MODIFICATION
R -- Passport Supply Management Services
- Notice Date
- 2/13/2015
- Notice Type
- Modification/Amendment
- NAICS
- 541614
— Process, Physical Distribution, and Logistics Consulting Services
- Contracting Office
- Department of State, Office of Acquisitions, Acquisition Management, 1735 N. Lynn St., Arlington, Virginia, 22209, United States
- ZIP Code
- 22209
- Solicitation Number
- SAQMMAI0022
- Archive Date
- 3/5/2015
- Point of Contact
- Deborah A. Carey, Phone: 703-875-4229, Edward J. Baran, Phone: 703-516-1708
- E-Mail Address
-
careyda@state.gov, baranej@state.gov
(careyda@state.gov, baranej@state.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a Sources Sought Synopsis (SSS) in support of market research purposes only. The Department of State's Office of Acquisition Management, on behalf of the Bureau of Consular Affairs (CA), Passport Services Directorate (CA/PPT) is seeking a highly qualified contractor to provide a comprehensive integrated inventory management solution for the Passport Agency and Center, Passport Book Print Facilities, Acceptance Facilities (both Postal and Non-Postal), and other Federal Passport Partners (i.e. Department of Homeland Security). This service is a critical component of the passport issuance system that will enable efficient passport production throughout the entire country. A chief responsibility of CA is to carry out the Secretary of State's authority to issue U.S citizens secure travel documents while providing the highest level of customer service, professionalism, and integrity. Each year millions of Passport Books and Cards are issued to U.S. Citizens worldwide. PPT is responsible for issuing passports to eligible U.S. citizens who apply. Passport Headquarters (CA/PPT/HQ) manages a network of domestic Passport Centers and Agencies located throughout the U.S. to carry out this responsibility. PPT/HQ, including its Regional Offices, oversees twenty-nine (29) Passport Agencies and Centers, two (2) Passport Book Print Facilities, and approximately 7,584 Acceptance Facilities (5,187 Postal Facilities and 2,397 Non-Postal Facilities) nationwide. CA/PPT/HQ is ultimately accountable for secure and timely issuance of Passports to U.S. citizens. CA/PPT/HQ manages workflow, work processes, internal controls and other crucial functions to ensure the integrity and security of Passport operations. A critical component to support this activity is the inventory, distribution, and maintenance of prescribed levels of supplies, forms, and documents. The Government is seeking a robust solution that will encompass the Supply Management Program (SMP) and the Automated Inventory Management System. This system should provide CA/PPT management with a web-based dashboard/portal that provides complete program awareness at all times during the contract. The contractor shall be ISO 9001:2000 certified by the International Organization for Standardization. The contractor shall have a Government-Approved Purchasing System. The Contractor shall have the "Full Version" of Adobe Acrobat (not Adobe Reader) to enable font embedding on printable passport forms. The Government anticipates making a single award hybrid type contract that is Fixed Price Labor Hour (FP) Contract Line Item Numbers (CLINs) and Cost-Reimbursable (CR) CLINs type contract for Government approved Other Direct Costs (ODCs) such as facilities, materials and/or supplies. The ODCs Material and Handling (M&H) or General and Administrative (G&A) charge for this CLIN shall not exceed five (5%) percent. It is anticipated that the effort will be for a base year, and four (4) twelve (12) month option periods starting sometime in FY2015. The proposed North American Industry Classification Code 541614, Inventory Planning and Control Management Consulting Services. The Product Service Code is R706 - Logistics Support Services. As stipulated in FAR 15.201, responses to this SSS are not considered offers and cannot be accepted by the Government to form a binding contract. No solicitation exists; therefore, do not request a copy of the solicitation. The decision to solicit for a contract shall be solely within the Government's discretion. Any information submitted by respondents to this SSS is voluntary and are not to be construed as a commitment by the Government, nor will the Government reimburse any costs associated with the submission of information in response to this notice. Respondents will not be individually notified of the results of any Government assessments. The Government reserves the right to consider a small business set-aside based upon responses hereto for any subsequent acquisition. The Government's evaluation of the Capabilities Package received will factor into whether any forthcoming solicitation will be conducted as a set-aside for small businesses, or as a set aside for the socio-economic programs (e.g. HUBZone, WOSB, SDVOSB, etc.). Should your firm be interested in this requirement, please electronically submit your company's Capabilities Package in no more than 15 pages of 8.5" X 11," using at least 10 point font with one inch margins, and pages numbered consecutively. The Capabilities Package: All interested small business firms shall submit a Capabilities Package that explicitly demonstrates company capabilities, indicating examples of key required components that include providing the successful implementation of a Supply Management Program (SMP) and an Automated Inventory Management System to manage and coordinate resources across the requirement task to provide an efficient, cost-effective, coordinated solution to CA/PPT's customers and stakeholders. Vendors shall provide past performance as to whether they have performed this type of work similar in size, scope and complexity. The Capabilities Package should include at a minimum: Company name / DUNS number Primary Point of Contact Phone Number and Email Address Website Cage Code NAICS Code Business Size Socioeconomic Classification, if any Current GSA or GWAC contracts applicable to NAICS 541614 - Process, Physical Distribution and Logistics Consulting Services Facility Security Level Clearance Level Key Required Components: The contractor shall provide all program management, administration, labor, equipment, facility, systems, and materials to maintain the CA/PPT Supply Management Program. Responsibilities include the planning, development, management, quality control, reporting, operation and maintenance of systems dealing with the acquisition, movement, and the maintenance of supplies. Typical tasks include, but are not limited to, warehouse operations, storage, packing, crating, staging, shipping, receiving, bar-coding, fulfillment operations, acquisition of supplies, vendor, and inventory management. The required items to be supplied are specific critical and expendable supplies needed for optimal operation of passport related facilities nationwide. The desired automated system must be able to monitor the volume of documents produced at each facility and initiate the shipment of supplies to specific facilities when critical ordering thresholds are met. This system will also monitor other expendable supply levels in addition to critical supplies, set threshold levels, and complete the ordering and delivery of those supplies to the Supply Management program Customers. Shelf life, storage capacity, and inventory levels will be taken into account and incorporated into the system. Information regarding types and quantities of supplies will be furnished by DoS. The contractor shall be required to perform warehousing services and may be required to perform services before and after normal government work hours in the case of an emergency. During peak periods the contractor may be required to hire additional personnel to meet supply demands. The primary performance task is to set up and operate a clean, organized Supply Management Facility (SMF) that provides supplies and material as requested for all CA/PPT Customers. The contractor shall maintain a supply inventory, purchased by the Contractor, to provide to CA/PPT Customer for issuance. Label and organize stocked items so that they are easy to identify and locate. Establish stock ranges and levels that will be adequate to insure supply/material availability and assure continuous on the shelf supply. The Contractor shall maintain the correct inventory level of stock items necessary to support the Government's demand and delivery requirements. The Contractor shall add and maintain items to the CA/PPT inventory at the request of the Government. The Contractor shall be required to establish stock levels based on the supply inventories based on usage. The Contractor may recommend the addition or deletion of items to/from the Inventory List depending on consumption data, which must be maintained by the Contractor. The inventory list of supplies may be modified by the Government and will be supplied to the Contractor as changes in material requirements occur. The entire material inventory function, order placement process and delivery of supplies shall be managed by the Contractor utilizing their compatible software. The Contractor shall use the Government Printing Office (GPO) for printing of some specific items. The Contractor shall man and operate the CA/PPT SMF during the normal Government working hours typically 8:00AM - 5:00PM EST Monday - Friday. The Contractor will be required to man and operate during other than normal working hours during periods of alert, unusual weather conditions and under other emergency conditions as may be determined by the COR. The Contractor shall provide all services while operating the CA/PPT SMF during other than non-working hours. The Contractor shall order supplies not available for immediate issue. The contractor shall provide Open Market/Non-Stocked Supplies and Materials in a timely and efficient manner and at the lowest price to the Government. The Contractor shall address experience with research and procurement of obtaining multiple quotes, from vendors available from GSA, GPO, and other commercial catalogs. These quotes shall be approved by the Government to ensure quality and delivery requirements. Each authorized ordering CA/PPT Agency/Center will be responsible for placing its own orders of required items via the Contractor's electronic ordering system. The Contractor's electronic ordering software shall be able to provide access to up to 4,000 users (the CA/PPT Customers) as demonstrated in your capabilities statement. When the Contractor system is down, even when due to network problems, the Contractor will use proper paper "tickets" to keep issuing material/supplies. The Contractor shall accept phone or facsimile orders when use of the electronic order entry equipment is unavailable or inoperable, or in case of an emergency delivery requirement. The Contractor shall be able to provide an electronic order confirmation to the ordering activity via e-mail. The Contractor shall be able to provide an electronic catalog identifying all items which will usually be on hand, or which are generally available from the Contractor on short notice. Each item in the catalog shall indicate, at a minimum: Catalog/UPC#, unit price, current quantity on hand, date of last replenishment, the quantity issued from stock per month for the last 12 months, current quantity on order (with due-in date), and whether the item is normally carried. This electronic catalog shall be viewable on the contractor's website and shall provide search capability based on, at a minimum: item description and catalog number. The catalog shall be maintained and updated quarterly with current product and prices. The Site Manager is responsible for purchasing over one hundred-forty (140) critical supply items for twenty-nine (29) United States Passport Agencies/Centers. This includes soliciting quotations from vendors, performing Bid Analysis, competitively bidding purchases, coordinating delivery schedules and maintaining adequate supply levels at each of the Customer sites. The Site Manager is also responsible for managing a mail-out facility (5,000 square foot warehouse) consisting of passport applications for over 3,100 U.S. Department of State Passport Acceptance Facilities. The administration of several databases which support the mail-out facility functions, and overseeing budget management, forecasting and tracking of cost reimbursable items. The Contractor shall be able to provide a modern facility with adequate warehouse and office space to support the program. The warehouse facility shall provide all operational services from a contractor provided facility. The facility shall be located within close proximity thirty (30) miles to the National Passport Center at Portsmouth, New Hampshire 03801. The facility will have appropriate power and telecommunications and have minimum of 5,000 square feet. The contractor will ensure that the storage facility meets all local and Occupational Safety and Health Administration (OSHA), fire regulations, state and local licenses and insurance regulations. Within the facility the Contractor shall manage the receiving, shipping and storage of publications, forms, and other related materials and supplies. The facility will have a loading dock consisting of at least one (1) bay, and all associated ramps, which is accessible to the smallest cargo vans and the longest tractor-trailer. The storage area provided shall be such an environment that paper products stored up to two years will show no degradation in quality and shall remain suitable for shipping for up to five years. The Contractor shall provide necessary equipment; fork lifts, banding equipment, pallet jacks, etc., required for loading and unloading trucks as well as placing bulk items or pallets in appropriate locations on racking. The Contractor shall be able to set aside approximately 1,000 square feet of the area to house contractor personnel and will provide a variety of furniture items such as desks, chairs, credenzas, bookcases, safes, file cabinets, tables, cartons of office supplies, IT, communications, computers, weight scales, and tables. The Contractor shall provide delivery, receipt, screening, processing, and distribution services for supplies, publications, forms and other related material in accordance with specific instructions as detailed in purchase orders. Supplies will be purchased from the supplier or vendor that provides the best quality product at the best overall value to the Government (after receiving at least three quotes). The warehouse will require varying amounts of all critical and expendable supplies. The Acceptance Facilities will only require the ordering and delivery of certain expendable items such as forms. Delivery of these forms will vary as the U.S. Postal System has large distribution centers while other Acceptance Facilities do not. Contractor will be responsible for ensuring timely delivery of supplies and also that an adequate supply quantity is immediately available for shipment in the event of an emergency. A facility clearance of SECRET is required. Personnel security clearances range from SECRET to MRPT which depends on the function/role of personnel. Your Capabilities Package shall address all items in the "Key Required Component" demonstrating your ability and expertise to provide the services that may be required by CA/PPT. All interested small business firms shall submit a response demonstrating their capabilities by addressing all key required components. The due date and time for your electronic response has changed to 2:30 PM EST on February 18, 2015 to careyda@state.gov. No telephone calls will be accepted.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/State/A-LM-AQM/A-LM-AQM/SAQMMAI0022/listing.html)
- Place of Performance
- Address: The contractor facility is to be located within a close proximity of 30 miles to the National Passport Center at Portsmouth, New Hampshire., Portsmouth, New Hampshire, 03801, United States
- Zip Code: 03801
- Zip Code: 03801
- Record
- SN03642703-W 20150215/150213235022-04e6629074b9e3c98b2bca9439b39f2e (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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