Inactive Total Small Business Set-Aside (FAR 19.5)

AMENDMENT 0001 - Answers to Vendor Questions posted 30 January 2025 in the Attachments Section COMBINED SYNOPSIS/SOLICITATION: This combined synopsis/solicitation for blanket purchase agreements (BPA)... AMENDMENT 0001 - Answers to Vendor Questions posted 30 January 2025 in the Attachments Section COMBINED SYNOPSIS/SOLICITATION: This combined synopsis/solicitation for blanket purchase agreements (BPA) for flooring services is 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 FA8136-25-Q-0003 and is issued as a Request For Proposal (RFP) in accordance with the requirements of Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Items, using the procedures of FAR Part 13, Simplified Acquisition Procedures, and FAR Part 37, Service Contracting. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2020-01 dated November 12, 2019. The FAC and FAR are available at https://www.acquisition.gov/FAR. Carpet II is a two-tiered mandatory-use program. Tier 1 refers to carpet manufacturers and Tier II is used to refer to carpet installers. Tier I Carpet Contracts were awarded through full and open competition to seven carpet manufacturer vendors that meet the established technical requirements and evaluation criteria. These contracts lock in not-to-exceed (NTE) pricing for carpet, terms and conditions, and reporting requirements. Tier II Carpet Contracts requires local base contracting offices to compete the requirement among small business installers, dealers, and contractors who shall purchase and install carpet from one of the awarded Tier I contractors. All terms and conditions, including the NTE pricing established in the Tier I Contracts, shall be incorporated into all subsequent Tier II contracts. See attached Air Force Carpet II Ordering Guide for additional details. This guide will be incorporated into all BPAs issued by Tinker AFB. Tinker AFB intends to award approximately three to five Tier II local BPAs to maximize competition. Tinker AFB has numerous requirements for flooring to be fulfilled on a consistent basis. Period of Performance is a five-year ordering period from date of award. This combined synopsis/solicitation is a 100% Small Business set-aside. The North American Industry Classification System (NAICS) code 238330, Flooring Contractors with a size standard of $19M. Responsible offerors shall provide pricing for the following line items. Note that each line item has multiple sub-line items listed. See Vendor Pricing Sheet for additional details. Line Item structure is required per the Carpet II Ordering Guide. Line Item 0001: Flooring Cost Line Item 0002: Adhesive Cost Line Item 0003: Installer Cost (including shipping) There are no site visit requirements for this solicitation however, site visits for individual BPA calls are required. All vendors submitting proposals must have access to the seven manufacturers listed in the Performance Work Statement and Carpet II Ordering Guide. These manufacturers are mandatory for carpet requirements only. This acquisition currently has no Defense Priorities and Allocations System (DPAS) ratings. The award is subject to the Service Contract Labor Standards statute. The Offeror is required to have a current and active Contractor registration in the System for Award Management (SAM) website, https://sam.gov. Questions shall be submitted to 2LT Hailie Reyes no later than 22 January 2024 via email at hailie.reyes@us.af.mil. Proposals shall be submitted electronically to 2LT Reyes by or before 7 February 2025 at 2:00 PM CST. It is the Offeror’s responsibility to ensure all proposal documents are received prior to the close date and time. INSTRUCTIONS TO OFFERORS General Instructions: This section provides general guidance for preparing proposals. Throughout this section, the term “Offeror” means the prime contractor submitting the proposal. The Offeror’s proposal must include all data and information requested and must be submitted in accordance with these instructions. Proposal will be reviewed for responsiveness prior to being technically evaluation. An Offeror who submits an incomplete package may be considered non-responsive and will be notified immediately with the reason. The proposal shall be compliant with the requirements as stated in the Request for Proposal (RFP). A proposal that is sufficiently documented to support price and technical requirements in a complete, orderly and detailed manner will enable the Government to perform a thorough and fair evaluation. Non-compliance with the instructions and RFP may result in an unfavorable proposal evaluation and may be grounds to eliminate the proposal from consideration for contract award. Offeror’s must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale along with providing any assumptions in their proposals. The Government reserves the right to determine any such exceptions unacceptable. The Government intends to award without discussions. The Government will not reimburse any costs incurred in relation to the proposal preparation. Offeror’s must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale along with providing any assumptions in their proposals. The Offeror shall submit an unclassified proposal, which demonstrates its ability to perform and meet the requirements in the Performance Work Statement (PWS). Pricing Sheet – Several material sub line items are listed as “Not to Exceed”. The Government understands that pricing of these items are dependent upon quantity and quality. Please quote a reasonable not to exceed price. The Government is looking for the highest reasonable price that we would expect to pay for materials in a normal office like operating environment. Mock Projects Pricing Sheets – The Government has included three mock projects that are completely fictional. Vendors will submit a quote using their pricing sheet pricing on those same forms. Please do not overthink these projects as they are quite simple and the Government is trying to get a sense of what a small projects would like when priced out. For any materials, use the “Not to Exceed” pricing that is listed on your pricing sheet. It is expected for these prices to be on the high side but not unreasonable. These mock quotes are not going to be evaluated for a “lowest price technically acceptable” basis. The Government intends to use these quote sheets to determine that the vendor pricing and quotes are a fair and reasonable price to be considered for a BPA award. Competitive pricing will be obtained during the RFQ process with the individual orders after a vendor has an established BPA. Proposals shall consist of the following: Written confirmation of the following: Prime contractor understands that site visits for individual BPA Calls (orders) are mandatory on Tinker AFB Prime contractor understands that it is responsible for ensuring that it must plan and secure base passes for its employees through the Contracting Officer Representative (COR) Proposal detailing capability to meet the requirements stated in the PWS Submission of Pricing Sheet (Technical Exhibit x) Submission of Pricing Sheets for the three mock projects (Technical Exhibits x, y and z) EVALUATION FACTORS FOR AWARD Basis for Award: BPAs will be awarded to vendors that submit a technically acceptable proposal with pricing that is deemed fair and reasonable. Fair opportunity will be provided by competing individual calls with BPA holders on a lowest price technically acceptable (LPTA) basis. A BPA will be awarded to the Offerors whose proposals conforms to the solicitation’s requirements (to include all stated terms, conditions, representations, certifications, and all other information required by this solicitation) and is judged, based on the evaluation factors and sub-factors, to represent the lowest price technical acceptability and price reasonableness. Evaluation Factors. Evaluation Criteria: Pricing sheet and mock pricing orders are deemed fair and reasonable Vendors are deemed responsible Clear understanding of the USAF Carpet II Program Clear demonstration of access to the seven approved Tier I manufacturers Clear understanding of the Tier II local ordering process with the Tinker AFB Contracting Office Demonstrate capability to attend all mandatory site visits and provide a workforce that is capable of gaining access to Tinker AFB according to the base access requirements. Evaluation Process. Offerors’ proposal will be evaluated on a technical acceptable/unacceptable basis. Vendors’ pricing sheet and quotes for the mock projects will be evaluated as being fair and reasonable price only. Offers with unreasonable pricing will not be considered for a BPA. Offerors will also have to evaluated as responsible through SAM.gov and FAPIIS. By submission of its offer, the Offeror accedes to all solicitation requirements, including terms and conditions, representations, and certifications, and technical requirements. Failure to meet a requirement may result in an offer being determined non-responsive and thereby excluded from further consideration. BPA CALL ORDERING PROCEDURES Tinker AFB will identify flooring requirements by location and square footage. Carpet selections will also be clearly identified by manufacturer and brand. For requirements under $25,000, the Government reserves the right to rotate or compete. All requirements that are $25,000 and above will be competed through a Request For Quote (RFQ) process. The Contracting Officer will issue a RFQ to all vendors who hold an active BPA. Contractors will return the RFQ within the required time frame with pricing. Since this is a competitive RFQ, vendors are encouraged to provide pricing discounts from their approved pricing sheets. Vendors are given 15 days to respond to the RFQ with their pricing. This allows for 15 days for vendor selection and notification of contract award. RFQ Pricing. Vendors will provide a general pricing sheet with their proposals. These pricing sheets will only be used in two situations: Determine fair and reasonable pricing for consideration of awarding the base BPA in response to this solicitation. Determine fair and reasonable pricing at the individual BPA Call level when there is only one bidder for the call. In this case, the contractor will provide a quote in the pricing sheet format to include the sub line items. Site Visits. As part of the RFQ process, a site visit will be established. Site visits are mandatory to be considered for a BPA Call. BPA Call RFQ Evaluation Criteria. Tinker AFB selects the vendor for BPA Call award based on a lowest price technically acceptable (LPTA) evaluation criteria by conducting a technical review (acceptable/unacceptable). The lowest price offer that is deemed technically acceptable will be awarded the BPA Call. Price Review In a competitive RFQ environment, contractors only need to provide a quote for the prime three CLINS only (Flooring Cost, Adhesive Cost and Installer Cost). No further pricing breakdown is required. Strict adherence to the contractor’s pricing sheet is not required and will not be checked. This is to encourage dynamic pricing due to fluctuations in the market and is the preferred method of receiving quotes. Competition is achieved and the lowest quoted price accepted. If only one technically acceptable bid is received and/or are expected in response to an RFQ, the contractor will submit the quote in the itemized format per the pricing sheet so contracting can conduct a more detailed price analysis. BPA Call Award. After the Government conducts its technical and price review, the vendor with the lowest priced proposal and is technically acceptable will be issued a contract award. Award can take the form of either a BPA Call (Form 1155) or a Government Purchase Card (GPC) order. Unsuccessful offerors who did not receive the award will be notified of the vendor that won the award and overall price. Please note that only authorized callers designated in your Master BPA can authorize orders. Performance Coordination. Once a BPA Call is sent to the vendor, the vendor must return the order signed acknowledging receipt and acceptance of the order. This forms a binding contractual agreement between the vendor and the Government. Now the vendor is authorized to coordinate the delivery and installation specifics with the Contracting Officer Representative (COR). Performance Monitoring. The Government will establish CORs to perform oversight of vendor performance using the a quality assurance surveillance process. The Government reserves the right to terminate a BPA with any vendor that fails to meet these standards. A final QA check will be coordinated by the COR, vendor and customer to identify any issues or to final accept the work completed. BPA Calls issued with a DD1155 will be paid through Wide Area Workflow (WAWF). Vendors submit an electronic invoice in WAWF and will be paid via electronic funds transfer (EFT). Some orders may be placed with the Government Purchase Cardholders (GPC) and those payments will be made by credit card. Typically, orders placed under $25,000 will be placed with a GPC card by an authorized caller. Attachments: Applicable Solicitations and Clauses TAFB Facility Standards TAFB Electrical Standards General Safety Requirements for Construction of Tinker Air Force Base Map of Tinker AFB USAF Carpet II Ordering Guide Performance Work Statement Mock Project for Bid Vendor Pricing Sheet