SOLICITATION NOTICE
R -- OLYM-RECREATION FEE PROCESSING
- Notice Date
- 3/9/2017
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541219
— Other Accounting Services
- Contracting Office
- NPS, PWR - OLYM MABO 600 E. Park Avenue Port Angeles WA 98362-6757 US
- ZIP Code
- 00000
- Solicitation Number
- P17PS00691
- Response Due
- 3/22/2017
- Archive Date
- 4/6/2017
- Point of Contact
- Joe, Nadine
- Small Business Set-Aside
- N/A
- 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. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. PAPER COPIES OF THE SOLICITATION WILL NOT BE ISSUED. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95 (effective 01/19/2017). It is the contractor's responsibility to be familiar with applicable clauses and provisions, which can be found on-line at https://www.acquisition.gov/?q=/browse far/52. The solicitation number is P17PS00691 and is issued as a Request for Quotation (RFQ). This solicitation is considered Full and Open-Competition. The NAICS code is 541219, Other Accounting Services, with a small business size standard of $20.5 million. The Government intends to issue a single firm-fixed price contract for one base year with the option to exercise four additional option years to the responsive, responsible offeror that represents the best value and can best satisfy the objectives and requirements of this solicitation. The Government will evaluate on Experience, Past Performance, Key Personnel Qualifications and Price. 01 DESCRIPTION. The National Park Service, Olympic National Park in Port Angeles, Washington, has a requirement to provide financial services for the Olympic National Park to count recreation use fees and donations, including camping, parking, RV sewage dumping, entrance, and wilderness overnight use fees, within one (1) business day of receipt of funds from the NPS. 02 STATEMENT OF WORK. (A) GENERAL: The Contractor will be required to provide the services at least once each week in mid-April to mid-June and at least twice each week in mid-June through September. Total hours per base year and subsequent option years shall not exceed 1000 hours. Time (hours) involvement is estimated as follows: April 25 hours; May 100 hours; June 100 hours; July 200 hours; August 300 hours; September 200 hours; October 75 hours; and November through March, zero hours; for a maximum total of 1000 hours from April through March each year. It is the intent of this contract to provide the NPS with the service of receiving recreation use fee and donation bags and envelopes and documenting their contents, and delivering accurately counted funds to the NPS. The contractor must be located in or around the vicinity of Port Angeles, WA, to allow routine on-site auditing and to allow local delivery of fee money between the NPS and Contractor. The NPS will furnish tamper-evident serial-numbered plastic security bags, specialized forms (Funds Intake Report and Exceptions Log), and a check endorsement stamp. The NPS may provide an electric envelope slitter and/or an electronic currency counter. (B) NPS RESPONSIBILITY: (B.1) The NPS will remove fee payment envelopes or loose donation funds from the collection points, prepare a Funds Intake Report (FIR), seal the envelopes or loose funds into a serial-numbered funds bag, and send bag(s) with the FIR(s) to the contractor. (B.2) The funds bag(s) will be delivered by a park employee to an authorized contractor at a secure facility. (B.3) The park and the contractor will follow a mutually agreeable "Standard Operating Procedure" (SOP), see below. (C) Contractor RESPONSIBILITY: (C.1) When each funds bag is opened by the contractor in a secure facility, the Contractor's employees will open all envelopes, remove and count all cash, coin, and checks, and complete the FIR. (C.2) For each camping fee funds bag, Contractor employees will complete the Exceptions Log documenting discrepancies between the fee indicated on each envelope and the fee contained in each envelope. (C.3) The Contractor will use the check endorsement stamp furnished by the NPS to endorse checks received for payment of fees. (C.4) The completed FIR, Exceptions Log, currency and checks, notes found in envelopes, foreign currency, non-negotiable forms for payment (i.e. State Camp Coupons, Food Stamps, Postage Stamps, etc.), and opened envelopes will be returned to the park within one business day of receipt by the Contractor. (C.5) Fee envelopes will be returned to the serial numbered bags in which they were received by the Contractor. (C.6) All non-negotiable material will be returned attached to the FIR representing the bag in which the item was found. (C.7) The NPS will provide the Contractor with a sample copy including instructions for completion of the FIR and the Exceptions Log, and check endorsement procedure. (D) SAFEGUARDS: The Contractor agrees to comply, and assume total and full responsibility for compliance by its employees, with the following requirements: (D.1) Provide a TL-15 or better rated burglary and fire resistant safe within a secure facility for holding funds submitted to the Contractor. (D.2) All work will be performed under the supervision of the Contractor, using employees bonded for a minimum of $20,000 each for dishonesty liability. (D.3) The Contractor will be obligated to provide proof of this bond to NPS. The Contractor will utilize "dual control" "joint surveillance," or equivalent security practices. The NPS, separately and/or in conjunction with the Contractor, will perform security checks of the processing operations. This may include adding pre-identified envelopes containing cash or checks into the processing system. (D.4) The Contractor is responsible, in conjunction with the NPS and/or FBI investigators, for assisting in investigations and resolution of all losses or shortages, not the result of a clerical error, that are suspected to have occurred while the funds are in the Contractor's possession. (E) STANDARD OPERATING PROCEDURES FOR RECREATION FEE PROCESSING: (E.1) Purpose: To establish Standard Operating Procedures (SOP) between the NPS and the Contractor, for the purpose of counting, processing, and readying park recreation use fees and donations for deposit. (E.2) Delivery of Funds: A Funds Intake Report (FIR) will be prepared for each deposit in duplicate. The Bag Tracking and Preparer sections of the FIR will be completed by the NPS. This will include the NPS count of the number of envelopes, if any, and serial number(s) of security bag(s) to be transferred to the Contractor. The envelopes will be delivered to the Contractor as agreed between the NPS and Contractor. Two contractor employees will sign the top portion of the FIR as proof of receipt for the bags received. The NPS will retain a copy of the FIR, leaving one with the Contractor to document completion of deposit preparation. (E.3) Return of Bank-Ready Deposit & Documentation: When each funds bag is opened by the contractor in a secure facility, the Contractor's employees will open all envelopes, remove and count all cash, coin, and checks, and complete the FIR. For each camping fee funds bag, Contractor employees will complete the Exceptions Log documenting discrepancies between the fee indicated on each envelope and the fee contained in each envelope. The Contractor will use the check endorsement stamp furnished by the NPS to endorse checks received for payment of fees. The completed FIR, Exceptions Log, currency and checks, notes found in envelopes, foreign currency, non-negotiable forms for payment (i.e. State Camp Coupons, Food Stamps, Postage Stamps, etc.), and opened envelopes will be returned to the park within one (1) business day of receipt by the Contractor. Fee envelopes will be returned to the serial numbered bags in which they were received by the Contractor. All non-negotiable material will be returned attached to the FIR representing the bag in which the item was found. (E.4) Billing for Work Performed: Contractor will provide an invoice through the Department of Interior Invoice Processing Platform (IPP) for work performed each month within 10 days of the end of the month. Invoice will specify time worked by date and by FIR. (E.5) Errors: The contractor is expected to have an over-looked (failure to empty) envelope rate of less than 1% per year based on NPS spot-checks and routine review of processed deposit materials. Contractor is expected to have a FIR funds count error rate of less than 1% per year based on actual confirmed bank deposits. (E.6): Unusual Expectations: If the number of camping fee exceptions found in a deposit seems significant to the Contractor, based on experience with similar deposits, the Contractor will immediately contact the Revenue and Fee Business Manager. (E.7) Definition of Terms: (1) Exception Log: Form used to document discrepancies between the fee indicated on each envelope and the actual fee (monetary amount) contained in each envelope. This is used only for Camping Fee envelopes. (2) FIR: Olympic National Park Funds Intake Report. (3) SOP: Standard Operating Procedure. (F)INSPECTION/AUDIT: (F.1) The NPS shall have the right to send its employees into the Contractor's processing premises for inspections of facilities and operations as they relate to the contract. Contractor personnel shall, at their discretion, accompany NPS employees during their inspections. The NPS will provide the Contractor with a list of authorized employees to perform such inspections (with appropriate identification). Any changes to the list will be provided in writing to the Contractor. (F.2) Right to Examine and Audit: The Contractor shall maintain and authorize NPS personnel the right to examine and audit records, documents, and other accounting procedures and practices, sufficient to reflect properly all compensation claimed. (F.3) Audit Procedures: The NPS will conduct internal audits in compliance with established National Park Service guidelines. 03 US DEPARTMENT OF LABOR SERVICE CONTRACT LABOR STANDARDS WAGE DETERMINATIONS. (formerly known as the Service Contract Act) For the purpose of providing a price schedule, ATTACHMENT 1, Labor Wage Determinations, are applicable to the awarded contract. 04 PRICE SCHEDULE. Prices quoted shall remain firm fixed prices for the duration of the entire contract including the base year contract and any option years exercised. Option years will only be exercised upon the contractor's successful performance and are subject to the availability of funds. Option year hourly rates will be exercised at prices quoted and shall not be renegotiated. The Government will award either Alternative A or B for the first contract year (base year). Alternative A is for 10 months from June 01, 2017 to March 31, 2018. Alternative B is twelve months from April 01, 2017 to March 31, 2018. At the time of award, one of the Alternates will be chosen and awarded as the base year of the contract. This is at the Government's discretion. Option years I (One) through IV (Four) will remain at twelve (12) months of service from April to March each year. Base Year-Alternative A: June 01, 2017 - March 31, 2018. Not to Exceed (NTE) 875 Hours. $________ per hour x 875 hours = $________ LUMP SUM TOTAL Base Year-Alternative B: April 01, 2017 - March 31, 2018. Not to Exceed (NTE) 1000 Hours. $________ per hour x 1000 hours = $________ LUMP SUM TOTAL Option Year I (One): April 01, 2018 - March 31, 2019. Not to Exceed (NTE) 1000 Hours. $________ per hour x 1000 hours = $________ LUMP SUM TOTAL Option Year II (Two): April 01, 2019 - March 31, 2020. Not to Exceed (NTE) 1000 Hours. $________ per hour x 1000 hours = $________ LUMP SUM TOTAL Option Year III (Three): April 01, 2020 - March 31, 2021. Not to Exceed (NTE) 1000 Hours. $________ per hour x 1000 hours = $________ LUMP SUM TOTAL Option Year IV (Four): April 01, 2021 - March 31, 2022. Not to Exceed (NTE) 1000 Hours. $________ per hour x 1000 hours = $________ LUMP SUM TOTAL 05 CLAUSES & PROVISIONS. The following are applicable to this requirement: The provision at 52.212-1, Instructions to Offerors- Commercial (Jan 2017); The provision at 52.212-2, Evaluation- Commercial Items (Oct 2014), EVALUATION: (A) Basis for Award: Award will be made on "best value," to the offeror that the Government determines can best satisfy the objectives and requirements of this solicitation, in a manner most advantageous to the Government. Contractors must convey to the Government that they are able to accomplish the work in a coordinated and timely fashion, such that all the requirements will be achieved. (B) Evaluation Criteria: (B.1) Price; (B.2) Experience: Demonstrated experience in counting and preparing currency, coin, and checks for bank deposit; and (B.3) Past Performance: Demonstrated Business Relations, Customer Satisfaction and Timeliness of Performance, and (B.4) Key Personnel Qualifications (described below in section titled "Instructions to Offerors"). (C) The Government will evaluate quotations to determine cost/price is fair and reasonable; and (C.1) Offerors are advised that the information provided will be used to evaluate and verify their capability to perform the service with regard to quality. Offeror's must include comments relative to the Offeror's familiarity with the statement of work, comparative experience, and past performance. Quote must be good for 30 calendar days after close of this solicitation. The government reserves the right to make award without discussions. The government reserves the right to cancel this solicitation. FAR 52.204-07 System for Award Management (Oct 2016): Offerors must also be actively registered in the SAM.gov on-line database, at website address https://www.sam.gov. Active registration means at the time quote is submitted, registration status in SAM reads "active." Offerors must include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (Jan 2017), with quote or have completed the reps/certs section in their SAM.gov registration; FAR 52.212-4 Contract Terms and Conditions-Commercial Items (Jan 2017); FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (JAN 2017) (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements; 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations; 52.233-3 Protest After Award; 52.233-4 Applicable Law for Breach of Contract Claim; (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.204-10 Reporting Executive Compensation and First_Tier Subcontract Awards; 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended or Proposed for Debarment; 52.219-14 Limitations on Subcontracting; 52.222-3 Convict Labor; 52.222-19 Child Labor-Cooperation with Authorities and Remedies; 52.222-21 Prohibition of Segregated Facilities; 52.222-26 Equal Opportunity; 52.222-36 Equal Opportunity for Workers with Disabilities; 52.222-50 Combating Trafficking in Persons; 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving; 52.232-33 Payment by Electronic Funds Transfer-System for Award Management; (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.222-17 Nondisplacement of Qualified Workers; 52.222-41 Service Contract Labor Standards; 52.222-42 Statement of Equivalent Rates for Federal Hires-the following information is hereby provided: This Statement is for Information Only: It is not a Wage Determination Employee Class is ¿Accounting ¿ and Wage-Fringe Benefits is range from $15.56/hour to $19.54/hour; 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment; 52.222-55 Minimum Wages Under Executive Order 13658; 52.222-62 Paid Sick Leave Under Executive Order 13706. End of Clause. FAR 52.217-05, Evaluation of Options (July 1990), Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offerors for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). FAR 52.217-08, Option to Extend Services (Nov 1999), The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed six (6) months. The Contracting Officer may exercise the option by written notice to the Contractor within the thirty (30) days prior to the end of the performance period. 52.217-09, Option to Extend the term of the contract (Mar 2000), (a) The Government may extend the term of this contract by written notice to the Contractor within thirty (30) days prior to the end of the performance; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least sixty (60) days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under the clause, shall not exceed sixty (60) months. End of clause. SHOULD YOU BE AWARDED THE CONTRACT, the following will be applicable: DOI Electronic Invoicing and Payment Requirements - Invoice Processing Platform (IPP): IPP REGISTRATION NOT REQUIRED UNTIL AFTER AWARD. Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP). "Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov. Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice: Contractor's business invoice (upload your business invoice as an attachment to the IPP invoice before you click "submit" in IPP). Contractor's failure to attach the required documentation will result in the IPP invoice being rejected. The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) prior to the contract award date, but no more than 3 - 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone (866) 973-3131.If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation. NOTE - - Content of a proper invoice shall include the following, in accordance with Federal Acquisition Regulation 32.9 - Prompt Payment: (a) Name and address of the contractor, (b) Invoice date and invoice number (Contractors should date invoices as close as possible to the date of mailing or transmission), (c) Contract number or other authorization for supplies delivered or services performed (including order number and contract line item number), (d) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed, (e) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms). Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading, (f) Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment), and (g) Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice. 06 INSTRUCTIONS TO OFFERORS - WHAT TO SUBMIT. (A) Offeror legal business name, DUNS, point of contact name, phone number, and email address (the DUNS number will be verified in the SAM.gov database including reps/certs - refer back to clauses 52.204-7 and 52.212-3 above); (B) Fill in prices in paragraph 04, titled "PRICE SCHEDULE;" (C) The Standard Form 18 (SF-8) must be signed by an individual within the company authorized to commit the company. Fill in blocks 13a-f, 14, 15, 16a-c; (D) The Standard Form 30 (SF-30), one form per each amendment, IF APPLICABLE; (E) Fill out reps/certs from provision 52.212-3 manually or have reps/certs completed in SAM. NOTE: In accordance with the clause 52.219-28 (as incorporated by reference in Section 05 above), if the Offeror does not have a representation in SAM for the NAICS code applicable to this solicitation, the Offeror will be required to complete a representation and submit to the Contracting Officer after award; (F) Provide company's experience, in the last year that addresses the requirements of the statement of work, specifically, on areas of security and dual control. (G) Provide 3 references from prior experiences which should include project name, company, location, dollar value, dates of duration and company point of contact with phone number and email address. (H) Describe how the offeror intends to meet the requirement of a TL-15 or better safe, located within a secure facility. (I) Provide Key personnel and their qualifications, which addresses the requirements of the statement of work, specifically areas of security and dual control. Key personnel should include their name/title, project assignment, name of firm with which individual is/was associated, years of experience (with current firm and other firms), and experience and qualifications relevant to the statement of work. 07 QUESTIONS. Any questions regarding this solicitation MUST be submitted in writing (email) by March 20, 2017, Pacific Time (PT) to Nadine Joe at email address nadine_joe@nps.gov and you must reference the solicitation number in the subject line as "P17PS00691-Question." 08 HOW, WHERE AND WHEN TO SUBMIT THE QUOTE. Quotes can be submitted by email, mail or hand-delivered. Telephone or faxed quotes will not be accepted. For email submittals, email to nadine_joe@nps.gov and include the solicitation number "P17PS00691-QUOTE" in the subject line. Quotes must be received at the National Park Service, Lake Roosevelt Recreation Area (LARO) no later than 4pm Pacific Time (PT) on Wednesday, March 22, 2017. If a quote is mailed or hand-delivered, write the solicitation number "P17PS00691-QUOTE" on the envelope as well as the contractor's name, address and contractor's point of contact. The mail or hand delivered quote must be received in this office, 1008 Crest Drive, Coulee Dam, WA 99116-1259 by the closing date (Wednesday, March 22, 2017).
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