Inactive Total Small Business Set-Aside (FAR 19.5)

COMBINED SYNOPSIS SOLICITATION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information include... COMBINED SYNOPSIS SOLICITATION 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. The government anticipates a single (all or none), firm fixed price award. A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier s quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer. 36C10E19Q0273_2 the Combined Synopsis Solicitation is issued as a request for quotation (RFQ). The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2005 95. The combined synopsis/solicitation is set aside for Small Business concerns only. Only quotes submitted by Small Business will be accepted by the Government. Any quote that is submitted by a contractor that is not a Small Business will not be considered for award. Note that only VA verified Small Business in the VIP database at the time of contract award will be considered for award and non VIP verified firms will be considered non responsive and ineligible for award. The applicable NAIC Code for this solicitation is 561410 Document Preparation Services, and the Small Business Size limitation is 1,000 Employees. The Statement of Work is following: STATEMENT OF WORK A. GENERAL INFORMATION Title of Project: Title 38, Code of Federal Regulations (CFR), Loose- Leaf and Electronic Editions, Books A through I, Supplemental Service Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in the statement of work (SOW), except as may otherwise be specified. The purpose is to provide the Veterans Benefits Administration (VBA) with loose-leaf and electronic versions of Title 38, CFR with scheduled updates. Background: Until 1989, Records Management Service (723/045A4) compiled a loose-leaf edition of Title 38, CFR. Changes to the loose-leaf edition were printed and distributed on a continuing basis and provided VBA personnel a current version of Title 38, CFR. Records Management Service formally notified VBA in November 1990, they could no longer provide this service due to a shortage of personnel. VBA needs contractor support to provide copies of a loose-leaf and electronic edition of Title 38, CFR to established distribution points throughout the Department of Veterans Affairs. Supplementary material, on a scheduled basis to add new or amended portions of Title 38, CFR is also required. VBA has divided the several parts of Title 38, CFR into nine different loose-leaf books. Performance Period: The period of performance is from the date of award for a base year, plus four option years. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). Type of Contract: Fixed Firm Price Place of Performance: The work will be performed at contractor s site B. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting or has advised the contractor that a kick off meeting is waived. C. GENERAL REQUIREMENTS The contractor shall develop supplementary changes to the Title 38, CFR, in hard-copy and Electronic versions as referenced below. The contractor shall research of the Federal Register on a daily basis, checking final rule changes to Title 38 CFR for preparation of supplements to the various books of the loose-leaf edition and the electronic (CD) version. The contractor shall prepare new hardcopy material in a format to allow end users to easily make page removal and insertion in existing loose-leaf binders. The contractor shall provide a summary of all changes being included in each supplement Indicating the reason for revision and the effective dates of the changes. All preamble and explanatory notes published with each final regulation in the Federal Register will be analyzed to ensure that the technical and legal changes being made are assembled in a summary statement developed for end users. Contractor shall have sufficient expertise to interpret the changes being made, and to determine if the modified is correct. Contractor shall refer any questions to the point of contract for this work (Administration (20M33). The contractor shall provide Federal Register citations at the end of each section to allow recipient to check when changes officially promulgated. The contractor shall provide instructions for removal and filing of changed pages in each supplement. The contractor shall have available at the beginning of the contract the following capabilities: Word processed text files containing all of Title 38CFR, updated to the current date. Communications software for accessing the Federal Register on-line. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description Tasks and Associated Deliverables: Task One: The contractor shall provide camera-ready hardcopy supplements for each Book (A through I}, in accordance with the "SCHEDULE OF DELIVERABLES", for each month in which any part of such books the subject of a final rule published in the Federal Register. If no such change has occurred during a particular month, then no supplement is required for that book for that month. Supplements shall be numbered consecutively as issued, whether months are skipped or not. Each supplement shall contain a Highlights section summarizing the changes covered by that supplement and instructions for removal and filing of changed pages in each supplement. Material should be formatted to allow end users to easily make page removal and insertion in existing loose-leaf editions. All preamble and explanatory notes published with each final regulation in the Federal Register will be analyzed to ensure that all technical and legal changes being made are assembled in a summary statement developed for end users. Reviewer must have sufficient legal expertise to interpret changes being made and determine if changed material is correct, referring any questions to the Administration (20M33) point of contact for resolution. The contractor will provide Federal Register citations at the end of each section to allow recipient to check when changes were officially promulgated. The parts of Title 38, CFR assigned to each book are as follows: A (O,l-2, 12, 14-16, 18-20, 23, 25-26, 38-45, 48-49, 74-75); B (3); C(4); D (6,7,8, 8a, 9); E (10, 11); F (13); G (21); H (36); and I (17, 46, 47, 51-52, 58, 61, and 70). VBA will promptly review supplement camera-ready hardcopy upon receipt, and will communicate to the contractor within seven workdays of receipt, via e-mail or facsimile transmission, a request for any corrections or changes in the material submitted. Upon receipt of such a request, the contractor shall make the required corrections, and e mail those pages requiring modification no later than two workdays following receipt of the request. Upon receipt of a request by the contractor concerning possible errors in, or problems with, the text of amendments or additions to Title 38 as published in the Federal Register, VBA will promptly submit such request to the appropriate legal or regulatory personnel for review. A response to such request will be provided to the contractor as soon as possible but in no case later than seven workdays following receipt of the request. The contractor shall communicate all such requests either by facsimile (202-275-5947) or by phone (TBD), unless otherwise instructed by VBA. If the facsimile number or individual changes, VBA will notify the contractor immediately. The contractor is not responsible for faxing material to any other number or individual unless VBA notifies them of such change. The contractor shall hereby grant to VBA and GPO the irrevocable, nonexclusive, royalty-free right to store, reproduce, or transmit in any form or by any means, distribute copies to the public and perform publicly and display publicly, on behalf of the U.S. Government and/or for all governmental purposes, all the data (print hardcopy and electronic versions) they have previously compiled and formatted for VBNGPO for Title 38, CFR Books A through I, including supplements thereto, as well as data produced under the present modification, in any medium. It is understood by VBA and GPO that this is a license or grant of permission and not a transfer of those aspects of the Contractor s data and service that are subject to its copyright. The contractor retains the right to sell or otherwise market the data and service covered by this contract. The contractor may continue to print its copyright notice on the cover page and back of cover page of each supplement. Deliverable One: Camera-ready hardcopy supplement for each book. Task Two: The contractor shall provide a CD-R Compact Disc in Microsoft Word for Windows, version 2000 format, covering all changes to Title 38, CFR. Each disc shall contain a Highlights file summarizing the changes covered by files on that disc. A hardcopy Modified Files List providing instructions for updating the computer database shall be provided together with the disc. Deliverable Two: A CD-R Compact Disc. Schedule of Deliverables Deliverable No. Item Quantity Delivery Date One Camera Ready Hardcopy of Monthly, As Required See Section D and F Supplements Two A CD-R Compact Disc Monthly, As Required See Section D and F E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES Not Applicable. F. SCHEDULE FOR DELIVERABLES Except as noted below, the contractor shall transmit supplement camera-readyHardcopy and disc with new and modified files to VBA, via overnight mail, on the 5th of each month. When the 5th falls on a Friday, Saturday, Sunday, or Holiday, the procedure set forth below will be used: If the 5th falls on a Friday, the contractor shall mail on the following Monday. If the 5th falls on a Friday holiday, the contractor shall mail on the following Monday. If the 5th falls on a Saturday, the contractor shall mail on the following Monday. If the 5th falls on a Saturday and the following Monday is a holiday -the contractor shall mail on Tuesday. If the 5th falls on a Sunday, the contractor shall mail on Monday. If the 5th falls on a Sunday and the following Monday is a holiday, the contractor shall mail on Tuesday. If the 5th falls on a Monday holiday, the contractor shall mail on Tuesday. Deliverables will be shipped by overnight mail to: Department of Veterans Affairs Administration (20M33) 810 Vermont Avenue, N.W. Washington DC 20420 If this address information changes, the VBA will advise contractor of the modification, and contractor is not responsible for mailing material to any other address unless so notified by the VBA of the address change. Quantity: One set of each of hard copy and electronic versions. All expenses incidental to returning materials, submitting proofs, and furnishing sample copies shall be borne by the contractor. G. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from CO. VBA will advise the contractor immediately of these modifications. The contractor is not responsible for mailing material to any other address unless notified by VBA of such address change H. REPORTING REQUIREMENTS No progress reports are required from the contractor, as the product is delivered on a monthly schedule. All problems will be handled via e-mail. I. TRAVEL No travel anticipated. Travel and per diem shall be reimbursed in accordance with VA/Federal Travel Regulations. Each contractor invoice must include copies of all receipts that support the travel costs claimed in the invoice. Travel must be pre-approved by the COTR. Travel must be priced separately in the price schedule. Local travel within a 50-mile radius from the contractor's facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the contractor s facility will not be reimbursed. Travel, subsistence, and associated labor charges for travel time for travel beyond a 50-mile radius of the contractor's facility are authorized on a case-by-case basis and must be pre-approved by the COTR. J. GOVERNMENT RESPONSIBILITIES The government will not provide supplies of any kind to the contractor. K. CONTRACTOR EXPERIENCE REQUIREMENTS - KEY PERSONNEL These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders and option. These are defined as key personnel and are those persons whose resumes were submitted. The contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without approval of the CO and COTR. Any personnel the contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel being replaced. Requests to substitute personnel shall be approved by the COTR and the CO. All reque8ts for approval of substitutions in personnel shall be submitted to the COTR and the CO within 30 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete resume for the proposed substitute, any changes to the rate specified in the order (as applicable) and any other information requested by the CO needed to approve or disapprove the proposed substitution. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing. PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 YR __________________ __________________ Base Year Title 38, Code of Federal Regulations (CFR), Loose-Leaf & Electronic Editions, Books A thru I, Supplemental Service Contract: All Labor and Subscription. Contract Period: Base POP Begin: 10-01-2019 POP End: 09-30-2020 1001 1.00 YR __________________ __________________ Option Year I Title 38, Code of Federal Regulations (CFR), Loose-Leaf & Electronic Editions, Books A thru I, Supplemental Service Contract: All Labor and Subscription. Contract Period: Option 1 POP Begin: 10-01-2020 POP End: 09-30-2021 2001 1.00 YR __________________ __________________ Option Year 2 Title 38, Code of Federal Regulations (CFR), Loose-Leaf & Electronic Editions, Books A thru I, Supplemental Service Contract: All Labor and Subscription. Contract Period: Option 2 POP Begin: 10-01-2021 POP End: 09-30-2022 3001 1.00 YR __________________ __________________ Option Year 3 Title 38, Code of Federal Regulations (CFR), Loose-Leaf & Electronic Editions, Books A thru I, Supplemental Service Contract: All Labor and Subscription. Contract Period: Option 3 POP Begin: 10-01-2022 POP End: 09-30-2023 4001 1.00 YR __________________ __________________ Option 4 Year Title 38, Code of Federal Regulations (CFR), Loose-Leaf & Electronic Editions, Books A thru I, Supplemental Service Contract: All Labor and Subscription. Contract Period: Option 4 POP Begin: 10-01-2023 POP End: 09-30-2024 GRAND TOTAL_____________ vi. Description of Requirement Document Preparation Services for Office of Facilities. vii. Period of Performance: SEE STATEMENT OF WORK viii. FAR 52.212 1, Instructions to Offerors Commercial Items, applies to this solicitation. The following provisions and clauses are added as addenda: 52.204 22 Alternative Line Item Proposal 52.252 1 Solicitation Provisions Incorporated By Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) ix. Offers will be evaluated as follows: Criteria: The Government will evaluate offers submitted in response to this solicitation based on a consideration of the following factor: Price and Specification from Statement of Work. Price: Price will be evaluated to determine if it is fair and reasonable. 3. Basis for Award: The Government shall make award to that quote that is found to be the lowest priced based upon the stated considerations above. FAR 52.212 3, Offeror Representations and Certifications Commercial Items applies to this solicitation. The offeror must have completed the annual representations and certifications electronically via the SAM website access through http://www.acquisition.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212 3, Offeror Representations and Certifications Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs . FAR 52.212 4, Contract Terms and Conditions Commercial Items applies to this solicitation. The following FAR and VAAR provisions and clauses are added as addenda: 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option To Extend The Term of the Contract (MAR 2000) 52.227-17 Rights in Data Special Works (DEC 2007) 52.232-18 Availability of Funds (APR 1984) 52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984) 52.249-4 Termination for Convenience of the Government Services (Short Form) (APR 1984) 52.232 40 Providing Accelerated Payments to Small Business Subcontractors (Dec 2013) 52.233 1 Disputes (MAY 2014) 52.252 2 Clauses Incorporated by Reference (FEB 1998) (FAR)http://www.acquisition.gov/far/index.html (VAAR) http://www.va.gov/oal/library/vaar/index.asp 52.252-6 Authorized Deviations in Clauses. VAAR 852.203 70 Commercial Advertising (JAN 2008) VAAR 852.215-71 Evaluation Factor Commitments (DEC 2009) VAAR 852.219 10 VA Notice of Total Service Disabled Veteran Owned Small Business Set Aside (JUL 2016) (DEVIATION) LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUN 2011) This solicitation includes 852.219 10, VA Notice of Total Service Disabled Veteran Owned Small Business. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work. performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505 4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. VAAR 852.232 72 Electronic Submission of Payment Requests (Nov 2012) VAAR 852.237-70 Contractor Responsibilities (APR 1984) VAAR 852.270-1 Representative of Contracting Officer (JAN 2008) xii. 52.212 5, Terms and Conditions Required to Implement Executive Orders Commercial Items, applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation: Paragraph b applicable clauses: (22) 52.219 28 Post Award Small Business Program Representation (Jul 2013) (25) 52.222 3 Convict Labor (June 2003) (26) 52.222 19 Child Labor Cooperation with Authorities and Remedies (JAN 2014) (27) 52.222 21 Prohibition of Segregated Facilities (FEB 1999) (28) 52.222 26 Equal Opportunity (MAR 2007) (30) 52.222 36 Equal Opportunity for Workers with Disabilities (JUL 2014) (33) 52.222 50 Combating Trafficking in Persons (MAR 2015) (44) 52.223 18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (48) 52.225 1 Buy American Supplies (MAY 2014) (51) 52.225 13 Restrictions on Certain Foreign Purchases (JUN 2008) (58) 52.232 33 Payment by Electronic Funds Transfer System for Award Management (JUL 2013) Paragraph c applicable clauses: N/A N/A N/A Quotes are due no later than September 10, 2019 by 5:00 PM Central Time. The vendor must be active in SAM and verified as a Small Business in Vetbiz.gov to receive an award. Vendor is to ensure the following information is on their written quote: Unit Price, Extended Price, Grand Total, Prompt Payment Terms, Correct Remittance Address, Cage Code, Duns Number, Tax Identification Number, Full Name and Telephone Number of Vendor's Point of Contact. Please provide descriptive literature and detailed specifications that s in the solicitation . Failure to provide any of this information or providing inadequate or unclear information will result in the quote being rated unsatisfactory and ineligible for award. Quotes shall be submitted electronically to email address Debra.Rollins@va.gov. The maximum size of each email cannot exceed 5 MB. Note that emails that contain compressed files such as Zip files will be rejected by the government server. Only written quotes shall be acceptable and must be received and identified by solicitation # 36C10E19Q0273_2. Vendors bear the burden of ensuring that quotes, and any applicable amendments, are emailed on time. All pages of the quote must be emailed before the deadline specified in this solicitation. For additional information, please contact the Contracting Officer, Debra Rollins at (254) 299-9413 or by Debra.Rollins@va.gov

Inactive Total Small Business Set-Aside (FAR 19.5)

Page 2 of 2 SOURCES SOUGHT DISCLAIMER AND IMPORTANT NOTES: The purpose of this Sources Sought is to conduct market research to determine if responsible sources exist and to assist in determining if th... Page 2 of 2 SOURCES SOUGHT DISCLAIMER AND IMPORTANT NOTES: The purpose of this Sources Sought is to conduct market research to determine if responsible sources exist and to assist in determining if this effort can be procured competitively and/or a Small Business Set-Aside. The proposed North American Industry Classification Systems (NAICS) Code is 561410 (Document Preparation Services), which has a corresponding size standard of $14 Million. The Government will use this information to determine the best acquisition strategy for this procurement, but intends to procure, on a sole source basis, under authority FAR 13.5. However, Small Businesses that believe they can provide the services required in this project that fully meet the Government's requirements may submit substantiating documentation in writing to the identified point of contact, as instructed below. Such documentation will be reviewed to help determine whether or not to conduct this procurement on a competitive basis; IAW VAAR 819.7004 and 819.7005. However, a determination by the Government not to conduct a competitive procurement, based upon findings to this Sources Sought, is solely within the discretion of the government. Any information submitted by respondents to this Sources Sought is strictly voluntary. All submissions become Government property and will NOT be returned. This announcement is based upon the best information available and is subject to future modification. This request does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. BACKGROUND: Until 1989, Records Management Service (723/045A4) compiled a loose-leaf edition of Title 38, CFR. Changes to the loose-leaf edition were printed and distributed on a continuing basis and provided VBA personnel a current version of Title 38, CFR. Records Management Service formally notified VBA in November 1990, they could no longer provide this service due to a shortage of personnel. VBA needs contractor support to provide copies of a loose-leaf and electronic edition of Title 38, CFR to established distribution points throughout the Department of Veterans Affairs. Supplementary material, on a scheduled basis to add new or amended portions of Title 38, CFR is also required. VBA has divided the several parts of Title 38, CFR into nine different loose-leaf books. GENERAL REQUIREMENTS The contractor shall develop supplementary changes to the Title 38, CFR, in hard-copy and Electronic versions. The contractor shall research of the Federal Register on a daily basis, checking final rule changes to Title 38 CFR for preparation of supplements to the various books of the loose-leaf edition and the electronic (CD) version. The contractor shall prepare new hardcopy material in a format to allow end users to easily make page removal and insertion in existing loose-leaf binders. The contractor shall provide a summary of all changes being included in each supplement indicating the reason for revision and the effective dates of the changes. All preamble and explanatory notes published with each final regulation in the Federal Register will be analyzed to ensure that the technical and legal changes being made are assembled in a summary statement developed for end users. Contractor shall have sufficient expertise to interpret the changes being made, and to determine if the modified is correct. Contractor shall refer any questions to the point of contract for this work (Administration (20M33). The contractor shall provide Federal Register citations at the end of each section to allow recipient to check when changes officially promulgated. The contractor shall provide instructions for removal and filing of changed pages in each supplement. The contractor shall have available at the beginning of the contract the following capabilities: Word processed text files containing all of Title 38CFR, updated to the current date. Communications software for accessing the Federal Register on-line. INSTRUCTIONS: All respondents are requested to identify their firm's size and type of business. Interested firms responding to this sources sought must provide (a) capability statement demonstrating their experience, skills and capability to fulfill the Government's requirements for the above. The capability statement shall be in sufficient enough detail, but not to exceed 3 pages, so that the Government can determine the experience and capability of your firm to provide the requirements above. Responses must be submitted via email to Debra D. Rollins ONLY at Debra.Rollins@va.gov by 12:00pm CST on August 16, 2019.