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VAMC ERIE, PA SAFETY SHOE REQUIREMENT CONTRACT

Request For Proposals

General Information

United States
   fbo:va24417q0524
   Apr 27, 2017
   Mar 27, 2017
   Department of Veterans Affairs
   English
   Other

Contact information

   United States

Goods, Works and Services

Footwear  

Original Text

      
COMBINED SYNOPSIS RFQ VA244-17-Q-0534 ERIE VAMC SAFETY SHOE REQUIREMENT
This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in Subpart 12.6 in conjunction with Part 13 of Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This Solicitation is issued as a Request for Quote (RFQ), and the solicitation number is VA244-17-Q-0524.

This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2005-89 effective July 14, 2016, and the Veterans Affairs Acquisition Regulations (VAAR). The complete text of any of the clauses and provisions may be accessed in full text at
http://farsite.hill.af.mil
http://www.acquisition.gov/far/index.html
http://www.va.gov/oal/library/vaar/
This Request for Quotation (RFQ) is being issued to establish a single award of a firm fixed-price, requirements contract for safety shoes, to a single successful contractor whose offer/quote is determined to the be the lowest price technically acceptable offer for safety shoes in support of VAMC Erie.

This Solicitation is being competed as unrestricted. The North American Industry Classification System (NAICS) code for this project is 316210 Footwear Manufacturing, size standard 1,000 employees.

The Veterans Affairs Medical Center (VAMC) Erie, Pennsylvania is located at 135 east 38th street, Erie PA 16504. VMAC Erie has a requirement for a contractor to provide different categories of safety shoes: Electrical Hazard, Slip Resistant Safety Shoes, Slip Resistant Non-Reinforced Toe, and Waterproof Puncture Resistant Safety Shoes. Safety shoes are primarily intended to provide protection for the toes against external forces through the use of a protective toe box which is incorporated into the footwear and for electrical hazards to offer limited grounding protection.

The contractor will have to maintain an online ordering portal specifically for the VMAC Erie capable of cradle to grave electronic document flow and automatic communication with eh designated ordering officer.

The contractor will supply safety shoes as approved, all labor, equipment, tools, materials, parts, supplies, and supervision necessary to perform this requirement in accordance with the SOW.

All work shall be completed in accordance with the Statement of Work. This is a requirements contract for the supplies or services specified and effective for the period stated, in the Schedule.

The award will be a multiple year Requirements contract with an anticipated Period of Performance from 15APR2017 through 14DEC2021 with a maximum value of $75,000.00 and a minimum guarantee of $7,500.00. 04/14/2022

Ordering Period1: 15APR2017 15DEC2017
Ordering Period 2: 15DEC2017 14DEC2018
Ordering Period 3: 15DEC2018 14DEC2019
Ordering Period 4: 15DEC2019 14DEC2020
Ordering Period 5: 15DEC2020 14DEC2021

Offerors are requested to quote Firm Fixed Unit Price for any and all of the line items on the Schedule of Supplies and Services attached to this solicitation. The Schedule of Supplies and Services is included as Attachment 1 to this solicitation. NOTE: The contract will contain a provision for price adjustments for ordering periods 3 through 6.

Any award resulting from this solicitation will be issued on a Standard Form 1449.
NOTE: To receive an award resulting from this solicitation, offerors MUST be registered in the System for Award Management (SAM) database IAW FAR 52.212-(k). Registration may be done online at: www.acquisition.gov or www.sam.gov.

Quote Submission Instructions: All quotes are due no later than 11:00 AM EST on 03 April 2017; electronic submissions via email are acceptable, submit the complete package to:

POC: William MacDougall, (610) 384-7711 EXT: 3234
SUBMITT ELECTRONIC COPY TO EMAIL ADDRESS:
EMAIL: William.MacDougall@va.gov
Note: Ensure that emails are sent with a delivery and read receipt request for tracking purposes

HARD COPY MAIL TO PHYSICAL ADDRESS:
36C244 Bill MacDougall
Department of Veterans Affairs
Network Contracting Office 4
Coatesville VA Medical Center
1400 Blackhorse Hill Rd., Code 90C
Coatesville PA 19320

All quotes shall include one (1) separate copy of each of the items listed below. Submission of a quote that does not contain all items requested below may result in elimination from consideration of award. Offerors must submit each item of quote in a separate electronic attachment clearly identified as described below. No price information shall be included in the technical or past performance section. Offerors are responsible for including sufficient details to permit a complete and accurate evaluation of each quote.

First Attachment (Volume I)

Completed Schedule of Supplies and Services. Completed CLIN price information in the Schedule of Supplies/Services. *Offerors must use the CLINs specified in the Schedule of Supplies/Services. It is not permissible for offerors to use offeror created CLINs or SUBCLINs.
Completed certifications and representations located at FAR 52.212-3, or an indication that said certifications and representations are current and located in the SAM database.
Signed Certifications that may be included as Addenda to FAR 52.212-1.
Signed acknowledgements of amendments (SF30). Applicable only if any amendments are issued against this solicitation.

Second Attachment (Volume II)

Quotes shall provide a narrative (including any descriptive literature and/or certifications) which demonstrates the offeror clearly and fully understands and meets all the minimum technical requirements as set forth in the applicable Statement of Work (SOW). This narrative shall not exceed ten pages and shall include discussion addressing the following requirements:

Technical Approach.

At a minimum, the technical package shall include

BRAND SELECTION: Descriptive literature/catalog information, and/or narrative for the proposed brands and selections by the category breakdown.

CONFORMANCE WITH STANDARDS: Evidence that the proposed products meet the consensus standards referenced in the SOW.

ON-LINE ORDERING PORTAL: The vendor shall discuss clearly and in detail the plan and a description of the proposed ordering portal. The vendor must provide information on existing or planned implementation of a customer specific, on-line ordering site under the contractor s control. Contractors may not use a third party hosted website.

AUTOMATIC COMMUNICATIONS: The vendor shall discuss clearly and in detail the plan and a description of the proposed ordering portal with an evidence of how the required communication with the VAMC Erie Safety Officer (Ordering Officer) will occur.

IMPLEMENTATION PLAN: The vendor shall provide narrative detailing a transition/start plan to assume laundry workload IAW the requirements of the PWS.

Management Plan. A summation of the process of achieving successful performance against the SOW if awarded the contract, with a realistic, plan of action for meeting the goals. Short term award through set up. Long Term should address continued performance in ordering periods 2 through six.

Third Attachment (Volume III)

Past Performance Record: Vendors shall provide information on Past Performance Record. This information is used in determining the level of confidence the Government has for a successful performance based upon the vendor s actions under previously awarded and/or relevant contracts. The information provided in Volume III will be utilized to evaluate Factor 3 (Past Performance).

To be considered part of the Past Performance record, a vendor must demonstrate execution of three (3) or more relevant contracts in the last ten years. If a vendor or its major subcontractor determines that they have no relevant past performance data, they shall provide the following statement in lieu of the information provided below: (Insert vendor or major subcontractor s name) has determined that they possess no relevant past performance information in accordance with the RFQ.

To be complaint with this factor, vendors shall provide the following information for both the vendor and proposed major subcontractors:

An index of Previous Contract Data for the vendor. The index shall contain all relevant PRIME contracts and relevant subcontracts that the vendor is currently performing or has completed during the last five (5) years. The index shall include:

Contractor name
Name of customer/agency
Contract/Purchase Order Number
Customer points of contact (minimum of two; provide name, telephone number, fax number and email addresses)
Length of contract
Period of Performance (dates)
Initial Contract Price
Description of product/service provided (include sufficient detail to demonstrate similarities/dissimilarities to the requirements of this solicitation)

An index of Previous Contract Data for all minor subcontractors containing the information listed in (1) above as it relates to relevant Prime and Subcontracts that the major subcontractor is currently performing or has completed during the last five (5) years.

The Government may utilize the Federal Past Performance Information Retrieval System (PPIRS), the Contractor Performance Assessment Reporting System (CPARS), responses from the Performance Risk Assessment Questionnaire, data submitted by the vendor, and any other information available, including evaluator s first-hand knowledge of a contractor, to determine the quality and relevance of the vendor s past performance.

The attached SF 1449 contains the provisions and clauses both those incorporated by reference and full text:

GENERAL STATEMENT OF WORK: The overarching Scope of this contract is to fulfill the Government s requirements for safety shoes for a five year period. This is a requirements contract for the supplies or services specified and effective for the period stated, in the Schedule. The quantities of supplies or services specified in the Schedule are estimates only and are not purchased by this contract. This contract will carry a minimum, guaranteed requirement. However, except as this contract may otherwise provide, if the Government s requirements do not result in orders in the quantities described as estimated or maximum in the Schedule, that fact shall not constitute the basis for an equitable price adjustment. In fulfilling orders the contractor is required to provide the ability to order the safety shoes on-line via a site, on-line store under their control, vice a third party s portal; fulfill all orders for safety shoes in accordance with the times detailed; have a mechanism for return authorizations with replacement for sizing or wearer related issues (quality or unacceptable supplies will be handled under the appropriate clause); and deliver orders to the designated address F.O.B. Destination. An Ordering Officer will be authorized under this contract will the authority to obligate delivery orders placed through the designated portal.

GENERAL REQUIREMENTS:

TYPES OF SAFETY SHOES: The provider must be able to provide all categories of the following shoes in a wide variety of both men s and women sizes.

ELECTRICAL HAZARD SAFETY SHOES: The Contractor shall offer a minimum of three brands of safety shoes, which meet the American National Standards Institute (ANSI) for Safety-Toe Footwear Z41-1999, EH (electric hazard) Safety-Toe Footwear capable of withstanding 14, 000 volts at 60Hz for one minute with no current flow or leakage current in excess of 3.0 mill amperes, under dry conditions.

SLIP RESISTANT SAFETY SHOES: The provider must be able to provide three brands of safety-toe and non-safety-toe, slip resistance shoes which demonstrate a slip resistance rating of 0.40 or above when tested according to ASTM standard F1677. The provider must be able to produce the manufacturer s documentation regarding a specific brands slip resistance rating or score if requested.

WATERPROOF/PUNCTURE RESISTANT: The provider must also be able to provide at least two brands of insulated and non insulated safety toe water proof boots that are puncture resistant. 

CONSESUS STANDARDS: Protective footwear must comply with the following consensus standards, as applicable to shoe category being ordered.

American Society of Testing and Materials (ASTM) F-2412-2005, "Standard Test Methods for Foot Protection,"

ASTM F-2413-2005, "Standard Specification for Performance Requirements for Protective Footwear,"

ANSI A1264.2 is for Provision of Slip Resistance in the Workplace.

ANSI Z41-1999, "American National Standard for Personal Protection -- Protective Footwear

ANSI Z41-1991, "American National Standard for Personal Protection -- Protective Footwear

ON-LINE ORDERING PORTAL: The vendor must provide a customer specific, on-line ordering site under the contractor s control. Contractors may not use a third party hosted website.

The contractor must establish a site for the separate use of Veteran Affairs Medical Center Employees or Designated Users.

The product offerings are to be segregated into a minimum of 4 groups. These group names will be defined by the Government at Notice of Award and must be in place by a reasonable and mutually agreed to date. No orders will be placed until the site is established with the established category naming convention

Employees or Designated Users must be able to initiate a request for the supplies. This should result in a voucher for the request.

The site must deliver, electronically, to the VAMC Safety Officer a notice of the request for confirmation of request and authorization of the order.

The provider must adhere to the vendor instructions/work flow below:

Employee/Designated user initiates a request

Upon receipt of an Erie VAMC request the company will place the order on hold. Note: requests/orders placed without proper permission shall be deemed to be work performed at risk.

The contractor notifies, requesting approval from, the VAMC Erie Safety officer via email at the designated email address. The email must contain:

The company will provide the following information in the e-mail for approval: a description of the safety characteristics of the shoe; i.e. Safety toe, electrical-safety rated, Safety-toe, slip-resistant, etc., and the name of the individual requesting the order.

Once approval is received from the VA the company may process the order and ship only to the Erie VAMC address (135 east 38th street, Erie PA 16504) care of the person ordering the shoes.

Each order shall be shipped via a traceable methodology.

Orders from multiple employees must be sent individually and not as bulk shipments.
The vendor shall include in all orders return instructions and paid postage to simplify the return process

Vendor must have an on-line system that facilitates free returns of products

The vendor will keep an on-line record of all orders placed by the Erie VAMC

VOUCHERS: Voucher numbers will be delivered electronically to the safety manager for distribution to customer employees selecting shoes exclusively through the on-line ordering system.

Group specific voucher numbers will be generated by the vendor for delivery to the customer. Voucher numbers will be delivered electronically to the safety manager for distribution to customer employees selecting shoes exclusively through the on-line ordering system.

Each order shall be shipped via a traceable methodology. Orders from multiple employees must be sent individually and not as bulk shipments. The vendor shall include in all orders return instructions and paid postage to simplify the return process.

All orders will be shipped to the Erie VAMC address (135 east 38th street, Erie PA 16504) care of the person ordering the shoes.

INVOICES: Invoices/credits generated from orders/returns within the system will be sent by the vendor to the Austin processing center for payment.

The vendor must adhere to the invoicing instruction contained in the contract.

PERIOD OF PERFORMANCE:
This a multiple year requirements contract , from 15APR2017 through 14APR2022
Ordering Periods
15APR2017 09/30/2017
01OCT2017-30SEP2018
01OCT2018 30SEP2019
01OCT2019 30SEP2020
01OCT2020 30SEP2021
01OCT2021 - 14APR2022.

EXTENT OF OBLIGATION:

Maximum MINIMUM: with a maximum value of $75,000.00 and a minimum guarantee of $7,500.00This contract has a required minimum obligation.
Beyond the minimum require established in this contract, the Government is obligated only to the extent of authorized purchases placed against this requirements contract.
The Government shall not be liable in any manner for any unauthorized purchases made by employees of the Government.

PRICING: The Contractor hereby warrants that the prices to the Government shall be as low as or lower that those charged to the Contractor s most favored customer.

PRODUCT LIMITATION: Contractor shall not allow individuals purchasing safety shoes under this Blanket Purchase Agreement to purchase safety shoes that do not have a heel, that are in the style of a cowboy boot or have camouflaging on the boots.

INVOICES: All purchases under this agreement will be submitted on the last business day of the month or upon the expiration of this Blanket Purchase Agreement, whichever occurs first, for all purchases made during billing period. Invoices shall contain the following minimum information:
Itemized list of Supplies Furnished
Quantity and Unit Price
Name of each employee presenting a voucher and the voucher number
Set-aside code: N/A Place of performance:  VAMC ERIEATTN: SAFETY OFFICER (JON WELSH)135 EAST 38T STREETERIE, PA  16504  USA Contact: 36C244 Bill MacDougall Department of Veterans Affairs, NCO4 Coatesville VA Medical Center 1400 Blackhorse Hill Rd., Code 90C Coatesville PA 19320 WILLIAM.MACDOUGALL@VA.GOV (610) 384-7711 X-3234 Email: VA244-17-Q-0534 ERIE SHOES
 (WILLIAM.MACDOUGALL@VA.GOV)
Updated on 2017/03/19

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