SOURCES SOUGHT
25 -- Auto Parts Supply Concession - Quality Assurance Surveillance Plan (QASP)
- Notice Date
- 11/14/2017
- Notice Type
- Sources Sought
- 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
- 20101810
- Archive Date
- 11/21/2017
- Point of Contact
- Walter L. Huggins, Phone: 2023441126
- E-Mail Address
-
walter.l.huggins@cbp.dhs.gov
(walter.l.huggins@cbp.dhs.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- Quality Assurance Surveillance Plan (QASP) PERFORMANCE WORK STATEMENT (PWS) Customs & Border Protection / U. S. Border Patrol Laredo Sector Headquarters Auto Parts Supply Concession PR 20101810 1. BACKGROUND Laredo Sector would like to contract for 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 needs for the Sector's Fleet vehicles. The concession would be fully staffed and operated 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 purchases utilizing credit cards that are in use by Customs and Border Protection (CBP) and Department of Homeland Security (DHS). The concession will process all purchases on a monthly billing cycle with weekly financial reporting. 2. SCOPE The intent of Laredo Sector is to establish an onsite service for the maintenance program to increase the efficiency and performance of the automotive maintenance program. The contract requirement is intended to support the Laredo Sector with a contract for a full service in-house auto parts supply concession within the Laredo Sector Headquarters Garage, to include remote-site (internet web-access) services to out-stations including Laredo West, Laredo South, Zapata, Freer, Hebbronville, and Cotulla. Laredo Sector also intends to purchase parts at the contract price from contractor's stores co-located in any of the out-stations. The services provided to out-stations would include, parts ordering capabilities and the supply of parts and part-ordering related technical advice as needed. The concession would supply a full range of auto parts supplies to support automotive and equipment part needs for fleet and all internal combustion engines equipped property serviced by the Laredo Sector Fleet garage personnel. Currently, there is an automated method to connect the parts purchase for a vehicle through CBP's financial software system (i.e. SAP). Establishing an on-site auto parts concession will allow the Government to utilize the individual fleet credit cards to make part purchases for the vehicles, and the maintenance charges for those vehicles to be directly reflected in SAP through the credit card purchases. Establishing an on-site auto parts concession utilizing the Vehicle Management Information System (VMIS) will allow the Sector Fleet Operations Branch's to account and track the maintenance charges. 3. APPLICABLE DOCUMENTS The vendor shall comply with the following standards, guidelines and regulations: OSHA Standards: http://www.osha.gov/law-regs.html Comprehensive Procurement Guideline for Vehicular Products: http://www.epa.gov/osw/conserve/tools/cpg/products/vehicle.htm#specs http://www.epa.gov/osw/conserve/tools/cpg/pdf/vehicle.pdf E.O. 13514 http://edocket.access.gpo.gov/2009/pdf/E9-24518.pdf 4. DEFINITIONS AND ACRONYMS 4.1.1 DEFINITIONS: Terms used in this Performance Work Statement (PWS) are defined below: 4.1.2 AUTO PARTS CONCESSION. A person or company benefiting from the grant of storage space to provide a mini-vehicle parts store within USBP facilities. 4.1.3 CONTRACTOR. A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime. 4.1.4 CONTRACTING OFFICER (CO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. 4.1.5 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. 4.1.6 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement. 4.1.7 DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes. 4.1.8 INVENTORY. Items relating to the auto parts industry required to be on hand or delivered to USBP facilities within a specified time frame. 4.1.9 PHYSICAL SECURITY. Actions that prevent the loss or damage of government property. 4.1.10 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. 4.1.11 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the quality assurance methodology to be used for monitoring of contractor performance. 4.1.12 QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements. 4.1.13 SUBCONTRACTOR. Entity that enters into a contract with a prime contractor. The Government does not have a partnership with the subcontractor. 4.1.14 WORK DAY. Regular workday operations for this BPA will be as follows: Laredo Sector Headquarters Garage: Monday through Friday: 0700 through 1600 hours Out stations (Remote Sites) Monday through Friday: 0700 through 1600 hours Saturday and Sunday: Off 4.1.15 WORK WEEK. Is defined as Monday through Friday, unless specified otherwise. 4.1.16 EMERGENCY OPERATION. Defined as any contingency occurrences which are not under the control of the Government, and must be reacted to in a manner to protect the destruction of property and/or prevent the potential loss of life. 4.2 ACRONYMS: Acronyms are listed below: CBP Customs & Border Protection CFR Code of Federal Regulations CO Contracting Officer COR Contracting Officer's Representative CPARS Contractor Performance Assessment Rating System CS Contract Specialist DHS Department of Homeland Security FAR Federal Acquisition Regulation HSAM DHS Acquisition Manual HSAR DHS Acquisition Regulation ISP Internet Service Provider OBP Office of Border Patrol OEM Original Equipment Manufacture OSHA Occupational Safety & Health Administration POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SAP Systems Applications & Products SOP Standard Operating Procedure LFOB Laredo Fleet Operations Branch USBP United States Border Patrol VMIS Vehicle Management Information System, Asset Works M5 5. PERFORMANCE REQUIREMENTS AND STANDARDS Auto Supply Concessions Service for Laredo Sector's Fleet Vehicles. The contractor will provide the following minimum services for the concession: 5.1.1 ORIENTATION BRIEFING Performance Requirement: The contractor shall provide for a full orientation briefing kick-off meeting (Post Award) in accordance with the Quality Assurance Surveillance Plan (QASP) requirements. Performance Standard: Prepare and present an orientation briefing that encompasses all aspects of the PWS requirements and the Contractor's organization. The briefing will contain the following information: 1. Date orientation will be conducted-two weeks after award of contract. 2. Orientation time line-agenda of what will be discussed during briefing. 3. Map and layout of store-how the vendor plans to set-up at location. 4. Resources provided by Vendor-clarification of who is providing what. 5. Government furnished property (GFP). Vendor perception. 6. General role and responsibilities of CBP and vendor. 7. Safety overview-from vendor standpoint. 8. Hours and dates of operation for auto parts concession to include holidays-for clarification. 5.1.2 SUPPLY CONCESSION Performance Requirement: The contractor shall provide a full service in-house auto parts supply concession for Laredo Sector vehicle maintenance facilities, and remote internet access to our facilities in, Laredo West, Laredo South, Freer, Zapata, Hebbronville and Cotulla. The sector will provide the contractor with secure storage space and a location to establish the concession in the Laredo Sector Fleet Garage. The contractor shall add/adjust inventories at each of their stores based on our needs. The contractor shall have an online management system accessible via the internet that has at a minimum the following features: • Ordering capability • Order status • Invoice information • Parts (if any) back-ordered • Ability to generate reports on demand Performance Standard: The contractor shall supply on-hand inventory which meets the Sector's maintenance requirements. Parts or equipment which are not on hand, must be supplied the same day before 4:00 PM if ordered before 10:00 AM that day, and supplied on the next day before 10:00 AM if ordered between 10:01 AM and 4:00 PM the previous day. The contractor shall be responsible for daily delivery or drop shipments as necessary of items purchased for stations in Laredo West, Hebbronville, Freer, Laredo South (OB7), Cotulla and Zapata. 5.1.3 OPERATING SCHEDULE Performance Requirement: The contractor shall staff and operate the concession with the required number of personnel to meet Customs and Border Protection (CBP) Laredo Sector mission requirements. The Contractor shall ensure the concession operates on the same daily schedule as fleet maintenance. The normal operational hours for Monday thru Friday are: Laredo Sector Fleet Garage 0700 through 1600 hours and out-stations hours from 0700 through 1600. Performance Standard: The contractor shall staff and operate the concession with the required number of personnel to meet Laredo Fleet's mission requirements. The Contractor shall ensure the concession operates on the same daily schedule as the assigned garage, in order to accommodate the maintenance work flow. Contractor and their employees will not be authorized facility access before or after the normal operating hours - to include the following Federal Holidays if the garage is closed. RECOGNIZED FEDERAL HOLIDAYS New Year's Day Labor Day Martin Luther King Jr.'s Birthday Columbus Day President's Day Veteran's Day Memorial Day Thanksgiving Day Independence Day Christmas Day 5.1.4 PURCHASE PROCESSING Performance Requirement: The contractor shall process all garage purchases utilizing government issued fleet credit cards that are designated for use, and authorized by DHS/CBP/BP after the work order has been closed or after any bulk purchase is placed utilizing Sector's Bulk Fleet Maintenance Card. Performance Standard: Establish and ensure Government issued Fleet cards are utilized only. 5.1.5 SERVICES PROVIDED Performance Requirement: The contractor shall supply custom services which meet the sector's requirements. In addition, the contract shall provide services to include recycling of batteries, anti-freeze, oil, oil filters, tires, and the disposal of used parts for which a replacement part has been provided. Performance Standard: The contractor shall manage, store, collect and dispose of all vehicle batteries and hazardous materials in accordance with: Texas Administrative Code, Chapter 335, parts 501 to 521 (TAC335.501 to 335.521) Title 40 of the Code of Federal Regulations, parts 260 through 263 (40 CFR 260 to 263) The contractor shall supply custom services which meet the sectors requirements. Contractor will provide, at all times, top line (rated) new parts and certified Original Equipment Manufacturer (OEM) parts when requested within the identified timeframes. The contractor shall implement a site specific health and safety plan in accordance with OSHA regulations (29 CFR 1910.120). Safety and Health inspections shall be performed by CBP Safety Specialist periodically. Contractor shall be responsible for compliance with CBP Safety Specialist annual inspections corrective actions within area of responsibilities. All performance standards shall be adhered to, measured by the COR and the results will be provided monthly to the contractor and the CO. The contractor shall supply warranty tracking and expiration dates for all parts issued. 5.1.6 TRANSACTION/INVENTORY CONTROL Performance Requirement: The contractor shall provide weekly invoice reporting and shall conform to financial procedures for DHS/CBP/OBP invoicing and payment procedures. The data on the spreadsheet will reflect previous (daily, weekly, monthly, and annually) transaction history by date, station, vehicle fleet number, work order number part was issued to, part description, and individual receiving part. The data shall be made available in a hard copy and electronic form. Performance Standard: All parts shall be issued to a Vehicle Maintenance Information System (VMIS) generated work order request for upward reporting to CBP and parts accountability. OBP will provide training to selected contractor on VMIS. The contractor will be required to develop an automated process that can be used to track parts by vehicle. Monthly invoicing should conform to contractual procedures for DHS/CBP invoicing, found in the terms and conditions of the BPA as well as Quality Assurance Surveillance Plan (QASP) enclosure 2. All performance standards shall be adhered to, measured and the results will be provided monthly to the contractor and the Contracting Officer. 5.1.7 PROGRAM MANAGEMENT CONTROL Performance Requirement: The Contractor shall develop a Program Management Plan (PMP) for services described in the PWS. Provide an integrated Program Management approach that will drive efficiency and process improvement. The Program Management Plan shall be updated as needed to ensure a high quality and effective quality control program. Performance Standard: The PMP shall include organizational structure, program management systems and procedures, program milestones, schedule of deliverables, responsibilities and authority of senior staff associated with this effort. The PMP shall outline the methodology for managing tasks, risks, quality, schedule, and business relations. The program management support structure should fully integrate and leverage all skills and work with various functional areas in evaluating existing processes and identifying process improvement opportunities to drive business results (i.e. cost reductions, operational efficiencies, adequate controls, etc.). The PMP must address the following topics: • Subcontractor (if any) - management and business relations. • Communications - Internal and external. • Staffing - Describe quantitatively and qualitatively, manpower requirements to support the capability. Identify any manpower constraints. • Risk Management - identify the methodology for identifying operating address risk reporting, risk identification, risk quantification and classification, procedures for handling risk, and communication of risks to the Government. • Training - Describe the criteria and plan for obtaining timely and effective training for the users, including the use of any training aids, devices, and curricula. Content shall include initial training, and currency training. • Quality Assurance - Describes how QA and supporting monthly surveillance checklist shall align with Quality Assurance Surveillance Plan (QASP) for all services. The Contractor shall perform their own monthly assessment of quality, schedule, business relations, and management. • Metrics Reporting- Describe the approach to review operational and other information to contract and program performance. Provide an auditable process for certification and verification of data. This report system permits Government personnel to assess performance against the PWS and review other operational information as specified that measures efficiencies and operational effectiveness. 5.1.8 COMPUTERIZED INVENTORY CONTROL REPORT Performance Requirement: The COR and vendor will meet once a month to review data gathered for the month's transactions. The contractor shall provide a Monthly Sales Activity Report in accordance with Enclosure 1 to this PWS. The Monthly Sales Activity Report will outline all sales made during the month, by ordering office. The Monthly Sales Activity Report shall be in any format submitted by the prospective vendor, but must contain all the necessary information to itemize sales activities for the month. Attachment 1 is provided as a sample report. Performance Standard: Data will include current month's weekly invoices. The data on the spreadsheet will reflect previous (daily, weekly, monthly, and annually) transaction history by date, station, vehicle fleet number, work order number part was issued to, part description, and individual receiving part. The data will be available in a hard copy and electronically. 6. DELIVERABLES AND DELIVERY SCHEDULE Parts or equipment which are not on hand must be supplied the same day, before 1600 hours. Parts which need to be ordered on any given day and that are ordered before 1000 hours must be supplied the next day before 1000 hours. The contractor shall have an online management system accessible via the internet that have at a minimum the following features: • Order status • Invoice information • Parts (if any) back-ordered • Ability to generate reports on demand The vendor shall provide (at no additional charge) replacements for defective or damaged parts. In 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. 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 event that the vendor cannot supply a replacement part, Laredo Sector has the option to outsource the part from another vendor. The vendor shall provide parts manufacturer warranty on all parts. 6.1.1 Orientation Briefing Due 3 days prior to scheduled Orientation Briefing, draft provided to COR. Fifteen (15) days following contract award, Orientation Briefing should be conducted. 6.1.2 Inventory Control System Report Monthly, due by end of each month to the COR and Program Manager in MS Excel. 6.1.3 Transaction/Inventory Control System - Reference Section 5.1.6 The Contractor shall submit weekly reports on the Monday of the following week by close of business. The Spreadsheet shall compile all the data for a period of 1 year after Notice to Proceed. 6.1.4 Program Management Plan - Reference Section 5.1.7 The Contractor shall submit the Program Management Plan within 14 days after award. The COR shall review and approve the plan within 7 days after submitted. 7. GOVERNMENT FURNISHED EQUIPMENT AND INFORMATION 7.1.1 Sector Garage will provide the Contractor with secure storage space and a location to establish the concession. Sector personnel will not have access to Contractor's portion of the garage. 7.1.2 Laredo Sector Garage 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). Vendor internet access will be independent from CBP network environment. 8. PLACE OF PERFORMANCE 8.1.1 The location for this operation shall be the Laredo Sector Headquarters Garage (to include remote-site (internet web-access) services to outstations within Texas locations. 207 West Del Mar Blvd Laredo, Texas 78041. 9. PERIOD OF PERFORMANCE The period of performance shall be five (5) years from the date of award. The BPA shall be reviewed annually and modified for updates as necessary. 10. SECURITY 10.1.1 The Sector will be responsible for facility security. Contractors supporting this action shall be U.S. Citizens, and free of criminal convictions, be able to speak and read the English language fluently. All contractors' representatives are subject to a security clearance/screening that will be done at the beginning of the contract and at any option year exercised prior to working. 10.1.2 The Contractor must submit the names of the prospective representatives to include social security number, date of birth and driver's license number two weeks in advance of commencement of work on premises to the Contract Specialist at the Laredo Sector. 10.1.3 Contractor shall comply with the CBP administrative, physical and technical security controls to ensure that the Government's security requirements are met. During the course of this agreement, the Contractor shall not use, disclose, or reproduce data, which bears a restrictive legend, other than as required in the performance of this agreement. 10.1.4 The contractor will be responsible for all internal security of equipment and supplies. The Contractor shall comply with the DHS/CBP administrative, physical and technical security controls to ensure the Government's security requirements are met. This includes providing total and complete access to CBP where contractor is responsible for internal security. 10.1.5 The Contractor will notify the COR and Sector POC's immediately if a contract employee is terminated or will no longer work for the Contractor at our Sector facility, so access to facilities can be terminated. 11. QUALITY ASSURANCE SURVEILLANCE PLAN 11.1.1 As part of the requirements outlined in the attached QASP, the contractor will be available upon request for the government to review all operations and 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. 11.1.2 The COR will assess the Contractor each month using the Monthly Surveillance Report (enclosure#5 to the QASP). A copy of all Monthly Surveillance documents will be provided to the Contractor and CO. 11.1.3 Contractor performance assessments will be evaluated every six (6) months. Assessment evaluations will be used as a basis to determine whether or not to continue to use this BPA. 12. SPECIAL CONSIDERATIONS 12.1.1 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. 12.1.2 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. 12.1.3 Government Facility The contractor is prohibited to use the facility for private use. 12.1.4 Contractor Uniform All contract personnel shall be required to wear a uniform that indicates the company name on the shirt, and will be required to display Contractor government issued credentials at all times.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DHS/USCS/PDDC20229/20101810/listing.html)
- Place of Performance
- Address: 207 West Del Mar Blvd, Laredo, Texas, 78041, United States
- Zip Code: 78041
- Zip Code: 78041
- Record
- SN04739910-W 20171116/171114231328-73fb600d1c31b616dab86ebaffce12d4 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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