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FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 17, 2013 FBO #4072
SOLICITATION NOTICE

25 -- US Border Patrol Auto Parts Concession Tucson/Yuma AZ - ATCH 1 CLAUSES & PROVISIONS

Notice Date

1/15/2013
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

336390 — Other Motor Vehicle Parts Manufacturing
 

Contracting Office

Department of Homeland Security, Customs and Border Protection, Procurement Directorate - DC, 1300 Pennsylvania Avenue, N.W., Room 1310 NP, Washington, District of Columbia, 20229, United States
 

ZIP Code

20229
 

Solicitation Number

HSBP1013R0026
 

Archive Date

9/30/2013
 

Point of Contact

TERESA L NECHVATAL, Phone: 5204072807
 

E-Mail Address

TERESA.NECHVATAL@DHS.GOV
(TERESA.NECHVATAL@DHS.GOV)
 

Small Business Set-Aside

N/A
 

Description

Atch 7 Comprehensive Procurement Guidelines - Automotive Atch 6 Evaluation Criteria Atch 5 Past Performance Information/Survey Atch 4 Parts Listing - Submit pricing information on this document Atch 3 QASP Atch 3 QASP Atch 2 PWS Clauses & Provisions for Auto Parts Concessions 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. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. BLANKET PURCHASE AGREEMENT - Auto Parts Supply Concession Solicitation action for commercial items prepared in accordance with Federal Acquisition Regulation (FAR) Part 12.303, as supplemented with additional information included in this notice. This solicitation is issued as a Request for Proposals (RFP). This is an unrestricted (full & open)request for proposal with a North American Industrial Classification Systems (NAICS) of 336399 - All Other Motor Vehicle Parts Manufacturing and shall remain open for responsible sources to respond. Contractors are required to identify their company's business size. The US Customs and Border Protection Agency intends to establish a single Blanket Purchase Agreement (BPA) to fulfill this requirement; however, the Government reserves the right to not award any BPA and does not guarantee any order placements. The resultant BPA award will be five (5) years in duration with an aggregate total Not-To-Exceed ceiling amount of $2.2 million. The fixed price per unit will be determined based on a breakdown of all costs and delivery to locations indicated. The Government anticipates award of a BPA within 150 days of receipt of proposals. The Government is obligated only to the extent of the authorized purchases made under the BPA. DESCRIPTION OF AGREEMENT - Supplier shall furnish auto parts in accordance with the Performance Work Statement (PWS), Attachment 2, and Quality Assurance Surveillance Plan (QASP), Attachment 3, during a five (5) year specified period to the Department of Homeland Security, US Customs and Border Protection Agency, Office of Border Patrol Headquarters, Tucson Sector (Tucson Sector OBP), at the locations as provided in Section IV below. Requirements shall be furnished if and when requested by the Contracting Officer or Contracting Officer's Representative (COR)acting within their scope of delegated procurement authority. SECTION I: Requirement Information Primary Requisitioning Office for this BPA: US Customs and Border Protection Agency US Border Patrol, Tucson Sector Headquarters 2430 South Swan Blvd Tucson AZ 85711 SECTION II: Purpose Product, Service, or Outcome Needed: Tucson Sector OBP and its organizational components seek to establish an on-site auto parts concession service for the vehicle maintenance program to increase the efficiency and performance of the fleet management and maintenance program. Currently, there is no automated method to connect the parts purchase for a vehicle thru SAP and the current Fleet Tool Program. Establishing an on-site auto parts concession utilizing the Vehicle Management Information System will allow the Sector Fleet Operations Branch to account and track the maintenance charges, labor and time for individual vehicles. In the spirit of the Federal Acquisition Streamlining Act, the US Customs and Border Protection intends to enter into a single award agreement to further reduce the administrative costs of acquiring auto parts. BPA's eliminate contracting and open market costs such as: the search for sources; the development of technical documents and solicitations; and the evaluation of bids and offers. Contractor Teaming Arrangements are permitted in accordance with the Federal Acquisition Regulation (FAR). This BPA will further decrease costs, reduce paperwork and save time by eliminating the need for repetitive, individual purchases from the Supplier. The end result is to create a purchasing mechanism for the Government that works better and costs less. SECTION III: Background The Tucson and Yuma Sectors OBP currently have garages at various locations in Southern Arizona. Through this BPA, both Tucson and Yuma Sectors OBP seek to acquire a full service in-house auto parts supply concession. This concession would supply a full range of auto parts supplies to support the sector's automotive parts requirements for the sector's Fleet vehicles. The concession would be fully staffed at operating locations throughout the sector, staffed by the vendor and have the capability to operate on a flexible schedule to accommodate the maintenance work flow. The concession must also have the ability to process all purchases utilizing credit cards that are in use by CBP and DHS. SECTION IV: Requirements Auto Supply Concessions Service for Sectors' Fleet Vehicles. The contractor shall provide the following minimum services for the concession: Orientation Briefing - In accordance with the attached Quality Assurance Surveillance Plan (QASP), Attachment 2. The contractor shall provide a full service in-house auto parts supply concession for the Tucson/Yuma Sector vehicle maintenance facilities, with remote internet access to our facilities in Ajo, Casa Grande, Douglas, Naco, Nogales, Sonoita, Willcox and Welton, AZ. The Sectors will provide the contractor with secure storage space and a location to establish the concession in the Tucson Sector Fleet Garage and Yuma Sector Fleet Garage. The contractor shall staff and operate the concession in accordance with the attached Performance Work Statement (PWS) (Attachment 1). The contractor shall supply on-hand inventory which meets the Sectors' maintenance requirements in accordance with the attached BPA Auto Parts Listing (Attachment 3)*. *BRAND NAME OR EQUAL brands to be proposed must specify the exact part numbers and manufacturer of automotive parts and accessories in order to be considered. Additional Categories: At any time and throughout the life of the BPA, at the request of either the Contractor or the Government, the Contractor may propose additional automotive parts, quantities and rates in addition to those in Attachment 4. These additional automotive parts, quantities, and rates will be negotiated on a case-by-case basis. The additional automotive parts, quantities and rates proposed, upon determination by the Government that they meet or exceed the exacting requirements for the performance of the work, can be incorporated by modification into the contract. Any additions to the price list will not result in an increase to the aggregate BPA ceiling. Deliverables: The vendor will be required to conform to the guidelines for ordering and stocking parts as outlined within the attached Comprehensive Procurement Guide (CPG, Attachment 7) for vehicular products. Parts or equipment which are not on-hand must be supplied the same business day before 2:30 P.M. if ordered before 10:00 A.M. that day. Parts ordered after 10:00 A.M. will be supplied on the next business day before 10:00 A.M. The vendor will provide replacements for defective or damaged parts. Any parts found to be defective, damaged or determined to be lost in transit will be replaced as soon as possible at the contractor's expense. The vendor will provide web access for the COR and CO regarding OBP account information. The contractor must have an online management system accessible via the internet that has at a minimum the following features: Order status Invoice information Parts (if any) back-ordered Ability to generate reports on demand The contractor shall provide weekly purchase activity reporting and should conform to financial procedures for DHS/CBP invoicing and payment procedures. Invoicing and payment procedures are found on page two of the contract document. Reporting: The Contractor shall provide a Monthly Sales Activity Report for all Tucson OBP organizational components within 15 calendar days after the end of the month, using the format provided in Attachment 1. Each Monthly Sales Activity Report shall provide the following information: (1) monthly summary of orders under the BPA from the previous month by organizational component, (2) cumulative summary of orders under the BPA to date by organizational component, (3) any issues that need attention. The Monthly Sales Activity Report shall be provided by the Contractor to Tucson Sector OBP and must contain, at a minimum, the fields identified. The Monthly Sales Activity Report must include line item detail for each product purchased in an order. For example, if one order consists of three (3) products, there shall be three (3) entries under one order ID. Monthly Sales Activity Reports shall be provided in electronic format and emailed to the BPA Contracting Officer (CO) and the BPA COR. The subject line of the email notice presenting the submission of the monthly report shall be annotated with - Contract Number, Monthly Sales Activity Report (state the month and year). The Contractor shall provide a current order status at any time as requested by the COR within 12 hours of receipt of request via email or other electronic/web-based means approved by the CO. An order status may consist of where shipments currently are in the supply chain and expected Time of Arrival to destination(s), as well as other reporting data as required/requested. Quality Assurance Surveillance Plan (QASP): A complete QASP will be developed in accordance with Attachment 3. The contractor shall be available upon request for the government to review all operations and make adjustments to suit the needs of the government when an untenable situation arises or to enhance operations. These adjustments will be jointly agreed upon by modifying the agreement. Ordering Procedures: The contractor shall process all garage purchases utilizing government issued fleet credit cards that are designated for use and authorized by DHS/CBP/TSFOB. ADDITIONAL INFORMATION: All parts will be issued to a VMIS generated work order request for upward reporting to CBP and parts accountability. OBP will provide training to selected contractor on VMIS use. The contractor will be required to develop an automated process that will provide an interface with Asset Works M5 software used by garages to track parts accountability by vehicle. Any product developed by the contractor will remain the property of the contractor and will stay with the contractor at the end of the performance period. Funding: This BPA does not obligate any funds nor authorize any deliveries. The Government is obligated only to the extent of funds obligated on authorized orders issued under this BPA by the BPA Contracting Officer or authorized Purchase Card Holders. The volume of purchases through this BPA will have no minimum limit. The Government is under no obligation to the BPA holder to purchase any specified quantity of products. The fixed price per unit is based on a breakdown of all costs and delivery to various locations. Accounting and Appropriation Data: Accounting and appropriation data will be provided at the time of order. BPA Ceiling: The BPA will have a total ceiling amount of $2,200,000.00. Tucson Sector OBP may issue orders for up to $150,000.00 but Not to Exceed (NTE) this amount at any one time. Price Reductions: The Contractor may offer on this BPA at any time, temporary, one-time, or intermittent price reductions of any CLIN end product stated in the BPA Pricing Table. Location of Deliveries: Delivery shall be limited to the following locations, as set forth in individual orders: 1. Tucson Sector HQ: 2430 S Swan Road, Tucson AZ 85711 2. Ajo BP Station: 850 N. Highway 85, Why AZ 85321 3. Casa Grande BP Station: 9480 West Adams Road Eloy, AZ 85231 4. Douglas BP Station: 1608 S Kings Highway, Douglas AZ 85607 5. Naco BP Station: 2136 Naco Highway, Naco AZ 85603 6. Nogales BP Station: 1500 W La Quinta Road, Nogales AZ 85621 7. Sonoita BP Station: 3225 Highway 82, Sonoita AZ 85637 8. Yuma Sector HQ 4035 S Avenue A, Yuma AZ 85365 9. Welton BP Station: 10888 South Avenue 31E, Welton, AZ 85356 Anticipated Requirements: The Tucson Sector OBP estimates a total annual maximum of 10,000 miscellaneous automotive parts. Contractor shall coordinate delivery times and quantities with the requesting component of Tucson Sector OBP. Special Requirements: Changes to the PWS - No changes to the resulting PWS or costs shall be incurred without written prior approval of the Contracting Officer as coordinated by the COR. Any changes or cost increases will not take effect until the Contracting Officer executes a written modification. Non-Disclosure of Information - Any information made available to the Contractor by the Government shall be used only for the purpose of carrying out the provisions of this task and shall not be divulged or made known in any manner to any persons except as may be necessary in the performance of this task. Contractors may be requested to sign Non-Disclosure statements. Government Facility - The contractor is prohibited from using the facility for any other use than what is authorized by this document. Contractor Uniform - All contract personnel will be required to wear a uniform that indicates the company name on the shirt and will be required to display government credentials at all times. The contractor shall provide services to include, but not limited to, custom hydraulic hoses made on-site and recycling of batteries not already covered under other contracts. The contractor shall supply custom services which meet the Sectors' requirements. Provide top line (rated) new parts and certified Original Equipment Manufacture (OEM) parts when requested within the identified timeframes. OSHA/OBP standards and environmental safety standards must be followed at all times. Specific standards will be provided to the contractor via e-mail from the COR. The COR will provide courtesy copies of all standards and documentation to the Contracting Officer. All performance standards shall be adhered to, measured and the results will be provided monthly to the contractor and the Contracting Officer. The vendor will provide replacements for defective or damaged parts. Any parts found to be defective, damaged or determined to be lost in transit will be replaced as soon as possible at the contractor's expense. In the case of unsatisfactory performance by contracting staff, the Contractor must provide the COR a brief summary of corrective measures being taken within 48 hours after being notified of the deficiency. The established QASP will govern actions and should provide remedial and quality assurance techniques to be utilized. The Contractor shall attend a contract Post-Award Conference (PAC) with the BPA CO, COR and members of the Tucson and Yuma Sectors OBP organizational components and program offices, at the Tucson Sector Border Patrol Headquarters offices in Tucson, AZ. The contract PAC will cover the terms and conditions of the BPA, the partnering and working relationship, contract administration, and other administrative concerns. The contract PAC will be determined not later than two (2) weeks after date of contract award. The Contractor will be contacted by the COR to coordinate the PAC. SECTION V: Government Furnished Resources and Information Sector garages will provide the contractor with secure storage space and a location to establish the concession. Sector personnel will not have access to the contractor's portion of the garage, except in the case of emergency. Tucson/Yuma Sector Facilities Department will provide the contractor telephone and fax access. There will be three phone lines established, a line for customer service, a line for fax access and a line to process the Government issued Fleet credit card for purchases. The contractor is responsible to provide their own computer and internet service provider (ISP), to be coordinated with the Sector Headquarters communications staff. SECTION VI: Evaluation Factors Proposals that do not respond to all requirements in the solicitation may be rejected without further evaluation, deliberation, or discussion. The Government may reject any proposal that is evaluated to be significantly not compliant with the solicitation requirements, unrealistically high or low in price, or reflects a failure to comprehend the complexity and risks of the work to be performed. The Government reserves the right to award without discussions with Offerors. See included Federal Acquisition Regulation (FAR) Clause 52.212-2 Evaluation Criteria to be used in evaluation for this award. SECTION VII: Proposal Submission Emailed submissions must be received at teresa.nechvatal@dhs.gov no later than1/31/2013 at 4:00 PM Eastern Standard Time (EST). Subject line of the email should read "20072792 - Auto Parts Concession." Emailed submissions must be in separate attachments and clearly indicate what is being provided. The Government reserves the right to disregard any additional attachments without notification to the Offeror. Due to CBP restrictions on the size of email, ensure that all emails submitted are less than 5MB. If the proposal exceeds 5MB, please separate the submission into multiple emails and include in the subject line the solicitation number and # of # emails. Any electronic submission determined to contain a virus will be deleted and not viewed or accepted for consideration under this solicitation. Proposals are limited to 10 pages in length maximum, excluding pricing lists. Submissions must be received no later than the exact time specified in the solicitations to be considered for award. Time of receipt will be determined by the government's email receipt time. It is the quoting firm's responsibility to ensure this is done according to the above restrictions. Price for each item (Attachment 4 to PWS - BPA Price List) Offerors shall provide total price per unit for brands as reflected in the BPA Pricing Table, attached to the PWS. Prices quoted shall be FOB destination and must reflect the total price (including all shipping and handling, labor, and administrative costs) to the Government. This price will represent the maximum price upon award of the BPA. However, vendors may at any time, offer additional temporary, one-time, or intermittent volume price reductions of any end product stated in the BPA Pricing Table. SECTION VIII: Contract Administrative Data BPA Tucson Sector OBP POC: COR - Tucson Sector: Steven Clem US Border Patrol Tucson Sector 2430 S. Swan Road City, State: Tucson, AZ 85711 Phone: 520-514-4910 Fax: 520-790-0792 Email: steven.l.clem@dhs.gov BPA Yuma Sector OBP POC: Paul Maytum US Border Patrol Yuma Sector Fleet Department 4035 S. Avenue A Yuma, AZ 85365 Phone: 928-341-6630 Fax: 928-341-6640 Email: paul.c.maytum@dhs.gov COR - Yuma Sector: Galen Barker US Border Patrol Yuma Sector 4035 S. Avenue A. Yuma, AZ 85365 Phone: 928-341-6630 Fax: 928-341-6640 Email: galen.barker@dhs.gov BPA Contracting Officer (CO): Pattie L. Caulk Branch Chief, Western Division, Border Enforcement Contracting Division Phone: 202 344 1267 Fax: 202 344 1812 Email: Pattie.L.Caulk@dhs.gov ACO Contracting Officer: Teresa Nechvatal Mountain Branch, Border Enforcement Contracting Division Phone: 520 407 2807 Fax: 520 407 2810 Email: Teresa.Nechvatal@dhs.gov Attachments Listing 1. Clauses & Provisions 2. Performance Work Statement (PWS) 3. Quality Assurance Surveillance Plan (QASP) 4. BPA Auto Parts Listing (use this document to submit pricing information) 5. Evaluation Criteria 6. Past Performance Questionnaire & Survey Cover Page 7. Comprehensive Procurement Guide (CPG) 8. Question & Answer Document (if necessary - vendors should submit questions five (5) days prior to closing date. Questions submitted after the deadline MAY NOT be answered.)
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/DHS/USCS/PDDC20229/HSBP1013R0026/listing.html)
 

Place of Performance

Address: US Border Patrol Sector Headquarters - Tucson & Yuma AZ, 2430 S Swan Road, Tucson, Arizona, 85711, United States

Zip Code: 85711
 

Record

SN02965419-W 20130117/130115234126-7a89ac3316e74b8d8df6133f29451e34 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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