R -- Aviation Insurance Advisory Services Requirement

Description This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.603, as supplemented with additional information included in this notice. This announcement constitutes the solicitation. A copy of The Request for Proposal Letter, Statement of Work (SOW) and Evaluation Criteria are attached. The Request for Proposal number is EXIM-07-R-0001. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular number 01-14 (effective 6/3/03). The acquisition size is unrestricted. The contract shall be a fixed-price labor-hour, reimbursable (ODC) type contract. Contractor shall provide all labor, parts, equipment, transportation, materials, and supervision necessary to provide the Export-Import Bank with Aviation Insurance Advisory Services as required for the Export-Import Bank of the United States. Based upon the Bank's requirements, any vendor desiring to submit a proposal MUST have the capability and expertise to provide this type of work. Documentation of Management and Technical, Key Personnel, Corporate Experience/Past Performance, Identification of Conflict of Interest, and Cost MUST be presented in sufficient detail for the Government to determine that your company possesses the necessary expertise, capability and experience to compete for this acquisition. Any company who DOES NOT have the proper experience may result in a lower score and may not be considered for award. There are three line items. LINE ITEM 0001 shall indicate the labor categories and hourly rates proposed for this requirement in support of the Not-to-Exceed (N-T-E) amount. Each offeror's proposal must include an explanation of proposed labor categories and rates with a cost breakdown. LINE ITEM 0002 is a reimbursable line item for Other Direct Costs (ODCs). LINE ITEM 0003 is an allowance for administrative costs (multiplier) associated with securing travel arrangements expressed as a percentage to be applied to travel costs. Contract shall be for a Period of one (1) year with four (4) one year options. Work performed shall be in accordance with the attached Request for Proposal Letter, Statement of Work (SOW), Instructions to Offerors for Proposal Submission, Evaluation and Award attached herein and made a part hereof. DESCRIPTION/SOW: STATEMENT OF WORK FOR INSURANCE ADVISOR FOR AIRCRAFT TRANSACTION(S) SERVICES FOR THE EXPORT-IMPORT BANK OF THE UNITED STATES. RFP LETTER: Potential Offerors, You are hereby invited to submit a proposal (technical and cost/price proposal) for the Export-Import Bank of the United States? (EXIM Bank) Aviation Insurance Advisory Services requirement. The attached STATEMENT OF WORK (SOW), INSTRUCTIONS TO OFFERORS FOR PROPOSAL SUBMISSION, EVALUATION AND AWARD AND ADDITIONAL EVALUATION CRITERIA provides details of the required submissions. Proposals must be signed by an official authorized to bind the offeror, and it shall contain a statement that the proposal is firm for at least 90 days from the date set for receipt of offers, including any extensions thereof. The offer must set forth accurate and complete information as required by the solicitation and the "Instructions to Offerors for Proposal Submission, Evaluation, and Award. After determining the successful offer, EXIM Bank intends to award a Fixed-Price, Labor Hour, Reimbursable (ODC) type Contract. We look forward to receiving your response. Sincerely, GLENNA J. PAULSON Contracting Officer STATEMENT OF WORK (SOW): Background: EXIM Bank has a $20 billion aircraft portfolio consisting of more than 50 airlines and approximately 640 aircraft located around the world. Historically, EXIM Bank has required each aircraft transaction to obtain and maintain a package of insurance coverage consisting of: (1) all-risk hull; (2) all-risk third party liability; (3) hull war risk; and (4) third-party liability war risk. While insurance does remain generally available on the major requirements for all-risk hull and liability, there have been instances where coverage limits have been lowered and certain deductibles have increased. As a result, EXIM Bank requires a Contractor to provide continuing advice regarding EXIM Bank's aviation insurance risk exposure as well as any changes to an airline's insurance coverage, among other tasks described below. NOTE: It is conceivable that one or more firms may have potential Organizational Conflicts of Interest in relation to this requirement; therefore, please note that the requirement to identify and mitigate such conflicts as detailed in attachment 2. Scope of Work: 1. Provide an assessment of EXIM Bank's current risk exposure, on both an individual airline and a portfolio basis, taking into consideration both regional and sectoral concentrations. Periodically, EXIM Bank will require a written assessment of EXIM Bank's insurance risk with respect to an individual airline. Such assessments shall consider the impact of modifications to or loss of certain insurance coverage, as compared to the original requirements under the loan documents. EXIM Bank may require updates to any assessments on an as needed basis, as well as an annual review of airline's renewal certificates. 2. The Contractor shall provide related advisory services on an as needed/as requested basis from the Transportation Portfolio Management Division (TPMD), as follows: Provide advice regarding the acceptable levels of insurance protection required in particular markets as well as that necessary at specific airlines. This would include assistance in assessing requests for waivers of coverage limits on renewals or any requested changes to an airline's insurance coverage. Assist EXIM Bank in understanding the risks presented by limitations on certain coverages in the aviation insurance market, based upon historical data. Provide information on conditions in the aviation insurance market to EXIM Bank staff responsible for all aircraft transactions, to the extent deemed necessary by EXIM Bank. These services shall include a review of specific insurance covers and the general availability, pricing and applicability of these insurances for airlines. (Insurance coverage related documents) and provide such assistance as requested in the event of a loss. 3. The Contractor may be called upon to provide the above listed Advisory Services via conference calls as well as face-to-face meetings, as requested by EXIM Bank. EXIM Bank will coordinate the need for such meetings with the Contractor as far in advance as practicable. Any travel associated with providing these services must be approved in advance by the COTR. 4. PERIOD OF PERFORMANCE: Contract shall be for a period of twelve (12) months from the date of award. Contract shall have four (4) consecutive twelve month option periods. FAR PROVISIONS: The following clauses apply to this acquisition: (By Reference): 52.212-1 Instructions to Offerors--Commercial Items (JAN 2005), 52.212-3--Offeror Representations and Certifications--Commercial Items (JAN 2005), 52.212-4--Contract Terms and Conditions--Commercial Items (Oct 2003), 52.212-5--Contract Terms and Conditions required to Implement Statues or Executive Orders (JAN 2005), 52.213-3--Notice to Supplier (APR 1984), and 52.252-2--Clauses Incorporated by Reference (Feb 1998). This is a BEST VALUE REQUIREMENT; therefore, the Government reserves the right to award this contract to other than the lowest price offer. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government reserves the right to conduct a proposal down select and only hold discussions with the offeror(s) who best meet the solicitation evaluation criteria. Discussions will not be held with any offeror eliminated during the down select period. The Government also reserves the right not to hold discussions with any of the offeror's if the Contracting Officer determines that discussions are not necessary for this requirement. To be eligible for award, all contractors must be registered in the Central Contractor Registration (CCR). A Contractor can contact the CCR by calling 1-888-227-2423 or e-mail at www.ccr.gov. Annual Representations and Certifications (FAR part 4.12) are also required. Prospective contractors shall complete electronic annual representations and certifications in conjunction with CCR at http://orca.bpn. The FAR Clauses web site is http://www.arnet.gov/far. Offers are due by January 19, 2007 by 12:00 P.M. to the Export Import Bank of the US at 811 Vermont Ave NW; Washington DC, 20571. The Request for Proposal (RFP) Letter, Statement of Work (SOW) and Evaluation Criteria and are attached and made a part hereof. Place of Performance: Washington D.C. Original Point of Contact Glenna J. Paulson, Contracting Officer, Phone (202) 565-3317, FAX (202) 565-3528, e-mail, [email protected]. INSTRUCTIONS TO OFFERORS FOR PROPOSAL SUBMISSION, EVALUATION, AND AWARD Proposal Submission, Evaluation, and Award for the Export-Import Bank of the United States Aviation Insurance Advisory Services Requirement 1. Submission: EXIM Bank is competing an Aviation Insurance Advisory Services Requirement. This is an unrestricted solicitation and is open to all contractors. EXIM Bank plans to award a Fixed-Price, Labor Hour, Reimbursable (ODC) type Contract for this requirement. Five copies of the proposal for the requirement are due on or before 12:00 noon on January 19, 2007. EXIM Bank's mailing or courier address is Export Import Bank of the United States, 10th Floor, Room 1023, 811 Vermont Ave. NW, Washington, DC 20571, Attention: GLENNA J. PAULSON, Contracting Officer. The voice phone number is (202) 565-3317 and the fax number is (202) 565-3528. E-mail address is: [email protected]. Offerors are reminded that one signed copy of the SF 1449 must be completed and returned with your proposal. Clause 52.212-3, Offeror Representations and Certifications Commercial Items, must also be completed and returned with your proposal. 2. Proposal Submissions and Evaluation Schedule: Event Responsibility Date Issue Combined Synopsis/Solicitation (e-mail to POC) EXIM BANK November 30, 2006 Cut-Off Date for Questions Offerors December 14, 2006 Proposals Due Offerors January 19, 2007 Briefing(s) Offerors TBD Selection of Contractor EXIM Bank February 2, 2007 Award/Issue Contract EXIM BANK February 9, 2007 Contract Performance Starts Awardee February 16, 2007 3. Proposal Documents: Each offeror's proposal must contain the documents listed below. a. Technical Approach: Offerors must address how they will meet the Export-Import Bank's Aviation Insurance Advisory Services requirement by submitting a Technical Proposal which addresses how the contractor will manage this requirement in accordance with the Statement of Work, or a letter of commitment must accompany any resume of an individual who is not an employee of the offeror at the time of proposal submission. Letters of commitment must reference dates of availability which correspond to the term of this contract. For Example: I am available on two weeks notice of the announcement of award which I understand could be anytime within the next ninety (90) days. I intend to be dedicated to this contract throughout its twelve (12) month base period and also intend to be available for all option periods exercised by the Government, assuming mutually agreeable terms are realized between myself and EXIM Bank for my services for these periods. b. Resumes: Resumes of key personnel must be submitted. There is no required format, but the offeror should use the resume to demonstrate the qualifications of proposed key personnel for their positions and their ability to satisfy EXIM Bank's requirements. Resumes shall include points of contact for all experience during the last four years, including the name and current phone number of clients or employers that can verify the performance of the proposed person. EXIM Bank intends to check references by phone as time allows and reserves the right not to check references. c. Cost/Price Proposal: For Line Item 0001, the offeror shall provide a Work Breakdown Structure (WBS) which indicates labor categories, and hourly rates proposed for this requirement in support of the N-T-E amount. Each offeror's proposal must include an explanation of proposed labor categories and rates. The explanation must clarify the composition of the estimated hours and labor rates by providing a cost breakdown. Line Item 0002 is a reimbursable line item for Other Direct Costs (ODCs). Line item 0003 is an allowance for administrative costs (multiplier) associated with securing travel arrangements, expressed as a percentage to be applied to travel costs. 4. Down Select and Discussions: EXIM Bank reserves the right to conduct a proposal down select and only hold discussions with the offeror(s) who best meet the solicitation evaluation criteria. Discussions will not be held with any offeror eliminated during the down select. EXIM Bank also reserves the right not to hold discussions with any of the offerors if the Contracting Officer determines that discussions are not necessary for this requirement. 5. Evaluation Criteria: The technical evaluation factors for award, in descending order of importance, are as follows: Management/Technical Approach Key personnel Corporate Experience/Past Performance Organizational Conflict of Interest (Identification & Organization of) Cost Management/Technical Approach. The management/technical approach shall be evaluated for its response time, quality of reports, quality of training requirements, customer satisfaction and evidence of the extent to which the Contractor's approach will achieve EXIM Bank's objectives. The evaluation will include an assessment that the approach used adheres to best management practices and reflects significant relevance to EXIM Bank's objectives and is customer focused. Evidence of the quality of the management/technical approach shall include the following: (a). A sound approach to management that demonstrates the ability to aggressively identify and apply EXIM Bank requirements. 1. Have a proven track record of providing managed services under Labor Hour contracts. 2. Have transparent governance procedures that include a clear line of open and honest communication between the Contractor and Government personnel for timely problem identification, mitigation and resolution. Management approach should foster upon achieving shared goals and objectives. 3. A sound technical proposal that demonstrates how implementation of proposed services will deliver timely, reliable, secure, flexible, responsive, and compliant services/deliverables to meet the needs of EXIM Bank and its stakeholders. Key Personnel. EXIM Bank will evaluate the offeror on the experience, skills and qualifications of the proposed key personnel to successfully complete the requirements under the contract. EXIM Bank will evaluate the proposed key personnel's ability to successfully complete the requirements based on their recent past success and productivity on relevant projects. Corporate Experience/Past Performance. EXIM Bank will evaluate the relevance and applicability of the offeror's corporate experience and past performance to the successful completion of the contract requirements. The offeror must demonstrate: (i) expert knowledge of and experience in the international aviation insurance industry representing lessors and financiers (including Export Credit Agencies) in complex financing structures; (ii) expert knowledge of the insurance requirements arising out of cross-border financing arrangements similar to those transactions in which EXIM Bank is a participant; and (iii) extensive experience working with non-U.S. airlines substantially similar to those in EXIM Bank's portfolio. The offeror must also include a list of references from recent contracts. EXIM Bank reserves the right to contact any reference to discuss contractor performance. Organizational Conflict of Interest (COI). Any Contractor (or member of its team and/or subcontractor) having a conflict of interest as defined under FAR Part 9.5 must identify the conflict as soon as it is known and provide a recommended mitigation plan. Mitigation plans are required whenever a competing contractor has had unequal access to non-public information regarding EXIM Bank or has assisted the Government in previous EXIM insurance requirements or evaluation criteria. Cost. EXIM Bank will evaluate the cost estimates provided by the applicants to assess the reasonableness of the estimates. The offeror's experience and proposed staffing as described above is more important than cost/price. EXIM Bank will award the contract to the applicant whose application represents the BEST VALUE to EXIM Bank. 6. Basis for Award EXIM Bank plans to award a contract to the offeror whose proposal represents the best value to EXIM Bank. Technical excellence is more important than cost/price and EXIM Bank reserves the right to award to other than the low bidder. Each evaluation factor will be given an adjectival rating of Outstanding, Very Good, Average, Poor. 7. Price As technical ranking becomes more equal among offerors, price increases in importance. 8. Data Release Restrictions No offeror shall disclose any technical or programmatic information that they receive about EXIM Bank or its systems (not already available to the public) without the specific approval of the Contracting Officer. All offerors shall submit certification of their agreement not to disclose this information as a condition of award. The successful offeror will be required to sign EXIM Bank's standard non-disclosure form. Offerors submitting restrictive data shall mark it in accordance with the FAR Clause 52.215-1 Instructions to Offerors Competitive Acquisition. EVALUATION CRITERIA STATEMENTS (ADDITIONAL QUALIFICATIONS) Management and Technical Approach Applicant's and its applicable staffs must have technical expertise, experience and ability to perform the services as outlined in the SOW. Management's capability to manage multiple projects simultaneously technical approach of applicant and the consistency with Ex-Im Bank's experience and expectations Key Personnel Applicant's must have staffing level and resources available to perform work outlined in SOW Key personnel's experience, skills and qualifications to perform all tasks required under the contract Corporate Experience/Past Performance Demonstration of expert knowledge of and experience in the international aviation industry Summary of work performed by applicant on a regular basis Summary of work performed by applicant for similar type of client List of relevant work performed by applicant List of references Organizational Conflict of Interest OCI mitigation plan and how conflicts of interest will be addressed by the contractor Cost Reasonableness and realistic cost estimates All standard costs and expenses included in proposal Proposal represents the best value for the government.