USAC SOLICITATION FOR OFFICE SUPPLIES

Transcription

1 USAC SOLICITATION FOR OFFICE SUPPLIES SOLICITATION INFORMATION: Method of Solicitation: Request for Proposal (RFP) Solicitation Number: FA Solicitation Issue Date: January 18, 2018 Questions Due Date: January 25, 2018 at 9:00 AM ET Proposal Due Date: February 5, 2018 at 12:00 PM ET SOLICITATION ISSUED BY: Universal Services Administrative Company (USAC) th St NW Suite 900 Washington, DC UNIVERSAL SERVICES ADMINISTRATIVE CO. INFORMATION: Procurement Department P: E: Hours of Operation: 9:00am - 6:00pm ET, Monday-Friday OFFFEROR INFORMATION: Name: Address: Phone: ( ) - OFFEROR SIGNATURE: Authorized Official: Offeror Signature: Date Signed: Printed Name and Title of Authorized Official: USAC SIGNATURE: Authorized Official: USAC Signature: Date Signed: Printed Name and Title of Authorized Official:

2 SECTION A: Requirements and Scope of Work Office Supplies RFP: FA I. OVERVIEW In an effort to provide USAC with the best value regarding the purchase of supplies, USAC is seeking a vendor to provide general office/cleaning supplies on a reoccurring basis for USAC s suite 900 and 1075 office spaces at One Metro Center (OMC). II. TYPE OF CONTRACT This is a firm fixed price, single-award contract ( Contract ). The firm fixed price for this work (total project and all line items) is set forth on the Bid Sheet (See Attachment 1). The firm fixed price includes all direct and indirect costs, including equipment, product support, supplies, general and administrative expenses, overhead, materials, travel, labor, taxes, shipping, and profit. III. CONTRACT TERM The Contract period shall be 36 months (3 years) effective TBD. IV. WHERE THE WORK TAKES PLACE Universal Service Administrative Company (USAC) One Metro Center th St NW Suite 900 Washington, DC USAC shall provide appropriate work space for duties performed at USAC headquarters. Contractor personnel working onsite at USAC shall comply with USAC s standard workplace rules and policies, and will only be allowed onsite during USAC s normal business hours, unless otherwise agreed to in advance. Contractor personnel working onsite will be required to complete the USAC Visitor Form, and wear a badge while on USAC premises. V. COMPANY PROFILE USAC is a not-for-profit Delaware corporation, which works under the oversight of the Federal Communications Commission (FCC). USAC is not a federal agency, a government corporation, a government controlled corporation or other establishment in the Executive Branch of the United States Government. USAC is not a contractor to the Federal Government. The Contract awarded as a result of this RFP will not be a subcontract under a Federal prime contract. USAC does, however, conduct its procurements in accordance with the terms of a Memorandum of Understanding with the FCC, which requires USAC to adhere to the following provisions from the Code of Federal Regulations: 2 C.F.R ; ; and App. II to C.F.R. Part 200 (collectively Procurement Regulations ). Universal Service Administrative Company I Office Supplies I Request for Proposals (RFP) 1

3 VI. PERFORMANCE REQUIREMENTS Contractor shall provide the office/cleaning supplies, adhering to the technical and support service requirements set forth in Section VII Services and Deliverables. VII. SERVICES AND DELIVERABLES Vendor shall provide general office/cleaning supplies similar to USAC s current supply list below: Binders and Binding Supplies - Heavyweight top-load sheet protectors, non-glare - Avery index tabs index maker clear label dividers, 5-tab, 3-hole - Avery index tabs index maker clear label dividers, 8-tab, 3-hole - Report covers pressboard dark blue - Pocket dividers double pocket 3-hole w/ double pocket - Index table of content dividers - Binders (various sizes) - Twin pocket portfolios letter size Desk/General Office Accessories - Calculators - Staplers - Rulers - Scissors - Staple removers - Business card holders - Paper clip dispensers - Pencil cups Ergonomics and Comfort - Wrist rest keyboard - Wrist rest mouse pad Filing Supplies - Folders manila file folders - Folders extra wide expanding wallets, legal - Folders 6 fastener - Folders hanging folders General Office Supplies Universal Service Administrative Company I Office Supplies I Request for Proposals (RFP) 2

4 - Correction fluid pens - 3M Post-It to-go portable flags - Post-It notes (various sizes) - Fingertip moisteners - Index cards (varios sizes, colors) - Rubber bands - EZ Correction tape - Laminating pouches Mailing Supplies - Avery filing labels - Avery white laser labels (various sizes) - Envelopes bubble cushioned - Envelopes business readi-seal - Bubble wrap - Self-sealing catalog envelopes Paper and Notepads - White multipurpose paper (various sizes) - Paper perforated top pads - Paper steno notebooks - Paper single subject notebooks (quad/college) - Card stock paper - Bond paper (various sizes) Pens, Erasers and Writing Utensils - Highlighters (various colors) - Pens ballpoint fine (various colors) - Pens dry erase markers - Pens Sharpie twin tip (varios colors) - Whiteboard erasers - Erasers - Pencils - #2 medium soft Tape/Boxes - Tape invisible - Tape packing tape/general purpose - Tape masking - Tape dispensers Universal Service Administrative Company I Office Supplies I Request for Proposals (RFP) 3

5 - Heavy-duty storage boxes - Storage boxes letter - Storage boxes legal Fasteners - Binder clips (various sizes) - Paper clips (various sizes) - Push pins - Staples - Fabric panel wall clips General/Cleaning Supplies - Wipes for Dry Erase boards - Phone cleaner wipes - Multipurpose surface wipes - Mr. Clean Magic Erasers - Air dusters compressed air - Screen cleaner wet & dry wipes - Clorox disinfecting wipes - All-purpose cleaner - Desk & office cleaner spray - Liquid dish detergent - Scrubber sponges - Windex glass and surface wipes - Lemon pledge wipes - Trash bags - Dual action sweeper - Sweep brooms - Mini-vaccuum - Wringer/bucket combo - Mop handle and head - Air freshener cans - Baking soda - Hand lotion Orange cleaner/degreaser - Purell dispenser bottles/refills - Cold packs Power Supplies - Heavy duty extension cords indoor Universal Service Administrative Company I Office Supplies I Request for Proposals (RFP) 4

6 - Batteries (various types) Multimedia - CD jewel cases - CD/DVD sleeves - CD/R Disc spindle case - CD/RW Disc spindle w/o case - DVD/R Disc spindle w/o case Miscellaneous - Door stops - First Aid refill packs - Box cutters and refill blades - Step stools - Nitrile multipurpose gloves - Double coated foam tape - Yellow Caution signs - Duct tape Items that shall be taken into consideration when evaluating proposal strengths: - Environmentally conscious products; USAC prefers recyclable items if possible. - Rush delivery service; Ability to replenish required items within a 24-hour period. - Online ordering system for USAC Facilities - Preferred pricing on standardized products - Monthly and/or quarterly spend reporting made available to USAC Additional items that may be taken into consideration: - Employee discount program - Conduct and recommend inventory on weekly basis o Suggest potential changes based on USAC usage or changing requirements/needs - Stock products in designated areas upon delivery o Verify all orders post-delivery with a member of USAC Facilities VIII. PROPOSAL INSTRUCTIONS Offeror s proposals should include the following: 1. Solicitation number. 2. A completed and signed copy of the Bid Sheet included as Attachment A description of goods and/or services being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. Universal Service Administrative Company I Office Supplies I Request for Proposals (RFP) 5

7 4. Name, address and telephone number of the Offeror. 5. Company TIN and Duns number. Although the quote form breaks out different items, this is a firm-fixed-price contract and, ultimately, the total firm-fixed-price amount is the amount taken into consideration when reviewing the quotes. The quote form provides for the following: 1. A breakdown of the components of the quote on a line item basis, if applicable. 2. All applicable federal, state, and local sales, use, and excise taxes. 3. All costs for configuration of equipment, if applicable. 4. All other costs (i.e. labeling, packaging, packing, loading, storage, insurance, etc.). 5. All blanks shall be filled in accordingly. Any alteration or erasure must be initialed by the signer of the quote. Please proposals to rfp@usac.org. Completed proposals must be received by USAC no later than Monday, February 5, 2018 at 12:00 PM ET. USAC reserves the right to amend, revise or cancel this RFP at any time at the sole discretion of USAC and no legal or other obligations are assumed by USAC by virtue of the issuance of this RFP, including any commitment to procure the products or services sought herein. RFP Questions: The deadline for submitting written questions to USAC is Thursday, January 25, 2018 at 9:00 AM ET. Questions must be submitted to rfp@usac.org and reference the RFP solicitation number. USAC will respond to written questions on or about Monday, January 29, USAC will evaluate all proposals that are submitted in compliance with the requirements of this RFP. USAC will issue a purchase order and Contract to the responsible Offeror(s) submitting a proposal that provides the best value to USAC (including technical strength and price). In order to be deemed responsible, a prospective contractor must have adequate resources to perform the contract, or the ability to obtain them, and a satisfactory record of integrity and business ethics. A responsible offeror will be deemed technically acceptable if it proposes to provide, and has the apparent capability to provide, all the items identified in Section A and Attachment 1 in accordance with the terms of this RFP, including the Terms and Conditions and all attachments hereto. Universal Service Administrative Company I Office Supplies I Request for Proposals (RFP) 6

8 IX. PROPOSAL FORMAT AND CONTENT 1. Proposal Format Proposals shall be presented in four separate volumes: a. Corporate Information Volume I. b. Technical Capability Information Volume II. c. Past Performance Volume III. d. Price Proposal Volume IV. Each proposal volume must contain a cover page. The cover page shall include the name of the Offerors organization, and the Offerors contact name, address, telephone number, facsimile number, address, website address, DUNS number, date, a statement verifying the proposal is valid for a period of 120 days, and signature of a duly authorized Offeror representative. 2. Proposal Content Corporate Information (Volume I) Executive Summary. This section shall summarize all key features of the proposal, including the identification of any subcontractors and affiliated individuals or firms that will assist the Offeror in performing this contract. This section of the proposal shall also include a list of any deviations from, and exceptions to, the terms, conditions and requirements contained in the RFP. Failure to raise any deviations or exceptions to the RFP in this portion of the proposal shall constitute a waiver of any objections and shall constitute an acceptance of RFP terms, conditions and requirement. Pricing information shall not appear in the Executive Summary. Confidentiality and Information Security. Offerors must explain how they will meet their obligation to safeguard USAC Confidential Information. Offerors must explain in detail how they will establish and maintain safeguards to protect the confidentiality and integrity of USAC Confidential Information in their possession. The Offeror must clearly state whether it will comply with all requirements, terms and conditions set forth in the RFP, and provide detailed information about how it will fulfill the requirements of the RFP. Any deviations from, or exceptions to, the requirements, terms or conditions contained in this RFP must be clearly identified. (Note: Offers that include material deviations from, or take material exceptions to, RFP requirements, terms or conditions will be evaluated as technically unacceptable and will be ineligible for award unless USAC subsequently amends the RFP to modify the requirements or, if discussions will be held, decides to address the deviations/exceptions during discussions and thereby resolves the deviations/exceptions are thereby resolved.) Technical (Volume II) Offerors must submit a detailed response to this RFP. Technical proposals that merely repeat the requirements set forth in the RFP and state that Contractor will perform the statement of work or similar verbiage will be considered Universal Service Administrative Company I Office Supplies I Request for Proposals (RFP) 7

9 technically unacceptable and will not receive further consideration. USAC is interested only in proposals that demonstrate the Contractor s expertise in performing engagements of this type as illustrated by the Offerors description of how it proposes to perform the requirements set forth in this RFP. Past Performance Information (Volume III) Contractor shall include in Volume III a list of at least three current or recently completed contracts for services similar to those required by this RFP. Each entry on the list shall contain the client s name, the project title, the period of performance, the Contract number, the Contract value, a primary point of contact (including the telephone number and address for each point of contact, if available), and a back-up point of contact. If a back-up point of contact is not available, please explain how USAC may contact the client in the event the primary point of contact fails to respond. The list shall be included at the beginning of this section. USAC will transmit Past Performance Questionnaires to the contacts identified in the Offerors proposals. Although USAC will follow-up with the contacts, the Offeror, not USAC, is responsible for ensuring that the questionnaire is completed and returned by the specified date in USAC s transmittal. If USAC does not receive a completed Past Performance Questionnaire, and is unable to obtain to obtain verbal responses to the questions, USAC will not consider the contract in assigning a risk level under the past performance factor. Contractor shall provide descriptions of the relevant performance on each of the identified contracts. A past performance description will consist of an overview of the engagement, a description of the scope of work performed, its relevance to this effort, and the results achieved. Contractors shall also provide information on unique characteristics of the project, problems encountered and corrective actions taken. Each overview shall not exceed three pages. If the Contractor intends to rely on the past performance of proposed personnel or proposed subcontractors performing major or critical aspects of this requirement, then the past performance information required by the preceding two paragraphs shall be included for these contracts. Price Proposal (Volume IV) Offerors shall complete the bid sheet (Attachment 1) and submit the completed form with this proposal. The fixed prices set forth in Attachment 1 should be fully loaded and include all direct and indirect costs, including telecommunication charges, general and administrative expenses, overhead, travel, materials, labor and profit. Offerors that are GSA Schedule holders are strongly encouraged to propose labor rates that are the same or similar to the labor rates on their GSA Schedules. NOTE: USAC is not a federal agency and therefore unable to award contracts off of an Offerors GSA Schedule. This is not a GSA schedule acquisition. Universal Service Administrative Company I Office Supplies I Request for Proposals (RFP) 8

10 Proposed pricing must be sufficient to achieve the objectives, services and deliverables set forth in this RFP Because USAC may make award on the basis of initial proposals, Offerors are encouraged to propose their best price(s) in their price proposals. Evaluation Selection of Successful Offeror. USAC will award a Contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to USAC, price and other factors considered. The following factors will be used to compare offers and select the awardee. In order of importance, they are (1) Technical, (2) Past Performance, and (3) Price. 1. Technical. The following technical sub factors will be considered by USAC: a. Ability to perform tasks similar to those described in Section A. b. Experience. USAC will evaluate Offerors experience in performing services similar to those described in Section A. c. Key Personnel. USAC will evaluate the knowledge, qualifications and experience of any personnel proposed to perform the requested services with respect to, but not limited to, depth of knowledge, expertise and years of experience. 2. Past Performance. Past performance information will be evaluated to assess the risks associated with an Offerors performance of this effort, considering the relevance, recency and quality of the Offerors past performance on past or current contracts for the same or similar services. The Offerors past performance will be evaluated based on the Offerors discussion of its past performance for similar efforts, information obtained from past performance references (including detailed references for the Offerors proposed teaming partner(s) and/or subcontractor(s), as applicable) and information that may be obtained from any other sources (including government databases and contracts listed in the Offerors proposal that are not identified as references). USAC may contact past performance points of contact to obtain information regarding the Offerors past performance, as well as the past performance of Offerors teaming members and proposed key personnel, as applicable. In the case of an Offeror without a record of relevant past performance, or for whom information on relevant past performance is not available, USAC will evaluate the Offerors lack of relevant past performance as an unknown performance risk, having no favorable or unfavorable impact on the evaluation. Therefore, the Offeror will receive an Unknown Risk rating if it has no relevant past performance. 3. Price Evaluation. USAC will evaluate price based on the total of the extended prices in Attachment 1. However, price is the least important evaluation factor and the Contract Universal Service Administrative Company I Office Supplies I Request for Proposals (RFP) 9

11 may not be awarded to the lowest priced Offeror. Price may become a more important selection factor if the ratings for the non-price factors are the same or very close to the same. In addition to considering the total prices of the Offerors when making the award, USAC will also evaluate whether the proposed prices are realistic (i.e., reasonably sufficient to perform the requirements) and reasonable. Proposals containing prices that are determined to be unrealistic or unreasonable will not be considered for award. Universal Service Administrative Company I Office Supplies I Request for Proposals (RFP) 10

12 ATTACHMENT 1 Bid Sheet This quote is submitted by the undersigned company ( Company ), who agrees to provide the items as the prices set forth, in accordance with the terms and conditions of Contract No. FA This bid sheet is valid for 120 days from the date set forth below. Submitted by: Company Name: Authorized Representative: Signature: Print Name: Title: Date: Item No. Item Description PoP Quantity Unit Unit Price Extended Price 1 OFFICE SUPPLIES 36-month Office/Cleaning Supply Contract TBD, 36-months 1 EACH Total Applicable Taxes (USAC is required to pay 5.75% DC sales tax, 6% VA sales tax) Lead time from date of purchase Other (describe) Total Firm-Fixed Price Accepted by USAC: Signature: Print Name: Title: Contract Effective Date: