RFQ FOR COMMERCIAL ITEMS GENERAL INFORMATION Document Type: Combined Synopsis Solicitation Solicitation Number: 36C78619Q0055 Post Date: 9/5/2018 Response Date: 9/17/2018 at 4:00 pm Applicable NAICS: 324110 Classification Code: S206 Set Aside Type: This open to three tiers Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Small Business (SB) Period of Performance: Date of Award through 365 days, plus four, one-year options, if exercised Delivery Requirement: Within 48 hours of order placement Attachments: None Issuing Contracting Office: Department of Veterans Affairs National Cemetery Administration, Contract Service 75 Barrett Heights Rd., Suite 309 Stafford, VA 22556 Place of Performance: Camp Butler National Cemetery 5063 Camp Butler Road Springfield, IL 62707 Description: This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. This is a solicitation issued as a request for quotation (RFQ) for commercial items prepared in accordance with the format in FAR Subpart 12.6, Acquisition of Commercial Items and FAR Part 13, Simplified Acquisition Procedures, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Responses to this Request for Quotation (RFQ) are due to the Contracting Officer no later than 4:00 pm on 9/17/2018. Responses to this announcement will result in a Fixed-Price Requirements Contract with FOB Destination and the Government intends to make award under this announcement without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at https://fbo.gov. Prospective offerors must be registered with the System for Award Management (SAM) website and complete representations and certifications at https://www.sam.gov The U.S. Department of Veterans Affairs, National Cemetery Administration, and the Camp Butler National Cemetery anticipate a purchase order for Unleaded gas and Off Road Diesel delivery services. The applicable North American Industrial Classification System (NAICS) code for this procurement is 324110, with a business size standard of 1500 employees. The National Cemetery Administration is seeking quotes from Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB) and Small Businesses (SB) qualified for the provision of the Unleaded gas and Off Road Diesel supply and delivery services. As this is an on demand service with 48 turn around a local business is preferred. Nonlocal businesses shall state with their added value is to the contract. B.2 DESCRIPTION/SPECIFICATIONS B2.1 STATEMENT OF WORK REQUIREMENT: National Cemetery Administration (NCA), Camp Butler National Cemetery requires diesel and regular gasoline on a monthly basis to accommodate the needs of the cemetery for a base period and four, one year options. The use of the fuel is to support our off road, interments and our grounds maintenance operations. The fuel to be provided shall be Ethanol Free 87 Octane Gasoline and Off-Road Dyed Diesel Fuel DELIVERY LOCATIONS: Camp Butler National Cemetery 5063 Camp Butler Rd. Springfield, IL. 62707 Maintenance Area Tank : Diesel, 500 Gallons, Gasoline 500 Gallons Above ground Minimum of 25 feet of hose required Note: Use Maintenance entrance. DO NOT USE MAIN ENTRANCE PERIOD OF PERFORMANCE: Base Period: Date of Award through 365 days Option Year One: TBD Option Year Two: TBD Option Year Three: TBD Option Year Four: TBD FUEL DELIVERY COORDINATION EFFORT: Deliveries may be made Monday through Friday between the hours of 08:00AM to 3:00PM , excluding Federal Holidays. The Contract Office Representative (COR) and point of contact for this requirement will be Joseph Wheeler at 217-492-4076. Deliveries are to be made on an on-call basis and completed within forty eight (48) hours of notification. REQUIRED DELIVERY DOCUMENTS: Contractor shall supply two copies of the delivery ticket part of the Bill of Lading to the COR or designee. The delivery quantity shall be verified against the metered readings of the pump truck. In the event the requested delivery quantity does not match the reading of the metered pump truck, corrections will be made in writing by the COR or designee and signed by the delivery driver. All prices offered for fuel shall be based on the Oil Price Information Survey (O.P.I.S). It is the contractor s burden to provide the Oil Price Information Survey for the day (12 o clock noon Eastern Standard Time of day of delivery) per Attachment A. The delivery ticket shall provide the contractors name, address, type of fuel actual delivered quantity, and obligation number. All are subject to verification by the COR or designee. The NCA shall only authorize payment for the actual (net) quantity delivered. ESTIMATED QUANTITES: The usage quantities contained in Attachment A are estimates only. No commitment of any kind is made concerning actual quantities acquired during the contract term. All prices offered for fuel shall be based on the Oil Price Information Survey (O.P.I.S.). All prices offered shall indicate plus or minus (+ or -) O.P.I.S. All prices offered shall include cost for the delivery to designated facility storage tank locations. The NCA shall not request a delivery less than 150 gallons of 87 octane gas, or 150 gallons of diesel to any one location. Delivering truck must have a method of controlling vapors while unloading into aboveground tanks. TECHNICAL REQUIREMENTS: Contractor shall follow all current Federal, State and local/city regulations governing the operation, transport, and delivery of fuel. For a reference of laws reference the following links: https://www.epa.gov/renewable-fuel-standard-program http://www.dep.state.fl.us/Air/emission/vehicles.htm http://www.ecfr.gov/cgi-bin/text-idx?SID=b7ed7c3640c7b4084b06a174295b6216&mc=true&tpl=/ecfrbrowse/Title40/40cfrv16_02.tpl#0 FACULITY RULES: The safety of our Veterans is a key proponent to any operation taking place. Contractors shall bring NO FIREARMS onto a National Cemetery. Identification badges with contractor name and company information shall be visibly worn while working within the cemetery at all times. All deliveries shall be made through the maintenance entrance to ensure visitor and driver safety. SPILLAGE AND CLEAN UP: The Contractor shall be responsible for cleanup of all spillage during the delivery and/or pumping process. The Contractor shall take immediate action to properly contain and clean-up the spillage in accordance with applicable laws regulations, etc. The Contractor shall also advise our Fuel Coordinator, James Crafton at 217-492-4076 immediately after the spill is contained. Clean up the spillage will take priority over the delivery of fuel. 10. FUEL PER GALLON PRICE DETERMINATION INFORMATION Price will be determined using Oil Price Information Service (OPIS) Springfield, Illinois + % of profit at 12 o clock noon, Eastern Standard Time of day of delivery. The website is www.opisnet.com/. It is understood by NCA that red-dyed prices typically are 0.15 to 0.25cts higher than clear prices to recoup the charge for the dye and dying process. Total Price shall be rounded up to the second decimal point. When the fifth decimal is 1 to 4, the figure shall be rounded down, 5 to 9, rounded up. Within 48 hours contractor utilizes OPIS identifying a rack price for the OPIS Whole Sale Gross Daily Contract Rack Average for Springfield, Illinois, published at 10:00 a.m. Eastern Standard Time. The Federal Government does not usually pay taxes. It shall be the contractors burden to provide the Oil Price Information Survey for the day. FUEL SITES TANK CAPACITY ESTIMATED YEARLY USAGE TANK 1: Gasoline 500 Gallons 500 TANK 1: Diesel 500 Gallons 5,000 B.3 STANDARDS OF CONDUCT The Contractor is responsible for the ethical conduct of its employees. These standards and regulations are enforceable under Title 38, U.S.C. Section 218. Contractor personnel shall adhere to the following standards of dress and conduct while performing work in Fort Snelling National Cemetery: Contractor shall maintain satisfactory conduct and work performance of its personnel including administering disciplinary action when determined necessary. It will be at the discretion of the COR to initiate immediate removal of Contractor personnel from cemetery grounds if conduct standards are not adhered to during contract performance. Contractor shall remove his/her employee from the cemetery for cause to include but not limited to willful misconduct and/or unacceptable performance of the work required under the contract. Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery. Contractor-furnished personnel, supplies, services, equipment and materials, including personnel provided and necessary for contract performance shall be consistent and fully compliant with applicable OSHA, Federal, State, County and local ordinance laws & regulations. The Contractor is responsible for training its personnel regarding safety precautions and procedures prescribed by OSHA Standards. Contractor personnel appearance and conduct shall be professional and unobtrusive at all times. Questions from cemetery visitors shall be politely referred or directed to Cemetery personnel. Shirts, T-shirts, long pants, neat jeans or walking shorts are permissible. Contractor personnel shall be fully clothed at all times, to include an upper garment to cover the body from waist to neck. Tank tops as an outer garment are prohibited, as well as many garments which have a message or slogan affixed thereon. It is expected that personnel will conduct themselves in a respectful manner, not engaging in loud boisterous behavior or use profane or abusive or otherwise inappropriate language. Radios and/or video or otherwise electronic games / devices are not permitted while performing work on the grounds of the cemetery. Consume food and beverages only within areas designated by the COR(s). Use of intoxicating beverages and/or drugs is strictly prohibited. Contractor personnel shall not eat or drink beverages except water or non-alcoholic beverages while in the work area. The use of intoxicating beverages and/or drugs on cemetery premises is strictly prohibited and a violation of Federal Law, and will not be tolerated. Contractor personnel shall take all necessary precautions to prevent damage to cemetery property, structures and grounds during performance of this contract. The Contractor shall be liable for replacement costs for property damaged as a result of actions by contractor personnel. There is no limitation on the Contractor s liability. In no event shall the Government indemnify and hold harmless the Contractor from any or all damages and expenses of any kind for harm incurred by the Contractor, or from any and all damages, expenses, or claims, which may arise from third party claims. B.4 USE OF CEMETERY FACILITIES The Government shall not be responsible for any loss, damage, or theft of contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of cemetery facilities used by contractor's employees. Parking is not a condition or term of this contract. However, when local conditions are such that parking is permitted, Contractor employees may park privately owned vehicles in the area designated for parking by the COR. The Contractor will be responsible for safely handling any chemicals, cleaning solutions, etc. in accordance with manufacturers recommendations. B. 5 SAFETY & SECURITY The contractor shall, at all times, exercise care and caution in performing the duties describes in the statement of work so as not cause injury to themselves or other persons The contractor shall perform the assigned task and duties in a safe manner in accordance with VA, NCS, and OSHA regulations and policies. The contractor shall indemnify to protect itself, and render the United States Government, its employees, agents, and representatives, harmless from any liability resulting from personal injury arising out of performance of the work contained herein. The Offeror shall provide the cemetery a copy a Spill Response Plan upon award. The plan shall effectively prevent and contain any fuel spills and prevent contamination to the surrounding ground, storm drains or downhill contamination to local waterways. The contractor must certify that their drivers have been trained on spill prevention. They must also prove that they have an effective means of communication during a spill containing 10 or more gallons. This plan shall include emergency contact numbers for: their own company, remediation companies and State & Federal authorities in the event of a major fuel spill containing 10 or more gallons. B.6 SUPPLY PRICE SCHEDULE Contractors will quote only their Mark-Up Price Per Gallon Prices. Contractor Mark-Up Per Gallon: The Contractor Mark-Up Per Gallon Prices are fixed and include all markup above the rack rate. This includes, but is not limited to: delivery charge (including labor and transportation), overhead, profit, applicable taxes and duties, etc. The awarded Contractor s Mark-Up Per Gallon are fixed and will not fluctuate with changes to the rack rate(s). This amount must be in a dollar format ($0.00) and include transportation costs. Price Schedule CLIN Description Estimated Qty Unit % Mark-Up Per Gallon Total Price for Mark-Up Per Gallon Base Period: Date of Award through 365 Days 0001 Off Road Diesel 5000 Gal $ $ 0002 Unleaded 500 Gal $ $ Base Period Total Price of Mark-Up Per Gallon $ Option Year 1 1001 Off Road Diesel 5000 Gal $ $ 1002 Unleaded 500 Gal $ $ Option Year 1 Total Price of Mark-Up Per Gallon $ Option Year 2 2001 Off Road Diesel 5000 Gal $ $ 2002 Unleaded 500 Gal $ $ Option Year 2 Total Price of Mark-Up Per Gallon $ Option Year 3 3001 Off Road Diesel 5000 Gal $ $ 3002 Unleaded 500 Gal $ $ Option Year 3 Total Price of Mark-Up Per Gallon $ Option Year 4 4001 Off Road Diesel 5000 Gal $ $ 4002 Unleaded 500 Gal $ $ Option Year 4 Total Price of Mark-Up Per Gallon $ Period Total Price for Mark-Up Per Gallon Date of Award through 365 Days $ Option Year 1 $ Option Year 2 $ Option Year 3 $ Option Year 4 $ Total Price (Base plus all Option Years) $ C.1 PROPOSAL FORMAT AND SUBMISSION INFORMATION: The provision at 52.212-1, Instructions to Offerors Commercial Items (Jan 2017) applies to this acquisition. Addenda to provision 52.212-1 Instructions to Offerors Commercial Items (Jan 2017): Offers must be submitted on company letterhead. Commercial format is encouraged. All offerors shall include the following information as part of their quote: Legal Business/Company Name (as listed in www.sam.gov) DUNS Number Point of Contact Name Telephone number Email Address Price Proposal: Prices shall be submitted to the Contracting Officer utilizing the price schedule found above. Proposals shall be submitted via email to the following address Email:
[email protected]. Please note the last name does not start with an L . Questions pertaining to this announcement shall be sent by email to the address above. Telephone inquiries will not be accepted. End of Addenda Proposal Evaluation: This solicitation is being issued as tiered evaluation for SDVOSB, VOSB, or in the alternative, a set-aside for other small business concerns with HUBZone small business concerns and 8(a) participants having priority. Tiered process will be used in conjunction with FAR Part 15, Lowest Price Technically Acceptable (LPTA) source selection process. Award will be made in the lowest tier, on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors. Adequate competition exists if; (1) proposals are received from at least two responsible offerors; (2) each of whom can satisfy the contract's requirements independently; (3) both contend for a contract which will be won by the offeror who submits the lowest evaluated price meeting or exceeding technical requirement and; (4) price is reasonable. If adequate competition is met as described in above and a proposal also meets the standards for the cost and non-cost factors, the award procedure will be initiated. If adequate competition is not met, or prices are not reasonable, competition will proceed at the next lower tier. The process through the tiers will be executed as needed. If award cannot be made, the solicitation will be cancelled and the requirement resolicited. Award Criteria: 1. Price Proposal: The Government will evaluate all offerors quotes by adding the Mark-Up Per Gallon Price for all line items. The lowest price will be determined by the quote with the lowest total Mark-Up Per Gallon Price for all line items. A safety plan is to be included with the Price schedule and a statement telling what your firms added value is if you are not local OR you are not taking title, employing the truck driver, or doing more than administering the contract. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-100 The following solicitation provisions apply to this acquisition: FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/?q=browsefar https://www.va.gov/oal/library/vaar/vaar852.asp FAR 52.212-1 Instructions to Offerors Commercial Items (Jan 2017) FAR 52.212-3 Offeror Representation and Certifications Commercial Items (Nov 2017) FAR 52.233-2 Service of Protest (SEPT 2006) Address 75 Barrett Heights Rd, Ste 309; Stafford, VA 22556 VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008) VAAR 852.270-1 Representations of Contracting Officers (Jan 2008) End of Addendum to 52.212-1 Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3 Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following solicitation clauses apply to this acquisition: FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquisition.gov/?q=browsefar https://www.va.gov/oal/library/vaar/vaar852.asp The clause at 52.212-4, Contract Terms and Conditions Commercial Items (JAN 2017) applies to this acquisition. Addendum to FAR clause 52.212-4, Contract Terms and Conditions (JAN 2017): FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014) FAR 52.204-4 Printed or Copied Double-Sided on Post Consumer Fiber Content Paper (MAY 2011) FAR 52.216-18 Ordering (OCT 1995) (Date of Award through September 30, 2022) FAR 52.216-19 Order Limitations (OCT 1995) (50 gallons | 1,000 gallons | 2,000 gallons | 10 days) FAR 52.216-21 Requirements (OCT 1995) (March 31, 2023) FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000) (5 days) (5 years) FAR 52.232-18 Availability of Funds (APR 1984) FAR 52.232-19 Availability of Funds (APR 1984) (September 30, 2018 | September 30, 2018) FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) VAAR 852.203-70 Commercial Advertising (JAN 2008) VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JUL 2016) (DEVIATION) VAAR 852.219-11 VA Notice of Total Veteran-Owned Small Business Set-Aside (JUL 2016) (DEVIATION) VAAR 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) VAAR 852.232-72 Electronic Submission of Payments Requests (NOV 2012) VAAR 852.237-70 Contractor Responsibilities (APR 1084) VAAR 852.246-71 Inspection (JAN 2008) The clause at 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders (AUG 2018) applies to this acquisition. The following subparagraphs of FAR 52.212-5 are applicable: (a)(1), (a)(2), (a)(3), (a)(4), (a)(5), (b)(1), (b)(4), (b)(8), (b)(14) , (b)(16), (b)(18) , (b)(19), (b)(22), (b)(25), (b)(26), (b)(27), (b)(28), (b)(29), (b)(30), (b)(31), (b)(32), (b)(33), (b)(42), (b)(47), (b)(49), (b)(56), and (e)(1)(i and ii). End of Addenda End of Document