eBook Lending Library, U.S. Navy Solicitation

SOLICITATION, OFFER AND AWARD1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)RATING PAGE OF PAGE

1 342. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

HDQMWR-13-R-0019 APR 29, 2013

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than item 7)

COMMANDER NAVY INSTALLATIONS COMMANDFACILITIES AND ACQUISITIONS BRANCH N9445720 INTEGRITY DRIVE LASSEN BUILDING 457MILLINGTON, TN 38055-6500

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder”.SOLICITATION

9. Sealed offers in original and 3 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if

handcarried, in the depository located in See Section L until 3:30PM local time July 1, 2013(Hour) (Date)

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditionscontained in this solicitation.

10. FORINFORMATION

CALL:

A. NAME B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

John WolfslauAREA CODE NUMBER EXT.

[email protected] 901 874-690211. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 13-21X B SUPPLIES OR SERVICES AND PRICES/COSTS 2-3 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 4-7 X J LIST OF ATTACHMENTS 21D PACKAGING AND MARKING - PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 7-8 XK

REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS 22-24

X F DELIVERIES OR PERFORMANCE 8X G CONTRACT ADMINISTRATION DATA 8-11 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 25-33X H SPECIAL CONTRACT REQUIREMENTS 11-12 X M EVALUATION FACTORS FOR AWARD 33-34

OFFER (Must be fully completed by offeror)NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a differentperiod is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT 10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%)

(See Section I, Clause No. 52-232-8)

14. ACKNOWLEDGMENT OF AMEND-MENTS (The offeror acknowledges receipt ofamendments to the SOLICITATION for offerorsand related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME ANDADDRESSOF OFFEROR

CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER(Type or print)

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE ADDRESSIS DIFFERENT FROM ABOVE - ENTERSUCH ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATEAREA CODE NUMBER EXT.

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

See Section G-1

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:23. SUBMIT INVOICES TO ADDRESS

SHOWN IN (4 copies unless otherwise specified)ITEM

10 U.S.C. 2304(c) ( 41 U.S.C. 253(c) ( See Sect G-124. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

See Section G-1

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. AWARD DATE

(Signature of Contracting Officer)IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTIONPrevious edition is unusable

STANDARD FORM 33 (REV. 9-97)Prescribed by GSA - FAR (48 CFR) 53.214 (c)

HDQMWR-13-R-0019 of 34

PART I, SECTION B: SUPPLIES OR SERVICES AND PRICES/COSTS

a. The Commander, Navy Installations Command (CNIC), Fleet & Family Readiness, on behalf of the Navy Morale, Welfare, and Recreation (MWR) Programs, a Nonappropriated Fund Instrumentality (NAFI), has a requirement to provide the supplies and services necessary to operate and maintain e-Book Reader Lending Library devices on a wide variety of Navy ships and submarines.

b. This Request for Proposal (RFP) contemplates the award of a contract necessary to establish a Requirements Type contract. Delivery Orders to be issued for the units and any content change (unloading/loading) of the devices as needed.

BASE PERIOD (PERIOD OF PERFORMANCE - ONE YEAR)

CLIN DESCRIPTION

QTY(annual estimate

)

UIUNIT

PRICETOTAL PRICE

0001Non-web-based eBook lending library device

--- -- ----- -----

0001a.EBook, e-reading devices (NTE quantity)

1000 (est)

EA

0001b.Content (200 titles eBook titles in E-Pub format)

1000 LT

0001c. Loading/unloading of content 1000 LT0001d. Maintenance of units 20 EA0001e. Shipping 1 LT

OPTION YEAR ONE (PERIOD OF PERFORMANCE - ONE YEAR)


1 YR --


1000 (est)

EA


1000 LT


OPTION YEAR TWO (PERIOD OF PERFORMANCE - ONE YEAR)


CLIN DESCRIPTION

QTY(annual estimate

)

UIUNIT

PRICETOTAL PRICE


1 YR -- ----


1000 (est)

EA


1000 LT


OPTION YEAR THREE (PERIOD OF PERFORMANCE - ONE YEAR)

3001Non-web-based eBook lending library device - Option Period One

1 YR --


1000 (est)

EA


1000 LT


OPTION YEAR FOUR (PERIOD OF PERFORMANCE - ONE YEAR)

4001Non-web-based eBook lending library device- Option Period One

1 YR --


1000 (est)

EA


1000 LT


SECTION C – DESCRIPTION/SPECIFICATIONS


STATEMENT OF WORK

1.0 DESCRIPTION

The Nonappropriated Funds Instrumentality (NAFI) Office, Commander Navy Installations Command (CNIC) is issuing a Request for Proposal (RFP) under NAICS code 519120 in support of the Navy General Library Program (NGLP), and is seeking an interested contractor to provide an all-inclusive, expandable, and non-web-based eBook lending library device. [519120 Libraries and Archives (Lending libraries)]

2.0 STATEMENT OF OBJECTIVES

2.1 Background:

Recent changes in the publishing industry and price cuts for e-reading devices have resulted in a large segment of the population being served with e-Reader devices. These devices have made the circulation of eBooks an everyday option for library customers on shore with end users able to access an ever growing number of eBooks via direct purchase on personally owned devices. To keep pace with these publishing trends many libraries on shore also lend eReader devices to customers, and provide access to web-based digital libraries. eBooks in the current publishing and library marketplaces is dependent on customers having reliable internet access and sufficient bandwidth for file transfer. While underway, sailors on surface going vessels DO NOT have access to sufficient bandwidth continuously, and sailors deployed on submarines have NO access to recreational internet connections. Submariners also have a severely limited Library Multimedia Resource Center (LMRC) collection because of storage restrictions. LMRCs that are able to store a physical library collection could be greatly expanded by providing access to electronic editions of reading materials. All sailors, surface and submarine, also have restrictions on personal gear storage, and may not be able to pack and store every electronic device they wish to use while underway.

Library services ashore and aboard ships are a mission essential component of the U.S. Navy’s MWR services. The Navy General Library Program (NGLP) has provided on shore customers with access to a web-based digital lending library since 2003.

2.2 Purpose:

This contract is for an all-inclusive and non-web-based eBook lending library that would bring a similar level of service to shipboard LMRC customers. The end product shall provide the NGLP with the capability to

(1) offer a high quality, easy to use, stand-alone eBook library to afloat commands; (2) implement space saving technologies to streamline LMRC footprints on smaller vessels: i.e. submarines; and surface ships. (3) improve diversity and broaden the appeal of LMRC collections currently limited by physical constraints on all vessels. The stand-alone eBook lending library shall save storage


space, provide enhanced access to leisure and educational reading materials, and bring LMRC customer service levels in line with industry standards. (4) expandable and/or flexible design to allow for improvements in hardware and software standards for the development of future devices, and improvements and expansion of available digital library titles.

2.3 Scope:

The Contractor shall provide the necessary engineering, labor, hardware, software, support equipment, materials, training, transportation, accessories, follow-on warranty and maintenance control measures, and supervision and work control implementation to successfully design, engineer and test no less than five (5) e-readers. E-reader devices will be preloaded with 200 eBook titles in E-Pub format selected from a variety of sources.

This acquisition is anticipated to be awarded as a Requirements type contract. The quantities will be ordered based on ‘need’ at that time. The larger surface ships required quantities could range from 20 to 100 units. The submarine quantities may range from 10 to 25 devices per vessel.

2.4 General Requirements:

CNIC NGLP desires to improve the quality and quantity of its shipboard library collections and the access of afloat library customers to current technologies presently only available on shore. All deliverables shall focus on the following core requirements:

• Access to a broad/diverse collection of recreational and educational, digital reading materials;o The 5 Test E-reader devices will be preloaded with 200 eBook titles in E-Pub format

selected from a variety of sources to include but not limited to: 1. New York Times Best Seller List 2. Navy Professional Reading List 3. Titles published by the Big-6 Publishers (Penguin, Random House,

Harper-Collins, Hachette, Simon & Schuster, and Macmillan) 4. Titles from the Naval Institute Press5. Other small or university presses

Once an award of contract has been issued to the successful offeror the Title lists will be provided to the CNIC/NGLP for all subsequent orders and may involve multiple title lists as a part of any one order. The CNIC/ NGLP will have final approval/disapproval authority of title list supplied.

2.5 Deliverables:

The offeror is to Manufacture/Modify e-reader to meet the following criteria. During the evaluation phase, the five Test Devices to be submitted with the Technical proposal shall be used to evaluate the units to be procured under the contract awarded to the successful offeror (also the evaluation criteria provided in Section M).


The units to be purchased and used by the Navy personnel are to meet the criteria provided below:

Devices must NOT have the following: • ability to add/delete content once the eBooks are loaded onto the device; • Note : Once the devices are loaded w/ eBooks, the ability to load or delete any content

will be disabled. As the devices go out to the field location they’ll be static with no ability to enter/store credit card /PII information

• camera • Wi-Fi

Devices Must Have • Operating System : Android, Microsoft Windows, MacOS X• Screen

• minimum 6” diagonal • 16 level grayscale• readable in low-light conditions; • LCD or e-ink• Touchscreen• Reinforced • minimum resolution of 600x800;

• Lithium-ion Battery • minimum battery life of 5 reading or use hours;• Achieves full recharge within 3 hours.

• Memory : • Minimum internal memory sufficient to hold the 200 titles.• SDHC Removable media port.

• Compatible with USB 2.0 Connections• Weigh no more 7.5 ounces. • Reading features:

• Ability to manipulate the font – size and typeBookmark the last page accessed• detachable power cord for recharging internal battery, compatible with 110v current and

standard North American outlets• labeled “Property of the US Navy” & [email protected]• accompanied by a case

o hard, durable, washable • cases for the devices will be labeled ”Property of US Navy” & [email protected]• E-book title list will accompany each device – printed / laminated list. • Vendors modifying existing, commercially available devices must submit legal

documentation attesting they have permission from the manufacturer to modify the devices


• Equipment must be reliable and durable to operate effectively in a variety of environmental conditions such as, but not limited to, extreme heat, humidity and heavy seas.

• Software (eBooks) shall be protected against deletion by end user ;• Hardware shall be protected so end users are unable to enter extraneous personally

identifiable information within registration module – i.e. users shall not be able to enter personal credit card information on a device to purchase additional content either for personal or command use;

• Mark all equipment in accordance with OPSEC And PII which would be provided at time of contract award;

• Provide Standard Operating Procedures in English. This will include pictures with arrows pointing to specific buttons, devices, etc.;

• Provide warranty and help-desk guidelines once the equipment has been installed;• Provide Bill Of Materials (BOM) – equipment list shall include at a minimum: item

name, item description, part number, quantity, unit, and any remarks the Contractor deems necessary;

2.6 Period and Place of Performance:

Test Device: The contractor must deliver the five (5) test devices with the technical proposal (See Section 2.5 above). The stand-alone eBook lending libraries will be tested for ease of use, quality of collection, and device compatibility with technical specifications.

• The technical evaluation period is estimated to take up to 30 days for the initial evaluation. The technical proposal evaluation is dependent on the length of time for the testing of the (5) test devices (which are to be submitted with the proposal).

Contract Ordering: Following acceptance and an award of contract, the successful contractor will provide the required eBook Lending Library Units within 30 days after CNIC NGLP places an order for the production units.

(End of Statement of Objectives)

PART I, SECTION E – INSPECTION AND ACCEPTANCE

E-1 INSPECTION OF SERVICES

The Contractor shall provide and maintain an inspection system acceptable to the NAFI covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the NAFI during contract performance and for as long afterwards as the contract requires.


The NAFI has the right to inspect and test all services called for by the contract, to the extent practicable and tests in a manner that will not unduly delay the work.

If the NAFI performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish all reasonable facilities and assistance for the safe and convenient performance of these duties.

If any of the services do not conform to contract requirements, the NAFI may –

Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

Require the contractor to respond in written form, how they anticipate correcting the reduced value of the services performed.

If the Contractor fails to promptly take the necessary action to ensure future performance in conformity with contract requirement, the NAFI may terminate the contract for default.

(End of clause)

PART I, SECTION F – DELIVERIES

F-1 DELIVERIES OR PERFORMANCE:

a. Contract Period. The term of this contract is for a One Year Base Period with Four (4) One-Year Option Periods.

b. Transition. At the end of any contract period, if the option period is not exercised or all option periods have been exercised, Contractor may be requested to honor the terms of the contract up to six (6) months after contract ending date at the request of the Contracting Officer under the Extension of Services clause (Section I).

c. The place of performance for the Testing of the units will be CNIC HQ. The place of performance for follow on awards will be Afloat.

PART I, SECTION G – CONTRACT ADMINISTRATION

G-1 INVOICE AND PAYMENT:

NAF Clause #12 “Invoices.” An invoice is a written request for payment under the contract for supplies/equipment delivered or for services rendered. In order to be proper, an invoice must include (and in order to support the payment of interest penalties) the following:


a. Invoice date;

b. Name of contractor;

c. Contract number (include order number, if any), contract description of supplies or services, quantity, contract unit of measure, unit price, and extended total;

d. Shipment number and date of shipment;

e. Name and address to which payment is to be sent (name must be the same as that in the contract or on a proper notice of assignment);

f. Name (where practicable), title, telephone number and mailing address of person to be notified in the event of a defective invoice; and

g. Any other information or documentation required by other provisions of the contract (such as evidence of shipment).

Invoices shall be prepared and submitted in duplicate with proof of delivery. Proof of deliveries must contain signatures. Unless otherwise specified the POC designated on each purchase order is listed in G-2.

G-2. SUBMIT INVOICES TO :

Nellie S. C. Moffitt, MSLSNavy General Library Program ManagerCommander, Navy Installations Command716 Sicard St. SE Suite 1000Washington, DC 20388-5140Office: 202-433-9802 (DSN 288)FAX: 202-433-0936 (call before faxing)E-mail: [email protected]

See Section ‘I’, Clause 12 titled “INVOICES.”

Vendor must submit (with all invoices) a signed Proof of Delivery (POD). Electronic payment or checks will not be authorized until PODs are received from vendor. For prompt payment please send all invoices and PODs electronically.

G-3 USE OF CONTRACT BY OTHER FEDERAL ENTITIES:

a. Federal statute and DoD procurement policy encourage DoD NAFIs to enter into contracts or other agreements with other Federal Government entities, where it is advantageous to do so. It is solely within the discretion of each entity to decide whether or not to participate.


b. This is a non-appropriated fund (NAF) contract.

c. The prices, costs, rates, commissions/fees, terms, conditions, and any other contract provision are non-negotiable absent modification, change, or amendment by an authorized Contracting Officer of the NAFI that issued this contract.

d. Any dispute and/or claim shall be submitted to the NAF Contracting Officer that issued this contract for any required adjudication. Any issue between an ordering entity (other than the NAFI that issued this contract) and the Contractor, which cannot be resolved without formal action by the Contracting Officer (e.g., delivery/task order, modification, final decision letter, termination action, etc.), will be referred to the Contracting Officer of the NAFI that issued this contract for action. Any issue that appears to require formal contract action, and/or is a potential dispute or claim, will be brought to the attention of the Contracting Officer of the NAFI that issued this contract.

e. The Contractor shall perform the contract requirements in accordance with this Contract regardless of which entity places an order against this contract. The terms and conditions of this contract shall apply to all performance under this contract, without regard to ordering entity, delivery, or performance site, location, or facility.

f. If the Contractor cannot fulfill a delivery/task order, regardless of reason, the Contractor shall immediately advise the ordering entity. Generally, such notice shall be provided within one business day of the date and time the Contractor is aware (or should have been aware) the order could not be fulfilled.

g. The sites, locations, or facilities identified herein as being required in this contract are not all inclusive of the number of sites, locations, or facilities that may be added in the future; however, this contract does not create a right of first refusal and does not require, guarantee, or imply the addition of any sites, locations, or facilities to this contract. Additional sites, locations, or facilities identified in a delivery/task order that are not listed in the contract will be added to the contract by Contract Modification by an authorized Contracting Officer of the NAFI that issued this contract.

h. No additional quantities are guaranteed or implied as a result of this clause.

i. Other Federal entities authorized to place delivery/task orders against this contract include:• U.S. Army Family and Morale, Welfare, and Recreation (FMWRC)• Air Force Non-appropriated Fund Purchasing Office (AFNAFPO)• U.S. Marine Corps Personal and Family Readiness Division (MR) and• Marine Corps Community Services (MCCS)• Commander, Navy Installations Command (CNIC), Fleet and Family Readiness

(F&FR)

j. More favorable prices, costs, rates, commissions, fees, terms, and conditions than reflected in this contract may be offered by the Contractor to the various ordering entities and/or


negotiated by the ordering entities based upon economic factors that support such mutually agreed to arrangements, provided that:

(1) Any such agreement is made in writing.(2) A complete copy of any such agreement is given to the Contracting Officer of the

NAFI that issued the contract, prior to performance.

k. The NAFI that issued this contract is not responsible or liable for payment related to delivery/task orders issued by another entity. The entity that issues a delivery/task order is solely responsible for payment in accordance with applicable Federal laws. Each delivery/task order issued will include:

(1) Contract number against which order is placed.(2) Location where delivery/performance will take place and required

delivery/performance date(s).(3) Complete contact information for both the ordering entity and any other POC the

Contractor may need to complete the order.(4) Invoicing and payment instructions and/or procedures for remitting

commission/license fee payments to the ordering entity.

l. On a quarterly basis (15 Jan, 15 Apr, 15 Jul, 15 Oct), unless a different reporting requirement is specified elsewhere in this contract, the Contractor shall provide the Contracting Officer with a written report recapping all performance for all entities that have placed orders during the preceding quarter. (UCOFE)

G-4. ACCOUNTING CLASSIFICATION:

Non Appropriated Funding: Company Code: 6510 Cost Center: 9715 GL Account: 783089

End of Section G

PART I, SECTION H –SPECIAL CONTRACT REQUIREMENTS

H-1. APPOINTMENT OF CONTRACTING OFFICER’S REPRESENTATIVE:

(a) The Contracting Officer hereby designates the following individual as Contracting Officer’s Representative(s) (COR) for this contract:

CONTRACTING OFFICER’S REPRESENTATIVENellie S. C. Moffitt, MSLSNavy General Library Program ManagerCommander, Navy Installations Command716 Sicard St. SE Suite 1000Washington, DC 20388-5140Office: 202-433-9802 (DSN 288)FAX: 202-433-0936 (call before faxing)E-mail: [email protected]


(b) The COR will act as the Contracting Officer’s representative for technical matters, providing technical direction and discussion as necessary with respect to the specification or performance work statement, and monitoring the progress and quality of contractor performance. The COR is not an Administrative Contracting Officer and does not have authority to take any action, either directly or indirectly, that would change the pricing, quantity, quality, place of performance, delivery schedule, or any other terms and conditions of the contract, or to direct the accomplishment of effort which goes beyond the scope of the performance work statement in the contract.

(c) It is emphasized that only a Contracting officer has the authority to modify the terms of the contract, therefore, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the Government. When/if, in the opinion of the contractor, an effort outside the existing scope of the contract is requested, the contractor shall promptly notify the contracting officer in writing. No action shall be taken by the contractor under such direction unless the contracting officer has issued a contractual change or otherwise resolved the issue.

H-2. PROTECTION OF PERSONAL IDENTIFIABLE INFORMATION:

The device offered must adhere to Department of Defense (DoD) mandates and best practices for securing and safeguarding Personally Identifiable Information (PII). PII policies are outlined in OMB-M-06-16 and are available from:

www.whitehouse.gov/omb/memoranda/fy2006/m06-16.pdf ; OMB-M-06-19 is available from: www.whitehouse.gov/omb/memoranda/fy2006/m06-19.pdf; and DOD instruction 8500.2. , which is available from: www.dtic.mil/whs/directives/corres/pdf850002p.pfd .

These mandates and best practices are included in the SECNAV Instruction 5211.5E or CNIC Instruction 5211.1 and are available from: http://doni.daps.dla.mil/Directives/ .../5211.5e, or review in the Department of the Navy Personally Identifiable Information (PII) training module at www.dcnc10.navy.mil/productsaspx.

With these responsibilities contractors should ensure that their employees:• Safeguard DON information to which their employees have access at all times.

Obtain DON management's written approval prior to taking any DON sensitive information away from the office. The DON manager's approval must identify the business necessity for removing such information from the DON facility.

(END OF SECTION H)


PART II, SECTION I, CONTRACT CLAUSES

NONAPPROPRIATED FUND CONTRACT CLAUSES

TABLE OF CONTENTS

CLAUSES MADE INAPPLICABLE BY THE TYPE OF ORDER OR CONTRACT ARE SELF-DELETING.

1. DEFINITIONS2. ADVERTISEMENTS3. ASSIGNMENT4. COMMERCIAL WARRANTY5. DISCOUNTS FOR PROMPT PAYMENT6. DISPUTES7. EXAMINATION OF RECORDS8. GRATUITIES9. HOLD AND SAVE HARMLESS10. INSPECTION11. INSURANCE12. INVOICES13. LAW GOVERNING CONTRACTS14. LEGAL STATUS15. MODIFICATIONS16. ORDER OF PRECEDENCE17. PAYMENTS18. PROOF OF SHIPMENT19. TAXES20. TERMINATION FOR CONVENIENCE21. TERMINATION FOR DEFAULT22. VARIATION IN QUANTITY23. PROTESTS

(INCORPORATED BY REFERENCE)

24. COVENANT AGAINST CONTINGENT FEES25. WALSH-HEALEY PUBLIC CONTRACTS ACT26. EQUAL OPPORTUNITY27. AFFIRMATIVE ACTION – VETERANS28. AFFIRMATIVE ACTION – HANDICAPPED WORKERS29. EMPLOYMENT REPORTS – VETERAN30. RESTRICTIONS ON CERTAIN FOREIGN PURCHASES31. EXTRAS32. CHANGES - FIXED PRICE


33. CONTRACTOR INSPECTOR REQUIREMENTS34. RESPONSIBILITY FOR SUPPLIES35. CLEARANCE AND DOCUMENT – SHIPMENTS36. CONVICT LABOR37. CONTRACT WORK HOURS & SAFETY STANDARDS ACT38. SERVICE CONTRACT ACT OF 1965 (AS AMENDED)39. INSPECTION OF SERVICES – FIXED PRICE

NONAPPROPRIATED FUND CONTRACT CLAUSES

1. Definitions. As used throughout this contract, the following terms and abbreviations have the meaning set forth below:

a. The term “Contract” means this agreement or order and any modifications hereto.

b. The abbreviation “NAFI” means Nonappropriated Fund Instrumentality of the United States Government.

c. The term “Contracting Officer” means the person executing or responsible for administering this contract on behalf of the NAFI which is a party hereto, or his successor or successors.

d. The term “Contractor” means the party responsible for providing supplies/equipment and/or services at a certain price or rate to the NAFI under this contract.

e. The term “Contracting Officer’s Representative” (COR) means a person appointed by the contracting officer to monitor performance and act as a liaison between the contractor and the contracting officer.

2. Advertisements. The contractor agrees that none of its, nor its agent’s, advertisements to include publications, merchandise, promotions, coupons, sweepstakes, contests, sales brochures, etc., shall state, infer, or imply that the contractor’s products or services are approved, promoted, or endorsed by the NAFI. Any advertisement, including cents off coupons, which refers to a NAFI will contain a statement that the advertisement is neither paid for nor sponsored, in whole or in part, by that particular activity.

3. Assignment. A contractor may not assign their rights or delegate their obligations under this contract without prior written consent of the contracting officer.

4. Commercial Warranty. The contractor agrees that the supplies/equipment or services furnished under this contract shall be covered by the most favorable commercial warranties the contractor gives to any customer for such supplies/equipment or services and that the rights and remedies provided herein are in addition to and do not limit any rights afforded to the NAFI by


any other clause of this contract. The printed terms and conditions of such warranty will be provided to the NAFI with the delivery of any supplies/equipment or services covered.

5. Discounts for Prompt Payment. In connection with any prompt payment discount offered, time will be computed from the date of the contractor’s invoice. Payment is deemed to have been made as of the date on the payment check or date on which electronic funds transfer is made.

6. Disputes. Except as otherwise provided in this contract, any dispute or claim concerning this contract, which is not disposed of by agreement, shall be decided by the contracting officer, who shall state their decision in writing, and mail or otherwise furnish a copy of it to the contractor. Within 90 days from date of receipt of such copy, the contractor may appeal by mailing or otherwise furnishing to the contracting officer a written appeal addressed to the immediate superior in Command (ISIC) of the Command one level above the contracting officer's Command. The decision of this authority shall be final and conclusive. If no such appeal is filed, the decision of the contracting officer shall be final and conclusive. The contractor shall be afforded an opportunity to be heard and to offer evidence in support of any appeal under this clause. Pending final decision on such a dispute, the contractor shall proceed diligently with the performance of the contract and according to the decision of the contracting officer, unless directed to do otherwise by the contracting officer.

7. Examination of Records

a. The clause is applicable if the amount of this contract exceeds $10,000 and the contract was entered into by means of negotiation. The contractor agrees that the contracting officer or their duly authorized representative shall have the right to examine and audit the books and records of the contractor directly pertaining to the contract during the period of the contract and up to 3 years after contract expiration date and final payment.

b. The contractor agrees to include the clause in paragraph 7a above in all subcontracts there-under which exceed $10,000.

8. Gratuities

a. The NAFI may, by written notice to the contractor, terminate the right of the contractor to proceed under this contract if it is found, after notice and hearing by the Contracting Officer that gratuities (in the form of entertainment, gifts, or otherwise) were offered or given by the contractor, or any agent or representative of the contractor, to any officer or employee of the government or the NAFI with a view toward securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such contract. The Contracting Officer must coordinate with and receive approval from N94 on all matters arising under this section.

b. In the event this contract is terminated as provided in paragraph 8a above, the NAFI shall be entitled (1) to pursue the same remedies against the contractor as it would pursue in the event of a breach of contract by the contractor, and (2) as a penalty in addition to any other


damages to which it may be entitled by law, to exemplary damages in an amount (as determined by the Contracting Officer, which shall not be less than three nor more than ten times the cost incurred by the contractor in providing any such gratuities to any such officer or employee.

c. The rights and remedies of the NAFI provided in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law or under this contract.

9. Hold and Save Harmless. The contractor shall indemnify, save harmless, and defend the NAFI, its outlets, and customers from any liability, claimed or established, for violation or infringement of any patent, copyright, or trademark right asserted by any third party with respect to goods hereby ordered or any part thereof. Contractor further agrees to hold the NAFI harmless from all claims or judgments for damages resulting from the use of products listed in this contract, except for such claims or damages caused by or resulting from negligence of NAFI customers, employees, agents, or representatives. Also, the contractor shall at all times hold and save harmless the NAFI, its agents, representatives, and employees from any and all suits and expenses which arise out of acts or omissions of the contractor, its agents, representatives, or employees.

10. Inspection. Unless otherwise provided herein, inspection shall be made after receipt of the supplies/equipment by the ordering activity, or after completion of services by the contractor. Inspection and acceptance shall not be conclusive, with respect to latent defects or fraud, or with respect to the NAFI’s rights under the proof of shipment provisions contained herein. In case any supplies/equipment or services are defective in material or workmanship, or are otherwise not in conformity with the requirements of this contract, the NAFI shall have the right to reject such supplies or services, or to require replacement or correction. Rejected supplies/equipment shall be removed by and at the expense of the contractor promptly after notice. If required by the NAFI, the contractor, after notice of defect or non-conformance, shall, in a timely manner, correct or replace the defective or non-conforming supplies/equipment or services, or any part thereof. When such correction or replacement requires transportation of the supplies/equipment or part thereof, all shipping costs to and from the contractor’s plant or place of business shall be borne by the contractor.

11. Insurance

a. The contractor shall, at their expense, procure and maintain, during the entire performance period of this contract, insurance of at least the kinds and minimum amount set forth herein.

b. At all times during performance, the contractor shall maintain with the contracting officer a current certificate of insurance showing at least the insurance required herein, and providing 30 days written notice to the contracting officer by the insurance company prior to cancellation or material change in policy coverage.

c. The contractor shall also require all first-tier subcontractors, who will perform work on a government installation, to procure and maintain the insurance required herein during the entire period of their performance. The contractor shall furnish (or assure that it has been


furnished) to the contracting officer a current certificate of insurance meeting the requirements of paragraph 11b above, for each such first-tier subcontractor, at least 5 days prior to entry of each such subcontractor’s personnel on the installation.

d. In implementation of the insurance clause above, the contractor shall procure and maintain:

(1) Worker’s compensation as prescribed by the laws of the State in which the work will be performed and employer’s liability insurance.

(2) General liability insurance wherein the NAFI and the United States are included as named insured, stating that such insurance is primary (secondary to or contributory with no other insurance). Policy limits of $1,000,000 per person - $1,000,000 per occurrence for injury or death, and $1,000,000 property damage per occurrence are required.

(3) The contractor is responsible for damage or loss to his/her owned or leased equipment. Claims will be honored only if it can be shown that the NAFI was negligent and caused damage or loss to the contractor’s equipment.

12. Invoices. An invoice is a written request for payment under the contract for supplies/equipment delivered or for services rendered. In order to be proper, an invoice must include (and in order to support the payment of interest penalties) the following:

a. Invoice date;

b. Name of contractor;

c. Contract number (include order number, if any), contract description of supplies or services, quantity, contract unit of measure, unit price, and extended total;

d. Name and address to which payment is to be sent (name must be the same as that in the contract or on a proper notice of assignment);

e. Name (where practicable), title, telephone number and mailing address of person to be notified in the event of a defective invoice; and

f. Any other information or documentation required by other provisions of the contract (such as evidence of shipment).

Invoices shall be prepared and submitted in duplicate (one copy shall be marked “Original”) unless otherwise specified.

13. Law Governing Contracts. In any dispute arising out of this contract, the decision of which requires consideration of law questions, the rights and obligations of the parties shall be interpreted and determined according to the substantive and procedural laws of the United States of America.


14. Legal Status. The NAFI is an integral part of the Department of Defense and is an instrumentality of the United States Government. NAFI contracts are United States Government contracts; however, they do not obligate appropriated funds of the United States. NO APPROPRIATED FUNDS OF THE UNITED STATES SHALL BECOME DUE OR BE PAID A CONTRACTOR BY REASON OF THIS CONTRACT.

15. Modifications. No agreement or understanding to modify this contract will be binding upon the NAFI unless it is made in writing and signed by a contracting officer from the office that issued the contract or its successor.

16. Order of Precedence. In the event of an inconsistency between provisions of this solicitation/contract, the inconsistency shall be resolved by giving precedence in the following order: (1) description of the supplies/equipment or services and prices/costs; (2) description/specifications/work statement; (3) special contract requirements; (4) contract clauses; (5) other provisions of the solicitation/award; and (6) any portion of the contractor’s bid or proposal that has been incorporated by reference and made a part of the contract.

17. Payments. Payment of prices stated in this contract will be made according to the Prompt Payment Act, as amended. Unless otherwise specified, payment will be made on partial deliveries accepted by the NAFI when the amount due on such deliveries so warrants. Payment is deemed to have been made as of the date on the payment check or date on which electronic funds transfer is made.

18. Proof of Shipment. (Applicable to shipments outside the United States through the Defense Transportation System (DTS) and parcel post shipments to overseas destinations.) Except as otherwise provided in this contract, payment will be made for items not yet received upon receipt of an invoice accompanied by proof of delivery to a postal system or common carrier if delivery is FOB point of origin. For deliveries FOB destination named port of debarkation, the invoice must be accompanied by a signed receipt by a government representative at the named port.

19. Taxes. The prices herein reflect full reduction for taxes that are non-applicable. In addition to the exemption from federal excise taxes by virtue of exportation, all tangible personal property sold to NAFIs for resale are exempt from sales and use taxes. All sales other than for resale depend on state law or federal constitutional immunity for exemption from state sales and use taxes.

20. Termination for Convenience. The contracting officer, by written notice, may terminate this contract, in whole or in part when it is in the best interest of the NAFI. If this contract is for supplies/equipment and is so terminated, the contractor shall be compensated according to FAR subparts 49.1 and 49.2 in effect on the date of this contract award. To the extent that this contract is for services and is so terminated, the NAFI shall be liable only for payment according to the payment provisions of this contract for services rendered prior to the effective date of termination, providing there are no contractor claims covering non-recurring costs for capital investment. If there are any such contractor claims, they shall be settled according to FAR subparts 49.1 and 49.2.


21. Termination for Default. The contracting officer, by written notice, may terminate this contract in whole or in part for failure of the contractor to perform any of the provisions hereof. In such event, the contractor shall be liable for damages including the excess cost of re-procuring similar supplies/equipment or services; provided that, if (1) it is determined for any reason that the contractor was not in default or (2) the contractor’s failure to perform is without the contractor’s or subcontractor’s control, fault, or negligence, the termination must be deemed to be a termination for convenience. As used in this provision, the term “subcontractor” means subcontractor at any tier.

22. Variation in Quantity. No variation in quantity of any item listed in the order/contract will be accepted unless authorized by the contracting officer.

23. Protests. “PROTEST OF AWARD” Offerors are encouraged to resolve any complaints or issues they may have with the contracting officer in an informal manner. However, where an offeror is not satisfied with an award decision of the contracting officer, that offeror may file a written protest with the contracting officer and the contracting officer will issue a final decision on the protest. Any interested party who is dissatisfied by the contracting officer’s final decision on the protest may file a written appeal with the Commander, Navy Installations Command (CNIC). The procedures for filing protests may be found in chapter 2, paragraph 223. A copy of paragraph 223 will be provided to any offeror by the contracting officer upon request.

CLAUSES INCORPORATED BY REFERENCE

The provisions of the following clauses set forth in the Federal Acquisition Regulation (FAR) are hereby incorporated into this order or contract by reference with the same force and effect as if they were given in full text. As used in the following clause, the term “Government” is deleted and the abbreviation “NAFI” is substituted in lieu thereof. The date of each clause shall be the current date set forth in the FAR at the time of issuance of an order or contract award. Clauses made inapplicable by the reference or by the type or order or contract (e.g., order or contracts for services instead of supplies/equipment) are self-deleting. Upon request, the contracting officer will provide the full text.

CLAUSE NO. REFERENCE CLAUSE TITLE

24 52.203-5 Covenant Against Contingent Fees (Contracts over $100,000)

25 52.222-20 Walsh-Healey Public Contracts Act (Supply Contracts in Excess of $10,000) (not with foreign contractors)

26 52.222.26 Equal Opportunity (Supply and Service Contracts over $10,000)


27 52.222.35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Supplies and Services over $10,000)

28 52.222-36 Affirmative Action for Workers with Disabilities (Supplies And Services Contracts Over $10,000)

29 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of The Vietnam Era, and Other Eligible Veterans (Supplies and Service Contracts over $100,000)

30 52.225-13 Restrictions on Certain Foreign Purchases

31 52-232-11 Extras

32 52.243-1 Changes–Fixed Price (with ALT I through IV)

33 52.246-1 Contractor Inspection Requirements

34 52.246-16 Responsibility for Supplies

35 52.247-52 Clearance and Documentation Requirements-Shipments to DOD Air or Water Terminal Trans-shipment Points

36 52.222-3 Convict Labor (Contracts over $2,500)

37 52.222-4 Contract Work Hours and Safety Standards Act- Overtime Compensation –General (Contracts over $100,000)

38 52.222-41 Service Contract Act of 1965, as amended (Contracts over $2,500)

39 52.246-4 Inspection of Services – Fixed Price

SUPPLEMENTAL CLAUSES

1. REQUIREMENTS

a. 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. Except as this contract may otherwise provide, if the NAFI’s requirements do not result in orders in the estimated


quantities described in the Schedule, that fact shall not constitute the basis for an equitable price adjustment.

b. Delivery or performance shall be made only as authorized by delivery orders issued in accordance with the Ordering clause. The contractor shall furnish to the NAFI all supplies or services specified in the Schedule and called for by delivery orders issued in accordance with the Ordering clause. The NAFI may issue delivery orders requiring delivery to multiple destinations or performance at multiple locations. There is no limit on the number or orders that may be issued by the NAFI.

c. The NAFI shall order from the Contractor all the supplies or services specified in the schedule that are required to be purchased by the NAFI activity or activities specified in the schedule. d. Delivery orders issued during the effective period of this contract and not completed within that time shall be completed by the contractor within the time specified in the order, and the rights and obligations of the contractor and the NAFI respecting those orders shall be governed by the terms of the contract to the same extent as if completed during the effective period of this contract.

2. ORDERING. The supplies or services to be furnished under this contract will be ordered from time to time during the contract term, by the NAFI or its authorized representative. Each such order may be placed orally, but must be confirmed via written delivery order, with the exception of Government Purchase Card orders. All delivery orders and purchase card orders are subject to the terms and conditions of this contract. In the event of a conflict between an order and this contract, the contract shall control.

3. OPTION TO EXTEND. The contracting officer shall advise the contractor in writing at least 60 calendar days before the contract period expires of the NAFI’s desire to extend the period of the contract for 12 months. If the NAFI exercises this option, the extended contract shall be considered to include this option provision. Total contract performance period shall not exceed 5 years.

4. EXTENSION OF SERVICES: The Government may require continued performance of any services within the limits specified in the contract. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.

SECTION J – LIST OF ATTACHMENTS


PART IV, SECTION K_______________________________________________________________________

REPRESENTATIONS, CERTIFICATIONS AND ACKNOWLEDGMENTS__________________________________________________________________________

WALSH-HEALEY PUBLIC CONTRACTS ACT REPRESENTATIONS (Applicable to supply contracts exceeding $15,000.00)

The offeror represents as a part of this offer that the offeror {_____} is or {_____} is not a regular dealer in, or {_____} is or {____} is not a manufacturer of, the supplies offered.

CONTINGENT FEE

(a) Offeror _____has _____ has not employed any company or persons (other than a full-time bona fide employee working solely for the offeror) to solicit or secure this contract, and (b) _____has _____has not paid or agreed to pay any company or person (other than a full-time bona fide employee working solely for the offeror) any fee, commission, percentage, or brokerage fee contingent upon or resulting from the award of this contract; and agrees to furnish information relating to (a) and (b), as requested by the contracting officer. (Interpretation of the representation, including the term “bona fide employee,” see subpart 3.4 of the Federal Acquisition Regulation.)

TYPE OF BUSINESS ORGANIZATION

Offeror operates as _____an individual _____a partnership _____a nonprofit organization _____a corporation, incorporated under the laws of the State of________________________________.

EQUAL OPPORTUNITY (EO)

(a) Offeror _____has _____has not participated in a previous contract or subcontract subject either to the EO clause herein or the clause originally contained in section 310 of Executive Order No. 10925, or the clause contained in section 201 of Executive Order No. 11114; offeror _____has _____has not filed all required compliance reports; and that representation indicating submission of required compliance reports, signed by proposed subcontractors, will be obtained prior to subcontract awards.

(b) Offeror represents that (1) it _____has developed and has on file _____has not developed and does not have on file, at each establishment affirmative action programs as required by the rules and regulations of the Secretary of Labor (41 CFR 60-1 and 60-2) or (2) _____it has not previously had contracts subject to the written affirmative action programs requirement of the rules and regulations of the Secretary of Labor.


CERTIFICATION OF INDEPENDENT PRICE DETERMINATION (Applicable to contracts over $100,000.00)

(a) By submission of this offer, the offeror certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offeror or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the offeror and will not knowingly be disclosed by the offeror prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated procurement, directly or indirectly to any other offeror or to any competitor; and

(3) No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not to submit an offer for the purpose of restricting competition.

(b) Each signature on this offer certifies that the signatory:

(1) Is the person in the offeror’s organization responsible within that organization for the decision as to the prices being offered herein and that the signatory has not participated, and will not participate, in any action contrary to (a)(1) through (a)(3) above; or

(2) (i) Is not the person in the offeror’s organization responsible within that organization for the decision as to the prices being offered herein but has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated and will not participate, in any action contrary to (a)(1) through (a)(3) above, and as their agent does hereby so certify; and (ii) has not participated, and will not participate, in any action contrary to (a)(1) through (a)(3) above.

CERTIFICATION OF NONSEGREGATED FACILITIES (Applicable to contracts and subcontracts exceeding $10,000.00 which are not exempt from the provisions of the EO clause)

(a) By submission of this offer, offeror/subcontractor certifies that it does not and will not maintain or provide for its employees any segregated facilities at any of its establishments, and that it does not and will not permit its employees to perform their services at any location under its control where segregated facilities are maintained. Offeror/subcontractor agrees that a breach of this certification is a violation of the EO clause in this contract. As used in this certification, the term “segregated facilities” means any waiting rooms, work areas, rest and wash rooms, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation, and housing facilities provided for employees which are segregated by explicit directive or are in fact segregated on the basis of race, color, religion, or national origin, because of habit, local custom, or otherwise. Offeror further agrees that (except where it has obtained identical certifications from proposed subcontractors for specific time


periods) it will (1) obtain identical certifications from proposed subcontractors prior to the award of subcontracts exceeding $10,000.00 which are not exempt from the provisions of the EO clause; (2) retain such certifications in its files; and (3) forward the following notice to such proposed subcontractors (except where the proposed subcontractors have submitted identical certifications for specific time periods)

Notice to prospective subcontractors of requirement for certifications of nonsegregated facilities.

(b) A Certification of Nonsegregated Facilities must be submitted prior to the award of a subcontract exceeding $10,000.00 which is not exempt from the provisions of the EO clause.

(c) The certification may be submitted either for each subcontract or for all subcontracts during a period (i.e., quarterly, semiannually, or annually). NOTE: The penalty for making false offers is prescribed in 18 U.S.C. 1001.

(d) ACKNOWLEDGMENT OF AMENDMENTS

Amendment No. Date

The offeror acknowledges ____________ _______receipt of amendments to ____________ _______the solicitation for offers ____________ _______and related documents ____________ _______numbered and dated as ____________ _______follows:

NOTE: Offers must set forth accurate and complete information as required by this Solicitation (including attachments). The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001.


PART IV, SECTION LINSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

L-1. PREPARATION OF OFFERS

a. Offerors are expected to examine the specifications and all instructions. Failure to do so will be at the offeror's risk.

b. Each offeror shall furnish the information required by the solicitation. The offeror shall sign the offer and print or type its name on the Schedule and each continuation sheet on which it makes an entry. Erasures or other changes must be initialed by the person signing the offer. Offers signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the issuing office.

c. For each item offered, offerors shall (1) show the unit price/cost, including, unless otherwise specified, packaging, packing, and preservation, and (2) enter the extended price/cost for the quantity of each item offered when requested. In case of a discrepancy between a unit price/cost and an extended price/cost, the unit price/cost will be presumed to be correct, subject, however, to correction to the same extent and in the same manner as any other mistake.

d. Offers for supplies or services other than those specified will not be considered unless authorized by the solicitation.

e. Only offerors within the competitive range (as a result of the technical evaluation) will be requested to provide devices for testing.

e. Offerors must state a definite time for delivery of supplies or services, unless otherwise specified in the solicitation.

f. Time, if stated as a number of days, will include Saturdays, Sundays, and holidays.

L-2. BREAKDOWN OF TECHNICAL AND PRICE PROPOSALS

1. The proposals submitted for this project will consist of 2 parts (Volume I/Volume II). Offerors shall submit four (4) copies of each volume of their technical proposal, five (5ea) eBook lending library for testing with the submission of the technical proposal and two (2) copies each of their price proposal. A CD/DVD of these files must be submitted as well as in print form.

a. A proposal submitted in response to this solicitation must consist of two separate volumes: technical and price. The technical volume must not contain any contract price or cost information.


b. The Offeror shall provide test sample eBook lending library (5ea) for testing with the submission of the proposal. The testing of these units shall comprise of the evaluation criteria as provided in Section C; para 2.6. and in Section M of this solicitation.

c. Any data previously submitted in response to another solicitation will be assumed unavailable to the NAFI; and this data shall not be incorporated into the proposal by reference.

d. Clarity and completeness of the proposal are of utmost importance. The proposal shall be written in a practical, clear, and concise manner. It must use quantitative terms whenever possible and shall avoid qualitative adjectives to the maximum extent possible. Proposal volumes must be internally consistent or the proposal will be considered unrealistic and unacceptable.

e. The technical and price volumes must be submitted in separately sealed envelopes within a sealed package and be clearly marked with the solicitation number. Each volume must have a table of contents.

L-3. INSTRUCTIONS FOR PREPARATION OF TECHNICAL PROPOSAL.

In order to provide all necessary information for a comprehensive technical evaluation, including consideration of overall company technical qualifications and background experience, your proposal shall:

a. Cover your understanding of the proposed work and your proposed method of approach to attain contract objectives. The technical approach shall be such as to enable personnel with general training to make a thorough and complete evaluation and arrive at a sound determination as to whether or not the services proposed and described will satisfy the requirements of the Government. To facilitate the evaluation, the technical proposal should be sufficiently specific, detailed, and complete to clearly and fully demonstrate that the prospective offeror has a thorough understanding of the requirements for, and technical problems inherent in the achievement of the specifications and work program herein described, and has a valid and practical solution for each contemplated problem. It is realized that all of the technical factors cannot be detailed in advance; however, the technical proposal shall contain sufficient detail to indicate the proposed means for complying with all applicable specifications and shall include a complete explanation of the techniques and procedures to be exercised. Data previously submitted may not be considered; therefore, such data should not be relied upon nor incorporated in the technical proposal by reference. Statements that offeror understands, can or will comply with all specifications, statements paraphrasing the specifications or parts thereof, and phrases such as "standard procedures will be employed" or well known techniques will be used," etc., will be considered insufficient.


b. Describe in detail the experience that the company, division, or branch which is to perform the required services has had in contracts of similar nature. List major contracts and include for each:

(1) Contract number(2) Type of contract and dollar amount(3) Description of work and end product you produced(4) For whom performed and personal point of contact(5) Performance period and location(6) Conditions of acceptance and user application of product.

The above should indicate the company's depth of experience in respect to the proposed services.

c. Include details of the company's organization and in particular the division or branch which is to perform the required services.

d. Present the contractor's concept of the Government's objectives which are to be accomplished under the contract and explain how you plan to achieve them. This should include a description of contractor's audit control and other system features together with samples of payroll, personnel, and tax reports and plan for phase-in.

e. Present the company's policies, procedures, and objectives for personnel training.

In order to facilitate the review process and obtain the maximum degree of comparison, proposal should include the following information presented in the order and format shown below:

a. Title Page: Show Request For Proposal (RFP) subject, name of proposer’s firm, address, telephone and fax numbers, name of contact person and date of submission.

b. Transmittal Letter: A one or two page summary stating the proposer’s understanding of the work to be done and making a positive commitment to perform the work within the time period required.

c. Table of Contents: A clear identification of the material by section and page number.

d. Profile of the Proposer: Include location of office(s), number of partners, managers, supervisors, seniors, and other professional staff. If applicable, identify all major subcontractors necessary to conduct the project. Describe the range of activities performed by your firm, including capability for auditing computerized systems.

e. Technical Approach: A clear description of the approach and methodology for implementing the statement of work.


1) Program organization and management: This subsection should show the project team proposed for the work identified (identification of persons assigned to individual task(s) and, if applicable, the function and responsibilities for major subcontractors.

2) Program schedule: This subsection shall include the period of performance, proposed duration of the project in months and a milestone chart. Time for preparation and submission of the reports should be included in the schedule.

f. Qualifications and Experience of Staff: Include a list of personnel to be used on this project and their qualifications. Résumé, including education, background accomplishments and any other pertinent information must be included for each of the key personnel to be assigned for direct work on the project (including subcontractors, if any).

1) Key Personnel: The contractor must include a statement in the proposal to the effect that “the key personnel assigned to this project as described in this proposal will not be removed from the audit without prior approval of the CNIC Contracting.”

g. Qualifications and Experience of Firm: Company experience which is relevant to the proposed program, i.e. experience with other CNIC Contracts.

L-4. AMENDMENTS TO SOLICITATIONS:

a. If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

b. Offerors shall acknowledge receipt of any amendment to this solicitation by (1) signing and returning the amendment, (2) identifying the amendment number and date in the space provided for this purpose on the form for submitting an offer, and (3) by sending letter (or facsimile, if facsimile offers are authorized in the solicitation). The NAFI must receive the acknowledgment by the time specified for receipt of offers.

L-5. SUBMISSION OF OFFERS

Offers and modifications thereof shall be submitted in sealed envelopes or packages addressed to the office (Item 7 of the SF33) specified in the solicitation, and show the time specified for receipt, the solicitation number, and the name and address of the offeror.

A pre-proposal conference is scheduled and it is requested that a list of questions be presented prior to conducting the conference. All prospective offeror(s) desiring an explanation or interpretation of the solicitation, specifications, etc., must request it in writing via email to [email protected] or [email protected] no later than May 6, 2013 COB (Central Time Zone). No questions are anticipated to be answered following the conference date.


Pre-Proposal Conference is Scheduled for May 8, 2013 at 1:00pm (Central Time Zone). The conference will be held at CNIC, Millington, TN. Location: This will be a telephonic pre-proposal conference. The pre-proposal conference will be held as follows:

PRE-PROPOSAL CONFERENCEDate: Thursday, 8 May 2013Time: Conference: 1:00 PM – 3:00 PM (Central)Registration/Conference Location: Telephonic Call-In, Conference Line Millington, TN

The Pre-Proposal Conference will be conducted by the CNIC - Millington NSA, Fleet & Family Readiness Support Service Center, Facility & Acquisition Branch (N944), Millington, TN.

REGISTRATION:

Prospective offerors are encouraged to participate in this conference call. Interested parties must register with John Wolfslau by e-mail at [email protected] NLT Monday, 6 May 2013 at 3:30pm CST. Requests shall provide the following information for representatives attending: Name, company name, e-mail address, phone number.

This office will issue electronic mail announcing the date, time, telephone number and a password for the conference call. Participants must be registered with the Contract Specialist for the conference to gain access to the conference call.

(a) Prospective offerors are advised that the pre-proposal conference will be held solely for the purpose of explaining the specifications and terms and conditions of this solicitation. Any changes to the solicitation will only be provided by written amendments. If an amendment is issued, normal procedures relating to the acknowledgement and receipt of any such amendment shall be applicable. In no event will failure to attend the pre-proposal conference constitute grounds for a claim after award of the contract.

Due Date for Proposals: July 1, 2013 NLT 3:30PM (Central Time Zone)

The Offeror may submit the initial Offer by the closing date and time via email, the proposal must be signed and a PDF copy must accompany the submittal offer (hardcopy of the submission is required, see L-2). Email submission to be sent to the Contract Specialist: John.Wolfslau @navy.mil The Alternate email submittal can be sent to: [email protected].

Hardcopy Offers and modifications shall be submitted in sealed envelopes or packages addressed to the office specified in the solicitation, and show the time specified for receipt, the solicitation number, and the name and address of the offeror. Offers sent via US mail shall be delivered to the address in block 7 on page 1. Offers hand delivered or sent via courier, i.e. FedEx, UPS, DHL, etc., must be sent to:

Hardcopies of the Technical Proposal and Price:


Commander Navy Installations Command Millington, 7736 Kittyhawk Avenue, Bldg 457, Millington, TN 38055. ATTN: John Wolfslau

Test Devices to be delivered via FEDEX to:Navy General Library Program ManagerCommander, Navy Installations Command716 Sicard St. SE Suite 1000Washington, DC - 20374 ATTN: Nellie S. C. Moffitt, MSLS

L-6. LATE SUBMISSIONS, MODIFICATIONS, AND WITHDRAWALS OF PROPOSALS:

a. Any proposal received at the office designated in the solicitation after the exact time specified for receipt will not be considered unless it is received before award is made and it

(1) was sent by registered or certified mail not later than the fifth calendar day before the date specified for receipt of offers (e.g., an offer submitted in response to a solicitation requiring receipt of offers by the 20th of the month must have been mailed by the 15th);

(2) was sent by mail or, if authorized by the solicitation, or via facsimile and it is determined by the NAFI that the late receipt was due solely to mishandling by the NAFI after receipt at the Government installation;

(3) was sent by Express Mail (e.g. FedEx, UPS or postal service), not later than 5:00 P.M. at the place of mailing two working days prior to the date specified for receipt of proposals. The term "working days" excludes weekends and U.S. Federal holidays; or

(4) is the only proposal received.

b. Any modification of a proposal or quotation, except a modification resulting from the Contracting Officer's request for "best and final" offer is subject to the same conditions above.

c. A modification resulting from the Contracting Officer's request for "best and final" offer received after the time and date specified in the request will not be considered unless received before award and the late receipt is due solely to mishandling by the NAFI after receipt at the Government installation.

d. The only acceptable evidence to establish the date of mailing of a late proposal or modification sent either by U.S. Postal Service registered or certified mail is the U.S. or Canadian Postal Service postmark both on the envelope or wrapper and on the original receipt from the U.S. or Canadian Postal Service. Both postmarks must show a legible date or the proposal, quotation, or modification shall be processed as if mailed late. "Postmark" means a printed, stamped, or otherwise placed impression (exclusive of a postage meter


machine impression) that is readily identifiable without further action as having been supplied and affixed by employees of the U.S. or Canadian Postal Service on the date of mailing. Therefore, offerors or quoters should request the postal clerk to place a legible hand cancellation bull's eye postmark on both the receipt and the envelope or wrapper.

e. The only acceptable evidence to establish the time of receipt at the Government installation is the time/date stamp of that installation on the proposal wrapper or other documentary evidence of receipt maintained by the installation.

f. The only acceptable evidence to establish the date of mailing of a late offer, modification, or withdrawal sent by “Express Mail Service” is the date entered by the mail service receiving clerk on the "Express Mail Service" label and/or the postmark on both the envelope or wrapper and on the original receipt from the mail service provider. "Postmark" has the same meaning as defined above, excluding postmarks of the Canadian Postal Service. Therefore, offerors or quoters should request the postal clerk to place a legible hand cancellation bull's eye postmark on both the receipt and the envelope or wrapper.

g. Notwithstanding paragraph (a) of this provision, a late modification of an otherwise successful proposal that makes its terms more favorable to the NAFI will be considered at any time it is received and may be accepted.

h. Proposals may be withdrawn by written notice received at any time before award. If the solicitation authorizes facsimile proposals, proposals may be withdrawn via facsimile received at any time before award, subject to the conditions specified in the provisions entitled "Facsimile Proposals." Proposals may be withdrawn in person by an offeror or an authorized representative, if the representative's identity is made known and the representative signs a receipt for the proposals before award.

L-7. RESTRICTION ON DISCLOSURE AND USE OF DATA

Offerors or quoters who include in their proposals or quotations data that they do not want disclosed to the public for any purpose or used by the NAFI except for evaluation purposes, shall

a. mark the title page with the following legend: "This proposal or quotation includes data that shall not be disclosed in whole or in part - for any purpose other than to evaluate this proposal or quotation. If, however, a contract is awarded to this offeror or quoter as a result of - or in connection with - the submission of this data, the NAFI shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the NAFI's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets ___________ (insert numbers or other identification of sheets"; and

b. mark each sheet of data it wishes to restrict with the following legend: "Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal or quotation."


L-8. EXPLANATION TO PROSPECTIVE OFFERORS

Any prospective offeror desiring an explanation or interpretation of the solicitation, drawings, specifications, etc., must request it in writing soon enough to allow a reply to reach all prospective offerors before the submission of their offers, these issues will be discussed during the pre-proposal conference. Oral explanations or instructions given before the award of the contract will not be binding. Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment of the solicitation, if that information is necessary in submitting offers or if the lack of it would be prejudicial to any other prospective offerors.

L-9. FAILURE TO SUBMIT OFFER

Recipients of this solicitation not responding with an offer should not return this solicitation, unless it specifies otherwise. Instead, they should advise the issuing office by letter or postcard whether they want to receive future solicitations for similar requirements. If a recipient does not submit an offer and does not notify the issuing office that future solicitations are desired, the recipient's name may be removed from the applicable mailing list.

Any questions to this solicitation shall be in written form and delivered to the Contracting Officer no later than two weeks following issuance of the solicitation.

L-10. CONTRACT AWARD - NEGOTIATED PROCUREMENT

a. The NAFI will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the NAFI, cost or price and other factors specified elsewhere in this solicitation, considered.

b. The NAFI may (1) reject any or all offers if such action is in the public interest, (2) accept other than the lowest offer, and (3) waive informalities and minor irregularities in offers received.

c. The NAFI intends to evaluate proposals and award a contract without discussions with offerors. Therefore, each initial offer should contain the offeror's best terms from a cost or price and technical standpoint. However, the NAFI reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary.

d. The NAFI may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations.

e. A written award or acceptance of offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the NAFI may accept an offer, or part of an offer, as provided above, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.


Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by the NAFI.

f. Neither financial data submitted with an offer, nor representations concerning facilities or financing, will form a part of the resulting contract. However, if the resulting contract contains a clause providing for price reduction for defective cost or pricing data, the contract price will be subject to reduction if cost or pricing data furnished is incomplete, inaccurate, or not current.

g. The NAFI may determine that an offer is unacceptable if the prices proposed are materially unbalanced between line items or sub-line items. An offer is materially unbalanced when it is based on prices which are significantly overstated in relation to cost for other work, and if there is a reasonable doubt that the offer will result in the lowest overall cost to the NAFI, even though it may be the low evaluated offer, or it is so unbalanced as to be tantamount to allowing an advance payment.

L-11. TYPE OF CONTRACT

The NAFI contemplates award of an Indefinite Delivery/Indefinite Quantity requirements type contract resulting from this solicitation.

PART IV, SECTION M, EVALUATION FACTORS FOR AWARD

M-1. Evaluation Procedures

Evaluation Criteria

The proposals will be evaluated on the basis of the following criteria:

• Understanding of the proposed work • The Firm’s proposed method of approach to attain contract objectives• Technical Approach

• Program organization and management • Program schedule

• Qualifications and Experience of the Firm• Qualifications and Experience of Staff

o Key Personnel

• The Test units are to be evaluated based on (Technical Evaluation):o Evaluation of Product Features

• Title selection• Security

o Evaluation of Product’s Overall Performance • Functionality


o Capability of loading/unloading title selectionso Evaluation of Product’s Durability, Construction and Workmanship o Independent Verification of Product Performance Claims o Evaluation of Product Packaging and Labeling o Evaluation of Product’s Physical Characteristics o Review of Owner’s Manual and Operating Instructions o Evaluation of Product’s Ease of Use o Evaluation of Product Safety Hazards o Environmental or Analytical Evaluation

Evaluation of the Technical Factors versus the Price Factors are as follows:

Vendors will be evaluated based on title selection, security, and functionality of test devices as well as unit price

• Testing of Units Performance Capabilities, Responsiveness / understanding of the Proposal and Qualifications / Experience of the Firm are equal; Qualifications and experience of the Staff is slightly less important

• Pricing is less important than Technical.

eBook Lending Library, U.S. Navy Solicitation

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