Request for Proposal
Solicitation #: 22615KG
Date Issued: 12/29/2015
Issued To:
{Insert Potential Supplier Address}
This Request for Proposal (RFP) is issued under the authority of the Department of Energy Prime Contract DE-AC06-09RL14728.
This RFP is issued by:
Mission Support Alliance, LLC
P.O. Box 650
Richland, WA 99352
Contract Specialist:
Hilary Jamison
H7-08
509-376-7348
Proposals are to be prepared in accordance with the instructions and conditions set forth herein. Proposals are to be received by the close of business (4:00 P.M., PST) onWednesday, January 20, 2016 to the address shown above, attention to the Contract Specialist identified above.
All questions are to be directed to the Contract Specialist identified above. All proposals are subject to the terms and conditions set forth herein. Any exceptions, deviations, or omissions may be grounds for rejection of proposals submitted.
Table of Contents
a.A Solicitation 4
a.1 North American Industry Classification System (NAICS) Code and Size Standard 4
a.2 HUBZone Set Aside – Solicitation 4
a.3 Proposal Submittal 5
a.4 Substitutions 5
a.5 Financial Capability Determination 6
(A47) Recovered Material/Recyclable Information Rev. 2 03/25/2013 6
a.6 Local Business Preference 7
a.7 Basis of Award – Best Value 7
a.8 Proposal Preparation 8
a.9 Delivery Guarantee 8
a.10 Proposal Submission Requirements 8
a.11 Past Performance Information 9
a.12 Value-Added Supplier 10
a.13 Buy American Act - Non Construction Subcontracts 10
A. Award-Draft 11
A.1 Award Notification 11
A.2 Estimated Cost of Subcontract 11
A.3 Electrical Safety Requirements 11
B. QA / Inspection Requirements- N/A 12
C. Description/Statement of Work 12
D. Transportation Instructions 12
D.1 Packing List 12
E. Schedule 13
F. Delivery/Performance 13
F.1 Term of Subcontract 13
F.2 Ship to Address and Warehouse Operations Delivery Schedule 13
F.3 Schedule 13
G. Subcontract Administration 13
G.1 Authorized Personnel 13
G.2 Electronic Mail Capability 14
G.3 Terms of Payment 14
G.4 Economic Price Adjustment 14
G.5 Disputes and Disagreements 15
H. Special Requirements 15
H.1 Payments Using the Purchasing Card System 15
H.2 Facility Closure Notice - Holiday and Work Schedules 15
H.3 Designation of Technical Representative 16
H.4 Material Safety Data Sheet Certification 16
H.5 Size Standards Reporting Requirements 17
I. Terms and Conditions 17
I.1 Hazardous Material Rights 18
I.2 General Provisions – Commercial 18
I.3 Special Provisions – On-Site (Formerly SP-5) 18
J. List of Attachments 18
J.1 Statement of Work (SOW)- Attachment I 18
J.2 Industrial Supplies- Attachment II 19
The attached list, Attachment II, describes the items in detail those specific industrial supplies MSA is looking to procure. This list is not all-inclusive, it is to establish a basis for price. 19
J.3 Website Evaluation Form- Attachment IV 19
The attached E-Commerce Requirements Form, Attachment IV, describes the format MSA uses to evaluate vendor ordering websites. 19
K. Signatures- RESERVED 19
L. Representations and Certifications 19
L.1 Anti-kickback Certifications 19
Subcontractor Acknowledgement of Federal Online Representations and Certifications 19
a.A Solicitation
a.1 North American Industry Classification System (NAICS) Code and Size Standard
(A01) Rev 002 3/1/2011
The Buyer has determined that North American Industry Classification System (NAICS) Code 423840 Industrial Supplies Merchant Wholesalers applies to this acquisition. Therefore, the size standard for determining whether an Offeror is a small business in regard to this acquisition is 500 employees.
If this solicitation is designated as a small business set-aside, the Offeror certifies that they are a small business by submitting a proposal or an offer to this solicitation.
a.2 HUBZone Set Aside – Solicitation
(A03) Rev. 2 08/20/2013
Proposals made under this acquisition are solicited from HUBZone Small Businesses. Any resulting Subcontract shall be performed by HUBZone Small Business as the primary interface. If only one acceptable offer from a qualified HUBZone Small Business concern is received in response to the set aside, the award will be made only to that concern. If no acceptable offers from a HUBZone Small Business concern are received, the HUBZone set aside shall be withdrawn and the requirement, if still valid, will be set aside for Small Business concerns as appropriate.
Business classifications must comply with Small Business Administration guidelines.
In general:
HUBZone Small Business Qualifications: A firm can be found to be a qualified HUBZone concern, if:
o It is small,
o It must be owned and controlled by at least 51% by U.S. Citizens, a Community Development Corporation, an agricultural cooperation, and/or Indian tribe,
o It is located in an “historically underutilized business zone” (HUBZone), and
o At least 35% of its employees must reside in a HUBZone.
a.3 Proposal Submittal
(A37) Rev. 0 03/14/2011
1. Proposals are to be received by the close of business (4:00 P.M., PST) on the date specified in the Solicitation.
2. Other Proposal Methods
Proposals, upon approval by Contract Specialist, may be submitted by E-mail (preferred), telephone, fax, mail, or hand delivered. The original proposal form and certifications must be sent to the Contract Specialist when requested as confirmation.
3. Late Proposals
A proposal is considered late if it is received at the office designated in the solicitation after the exact time and date specified for receipt and will not be considered unless:
a. It was sent by registered or certified mail no later than the fifth calendar day prior to the date specified for receipt of offers (e.g., an offer submitted in response to a Solicitation requiring receipt of offers by the 20th of the month must have been mailed by the 15th or earlier); or
b. It was sent by mail, telephone, or fax, if authorized by the Contract Specialist, and it is determined that the late receipt was due solely to mishandling upon receipt; or
c. It is the only proposal received.
4. Proposal Changes
Any modification of a proposal, including the Contract Specialist’s request for “Best and Final Offer,” is subject to the same conditions as in the “Late Proposals” section above.
5. Withdrawal of Proposals
Proposals may be withdrawn by written or electronic notice to the Buyer at any time prior to award. A Subcontractor, or its authorized representative, may withdraw proposals in person, provided their identity is made known and they sign a receipt for the proposal.
a.4 Substitutions
(A38) Rev. 0 03/14/2011
The substitution of any items specified on this Subcontract requires prior Buyer approval before shipment. Unauthorized substitutions may result in rejection of the Subcontract at the Buyer’s receiving dock and/or delay of payment.
a.5 Financial Capability Determination
(A39) Rev. 0 03/14/2011
Prior to Award, the Buyer reserves the right to request any or all Offerors to submit data which will be used to make a determination of financial capability to perform on any resultant Subcontract. Such data may include, however not be limited to, current annual reports, lines of credit with financial institutions and suppliers, and/or any other such data as may be required to make a determination of the Subcontractor’s financial capabilities.
(A47) Recovered Material/Recyclable Information Rev. 2 03/25/2013
The Buyer supports efforts that reduce or eliminate environmental hazards, conserve environmental resources, minimize life-cycle cost and liabilities. Towards the end, the acquisition cycle is viewed as an important key in understanding what is brought onto the Hanford Site as well as identifying what can be reused/recycled. Focus is directed on recycled-content, biobased-content, ozone-depleting substances and other environmental impacts. Specific additional clauses are included in this solicitation that addresses potential requirements and preferences based on the nature of the item being considered for purchase.
(A47a) FEMP Purchases Rev. 1 03/25/2013
When purchasing commercially available, off-the-shelf energy-consuming products, products must use no more than one watt of standby power as defined and measured by International Electrotechnical Commission (IEC) code 62301 or otherwise met FEMP specifications for low standby power consumption. If FEMP has not specified a standby power level for a product category, the item shall be the lowest standby power consumption available.
(A47b) Water Efficiency Products Rev. 0 10/1/2009
When purchasing commercially available, off-the-shelf water consuming products, products must meet EPA’s WaterSense standards (http://www.epa.gov/watersense)
(A47c) Energy Star Rev. 0 04/17/2012
When purchasing commercially available, off-the-shelf energy-consuming products, products must be Energy Star rated (www.energystar.gov).
(A47e) Bio Based Products Rev. 1 2/3/2010
MSA will give preference to acquiring Department of Agriculture designated bio based products. For more information to this program see www.biopreferred.gov.
The following link provides a listing of the current designated products in this category: http://www.hanford.gov/pmm/page.cfm/Biobased
(A48) Minimum Recovered Content Requirements Rev. 3 03/25/2013
In support of the MSA preference to use environmentally conscious products associated with this procurement, any product(s) proposed to the Buyer under this Solicitation identified at http://www.hanford.gov/pmm/page.cfm/EPA must meet the recycle content level set forth therein.
Failure to meet these minimum levels may be grounds to consider your Proposal non-responsive and not eligible for award. Signature on the face of this Solicitation specifically acknowledges compliance with this requirement.
a.6 Local Business Preference
(A62) Rev. 0 3/14/2011
This is a local business preference solicitation. To be considered local, Subcontractors must be operating in the local vicinity of the Hanford Site, Washington for the duration of any resulting Subcontract. Local vicinity is defined as the Washington counties of Benton, Franklin, Adams, Grant, Klickitat, Walla Walla, Yakima, Spokane as well as Umatilla County, Oregon.
Subcontractors not presently operating in one or more of these counties but plan to respond to this solicitation, must provide with their proposal sufficient details showing such planning so as to be fully operational at the time of Subcontract award.
a.7 Basis of Award – Best Value
(A86) Rev.1 2/28/2013
Award may be made to the Offeror submitting the best proposal in which both cost/price and technical factors will be the basis of award. Proposals will be evaluated to determine the response that provides the best value to MSA and the Government, considering cost/price and technical criteria; with technical rated higher than cost/price.
Minimum Requirements· Online Ordering
· Proof of Agreement with Grainger Industrial Supply
Price- 60%
· Attachment III
· Attachment V / Technical Points- 40%
(Evaluation Factors and Order of Importance)
· Added Value- A.12
· Local Business Preference- A.6
· Past Performance- A.11
a.8 Proposal Preparation
(A94) Rev. 0 4/19/2010
Organize the proposal as outlined in the following paragraph entitled “Proposal Content.” Prepare the proposal simply and economically and provide a straightforward and concise presentation of the information requested in the RFP. Emphasize completeness and clarity. Do not submit elaborate brochures or other presentations that are neither required nor desired by the Buyer.
Proposal Content
Proposals shall include the following elements and be organized in the manner listed below. Each volume of the proposal should be separate and complete. Omit all cost or pricing details from the technical proposal.
· The technical proposal shall include all necessary technical elements from the Statement of Work. The technical proposal shall also outline all elements on how the Subcontractor meets all requirements as a ‘Value Added Supplier’ (Reference A.12)
a.9 Delivery Guarantee
(A091) Rev.0 1/28/2010
Delivery of the items of services covered by this action is of significant importance to the Buyer. Quotations are requested to show the best guaranteed delivery schedule along with any alternatives or options which could be considered by the Buyer to improve the delivery guarantee. The offeror’s delivery guarantee and performance reliability may be used as differentiator in evaluating quotations. Time will be of the essence in any resulting award.
a.10 Proposal Submission Requirements
(A96) Rev. 0 7/15/2010
There may or may not be an award made as a result of this Solicitation. MSA is under no obligation to pay the Offeror for the preparation or submittal of any response to this Solicitation.
Offerors shall submit an original of the complete proposal package electronically.
Offeror shall insert the necessary information required on the Solicitation. Any proposals not submitted in accordance with the Solicitation may be considered nonresponsive. Unless otherwise requested, Offeror is to propose price and delivery based upon their normal work week. In addition, Offeror is to specify basis of normal workweek (i.e., number of days/week and number of hours/day).
Compliance with specifications and other requirements of this Solicitation is essential. Unless otherwise indicated by Offeror, Offerors signature on their proposal shall indicate unqualified acceptance of all requirements including all the terms and conditions stated and referenced by this Solicitation. Interpretations established by the Offeror to any part of this Solicitation may be considered an exception. In case of doubt, Offeror should request clarification from Buyer. If there are any exceptions to the requirements of the Solicitation, the price offered should be based on the Solicitation's requirements and the exception(s) priced as alternates. If Offeror's proposal is based only on the proposed exceptions, it must be recognized that this may be grounds for a determination that such a proposal is non-responsive.
Any questions or requests for additional information relative to the Solicitation must be submitted in writing to the Buyer's representative responsible for issuing the Solicitation. Copies of replies to questions will be furnished to all Offerors.
Proprietary Information
Offerors whose proposals include any data that they do not want disclosed to the public for any purpose, or used by Buyer or the Government except for evaluation purposes, shall:
A. Mark the title page of their proposal with the following legend:
“This proposal includes data that shall not be disclosed outside Buyer or the Government and shall not be duplicated, used, or disclosed - in whole or in part - for any purpose other than to evaluate this proposal. If, however, a Subcontract is awarded to this Offeror as a result of, or in connection with, the submission of this data, Buyer and the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting Subcontract. This restriction does not limit Buyer’s nor the Government's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets];” and