement of Equivalent Rates for Federal Hires • 52.224-1, Privacy Act Notification; 52.224-2, Privacy Act; 1052.224-9000A, Disclosure of Information-Safeguards; 1052.224-9000D, Disclosure of “Official Use Only” Information Safeguards; 1052.2249001A, Disclosure of Information—Criminal/Civil Sanctions; 1052.224-9001B, Disclosure of Information—Official Use Only; 1052.224-9002, Disclosure of Information--Inspection • 52.228-5, Insurance – Work on a Government Installation • 52.217-5, Evaluation of Options; 52.217-8, Option to Extend Service; 52.217-9, Option to Extend the Term of the Contract. 6. PREPARATION AND SUBMISSION OF QUOTES: To submit a valid quote to be considered for this award/order, please submit the following completed information: (1) Completed Price Quotation Sheet – Attachment A (2) Representations and Certifications: Quoters must either a) complete the Representations and Certifications (Reps and Certs) electronically via the Online Representations and Certifications Application (ORCA) at www.ccr.gov or b) submit a completed copy of the Reps and Certs under FAR provision 52.212-3, Offeror Representations and Certifications. Full text of the provision may be accessed at www.arnet.gov/far/ (3) Three (3) references for same or similar services. References shall include contact name, title, telephone #, organization, description of service, and period of performance. Deadline for submission of the above required documentation is April 28, 2009 by 10:00 AM (Eastern Standard Time). Responses can be faxed to (404) 338-9231, Attn: Sheila Balkaran, emailed to Sheila.Balkaran@irs.gov, or mail to: Internal Revenue Service ATTN: Sheila Balkaran Office of Business Operations Field Operations Branch (OS:A:P:B:S:A) 2888 Woodcock Blvd., Ste 300 Atlanta, GA 30341 7. QUOTE EVALUATION 7.1. IRS intends to award this Contract to the responsive and responsible offeror that offers the best value to the government. 7.2. Factors to be considered in evaluating the quotes shall include, but not necessarily limited to, the following: a. Price b. Years of experience within the field of service (no less than 3 years in field of service is required) c. Past performance (3 references required) 8. INFORMATION CONCERNING RFQ Any questions concerning this Request for Quotation should be directed, in writing, to Sheila Balkaran, Contract Specialist, via e-mail: Sheila.Balkaran@irs.gov or fax: 404-338-9233. Deadline for submission of questions is April 28, 2009 by 9:00 AM (Eastern Standard Time). ANTICIPATED AWARD DATE: The anticipated award date is April 30, 2009 Point of Contact: Sheila Balkaran, Contract Specialist, Phone 404-338-9226, Fax 404-338-9231, Email Sheila.Balkaran@irs.gov Attachment A IRS PRICE QUOTATION SHEET Reference # D9D937MAI07 PLEASE COMPLETE THE INFORMATION LISTED BELOW AND THE ATTACHED QUOTATION SHEET AND RETURN TO THE BUYER NAMED AT THE END OF THIS INFORMATION SHEET. YOUR QUOTATION MUST BE RECEIVED BY April 28, 2009 no later than 10:00 AM. IRS reserves the right to extend this date as deemed necessary. NOTE: This acquisition is reserved for small businesses. The NAICS code is: 492110 and the small business standards in number of employees is 1,500 Open Market? YES_X_ NO____ GSA Contract Number/Other Contract (if applicable): N/A Expiration Date: N/A Business size as listed on GSA Schedule (if different from listed below): N/A Shipping Charges (indicate amount if applicable, otherwise put "N/A"): N/A Payment Terms: Net/10____Net/20____Net/30__X__ Is your company a corporation? Yes____ No____ Is your company a partnership, sole proprietorship, individual estate, trust or joint venture? Yes____ No____.If yes, which one of the above? _____________ Business Size: _______Large ________Small Check all that apply: ____ Small Disadvantaged ____ 8(a) ____ Small Woman-Owned ____ Small Veteran-Owned ____ Small Service-Disabled Veteran Owned ____ HUBZone Small Company “Remit to” Name: _____________________________________________ Vendor's Mailing Address Vendor's Remit Address: ________________________ _________________________ ________________________ _________________________ ________________________ _________________________ Phone: __________________ Phone: ___________________ Fax: ____________________ Fax: _____________________ Representative's E-Mail Address: ____________________________ Registered in the Central Contractor's Registration (CCR) database? Yes____ No____ Note: The Government can only do business with a company who has registered in CCR. If you are not registered, please go to the following website for registration: www.ccr.gov. You must have a DUNS number in order to register on the database. DUNS Number: ______________ Federal Tax Identification No.: ______________ IRS PRICE QUOTATION SHEET (continued…page 2) Name & Title of Quoter/Authorized Representative: _____________________________________________________ Print Name & Title _____________________________________________________ Signature of Quoter & Date BUYER NAME: SHEILA BALKARAN, CONTRACT SPECIALIST PHONE NUMBER: (404) 338-9226 FAX NUMBER: (404) 338-9231 Price Quote Information Fill In: (A) No. of years Contractor has been providing Service: __________ (B) No. of Couriers available: ___________ PERIODS OF PERFORMANCE AND RATES Base Year: 05/01/2009 thru 09/30/2009 $____________ per month Option Year I: 10/01/2009 thru 09/30/2010 $_____________ per month Option Year II: 10/01/2010 thru 09/30/2011 $_____________ per month Note: Contractor may be asked to provide price reasonableness documentation. Quoted prices are based on (check all that applies): ____ Catalog Price _____ Price List _____ Other (specify) Attachment B WAGE DETERMINATION NO: 2005-2193 REV (06), dated 06/16/2008 Click on the following link or copy and paste link in browser for Wage Determination: http://www.wdol.gov/wdol/scafiles/std/05-2193.txt
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