SOLICITATION NOTICE
V -- Transportation Support Services for Study Participants - Copy of Solicitation with Quotation Format
- Notice Date
- 6/22/2017
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 485310
— Taxi Service
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, Station Support/Simplified Acquisitions, 6001 Executive Boulevard, Room 3165, Bethesda, Maryland, 20892, United States
- ZIP Code
- 20892
- Solicitation Number
- HHS-NIH-NIDA-SSSA-CSS-17-303
- Archive Date
- 7/20/2017
- Point of Contact
- Lauren M. Phelps, Phone: 3014802453
- E-Mail Address
-
lauren.phelps@nih.gov
(lauren.phelps@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- Copy of Solicitation with Quotation Format Included Transportation Support Services for Study Participants Competitive Combined Synopsis/Solicitation HHS-NIH-NIDA-SSSA-CSS-17-303 INTRODUCTION 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. The solicitation number is HHS-NIH-NIDA-SSSA-CSS-17-303 and the solicitation is issued as a request for proposal (RFP). ACQUISITION AUTHORITY This acquisition is for a commercial item or service and is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures; FAR Subpart 13.5- Simplified Procedures for Certain Commercial Items; and FAR Part 12-Acquisition of Commercial Items, and is NOT expected to exceed the simplified acquisition threshold. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95, dated January 19, 2017. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE The procurement is classified under NAICS code 485310 with a Size Standard of $15 Million. SET-ASIDE STATUS This acquisition is 100% set aside for small businesses. DESCRIPTION OF REQUIREMENT Background Since 1994 the National Institute on Aging (NIA) Baltimore Longitudinal Study of Aging (BLSA) Neuroimaging Study has relied on transportation services to transport participants to and from the study site at Johns Hopkins Hospital in Baltimore. Transportation is provided for elderly participants who are unable to drive themselves either from their home or from the NIA BLSA facility located at the Medstar Harbor Hospital in Baltimore, to the Johns Hopkins Hospital PET Center in Baltimore Maryland. Purpose The purpose of this requirement is to procure transportation support services for National Institute on Aging (NIA) Baltimore Longitudinal Study of Aging (BLSA) participants. Transportation services shall be provided to and from the participant's home (or other identified location in the MD-DC-PA-VA area) to a designated location. Requirements The Contractor shall provide the following transportation support services within the Baltimore- D.C. Metro region including the states of Maryland, Virginia, and Pennsylvania: 1.Provide safe and courteous sedan transportation service to BLSA participants in a clean and well-maintained vehicle. 2. Accommodate participants using collapse-able wheelchairs, if necessary. Contractor drivers shall lift wheel chairs in and out of the trunk for participants when necessary. 3.Drive participants to and from the study site located at Johns Hopkins Hospital (JHH) Outpatient Center (JHOC), 601 N. Caroline Street, Baltimore, MD 21287, as well as Medstar Harbor Hospital, 3001 South Hanover Street, Baltimore, MD 21225. 4.Sedan service shall be available for scheduling Monday through Friday between the hours of 7:00 AM EST and 7:00 PM EST. 5.The contractor shall provide the Government official with a cell phone number or other means of direct contact for reaching each driver providing transportation services. The contractor shall notify the Government of which drivers will be performing each pick up or drop off in advance of the service. 6.The contractor shall provide a valid email address and telephone number that the Government may use to communicate transportation requests to the contractor. Transportation requests shall be made via email or by phone followed by an email confirmation. The participant will be notified of the date and times of pick ups and drops offs. 7.The contractor shall acknowledge transportation requests by sending a confirmation email within four (4) business hours from time of request from the government official. The four business hour time frame shall be applicable Monday through Friday from 8:00 AM EST to 5:00 PM EST. 8.Approximately 35 participants shall require transportation support services within each contract period of performance. The contractor will be expected to pick up and/or deliver approximately 1 participant each week Monday through Friday between the hours of 7:00-a.m. to 5:00 p.m. 9.Please estimate that each participant will require a minimum of 3 hours for round trip service to and from their home or other designated location. One way trips may also be required within the same region with a minimum drive time of 1.5 hours. 10.The contractor shall not transport participants anywhere other than to and from the pick up and drop locations identified by the Government, unless approved in advance by the government official. 11.Location Specific Instructions: a.Home/Other Specified Location & Medstar Harbor Hospital Pick ups and drop offs: i.When picking up participants from their home or other specified location, the contractor shall be required to knock on the participant's front door and escort them to the vehicle, if necessary. The participant will be told what time the driver is expected to arrive for transport to JHOC. ii.For pick ups at Harbor Medstar Hospital, the contractor shall pick-up participants in person and escort them to the vehicle. Pick up shall be made in person from the BLSA Unit on the 5th floor of the Medstar Harbor Hospital in Baltimore, MD located at 3001 South Hanover Street, Baltimore, MD 21225. iii.Pick ups and drop offs at Medstar Harbor Hospital may require the driver to park in the visitor parking lot before retrieving/delivering them from the 5th floor BLSA suite. b.Johns Hopkins Outpatient Center (JHOC) Study Site drop offs and pick ups: ii.For Johns Hopkins Hospital (JHH) drop offs and pickups, the contractor will drop off and/or pick up the participant at the entrance to the JHH Outpatient Center (JHOC). Contractor parking will not be necessary for JHOC drop offs and pick ups. For JHOC pickups the government official will notify the driver 5 minutes before arriving at the JHOC entrance because cars are not permitted to wait for long periods of time at the entrance. iii.Participants must be picked up and dropped off at the JHOC study site entrance within no more than fifteen minutes before or after the planned time; it is critical for the BLSA study that participants arrive on schedule. The Contractor shall ensure that adequate travel time in all traffic conditions is allowed for timely pick-up and drop-off of participant. iv.Participants being dropped off at JHOC shall be instructed to wait inside the JHOC lobby if a government official is not present to meet them at the entrance at the time of drop off. In the event a Government official is not waiting to receive a participant or to escort him for pick up, the driver shall call the government point of contact to notify him or her that the participant has been dropped off or picked up at the JHOC entrance. The driver shall open the vehicle door for the parcticipant, and also assist them into the vehicle if necessary. v.The driver will not be required to wait for the participant at the JHOC study site from time of drop off until time of pick up. However, the contractor will typically be required to pick up the participant for the return trip home, or to another designated location, from JHOC on the same day at a designated time, as requested. Time between JHOC drop offs and picks ups are typically 3 hours or more. vi.After the participant's visit is over the government official will call the contractor approximately five minutes before a participant is ready to be picked up at the JHOC entrance. The Contractor shall provide the driver's phone number for the purposes of making these calls. The Contractor must arrive for the JHOC pick up within fifteen minutes from the pick up time requested during the pick up request call. Please note that vehicles are not permitted to sit or stand at the JHOC entrance; if a participant is not waiting at the door for the contractor, the contractor shall circle around the JHOC entrance and come back. Level of Effort The anticipated level of effort is 140 hours of transportation support services annually. Reporting and Invoicing Requirements The contractor shall submit hardcopy invoices to the NIH Office of Financial Management per provided invoice instructions at time of award. The contractor shall also email a copy of the invoices to the Government each time after transportation services are completed. Email copies shall indicate the locations, dates, and times of pickups and drop offs, the hourly rate, and the number of hours expended for each transportation service. Confidentiality of Information HHSAR Clause 52.224-71 Confidential Information is applicable to this requirement as detailed below. (a) Confidential Information, as used in this clause, means information or data of a personal nature about an individual, or proprietary information or data submitted by or pertaining to an institution or organization. (b) Specific information or categories of information that the Government will furnish to the Contractor, or that the Contractor is expected to generate, which are confidential may be identified elsewhere in this contract. The Contracting Officer may modify this contract to identify Confidential Information from time to time during performance. (c) Confidential Information or records shall not be disclosed by the Contractor without advanced written Contracting Officer approval. (d) Whenever the Contractor is uncertain with regard to the confidentiality of or a property interest in information under this contract, the Contractor should consult with the Contracting Officer prior to any release, disclosure, dissemination, or publication. Non-Personal Services Statement Contract employee performing services will be controlled, directed and supervised at all times by management personnel of the contractor. Actions of contractor employees may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the U.S. Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulations (FAR). Contract Type A Firm Fixed Price purchase order with option to extend the term of the contract is contemplated. Invoicing shall be on a NET30 basis and payment shall be made via Electronic Funds Transfer (EFT). Government Responsibilities The Government will submit email requests for services which include the name, address, and requested date and time of pick up and drop off for each participant. The contractor must ensure the confidentiality of all information provided. Requests for services shall typically be submitted to the contractor with 48 hours notice but may be submitted within 24 hours prior in some exceptional cases. Period of Performance The period of performance for this requirement shall be August 17, 2017 through August 16, 2018 plus four (4) subsequent one-year option periods. APPLICABLE CLAUSES AND PROVISIONS The following FAR clauses and provisions shall apply to this solicitation: 1.All Offerors MUST be actively registered in the System for Award Management (SAM) www.sam.gov. 2.The provision at FAR clause 52.212-1, Instructions to Offerors - Commercial Items (January 2017), applies to this acquisition. 3.FAR clause 52.212-2, Evaluation - Commercial Items (October 2014) applies to this acquisition as follows: (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: technical approach, communications, past performance, and price. Technical factors and past performance, when combined are more important than price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. 4.A completed copy of the provision at FAR clause 52.212-3, Offeror Representations and Certifications - Commercial Items (January 2017), is required with any offer submitted. This requirement may be met by completion of the provision in the System for Award Management. 5.FAR clause 52.212-4, Contract Terms and Conditions - Commercial Items (January 2017) is applicable to this acquisition. 6.FAR clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (January 2017) applies to this acquisition as detailed below: a.FAR 52.203-6, Restrictions on Subcontractor Sales to the Government b.FAR 52.204-10, Reporting Executive Compensation and First Tier Subcontract Awards c.FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment d.FAR 52.219-6, Notice of Total Small Business Set Aside e.FAR 52.219-13, Notice of Set-Aside of Orders f.FAR 52.219-28, Post Award Small Business Program Re-representation g.FAR 52.222-3, Convict Labor h.FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies i.FAR 52.222-21, Prohibition of Segregated Facilities j.FAR 52.222-26, Equal Opportunity k.FAR 52.222-36, Equal Opportunity for Workers with Disabilities l.FAR 52.222-50, Combating Trafficking in Persons m.FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving n.FAR 52.225-13, Restrictions on Certain Foreign Purchases o.FAR 52.232-33, Payment by Electronic Funds Transfer-System for Award Management 7.FAR Clause 52.217-5: Evaluation of Options (July 1990) is applicable to this contract. 8.FAR Clause 52.217-9: Option to Extend the Term of the Contract (March 2000) is applicable as follows: (a) The Government may extend the term of this contract by written notice to the Contractor within the contract period of performance; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at thirty (30) 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 this clause, shall not exceed five (5) years. 9.The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement. 10.There are no additional contract requirements or terms and conditions applicable to this acquisition. Question and Answer Period Interested contractors may submit questions relating to this requirement. Questions shall be submitted to the contract specialist, Lauren Phelps, via email at lauren.phelps@nih.gov by or before 5:00 PM EST on June 28, 2017. Late questions shall not be accepted. Questions will be anonymized and answered and the answers will be provided as soon as possible after the question deadline via solicitation amendment. Should no questions be received, no amendment shall be posted. RESPONSE FORMAT Responses to this solicitation must include sufficient information to establish the interested parties' bona-fide capabilities of providing the product or service. The offeror must submit 1) a technical proposal inclusive of past performance information and 2) a separate price quotation. The technical response should be prepared in reference to the evaluation criteria identified in this solicitation and may be up to ten (10) single-sided pages. Please submit proposals which may be printed double-sided for energy efficiency and environmental sustainability. The price quotation shall be submitted in the format included in the attached copy of the solicitation. Contractors must provide their Company Name, Dun & Bradstreet Number (DUNS), Taxpayer Identification Number (TIN), Business Size, Physical Address, and Point of Contact Information in their responses. All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov." EVALUATION CRITERIA The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The factors detailed below shall be used to evaluate offers. Technical and past performance, when combined are significantly more important than price. Factor 1: Technical Approach (40 Points) The Contractor's proposal shall address each area of the statement of work requirements in sufficient detail to demonstrate a clear understanding of the requirements and ability to fully comply with the requirements. At a minimum, the proposed technical approach shall include information regarding ability and proposed plans to provide punctual pick-up and delivery of study participants within the time frames and locations identified in the statement of work, to provide round trip service in the same day, and to provide safe, clean and professional service as well as accommodation to elderly study participants. Factor 2: Communications (30 Points) The Contractor's proposal shall address plans for coordinating transportation services with the government as well as for timely and accurate invoicing. The proposal shall include a point of contact for scheduling services as well as information regarding how the Government will be able to contact drivers directly in accordance with the statement of work specifications. Factor 3: Past Performance (30 Points) The Contractor shall provide at least three (3) references with knowledge of the contractor's relevant skills and experience related to regular sedan transportation support services. References shall include the following information: a.Name of Organization b.Brief Description of Service Provided c.Point of Contact Name, Telephone Number, and E-mail address Past Performance shall be evaluated for the safety, punctuality, and professionalism of transportation services provided. References shall be contacted. EVALUATION METHOD Technical proposals will be evaluated using a summary adjectival rating in accordance with the following scale: Excellent: 90 to 100 Good: 80 to 89 Acceptable: 70 to 79 Marginal: 60 to 69 Unacceptable: 0 to 59 Technical merit and price trade-off evaluation shall be performed after technical evaluation is completed. Excellent The proposal has exceptional merit and reflects an excellent approach which will clearly result in the superior attainment of all requirements and objectives. This clearly achievable approach includes several advantageous characteristics of substance, and very few disadvantages, which can be expected to result in outstanding performance. The risk of unsuccessful performance is very low as the proposal provides solutions which are unquestionably feasible and practical. These solutions are further considered very low risk in that they are exceptionally clear and precise, fully supported, and demonstrate a clear understanding of the requirements. Risk Level: Very Low Good The proposal demonstrates a sound approach which is expected to meet all requirements and objectives. This sound approach includes advantageous characteristics of substance, and few relatively minor disadvantages, which collectively can be expected to result in satisfactory performance. The risk of unsuccessful performance is low as the proposal contains solutions which are considered feasible and practical. These solutions are further considered to reflect low risk in that they are clear and precise, supported, and demonstrate an understanding of the requirements. Risk Level: Low Acceptable The proposal demonstrates an approach which is capable of meeting all requirements and objectives. The approach includes both advantageous and disadvantageous characteristics of substance, where the advantages are not outweighed by the disadvantages. Collectively, the advantages and disadvantages are likely to result in acceptable performance. The risk of unsuccessful performance is moderate, as the proposal solutions are generally feasible and practical. These solutions may also be considered to reflect moderate risk in that they may be somewhat clear and precise, partially supported, and/or demonstrate a general understanding of the requirements. Risk Level: Neutral Marginal The proposal demonstrates an approach which may not be capable of meeting all requirements and objectives. The approach has disadvantages of substance and advantages, which if they exist, are outweighed by the disadvantages. Collectively, the advantages and disadvantages present a low or questionable likelihood of resulting in satisfactory performance. The risk of unsuccessful performance is high as the proposal contains solutions which may not be feasible and practical. These solutions may also be considered to reflect high risk in that they lack clarity and precision, are generally unsupported, and/or do not demonstrate a complete understanding of the requirements. Risk Level: High Unacceptable The proposal demonstrates an approach which, based on a very high risk, will very likely not be capable of meeting all requirements and objectives. This approach has several disadvantages of substance, and advantages which, if they exist, are outweighed by disadvantages. Collectively, the advantages and disadvantages are unlikely to result in satisfactory performance. The risk of unsuccessful performance is very high as the proposal contains solutions which are not feasible and practical. The solutions may also be considered to reflect very high risk in that they lack any clarity or precision. Risk Level: Very High CLOSING INFORMATION All responses must be received by the closing date and time of this announcement and must reference solicitation number HHS-NIH-NIDA-SSSA-CSS-17-303 in the submission email subject line. Responses shall be submitted electronically via email to Lauren Phelps, Contract Specialist, at lauren.phelps@nih.gov. Please contract Ms. Lauren Phelps, Contract Specialist, at lauren.phelps@nih.gov or 301-480-2453 for information regarding the solicitation.
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- Place of Performance
- Address: Baltimore, Maryland, 21224, United States
- Zip Code: 21224
- Zip Code: 21224
- Record
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