SOLICITATION NOTICE
R -- Lockbox Services
- Notice Date
- 11/9/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 523110
— Investment Banking and Securities Dealing
- Contracting Office
- Pension Benefit Guaranty Corporation, Chief Management Officer, Procurement Department, Suite 1090, 1200 K Street, N.W., Washington, District of Columbia, 20005-4026
- ZIP Code
- 20005-4026
- Solicitation Number
- PBGCRQ-22-12-000016
- Archive Date
- 11/29/2011
- Point of Contact
- James R. Payton, Phone: 20232641603093
- E-Mail Address
-
payton.james@pbgc.gov
(payton.james@pbgc.gov)
- Small Business Set-Aside
- N/A
- Description
- REQUEST FOR QUOTATION Lock Box Services 1. RFQ ISSUE DATE: November 9, 2011 2. ISSUED BY: Pension Benefit Guaranty Corporation Procurement Department, 1200 K Street NW Suite 1090 Washington DC 20005- 4026 3. FOR INFORMATION CONTACT NAME: James Payton Contract Specialist E-MAIL Payton.James@pbgc.gov 4. QUESTIONS: Any questions regarding this RFQ shall be submitted toPayton.James@pbgc.gov. No information concerning this solicitation will be provided in response to telephone calls. All requests must be in writing, via email only. Written inquiries will be answered and provided to all vendors via an amendment to this RFQ. 5. PROPOSAL DUE DATE/TIME: November 14, 2011, 9:00 AM EST to the Contract Specialist. 6. SUBMISSION OF QUOTATIONS: Submit One (1) copy of the technical and price proposal no later than the specified time listed in paragraph 5 above. Quotations will be submitted directly. 7. ADDITIONAL INFORMATION: The contractor is urged to examine this solicitation in its entirety and to ensure that its quotation contains all necessary information. 8. LIST OF ATTACHMENTS A. Statement of Work (SOW) B. Evaluation Factors for Award C. Provisions and Clauses D. Pricing Schedule Attachment A STATEMENT OF WORK 1 Introduction The Pension Benefit Guaranty Corporation (PBGC) protects the retirement incomes of 44.4 million American workers in 31,200 defined benefit pension plans. A defined benefit plan provides a specified monthly benefit at retirement, often based on a combination of salary and years of service. PBGC was created by the Employee Retirement Income Security Act (ERISA) of 1974 to encourage the continuation and maintenance of ongoing defined benefit pension plans, provide timely and uninterrupted payment of pension benefits for terminated plans, and keep pension insurance premiums at a minimum. PBGC is not funded by general tax revenues, but collects insurance premiums from employers that sponsor insured pension plans, earns money from investments and receives funds from pension plans it takes over. 2 Scope of Work The contractor shall provide Lockbox services to PBGC for the Missing Participants Program. The services must be mutually agreed upon in accordance with the contract. These services should include, but not be limited to the following information and documentation: GENERAL  Standard Terminated Plans Administrators sends the funds to the Missing Participants Lockbox. The Funds are deposited to the Missing Participants Account and the copies of the checks with supporting form "Payment Voucher" are sent to Financial Operations Department/Controller Operations Division/ Investment Accounting Branch on a weekly basis for review and reconciliation.  Each Friday, the Bank will "Sweep" the account and wire transfer the funds that have "Cleared" to State Street Bank (SSB) for deposits in PBGC's holding account (Fund 3801) for commingled assets.  The wire transfer will indicate that the funds are for the Missing Participants Program, case number 999996. State Street will send confirmation of the wire received to PBGC on a daily basis. 3 Services Requirement The contractor shall mail all copies of the checks and the Payment Voucher to PBGC at the end of each week (Friday) to be received by PBGC on the following Monday. The contractor will use commercially reasonable efforts to respond to requests within three business days of the request for such requests that reasonably can be responded to within such time frame or as otherwise agreed by PBGC and contractor. 4 Equipment & Facilities Other than directed by the PBGC and in accordance with the Statement of work's Description of work, the contractor will use their equipment and facilities to perform the services under the contract. 5 Protections of Privacy Standards All data transmitted electronically between the contractor and PBGC must be password protected, encrypted, or zipped to meet the Protection of Privacy Standards OMB-M-06-16. 6 Reporting The contractor shall submit a monthly invoice describing all activities, which include but are not limited to: • Monthly Bank Statement for all Missing Participants Lockbox deposits and wires. • Monthly Account Analysis of the Missing Participants account. Monthly invoice for the lockbox services are received by the 15th each month. 7. Period of Performance November 24, 2011-November 23, 2012. Attachment B EVALUATION FACTORS FOR AWARD. EVALUATION FACTORS FOR AWARD. Award will be based on the following evaluation factors listed in descending order of importance-with the most important criterion being listed first a. Price. Price will be evaluated to determine whether it is reasonable and if it reflects the offeror's understanding of the work b. Technical Capability. Ability of the contractor to provide the services outlined in the SOW. c. Ability to make timely delivery Attachment C Provisions and Clauses Provisions and clauses applicable to this acquisition are as follows: PBGC-03-001 Confidentiality of Information (Oct 2004) (a) To the extent that the work under this contract requires that the Contractor be given access to confidential or proprietary business, technical, or financial information belonging to the Government or private companies, the Contractor shall, after receipt thereof, treat such information as confidential and agree not to appropriate such information to its own use or to disclose such information to third parties unless specifically authorized by the Contracting Officer in writing. The foregoing obligations, however, shall not apply to: (1) Information which, at the time of receipt by the Contractor, is in the public domain; (2) Information which is published after receipt thereof by the Contractor or otherwise becomes part of the public domain through no fault of the Contractor; (3) Information which the Contractor can demonstrate was already in his possession at the time of receipt from PBGC and was not acquired directly or indirectly from the Government or other companies; (4) Information which the Contractor can demonstrate was received by it from a third party who did not require the Contractor to hold it in confidence. (b) The Contractor shall obtain the written agreement, in a form satisfactory to the Contracting Officer or his designee, of each employee permitted access to confidential information, whereby the employee agrees that he will not discuss, divulge or disclose any such information or data to any person or entity except on a need-to-know basis to those persons within the Contractor's organization directly concerned with the performance of the contract. (c) The Contractor agrees, if requested by the Government, to sign an agreement identical, in all material respects, to the provisions of this clause, with each company supplying information to the Contractor under this contract, and to supply a copy of such agreement to the Contracting Officer. From time to time upon request of the Contracting Officer, the Contractor shall supply the Government with reports itemizing information received as confidential or proprietary and setting forth the company or companies from which the Contractor received such information. (d) The Contractor agrees that upon request by PBGC it will execute a PBGC-approved agreement with any party whose proprietary data it is given access to or is furnished, restricting use and disclosure of the data. Upon request by PBGC, such an agreement shall also be signed by Contractor personnel. (e) This clause shall flow down to all subcontracts. PBGC-03-003 Suitability Determination Requirements (JAN 2010) The Pension Benefit Guaranty Corporation will investigate and adjudicate the suitability of contractors for employment or continued employment. PBGC will employ and/or retain only those persons found suitable for employment. (1) The Contractor employees governed by this contract may need to access sensitive information. PBGC reserves the right to determine suitability for contractor personnel at the project site and deny access to any sensitive information or project specific area to any personnel for any cause. (2) The Contractor shall notify the Contracting Officer in writing providing the name and the nationality of non-U.S. citizens who are legal residents, providing a copy of their VISA (work permit) or an alien who has been lawfully admitted for permanent residence as evidenced by Alien Registration Receipt Card Form I-151, or who presents other evidence from the U.S. Citizenship and Immigration Services that employment will not affect his/her immigration status. PBGC reserves the right to refuse any foreign national participation on this contract and to refuse them permission to enter PBGC premises. (3) The Contracting Officer or the Contracting Officer's Technical Representative (COTR) will provide the appropriate background investigation forms to the contractor and give the contractor instructions for completing the background investigation process. These responsibilities may be delegated to the Contract Manager or the Contract Security Representative with the understanding that the COTR holds ultimate responsibility. Completed background investigation forms shall be submitted within two (2) weeks from the Entrance on Duty date to: Pension Benefit Guaranty Corporation PBGC Security Officer Facilities and Services Department 1200 K Street, NW, Mail Stop: FASD Washington, DC 20005-4026 (4) PBGC will exercise full and complete control over granting, denying, withholding, or terminating clearances for employees. The PBGC may, as it deems appropriate, authorize and grant temporary clearance to employees of the contractor. However, the granting of a temporary clearance to any such employee shall not be considered as assurance that full clearance will follow as a result or condition thereof and the granting of either a temporary or full clearance shall in no way prevent, preclude or bar the withdrawal or termination of any such clearance by the PBGC. (5) If the adjudication is unfavorable on a contract employee, or if PBGC finds a contractor to be unsuitable or unfit for his or her assigned duties, the Personnel Security Officer will contact the Contractor to effect the immediate removal of the contract employee from the PBGC contract and premises. (6) PBGC may waive suitability determinations for contractor personnel who have had recent background investigations at the appropriate suitability determination risk level established by either the COTR or the Personnel Security Officer. PBGC will inform the contractors where such is the case. The Contractor will be provided a copy of the PBGC Directive PM 05-, "Personnel Security and Suitability Program" and PBGC Directive PM 05-1, "PBGC Entrance on Duty and Separation Procedures for Federal and Contract Employees" and facilitate the Suitability Determination process. Failure to comply with PM 05-1 may result in: (a) corrective action, up to and including contract termination for continued non-compliance after counseling, or (b) documented non-compliance on the contractors past performance evaluation. (End of Clause) PBGC-04-005 PROTECTION OF PERSONALLY IDENTIFIABLE INFORMATION (PII) (JAN 2011) a) To the extent that the work under this contract requires the Contractor be given access to personally identifiable information about an individual gathered and/or maintained by the Government or the Contractor (hereinafter referred to as PII), the Contractor shall after receipt thereof, treat such PII as confidential and safeguard such information from unauthorized use and disclosure. (b) The Contractor agrees to allow access only to those employees who need the PII to perform services under this contract and agrees that PII will be used solely for the purpose of performing services under this contract. The Contractor shall ensure that its employees will not discuss, divulge or disclose any such PII to any person or entity except those persons within the Contractors organization directly concerned with the performance of the contract. (c) The Contractor shall administer a monitoring process to ensure compliance with the provisions of this clause, promptly report any breaches to the Contracting Officers Technical Representative (COTR), and implement immediate, appropriate corrective actions to contain and prevent recurrence. (d) The Contractor shall report to the COTR immediately upon discovery of a real or suspected loss of PII. Protected PII is an individual's first name or first initial and last name in combination with any one or more of the following data elements including, but not limited to, social security number, passport number, credit card numbers, clearances, bank numbers, biometrics, date and place of birth, mother's maiden name, criminal, medical and financial records, educational transcripts, pension and participant plan, etc. (e) The Contractor and employees shall adhere to PBGC Orders relating to the protection of sensitive and personally identifiable information including: 1. IM 10-2 Safeguarding Tax Return Information, http://www.pbgc.gov/docs/IM_10_2.pdf 2. IM 10-3 Protecting Sensitive Information, http://www.pbgc.gov/docs/IM_10_3.pdf 3. IM 15-1 PBGC Records Management Programs, http://www.pbgc.gov/docs/IM_15_1.pdf 4. IM 05-9 Privacy Program, http://www.pbgc.gov/docs/IM_05_9.pdf (Note: If unable to access these orders, the Contracting Officer will provide copies upon request.) (f)The Government may terminate this contract for default or cause if the Contractor or an employee of the Contractor fails to comply with the provisions of this clause. The Government may also exercise any other rights and remedies provided by law or this contract, including criminal and civil penalties. In addition, the Contracting Officer or COTR may direct the Contractor to remove from performance of the contract, any Contractor or subcontractor personnel who have improperly disclosed PII. (g) The Contractor shall include this clause in all subcontracts. However, such provision in the subcontracts shall not relieve Contractor of its obligation to assure compliance with the provisions of this clause. (End of Clause) PBGC-09-001 Restriction Against Disclosure of Information (Oct 2004) (a) The Contractor agrees that it will take such measures as are necessary to restrict access to pension plan and participant records as well as any other information related to work pursuant to this contract (including, but not limited to, any information relating to legal, policy, program, operational or other issues, whether concerning existing, proposed or contemplated legislation, regulations, policy issuances or similar matters or otherwise) to those employees and/or subcontractors of the Contractor needing such information to perform the work required there under, i.e., on a "need-to-know" basis. This Clause does not apply to information which has been released to the public by PBGC or which is available to the public other than by the Contractor's breach of this Agreement. (b) The Contractor agrees to keep the restricted information in the strictest confidence. The Contractor also agrees not to publish, reproduce or otherwise divulge the Information in whole or in part, in any manner or form, nor to authorize or permit others to do so, taking such reasonable measures as are necessary to restrict access to the Information, to those employees and/or subcontractors needing such information to perform the work required under the contract, i.e., on a "need-to-know" basis. The obligation to maintain confidentiality continues after completion, termination, or expiration of this contract. The Information shall be made available only at the discretion of the PBGC and subject to the Freedom of Information Act (5 U.S.C. Sec. 552), as amended, The Privacy Act, (5 U.S.C. Sec. 552a), as amended, The Trade Secrets Act, (18 U.S.C. Sec. 1905, as amended), and any other applicable laws or regulations. Further, the Contractor shall notify the PBGC of the transfer to subcontractors of any information prior to any such transfer. Upon completion of the Contractor's obligations, the Contractor shall return or destroy all copies of restricted information, whether furnished by PBGC or created by the Contractor and any subcontractor. (c) The Contractor agrees to immediately notify the PBGC, in writing, in the event that the Contractor determines or has reason to suspect a breach of any part of this clause. (d) The Contractor agrees to immediately notify the PBGC in writing, of any request received from any individual who is not a party to this contract, for access to information related to this contract. Those requests will be directed to PBGC's Disclosure Officer for processing under the provision of the Freedom of Information Act. This paragraph does not apply to a request by an individual for access to information contained in records pertaining to that particular individual. However, if the individual wants copies of the actual records pertaining to him, he first must contact PBGC's Disclosure Officer. (e) The Contractor agrees that it will not knowingly violate any statutory or regulatory restrictions against the disclosure of government records, including 5 U.S.C. Sec. 552a, as amended, 5 U.S.C. Sec. 552, as amended, 18 U.S.C. Sec. 1905, as amended, and implementing regulations. The Contractor also agrees that it will take steps to ensure that any subcontractor will also adhere to these restrictions. (f) The Contractor and its employees and subcontractors are bound by Section (m) of the Privacy Act, 5 U.S.C. Sec. 552a (m) and as such are considered under the Act and for purposes of this contract to be employees of the agency. Accordingly, the Contractor and its employees are subject to the criminal penalties of the Privacy Act, 5 U.S.C. Sec.552a (i). (g) The Contractor will designate and identify an individual who shall be responsible for the notifications required under sections 2, 3 and 4 of this paragraph and who shall receive all appropriate responses from the Contracting Officer's Technical Representative (COTR) or from PBGC's Disclosure Officer. Attachment E PRICING SCHEDULE (FIRM FIXED PRICE) Contract Line Item Number (CLIN) Program Area/ Required Service(s) Total Price 0001 FFP Lock Box Services in accordance with the attached Statement of Work
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