Inactive Total Small Business Set-Aside (FAR 19.5)

31 May 2022 - Please reference attachment titled, FA521522Q0012 Questions and Answers, for all Q&As. This is a combined synopsis/solicitation for commercial items prepared in accordance with the forma... 31 May 2022 - Please reference attachment titled, FA521522Q0012 Questions and Answers, for all Q&As. 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. (i) The Request for Quotation (RFQ) FA521522Q0012 shall be used to reference any written quote provided under this RFQ. (ii) The RFQ document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-06; Effective April 26, 2022. (iii) This is a set-aside for 100% Total Small Business. (iv) The North American Industry Classification System (NAICS) code for this project is 541511 with a size standard of $30M. (v) The purpose of this combined synopsis and solicitations is to obtain Portal Management Services in accordance with Attachment 1 – Asia Pacific Center for Security Studies (APCSS) Portal Manager III Performance Work Statement (PWS) 30 Mar 22. (vi) The contractor shall utilize the below contract line items number (CLIN) structure when preparing quotes: *See Attachment 4 – Schedule B (vii) The following commercial service is being requested in this solicitation. The Contractor shall be an experienced Portal Manager with the capability to manage and administer the APCSSLink portal, create new user accounts for Daniel K. Inouye (DKI) APCSS program participants, and manage privileges and access to the portals, including granting and revoking accounts. (viii) The resulting contract will be a single Purchase Order with a Base plus four (4) Option Periods. The anticipated start date is 27 June 2022. (ix) FAR Provision 52.212-1, Instructions to Offerors – Commercial Items (November 2021) applies to this acquisition and the following addendum applies: ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS 1. NOTICE TO OFFERORS: The following words stating “offer,” “offeror,” and “proposal” are replaced with “quotation,” “vendor,” and “quote”. The NAICS code and small business size standard for this acquisition appear above. The vendor agrees to hold the prices in its quote firm for 60 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the quote. 2. PROPOSAL SUBMISSION: A. General Instructions. This section provides general guidance for preparing quotes, as well as specific instructions on the format and content of the quote. The Vendor’s quote must include all data and information requested, and must be submitted in accordance with (IAW) these instructions. Any Vendor who submits an incomplete package may be considered non-responsive. The Vendor shall be compliant with the requirements as stated in the RFQ. A quote that is sufficiently documented to support technical capability and price in a complete, orderly and specific detailed manner will enable the Government to perform a thorough and fair evaluation. Non-compliance with the instructions and RFQ may be grounds to eliminate the quote from consideration for contract award. The Government intends to award a contract without discussions with respective Vendors, but reserves the right to hold exchanges should it be in the Government’s best interest. Quotes must be complete, self-sufficient, and respond directly to the requirements of this RFQ. Alternate quotes will not be accepted. B. Submission Requirements. Documents submitted in response to this solicitation must be fully responsive to and consistent with requirements of this solicitation and Attachment 1 – Portal Management III Performance Work Statement (PWS). C. Representations and Certifications. See FAR 52.212-3 of this RFQ for complete instructions. This provision must be submitted with the Vendor’s proposal. Representations and Certifications shall be included on Attachment 6 - Contractor Submittal Form. D. Quotation Preparation and Format Instructions. This section provides general guidance for preparing the format and content of quotations. Each volume shall be complete in itself. To assure timely and equitable evaluation of quotations, Vendors must follow the instructions contained herein. Vendors are required to meet all RFQ requirements, including terms and conditions, representations and certifications, and all PWS requirements. Vendors must clearly identify any exception to the RFQ terms and conditions and provide complete accompanying rationale. Any exceptions shall be identified on Attachment 6 - Contractor Submittal Form. • Page Limitations. Page limitations shall be treated as maximums. Total page count will be based on the printed quotation submission. If page limitations are exceeded, only page one (1) through the identified maximum pages will be reviewed for evaluation. Excess pages will not be read nor considered in the evaluation of the quote. A page is defined as each face of an 8.5 x 11-inch sheet of paper containing information. All information, except for document numbers, page number, etc., shall be provided in an image area of 7 x 9 inches. One (1) cover or title page is allowable and up to two (2) index pages are allowable for each Volume. These three (3) pages do not count towards the total page counts. The maximum number of pages for each volume is listed below. TITLE NUMBER OF COPIES MAXIMUM NUMBER OF PAGES Attachment 5 – Contractor Submittal Form 1 No page limit Volume I – Price 1 No page limit Volume II – Technical Capability 1 Limit of no more than twenty-eight (28) pages - No more than three (3) pages for Sub-factor 1; - No more than twenty-five (25) pages for Sub-factor 2; Pages exceeding this amount will not be reviewed or considered for the purpose of evaluation, including any pages in excess of the page limits for each Sub-factor, as described above. E. Electronic Submission. Email a signed and dated quote to the 766th Enterprise Sourcing Squadron, ATTN: Camille Watley, Contracting Officer, via email to camille.watley.2@us.af.mil and Keith Major, Contract Specialist, keith.major.1@us.af.mil. ONLY EMAILED QUOTES WILL BE ACCEPTED. ANYTHING OTHERWISE CAN AND WILL BE CONSIDERED NONRESPONSIVE. YOU MAY WISH TO PLACE A READ/DELIVERY RECEIPT. Note: Files are not to exceed 10 MB. By submitting an electronic copy, vendors assume all risk of quotes not getting through security measures and firewalls. Only files created using Microsoft WORD, Microsoft EXCEL, and/or Adobe .pdf files will be accepted. .zip files are not an acceptable format for the Air Force Network and will not go through our email system. Quotes must be submitted on Attachment 3 – SF 1449 and other documents as specified in the RFQ. Quotes must be received by the date and time specified in block 8 on Attachment 3 – SF 1449. Any quotes received after the date and time in block 8, will be considered late and will not be considered for evaluation or award. It is the Vendor’s responsibility to ensure the Government receives its quote on time. It is recommended to not wait to the last moment to submit your quote. The Government is not responsible for quotes submitted electronically and not received on time. All questions and requests for clarification or information regarding this RFQ must be in writing and emailed to camille.watley.2@us.af.mil and keith.major.1@us.af.mil NO LATER THAN 12:00 P.M. Hawaii Standard Time on 27 May 2022. The subject line of all correspondence should reference the RFQ number FA521522Q0012. Answers will be compiled and posted electronically to the SAM.gov website: https://www.sam.gov. F. Specific Proposal Instructions. To assure timely evaluation of the quote, the Vendor must follow the instructions contained herein. The quote must be complete, self-sufficient, and respond directly to the requirements of this RFQ. The response shall consist of three (3) separate parts; Volume I – Price, Volume II – Technical Capability, and Attachment 5 - Contractor Submittal Form. By submitting a quote, the Vendor agrees to the contract terms and conditions as written in the solicitation, with attachments. Attachment 3 – SF 1449 constitutes the model contract. - Attachment 5 – Contractor Submittal Form. Vendors shall submit a completed contractor submittal form provided by the Government under Attachment 5 – Contractor Submittal form. Attachment 5 shall be returned in its entirety as a stand-alone document. Attachment 5 shall not be submitted as part of Volume I or Volume II. - Volume I – Price. The price volume shall consist of Attachment 3 – SF 1449 and Attachment 4 – Schedule B. For Attachment 3 – SF 1449, complete blocks 12, 17a and 30a, b, and c. In doing so, the Vendor agrees to the contract terms and conditions as written in the RFQ, with attachments. The RFQ constitutes the model contract. Insert quoted unit price(s) and extended amount(s) in Attachment 4 – Schedule B for CLINs XXX1. The extended amount must equal the unit price multiplied by the number of units. All prices shall not exceed two (2) decimal places (e.g, $125.50, $.60, $3,567.98). Attachment 4 – Schedule B shall be submitted in Microsoft Excel format with all formulas visible and all cells unlocked. - Volume II – Technical Capability. Each Vendor shall submit a technical quote that addresses all technical subfactors and how they will meet or exceed the PWS requirements. The technical quote shall demonstrate an understanding of and an approach to accomplishing the requirements specified in Attachment 1 – PWS. Quotes shall address the following Technical Capability Sub-factors: 1) Management Plan and 2) Experience. • SUB-FACTOR 1 Management Plan: The Vendor shall submit a management plan, no more than three (3) one-sided pages that demonstrates understanding of and an approach to accomplishing the requirements specified in the PWS regarding management at DKI APCSS. The narrative should describe in detail each of the following sub-factor 1 requirement described below: 1. Provide a plan that shows a clear understanding of the requirements by providing staffing information to ensure that positions will be manned to meet or exceed PWS requirements. The staffing information shall include, at a minimum, position titles, number of employees, certifications (if any), and staffing hierarchy as applicable to execution of a timely and effective response. • SUB-FACTOR 2 Experience: The prime vendor must submit information on Attachment 6 – Experience Form and evidence of Portal and Learning Management System (LMS) performance for a single effort or combined efforts (e.g. task order, purchase order, contract, etc.) performed or managed by the prime vendor as either a prime contractor or subcontractor clearly demonstrating a comprehensive understanding of tasks required to perform portal management services which meets ALL of the following criteria: 1. Each Vendor shall submit one (1) to five (5) efforts that encompass all orders and contracts combined that meet the required criteria below (2-7). The Vendor need not submit five (5) efforts if all criteria are met with less efforts. The Government will contact the point of contacts (POCs) provided and validate the dates, annual cost, total amount of register users, and troubleshooting problems with site access, group design and user accounts were resolved within the required time specified for each effort. The Government will make up to three (3) attempts to reach the individual provided. If no contact is made and the information cannot be validated, the experience provided will not be considered for award. 2. Services shall be ongoing or completed within the past three (3) years from the issuance date of the RFQ. 3. Services shall be for an annual contract amount of at least $100,000 or more. 4. Performance must have included portal management of a Learning Management System (LMS). The LMS should be the ILIAS system or an equivalent LMS approved by the U.S .government for use in government systems. The Portal or LMS should have at least 10,000 total registered users. 5. Performance must have met the required time specified for each effort to troubleshoot problems with site access, group design and user accounts. 6. Each Vendor must provide evidence of portal management by submitting a screenshot of the admin management screen (redaction of names is acceptable) and a screenshot of a content page for each applicable order or contract provided in Attachment 6 – Experience Form. a. The admin management screen must include the following information: i. Clear navigation menu/breadcrumbs ii. Search capability iii. Ability to manage members and/or files iv. Link to metrics b. The content page must include the following information: i. Clear navigation menu/breadcrumbs ii. sample article or FAQ iii. Ability to like or share article 7. Each Vendor must provide evidence of Learning Management System (LMS) support by submitting a screenshot of the course page and a screenshot of a course landing page for each applicable order or contract provided in Attachment 6 – Experience Form. a. The course page with formatting to show links and embedded videos to include: i. Clear navigation menu/breadcrumbs ii. Description of the course iii. Link to or embedded course presentation file (eg. pdf, pptx or video) b. The content page must include the following information: i. Clear navigation menu/breadcrumbs ii. Link to or embedded syllabus or schedule iii. Info or link to course leadership or presenters iv. Files are easy to find v. Links to other related materials • Experience Form (Attachment 6 - Experience Form). Attachment 6 shall be returned in its entirety. The Experience Form shall be included in Volume II and not exceed two (2) pages. G. Bidder’s Library. Attachment 7 – Bidder’s Library includes screenshot examples of an admin management screen, course page and content page. H. For this solicitation, the Government will award a contract on an 'all or none' basis; multiple awards will not be contemplated. I. It is incumbent upon the interested parties to review SAM.gov frequently for any updates or amendments. The Vendor shall provide evidence as required by any amendment that the Vendor's quote incorporates all amendments to the RFQ (if applicable, see Attachment 6 - Contractor Submittal Form). J. The Vendor shall complete the necessary Representations and Certifications in SAM.gov and supplemented in full text within this RFQ. If Representations and Certifications in SAM.gov are completed, state accordingly in the quote package (See Attachment 6 - Contractor Submittal Form). If not complete, representations and certifications shall be included on Attachment 6). (x) FAR 52.212-2(a) Evaluation – Commercial Items (November 2021), applies to this acquisition as amended below. ADDENDUM TO FAR 52.212-2 EVALUATION – COMMERCIAL ITEMS A. Basis for Contract Award. The Government intends to award a contract resulting from this RFQ to the responsible Vendor, whose quote conforming to the RFQ will be advantageous to the Government, price and other factors considered. Award will be made on a Lowest Price Technically Acceptable (LPTA) basis. Award shall be made to the Vendor with the lowest fair and reasonable, and balanced price, whose quote receives a “Pass” rating for all technical sub-factors. The following factors shall be used to evaluate each Vendor’s quote: B. Evaluation Factors. In evaluating quotes, the Government will select the quote that is most advantageous to the Government. To arrive to a decision, the Government will assess each quote IAW the following evaluation factors: Factor 1: Price Factor 2: Technical Capability C. Award Process. The Government will make award to the responsive, responsible Vendor who provides a technically acceptable proposal with the lowest fair, reasonable and balanced price. For a quote to be considered responsive, a Vendor shall submit a quote that clearly meets the minimum requirements and follows all instructions set forth in the RFQ. Initially, the Government will review all quotes to determine if each timely received quote meets the requirements of the RFQ and PWS and its requirements to determine if the Vendor is responsive. Next, the responsive quotes will be ranked from lowest to highest Total Evaluated Price (TEP). The lowest priced quote will then be evaluated for technical acceptability. If that quote is determined to be technically acceptable, then it will be evaluated for price fairness, reasonableness, and balance. If that quote is determined to be fair, reasonable, and balanced, then award will be made to that Vendor and evaluations will conclude. No additional quotes will be evaluated for technical acceptability or considered for award. If the lowest priced Vendor is not determined to be fair, reasonable, and balanced, the next lowest priced Vendor will be evaluated for technical acceptability. This process will continue until a quote is received that is technically acceptable and the price is fair, reasonable, and balanced. Failure to meet the requirements of this RFQ may, at the Government's sole discretion, result in the quote being determined unacceptable, being ineligible for award and eliminated at this point from the competition and further consideration. D. Contractor Responsibility. In order to be eligible for award the contractor must be deemed responsible IAW FAR 9.1. Information obtained from other sources available to the Government, such as the Contractor Performance Assessment Reporting System (CPARS), may be used as part of the responsibility determination IAW FAR 9.104-1. The Government reserves the right to obtain information relative to present and past performance from any source at its sole discretion. E. Written Notice. A written notice of award or acceptance of a quote, emailed or otherwise furnished to the successful Vendor within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote’s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. FACTOR 1 - PRICE EVALUATION A. General. The Government shall use the Vendor’s completed Attachment 4 – Schedule B to evaluate the Vendor’s quoted pricing. B. Evaluation of Price. Failure to propose for any category in Attachment 4 – Schedule B may cause the Vendor's quote to be rejected as unacceptable. A Vendor whose TEP is unreasonable (in accordance with FAR 15.404 and FAR 31.201-3) and/or unbalanced (in accordance with FAR 15.404-1) may not be considered for award. The Government reserves the right to conduct exchanges with the lowest TEP Vendor. C. Total Evaluated Price (TEP) Calculation. The price of a six-month extension authorized by 52.217-8, Option to Extend Services, will be added to the proposed price for each potential contract performance period. The TEP is a two-part computation. First, the Vendor’s total quoted price will be determined by multiplying the quantities identified in Attachment 4 – Schedule B by the quoted unit price, limited to two decimal places, for each CLIN to confirm the extended total amount for each CLIN; the sum of all extended amounts will be the Vendor’s total quoted price. All Travel CLINs (XXX2) will not be included in the price evaluation, as the contractor does not price these CLINs. Second, the total proposed price (total amount for CLINs excluding Travel CLINs) plus the sum of Option to Extend Services clause 52.217-8 formula (shown below) will constitute the TEP. The formula for the Option to Extend Services amount is as follows: Base Year: CLIN 0001 Extended Amount x 0.5* Option Year 1: CLIN 1001 Extended Amount x 0.5* Option Year 2: CLIN 2001 Extended Amount x 0.5* Option Year 3: CLIN 3001 Extended Amount x 0.5* Option Year 4: CLIN 4001 Extended Amount x 0.5* *Denotes a six (6) month extension authorized by FAR 52.217-8 Evaluating the Option CLINs does not obligate the government to exercise the Options. E. Unbalanced Pricing. Quotes should be sufficiently detailed to demonstrate balanced pricing. The burden of proof for credibility of quoted prices rests with the Vendor. The Government may also determine a quote unacceptable should the quoted prices be materially unbalanced. Unbalanced pricing exists when, despite an acceptable TEP, the price of one or more items is significantly overstated or understated as indicated by the application of price analysis techniques. FACTOR 2 - TECHNICAL EVALUATION A. General. The lowest priced responsive quote will then be evaluated for technical acceptability. The Government will evaluate technical acceptability on a pass/fail basis. ALL Technical Capability Sub-factors must be rated "Pass" in order for the quote to be technically acceptable. To be eligible for award, a Vendor must have a "Pass" rating for every sub-factor either on the basis of the initial proposal, or as a result of discussions, if conducted. B. Description. Factor 2 – Technical Capability, will be evaluated on a pass/fail basis on two (2) sub-factors: Sub-Factor 1 –Management Plan and Sub-factor 2 – Experience. FACTOR 2 Rating Description Pass Meets RFQ and PWS requirements; the proposal is awardable. Fail Does not meet RFQ and PWS requirements; the proposal is un-awardable. C. SUB-FACTOR 1 – Management Plan: To receive a “Pass” rating for Sub-factor 1 – Management Plan, the Vendor must submit a detailed plan, no more than three (3) one-sided pages that demonstrates understanding of and approach to accomplishing the requirements specified in the PWS regarding Portal Management at DKI APCSS. The narrative must describe in detail the following Sub-factor 1 requirement described below: 1. The proposed approach provides adequate staffing information to include position titles, number of employees, and staffing hierarchy as applicable to execution of a timely and effective response. Management plans that do not receive a pass rating on the above Sub-factor 1 requirement, will receive a “Fail” rating, and will be ineligible for award. D. SUB-FACTOR 2 – Experience: To receive a “Pass” rating for Sub-factor 2 – Experience, the prime contractor must submit information on Attachment 6 – Experience Form for a single or combined efforts (e.g. task order, purchase order, contract, etc.) performed or managed by the prime as either a prime contractor or subcontractor clearly demonstrating a comprehensive understanding of tasks required to perform portal management services, which meets ALL of the following criteria: 1. Each Vendor shall submit one (1) to five (5) effort(s) that meet all criteria identified in numbers 2-7 in this section. The Government successfully made contact with the POCs provided and validated the dates, annual cost, total amount of register users, and troubleshooting problems with site access, group design and user accounts were resolved within the required time specified for each effort. 2. Services rendered for the effort shall be ongoing or completed within the past three (3) years from the issuance date of this RFQ. 3. The project must be for an annual contract amount of $100,000 or more; 4. Performance must have included portal management of a Learning Management System (LMS). The LMS should be the ILIAS system or an equivalent LMS approved by the U.S .government for use in government systems. The Portal or LMS should have at least 10,000 total registered users. 5. Performance must have met the required time specified for each effort to troubleshoot problems with site access, group design and user accounts within. 6. Each Vendor must provide evidence of portal management by submitting a screenshot of the admin management screen (redaction of names is acceptable) and a screenshot of a content page for each applicable order or contract provided in Attachment 6 – Experience Form. a. The admin management screen must include the following information: i. Clear navigation menu/breadcrumbs ii. Search capability iii. Ability to manage members and/or files iv. Link to metrics b. The content page must include the following information: i. Clear navigation menu/breadcrumbs ii. Sample article or FAQ iii. Ability to like or share article 7. Each Vendor must provide evidence of Learning Management System (LMS) support by submitting a screenshot of the course page and a screenshot of a course landing page for each applicable order or contract provided in Attachment 6 – Experience Form. a. The course page with formatting to show links and embedded videos to include: i. Clear navigation menu/breadcrumbs ii. Description of the course iiii. Link to or embedded course presentation file (eg. pdf, pptx or video) b. The content page must include the following information: i. Clear navigation menu/breadcrumbs ii. Link to or embedded syllabus or schedule iii. Info or link to course leadership or presenters iv. Files are easy to find v. Links to other related materials Experience not meeting all of the above criteria for experience will receive a "Fail" rating, and will be ineligible for award. (End of Addendum) (xi) The provision at FAR 52.212-3, Offeror Representations and Certification-Commercial Services (Nov 2021), applies to this acquisition. Vendors shall ccompletely fill-in and return include a completed copy of the provision of 52.212-3, Offeror Representations and Certifications -- Commercial Services in Attachment 5 – Contractor Submittal Form. (xii) Other provisions and clauses that pertain to this award are: *See Attachment 3 – SF 1449 (xiii) Defense Priorities and Allocations System (DPAS) and assigned rating do not apply to this acquisition. (xiv) Submit any questions regarding this solicitation no later than 12:00 P.M. Hawaii Standard Time on 27 May 2022 to BOTH Camille K. Watley at camille.watley.2@us.af.mil and Keith Major at keith.major.1@us.af.mil. (xvii) All quotes are due via email no later than the date and time specified in Attachment 3 – SF 1449. Please submit your proposal to BOTH Camille K. Watley at camille.watley.2@us.af.mil and Keith Major at keith.major.1@us.af.mil. Attachments Attachment 1 – APCSS Portal Manager III PWS 30 Mar 22 Attachment 2 – WD 2015-5689 Rev 17, dated 15 Mar 22 Attachment 3 – SF 1449 Attachment 4 – Schedule B Attachment 5 – Contractor Submittal Form Attachment 6 – Experience Form Attachment 7 – Bidder’s Library