AMERICAN SAMOA POWER AUTHORITY MATERIALS MANAGEMENT OFFICE P.O. Box PPB, Pago Pago AS 96799, (684) /3031,

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1 AMERICAN SAMOA POWER AUTHORITY MATERIALS MANAGEMENT OFFICE P.O. Box PPB, Pago Pago AS 96799, (684) /3031, REQUEST FOR PROPOSAL ( RFP ) TIRE REPLACEMENT SERVICES APRIL 18, 2017 RFP NO.: ASPA WHS APPROVED FOR ISSUANCE UTU ABE MALAE EXECUTIVE DIRECTOR

2 Table of Contents Title Page... 1 Table of Contents... 2 Notice to OFFERORS... 3 Proposal Invitation... 4 Special Reminder to Prospective OFFERORS... 5 General Terms and Conditions... 6 Proposal Transmittal Form (Attachment A) Scope of Services (Attachment B) Offeror Qualification Form (Attachment C) Page 2 of 16

3 NOTICE TO OFFERORS REQUEST FOR PROPOSAL ISSUANCE DATE: APRIL 18, 2017 RFP #: PROJECT: CLOSING DATE/TIME: ASPA WHS MAY 3, 2:00 p.m., American Samoa Time The American Samoa Power Authority ( ASPA ) issues a Request for Proposal ( RFP ) to evaluate, negotiate and contract with qualified contractors to provide tire repair services for the ASPA Fleet. The selected Offeror must provide a proposal that specifically and completely addresses a plan for completion of the tasks which are specified in Attachment B, The Scope of Services. A complete RFP package may be picked up from ASPA s Procurement Office located at the Tafuna ASPA compound. You may also view this RFP online at ASPA's website, For more information about this RFP, please contact the following person: Ioana S. Uli Procurement Manager Materials Management Office PH: bids@aspower.com The ASPA reserves the right to: 1. Reject all proposals and reissue a new or amended RFP; 2. Request additional information from any Offeror; 3. Select a firm for award based on other than least cost (e.g. capability to complete work in a timely fashion or proven technical capabilities); 4. Negotiate a contract with the Offeror that is selected for award; and/or 5. Waive any non-material violations of rules in this RFP. Utu Abe Malae, Executive Director Date Page 3 of 16

4 IOANA S. ULI, PROCUREMENT MANAGER AMERICAN SAMOA POWER AUTHORITY OFFICE OF PROCUREMENT P.O. BOX PPB PAGO PAGO, AS (684) DATE ISSUED: APRIL 18, 2017 PROPOSAL INVITATION PROPOSAL INVITATION NO: RFP No. ASPA WHS INSTRUCTIONS: 1) This REQUEST FOR PROPOSAL shall require a Technical Proposal. 2) All required submittals must be addressed to ASPA s Procurement Manager at the above listed address. 3) An original and one (1) PDF copy of the complete proposal must be received at ASPA s Procurement Office no later than 2:00 p.m. on MAY 3, ) The envelope or box must be labeled RFP No. ASPA WHS. Late submittals will not be opened or considered and will be determined as non-responsive. 5) Any and all pre-proposal questions and/or clarifications shall be submitted to bids@aspower.com in writing (through electronic mail or hard copy) no later than April 21, 2017 by 4:00 p.m. 6) ASPA shall issue addenda to address questions and/or clarifications as necessary. 7) Offerors may submit their proposals through three (3) means. i. Electronic File Transfer The Offeror may submit the proposal using the electronic mail facility. This will enable the Offerors to upload Proposals by attachment. The Proposals must be uploaded before 10:00 AM on MAY 3, 2017, American Samoa Time. ii. iii. In Person Delivery Offerors may deliver the proposal in person at the Materials Management Office located at the Tafuna Power Plant Compound in Tafuna. Proposals must be received by 2:00 PM on MAY 3, 2017, American Samoa Time. Mail-Only Option The Offeror may elect to transmit the Proposal by Express Mail or USPS. If the Proposal is to be submitted via Express Mail or USPS, then, the Proposal must be accompanied with a Receipt Stamp provided by the Express Mail or USPS provider dated no later than 2:00 PM on APRIL 18, 2017 and a copy of the Express Mail receipt stamp must be transmitted to ASPA on the same day with an electronic copy of the proposal. NOTE TO OFFERORS: This proposal is subject to the attached General Terms and Conditions of RFP No. ASPA WHS TIRE REPAIR SERVICES. The undersigned offers and agrees to furnish within the time specified, the articles and services at the price stated opposite the respective terms listed on the schedule of this Proposal. In consideration of the expense to the American Samoa Power Authority in opening, tabulating, and evaluating this and other proposals, and other considerations such as the schedule, the undersigned agrees that this proposal shall remain firm and irrevocable within Fourteen Days (14) calendar days from the closing date to provide services and or supply materials. Signed: Date: AMERICAN SAMOA POWER AUTHORITY Page 4 of 16

5 SPECIAL REMINDERS TO PROSPECTIVE OFFERORS OFFERORS are reminded to read the Proposal Invitation Instructions and General Terms and Conditions attached to the RFP and verify that each submittal requirement (see boxes to be checked below) of the RFP is enclosed in the submittal envelope prior to the date and time of proposal opening. [X] 1. PROPOSAL FORMS a. Proposal Invitation Form (Page 4) b. Proposal Transmittal Form (Attachment A) c. OFFERORS Qualification Sheet (Attachment C) [X] 2. BUSINESS LICENSE Per Section XV of this document, the Offeror shall submit a current American Samoa business license. [X] 3. TECHNICAL PROPOSAL The Technical Proposal shall follow the Scope of Services as outlined in Attachment B of this document. [X] 4. COST PROPOSAL The Offeror shall submit a Cost Proposal. [X] 5. SPECIAL REMINDER FORM This form must be completed and submitted. All required forms must be signed and returned with the proposal envelope. requirements may result in disqualification or rejection of the proposal. Failure to comply with these I, the duly authorized representative of, acknowledge receipt of this special reminder to prospective offerors together with RFP No. ASPA WHS TIRE REPAIR SERVICES as of this date, Signature of Offeror s Representative Page 5 of 16

6 AMERICAN SAMOA POWER AUTHORITY GENERAL TERMS AND CONDITIONS RFP NO. ASPA WHS I. INTRODUCTION A. The American Samoa Power Authority (ASPA) hereby issues this Request for Proposals (RFP) to provide tire repair services of vehicles in the ASPA Fleet. B. Through this RFP, ASPA seeks to evaluate, negotiate and contract with a qualified Offeror to provide and carry out a work plan that specifically and completely addresses the Scope of Services (Attachment B) of this document. C. This RFP describes the specifications for the services to be provided in sufficient detail to permit full and open competition and to allow qualified OFFERORS to properly respond to the requirements of the RFP. II. III. AUTHORITY A. ASPA was formally established through legislative action by the American Samoa Government (ASG) in B. ASPA generates and distributes electrical power and provides water, wastewater and solid waste services for the islands of American Samoa 1. As a separate and semi-autonomous authority, ASPA was established to afford better accountability for the utility s operations and cost of service. 2. ASPA is governed by a five-member Board of Directors which is appointed by the Governor and confirmed by the legislature. 3. ASPA s utility rates are developed and promulgated in accordance with ASG Administrative Procedures Act (ASCA et. seq.) and specific guidelines within the Public Utility Regulatory Policies Act ( PURPA ) for electricity. SUBMITTALS A. The Offeror shall submit a completed Special Reminders to Prospective OFFERORS form. B. The Offeror shall submit a completed Attachment A Proposal Transmittal Form. C. The Offeror shall submit a Technical Proposal that completely addresses the requirements of Attachment B - Scope of Services. D. The Offeror shall submit a detailed Cost Proposal. E. The Offeror shall submit information as required on Attachment C, the Offeror Qualification Form. IV. DATE/TIME/PLACE OF PROPOSAL SUBMITTAL AND PROPOSAL OPENING A. Each offeror must submit its proposal in a sealed envelope addressed to: Ioana S. Uli ASPA Procurement Manager P.O. Box PPB Pago Pago, AS B. An original and one (1) PDF of the proposal must be received in the Office of Procurement no later than 10:00 AM local time on or before MAY 3, C. Late submittals will not be opened or considered and will be determined as non-responsive. D. All offerors shall provide sufficient written and verifiable information that responds to the requirements of the RFP, and in accordance with the SOW. Page 6 of 16

7 V. PRE-PROPOSAL QUESTIONS A. Any pre-proposal questions and/or clarifications shall be submitted in writing to Ms. Ioana S. Uli at through electronic mail or in hard copy to the following address: ASPA Materials Management Office P.O. Box PPB Pago Pago, AS B. Pre-proposal questions must be received no later than 4:00 p.m. on April 21, ASPA will then issue addenda to address any questions and/or clarifications as may be necessary. VI. ADDENDA A. ASPA reserves the right to issue addenda for any changes to this RFP. B. OFFERORS will be requested to send a signed Receipt of Addenda to ASPA for each addendum that may be issued. VII. PROPOSAL PREPARATION INSTRUCTIONS A. The proposal must contain four (4) parts as follow: 1. Technical/Logistical: a. OFFERORS must list and delineate the specific actions which will be undertaken to achieve the goals and objectives of the Scope of Services. 2. Prior Related Experience/Past Performance: a. A description of the Offeror firm s related experience must be provided. b. A dossier of personnel qualifications and professional credentials as requested on the Attachment C, The Offeror Qualification Sheet, must be listed. c. Attachment C must include a list of three or more references and a project history to document a minimum of five (5) years of specific related experience. 3. Cost Proposal: a. The Offeror s cost submittal shall be presented per pound per item. B. OFFERORS shall prepare their proposals in detail accordingly. VIII. CONTRACT TERM A. The term for this contract is one (1) year and an optional one (1) year renewal. B. The contract term shall be initiated by the issuance of a Notice to Proceed by ASPA at which time a contract completion date will be established. C. ASPA will retain the sole option to renew or extend the contract after its initial term. IX. TYPE OF CONTRACT A. The successful Offeror will provide services to ASPA under a negotiated fixed fee agreement. B. The successful Offeror shall be an independent contractor and not an agent or employee of the American Samoa Power Authority. C. The successful Offeror shall furnish the necessary personnel, materials, insurances, licenses, equipment, ground transportation to and from work areas, required materials or services, and otherwise do all things necessary to perform the work and services specified in the Scope of Services and to the satisfaction of the Executive Director. 1. The Contractor must at all times comply with all applicable workman s compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable. Page 7 of 16

8 2. ASPA will not be held responsible in any way for claims filed by the successful Offeror or its employees for services performed under the terms of this RFP or the contract. X. BASIS FOR SELECTION A. Contract award will be made by ASPA in accordance with the evaluation criteria set forth herein and with ASPA s Procurement Rules. B. Proposals will be evaluated by a Source Evaluation Board (SEB). 1. SEB members shall be nominated by the ASPA Procurement Manager and approved by the Executive Director. 2. Submission of a proposal shall constitute a waiver of any challenge or dispute of the SEB process. C. The SEB will evaluate each of the responsible submitted proposals, as determined by the Procurement Manager. 1. Discussions may be conducted by the SEB with any or all of the OFFERORS. 2. Such discussions shall only be conducted for the purpose of obtaining clarification from the Offeror on its proposal in order to ensure full understanding of, and responsiveness to, the RFP requirements. 3. Discussions shall be conducted on an as-needed basis with individual OFFERORS 4. Care shall be exercised to ensure that no information derived from competing Offeror s proposals is disclosed. 5. Each Offeror with whom discussions are conducted shall be accorded an opportunity to revise their proposals in response to specific clarifications based on the discussions. D. Unless the Procurement Manager determines that satisfactory evidence exists that a mistake has been made, as set forth in Procurement Rule 3-114, OFFERORS will not be permitted to revise their proposals after proposal opening. E. When its evaluation process is complete, the SEB will forward a ranked order memorandum of recommendation for contract award to the Procurement Manager. F. After receiving the Source Evaluation Board s written recommendation and concurring with that recommendation, the Procurement Manager shall forward the SEB recommendation to the Board of Directors through the Executive Director for final approval and subsequent contract award. G. Approval is not final until it is signed by the Board of Directors. XI. EVALUATION CRITERIA A. Proposals will be evaluated and ranked by the Source Evaluation Board according to the following point system. i. Technical: 0-30 points possible ii. Experience: 0-20 points possible iii. Cost: 0-50 points possible Total: 100 points (best possible score) B. ASPA reserves the right to make the contract award to the Offeror that submits the proposal which best meets the requirements set forth herein and which is in the best interests of ASPA after taking into consideration the aforementioned factors. XII. ATTACHMENTS A. Attachment A is the Proposal Transmittal Form B. Attachment B is the Scope of Services C. Attachment C is the Offeror s Qualification Form XIII. QUALIFICATION OF OFFERORS A. At a minimum, the Offeror shall submit that information which is required by Attachment C, the Offeror s Qualification Form. Page 8 of 16

9 B. ASPA may make such investigations as it deems necessary to determine the ability of the Offeror to perform the work. C. The Offeror shall furnish to ASPA such additional information and data for this purpose as ASPA may request, or the proposal may be deemed non-responsive. XIV. MULTIPLE PROPOSALS COLLUSION A. If more than one Proposal is submitted by any one party or in the name of its clerk, partner or other person, all Proposals submitted by said party may be rejected by ASPA. B. If requested by ASPA to do so, an Offeror may submit an alternate Proposal. C. If ASPA believes that collusion exists amongst any OFFERORS, the participants in such collusion will be disqualified from contract award consideration. D. Proposals in which the proposed costs and fees are unreasonably high, or unrealistically low, may be rejected at ASPA s sole discretion. XV. BUSINESS LICENSE A. An Offeror from elsewhere than American Samoa shall be appropriately licensed in accordance with the state and/or country of the OFFERORS origin and shall be skilled and regularly engaged in the general type and size of work called for under this RFP. B. The successful Offeror shall possess a currently valid American Samoa Business License prior to the execution of the contract. XVI. CONTRACT DOCUMENTS The contract documents (the Contract Documents ) which govern all work set forth by this RFP consist of the following: 1. This RFP; 2. All addenda to this RFP; 3. Any submissions pursuant to any issued addenda; 4. Any clarifications as may result from Proposal evaluations; and 5. The Contract (or the Agreement ). XVII. XVIII. OFFEROR S UNDERSTANDING A. Each Offeror must inform itself of the conditions relating to the execution of the work. B. The Offeror will make itself thoroughly familiar with all the Contract Documents prior to execution of the Agreement. C. Each Offeror shall inform itself of, and the Offeror awarded the Contract shall comply with, federal and territorial statutes and ordinances relative to the execution of the work including, but not limited to, applicable regulations which concern the following: 1. Wage rates; 2. Non-discrimination in the employment of labor; 3. Protection of public and employee safety and health; 4. Environmental protection; 5. Historic preservation; 6. Protection of natural resources; 7. Fire protection; 8. Burning and non-burning requirements; 9. Permits, fees, and 10. Similar subjects. AMERICAN SAMOA LICENSES, PERMITS, TAXES AND IMPORT DUTY A. The Offeror shall be cognizant of and shall comply with all American Samoa Government (ASG) laws and ordinances pertaining to licenses, permits, the American Samoa Government tax structure and import duty. Page 9 of 16

10 1. The successful Offeror shall have an ASG Business License in order to perform the required contractual work. 2. As necessary, the successful Offeror must pay income taxes to the American Samoa Government based on the profit made on the RFP contract. B. American Samoa is a protectorate of the United States and lies outside the jurisdiction of the U.S. Customs and U.S. Immigration Department. 1. Any Offeror-owned equipment to be returned to the United States will be subject to customs/import duty unless properly manifested before shipment from the United States. 2. Excise Tax on equipment to be incorporated into the project or used on this project may be waived upon written request. 3. If the Offeror elects to sell its equipment locally upon completion of the contract or use the equipment for other than this project rather than shipping the equipment away from American Samoa, that equipment will then be subject to the appropriate import duty rate. 4. Any equipment imported for use on other than this project is also subject to local tax. XIX. WITHDRAWAL OF PROPOSAL A. Any Proposal may be withdrawn prior to the scheduled time for the opening of Proposals by notifying ASPA in a written request. B. No Proposal may be withdrawn after the time scheduled for opening of Proposals. XX. OPENING AND EVALUATION OF PROPOSALS A. In accordance with Procurement Rule 3-110, Proposals will be opened and recorded as part of the record for the Source Evaluation Board on the date and at the time indicated in Section V.B of this document. B. All Proposals will be opened at ASPA s Procurement Office in Tafuna, American Samoa or in another location so designated by ASPA s Procurement Manager in writing. XXI. EXECUTION OF CONTRACT Upon receiving ASPA s Notice of Award, the successful Offeror must sign and deliver the Contract to ASPA, together with any other documents as may be required by ASPA. XXII. RFP CONDITIONS A. This RFP does not commit ASPA to award a contract or to pay any cost incurred in the preparation of a proposal. B. The American Samoa Power Authority reserves the right to do the following: 1. Reject any Offeror for being non responsive to the Proposal requirements which are contained in this RFP; 2. Reject all proposals and reissue an amended RFP; 3. Request additional information from any Offeror submitting a proposal; 4. Select a Offeror for award based on other than least cost criteria (e. g. capability to complete work in a timely fashion or substantive and relevant work experience); 5. Negotiate a contract with the Offeror selected for award; and 6. Waive any non-material violations of rules contained in this RFP. C. ASPA reserves the right to issue any addendum to this RFP. 1. OFFERORS shall send ASPA a signed Receipt of Addenda form confirming the receipt of any Addendum; 2. OFFERORS shall submit any additional information as is required by any Addendum; 3. If any Offeror fails to acknowledge the receipt of any such Addendum, the Offeror s Proposal shall be considered irregular and will be accepted by ASPA only if it is in ASPA s best interest; Page 10 of 16

11 4. If any Addenda are not received prior to submittal of the Offeror s Proposal, a Supplementary Proposal may be submitted in order to revise the original Proposal; 5. Supplementary Proposals must be received by ASPA prior to the scheduled time for opening of Proposals. Page 11 of 16

12 ATTACHMENT A PROPOSAL TRANSMITTAL FORM Date: AMERICAN SAMOA POWER AUTHORITY American Samoa Government To Whom It Concerns: The undersigned (hereafter referred to as the Offeror) hereby proposes and agrees to furnish all of the requested submittal and proposal information pertaining to RFP NO. ASPA WHS in accordance with the Scope of Services (Attachment B), General Terms and Conditions, and other procurement requirements specified in this document for the cost stated in the itemized cost proposal and form(s) attached hereto, plus any and all sums to be added and/or deducted resulting from all extra and/or omitted work in accordance with the unit and/or lump sum prices stated in the itemized proposal form attached hereto. The undersigned has read and understands the proposal requirements, and is familiar with and knowledgeable of the local conditions at the island-wide location(s) where the work is to be performed. The Offeror has read the RFP Instructions and General Terms and Conditions attached to ascertain that all of the (see check boxes) requirements of the Cost Proposal are submitted in the proposal envelope, with five copies, at the date and time for proposal opening. (See Page 6 of this document, SPECIAL REMINDERS TO PROSPECTIVE OFFERORS to verify that all four submittal requirement boxes have been checked.) Signed Seal Date Page 12 of 16

13 ATTACHMENT B SCOPE OF SERVICES GENERAL DESCRIPTIONS Repair of ASPA Vehicle & Equipment tires as needed. ASPA has a vast Fleet of Vehicle ranging from small size, mid-size, full-size vehicles to super - heavy duty trucks and backhoe equipment. Thus the availability of tire repair services is vital in ensuring that disruption to operation is minimum Vendor shall furnish or provide all labor, parts, tools, equipment and materials necessary to provide tire repair services on all ASPA vehicle and equipment. ASPA will be responsible for delivering tire(s) to vendor facility to get repaired. SCOPE OF WORK - SERVICE 1. Tire Repair Repair of ASPA vehicle/equipment tires that have gone flat: Tires are to be thoroughly assess for damage due to puncture or leak. A thorough assessment must be carried out to determine corrective action. Damage tubes must also be thoroughly assess and repaired if deemed repairable as well as tire valves and cover replacements when deemed necessary Any replacement tires/tubes will be provided by ASPA. All Charges for tire repair shall be standard per tire size Vendor/Contractor must provide a complete price listing of all tire services to be provided under contract 2. Tire Installation Vendor shall be responsible for installing all new tires purchase by ASPA for its Fleet. At times when tires are damage beyond repair or have worn out; ASPA will provide for tire replacement. Installation service will be carried out by contractor All Charges for tire installation shall be standard per tire size 3. Tire Rotation As required under preventive maintenance procedures; for tires to be rotated yearly; vendor shall be responsible for rotating ASPA vehicle & equipment tires on a 12 months basis. Charges shall be standard for all tire sizes. 4. Standard Procedures A tire repair/installation/rotation docket will be issued by ASPA Auto Shop for every tire transaction. Docket(s) will be completed, signed and approved by Auto Shop Manager whereas the vehicle or equipment operator will present it to vendor to render tire service. Docket will contain the following information: 1. Vehicle WP# 2. Operator Name 3. Number of Tires 4. Division 5. Service required repair/installation/rotation 6. Approval Signature Page 13 of 16

14 ATTACHMENT C OFFEROR QUALIFICATION FORM 1. Name of Organization: 2. Business Address: 3. Telephone: (Home Office) Business Telephone: Address: Fax Number: Tax Identification Number: 4. Contact Person: 5. Type of Business (please check one): Corporation Partnership Proprietorship Joint Venture Note: For Corporations Articles of Incorporation Certification must be on record with the Treasurer of American Samoa. Copies of partnership agreements and articles of incorporation must be submitted to the revenue branch with application form and relevant documents. Aliens cannot operate sole ownership enterprises and partnerships with aliens are subject to immigration board review. 6. Place of Organization or State of Incorporation: 7. Owner s Names and Addresses (if not a Corporation): 8. For Corporations: Names and Addresses of Directors, Officers, and Stockholders with 20% or greater interest in the company. 9. List States and Territories where company is registered as a foreign corporation. 10. List quality projects of similar scope and extent which the Offeror has conducted within the past five-years; provide the dollar value contract amount for each project, and list project owner contact information for reference inquiries. ======================================================================== Location and Date of Project: Nature and scope of contract (provide a brief project description): Page 14 of 16

15 Name and address of awarding agency or owner for which work was performed: Name, address, and phone number of Contact Person for the agency Contract Amount Date of Completion If not completed, why? Was contract performed under joint venture, if so with whom and under what arrangement? ======================================================================== Location and Date of Project: Nature and scope of contract (provide a brief project description): Name and address of awarding agency or owner for which work was performed: Name, address, and phone number of Contact Person for the agency Contract Amount Date of Completion If not completed, why? Was contract performed under joint venture, if so with whom and under what arrangement? ======================================================================== Location and Date of Project: Nature and scope of contract (provide a brief project description): Page 15 of 16

16 Name and address of awarding agency or owner for which work was performed: Name, address, and phone number of Contact Person for the agency Contract Amount Date of Completion If not completed, why? Was contract performed under joint venture, if so with whom and under what arrangement? 11. List the name or names of supervisory personnel proposed to be employed on the work under this Contract, including the qualifications and experience record for each. Personnel resumes may be included within the Offeror s proposal submittal. Name Qualifications/Experience 12. List the names and addresses of at least three (3) references, one of which should be a bank or other lending institution, governmental agency, or bonding company. Name of Reference Address and Contact Information Page 16 of 16