Solicitation number: FY18-001-SS
Notice Type: Sources Sought
USPFO-WA, is conducting a Sources Sought Synopsis Notice for Market Research purposes only. The results of this Market Research will contribute to determining the method of procurement. There is no solicitation available at this time. Requests for solicitation will receive no response. Please send all correspondence to email@example.com
Contract type anticipated: Firm Fixed Price
Anticipated Period of Performance: Base year, plus for option years.
Estimated delivery date of 01 September 2018.
Information is being collected from all potential sources at this time. Firms responding to this announcement should indicate whether they are a large business, small business, small disadvantaged business (SDB), woman-owned small business (WOSB), 8(a)-certified business, service-disabled veteran-owned small business (SDVOSB), veteran-owned small business (VOSB), or Historically Underutilized Business small business (HUBZone). The anticipated National American Industry Classification System (NAICS) code for this action is 541614; " Process, Physical Distribution, and Logistics Consulting Services" All prospective contractors must be registered in the System for Award Management (SAM) database to be awarded a DoD contract. USP&FO has not yet determined the acquisition strategy for this requirement, including whether a set-aside strategy is applicable. Note thata key factor in determining an acquisition to be a Small Business Set Aside is that small business prime contractors must perform over 50% of the effort, as defined in Federal Acquisition Regulation (FAR) clause 52.219-14.
The Capability Statement shall succinctly address the following three items to demonstrate the contractor's capability to perform the requirements of this Performance Work Statement:
(1) The contractor's ability to manage, as prime contractor, the types and magnitude of
tasking in the PWS; and
(2) The contractor's technical ability, or potential approach to achieving technical ability, to perform at least 50% of the cost of the contract incurred for personnel with its own employees; and
(3) The contractor's capacity, or potential approach to achieving capacity, to conduct the requirements of the PWS. For the purposes of this Capability Statement, capacity shall refer to matters such as the magnitude of the tasking, theamount of equipment or facilities involved, and the size of the staff needed.
Demonstrated ability to manage, technical ability and capacity may include citing and describing the same or similar relevant performance, but does not limit the interested contractor's approach to demonstrate capability."
PERFORMANCE WORK STATEMENT (PWS)
ISO 9001:2015 TRAINING & CERTIFICATION
The Washington Army National Guard (WAARNG) - Combined Support Maintenance Shop (CSMS), located on Joint Base Lewis-McChord (JBLM) and the Maneuver Area Training Equipment Site (MATES), located on Yakima Training Center (YTC), in Washington State, provides maintenance support to all customer units in order to ensure supported units have fully mission capable equipment, in the quantity required, to perform all federal and state missions. The WAARNG Director of Logistics has directed the CSMS and MATES to provide a strong record of continuous improvement by implementing a Quality Management System that meets the ISO 9001:2015 standard. Through implementation of ISO 9001 the WAARNG CSMS and MATES is strengthening its systems for management responsibility, resource management, product and service design, delivery, measurement, analysis, and continual improvement.
The WAARNG CSMS and MATES has a requirement to be International Organizationfor Standardization (ISO) 9001:2015 registered/certified by the end of the 2019fiscal year (FY). This Service is on-site at WAARNG CSMS, Joint Base Lewis-McChord, WA, and WAARNG MATES, Yakima Training Center, WA. The purpose of this document is to obtain Contractor services in order to provide consulting, quality procedure manual, quality manual, certification, and training for WAARNG CSMS and MATES in the area of ISO 9001:2015.
Provide consulting, quality procedure manual, quality manual, training, ISO certification and surveillance audits, and certification for ISO 9001:2015. Thiswill include continuation of surveillance audits after the re-certification audits for a total of five years (one base year and four option years.) Contractor will provide all services necessary for the (WAARNG) CSMS and MATES to become registered/certified in all of ISO 9001:2015 by 30 September 2019.
4.0 Performance Specifications
The following technical specifications are provided to demonstrate the task environment in which the services will be delivered. The following specifications are not directives on how the services are to be provided, but an example of what will be required to successfully support the task order objective. The contractor is encouraged to surpass the minimal technical specifications, as well as demonstrate technical, operational, and administrative expertise to support the customer in exceeding organizational and departmental objectives. Also, the contractor must have a minimum of 3 years' experience dealing with the government.
The Contractor Shall:
4.1 Task 1 - Initial ISO 9001 Explanatory Presentation:
Provide up to 100 Government employees, approximately 51 at MATES and 47 at CSMS, with a presentation that explains the ISO 9001:2015 certification processes, including a description of responsibilities and requirements. Provide a sign-in roster and distribute a certificate of training for all attendees, in addition to any records of training required by ISO 9001:2015. If needed, additional classes to any employees who did not attend the first class.
4.2 Task 2 - Quality Procedure Manual Development:
Develop a Quality Procedure Manual for the WAARNG CSMS and MATES for each area that matches what is being done and that fully complies with the ISO-9001:2015 standard. In addition to policies and procedures, the documentation will define:
• Organization structure
• Who should record information and what information is recorded/documented
• Responsibilities of employees
• Lines of communication throughout WAARNG CSMS and MATES
• What actions are required
• How continuity will be maintained as staff change
4.3 Task 3 - Quality Procedure Manual Implementation:
Assist WAARNG CSMS and MATES in implementing the ISO-9001:2015 documented procedures and alert COR of any anticipated site visits apart from bi-monthly scheduled visits.
4.4 Task 4 - ISO 9001 Quality Manual Development:
Develop a WAARNG CSMS and MATES ISO 9001 Quality Manual that is in full compliance with the ISO-9001:2015 standard in the environment of the National Maintenance Program.
4.5 Task 5 - Initial Audit:
As an accredited certification body, perform a WAARNG CSMS and MATES full system initial audit that fully complies with the ISO-9001:2015 standard requirements. Provide results of said audit to each area including the Surface Maintenance Management Office.
4.6 Task 6 - Initial Audit Response:
Provide revisit of responses to preliminary audit and provide any needed feedback once corrections have been addressed.
4.7 Task 7 - Certification Audit:
Conduct certification audit and upon successful completion, provide three complimentary certification certificates and one complimentary certification plaque for both CSMS and MATES. Provide WAARNG CSMS and MATES support during certification with an accredited registrar.
4.8 Task 8 - Lead Auditor Training:
Provide Management Representative Training and Lead Auditor Training for a minimum of two designated Government representatives who will be responsible for duties of a Management Representative/Lead Auditor under an ISO-9001:2015 quality management system. This training will include required procedures for planning, carrying out, and recording internal quality audits. Provide training certificates IAW ISO 9001:2015 training requirements for Lead Auditors/Management Representatives.
4.9 Task 9 - Follow-up Surveillance Audits:
Upon exercise of option years, perform yearly surveillance audits for the following three years and provide feedback.
4.10 Task 10 - Recertification Audit:
Upon exercise of option years, conduct a recertification audit three years after initial certification. Provide three complimentary certification certificates and one complimentary certification plaque including the new expiration date following a successful recertification audit.
4.11 Task 11 - Monthly Reports:
Reports in the given format (see Attachment 1 on page 10) will be completed and detail prior month's actions, future actions, any concerns and recommendations and turned into COR.
5.0 PERFORMANCE STANDARDS/SERVICE DELIVERY SUMMARY
The following performance standards are provided to describe the minimum acceptable quality level and the method used to supervise the quality of the services to be delivered. The Contractor is encouraged to exceed the minimum standard found on the following chart. The Acceptable Quality Level will be determined through the Contracting Officer Representative's use of the Quality Assurance Surveillance Plan which is found on pages 7-9.
Task Deliverable Acceptable Quality Level (AQL) Method Used/Frequency
Task 1 - Initial ISO 9001 Explanatory Presentation Performance specification 2.1 95% of WAARNG CSMS and MATES employees attend the presentation. All attendees are trained, understand, and can assist in ISO 9001:2015 implementation. Roster iscompleted and training certificates issued. Contractor Self-Reporting & Customer Input upon completion of any presentations
Task 2 - Quality ProcedureManual Development Performance specification 2.2 Satisfies ISO 9001:2015 requirements and complies with 95% grammar and spelling accuracy. Random Sampling
Task 3 - Quality Procedure Manual Implementation Performance specification 2.3 Respond to requests for assistance within stated time frame and ensure all documentation is completed IAW ISO 9001:2015. Comply with written Quality Procedure Manual Customer input & random sampling
Task 4 - ISO 9001 Quality ManualDevelopment Performance specification 2.4 Satisfies ISO 9001:2015 requirements and complies with 95% grammar and spelling accuracy. Random Sampling
Task 5- Initial Audit Performance specification 2.5 Audit will be conducted in the company of the COR and Internal Lead Auditor IAW ISO standards and inform COR of any significant developments arising from the audit. Direct Observation; COR or designee will accompany auditors on all audits
Task 6 - Initial Audit Response Performance specification 2.6 Respond with improvements and necessary site visits upon receipt requests for assistance within stated time frame in the Delivery Schedule and ensure all corrections are documented IAW ISO 9001:2015. Customer input
Task 7 - Certification Audit Performance specification 2.7 Audit will be conducted by accredited organization in the company of the COR and Internal Lead Auditor IAW ISO standards and inform COR of any significant developments arising from the audit. Direct Observation; COR and/or designee will accompany auditors on all audits
Task 8 - Lead Auditor Training Performance specification 2.8 Attendees are trained, understand, and can carry out required proceduresfor internal audits. Certificates are issued and WAARNG CSMS and MATES is able to conduct internal audits. Customer input upon completion of training
Task9 - Follow-up Surveillance Audits Performance specification 2.9 Upon exercise of option years, audit will be conducted in the company of the COR and Internal Lead Auditor IAW ISO standards and inform COR of any significant developments arising from the audit. Direct Observation; COR and/or designee will accompany auditors on all audits
Task 10 - Recertification Audit Performance specification 2.10 Audit will be conducted in the company of the COR and Internal Lead Auditor IAW ISO standards and inform COR of any significant developments arising fromthe audit. Direct Observation; COR and/or designee will accompany auditors on all audits
Task 11 - Monthly Reports Performance specification 2.11 Reports turned in 95% on time and filled out completely. Contractor Self-Reporting, Monthly 100% inspection of completion
6.0 Delivery/Performance Schedule
The following chart describes the expectations and timeline for the deliverables in the Contract.
Task Deliverable Delivery Schedule
1 Initial ISO 9001 Explanatory Presentation Minimum: Conduct 1 course, delivered with use of PowerPoint or other presentation media no later than (NLT) 30 calendar days after Contract Award
Maximum: Expandable to three courses over contract period
2 Quality Procedure Manual Development Quality Procedure Manual developed and delivered NLT 60 calendar days after Contract Award
3 Quality Procedure Manual Implementation Implementation assistance conducted as needed with bi-monthly site visits and NLT7 days following request from Government
4 ISO 9001 Quality Manual Development Quality Manual developed and delivered NLT 90 days after Contract Award
5 Initial Audit Audit conducted NLT 120 calendar days after Contract Award
6 Initial Audit Response Feedback and suggested improvements provided within 2days of audit and any additional visits. Correction assistance provided within 10 days of requests from Management Representative or COR
7 Certification Audit Audit conducted NLT 180 calendar days after Contract Award
8 Lead Auditor Training Training conducted NLT 120 calendar days after Contract Award and prior to Initial Audit
9 Follow-up Surveillance Audits Surveillance audits conducted NLT 365 days after completion of last audit
10 Recertification Audit Recertification audit conducted 3 years after successful Certification Audit
11 Monthly Report Reports (Attachment 1) submitted NLT the 10th of each month
7.0 Period of Performance
The period of performance for the base contract period is projected for 01 September 2018 to 31 August 2023. The Government desires a priced option to extend the period of performance for four (4) additional contract performance period.
The additional option periods, if exercised, will have the following performance periods:
Option Yr#1: Subject to award date.
Option Yr#2: Subject to award date.
Option Yr#3: Subject to award date.
Option Yr#4: Subject to award date.
8.0 Security and Access to Government Facilities
Work performed in support of this PWS is UNCLASSIFIED. The Contractor shall comply with all applicable Department of Defense (DoD), JBLM and YTC security regulations and procedures during the performance. The contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, Privacy Act data, and Government personnel work products that are obtained or generated in the performance of the PWS tasks and responsibilities. If necessary, the Contractor will be required to provide personnel with appropriate clearances when access is required to Government computers and workstations. The Contractor is responsible for any expenses incurred when attaining appropriate clearances. The Contractor shall coordinate with the COR all issues dealing with access to Government buildings, facilities, or property.
9.0 Additional Requirements and Notes
9.1 Are listed as a United States ISO certification body accredited member by either the American Association for Laboratory Accreditation, the American National Standards Institute, the American National Standards Institute (ANSI) - American Society for Quality National Accreditation Board LLC (ANAB), or the International Accreditation Service (IAS).
9.2 The Contractor must have a strong working knowledge of the Microsoft Office Suite.
9.3 Implementation of ISO/IEC 17021:2011, Conformity Assessment to satisfy requirements for bodies providing audit and certifying management systems.
9.4 Services will be as needed in order to satisfy ISO 9001:2015 requirements for certification. Apart from the audits, assistance, and training provided, work in building the manuals will be done offsite. The Contractor shall perform the on-site services required under this contract within WAARNG CSMS and MATES core operating hours which are 8:00 a.m. - 4:30 p.m., Monday through Friday. Work hours may vary for off-site work. Work is evaluated by product/action received.
9.5 Place of Performance: The Contractor will be provided with adequate facilities located at WAARNG CSMS, Joint Base Lewis-McChord and MATES, Yakima Training Center, for any on-site work. Apart from inspections and training, the majority of work will be completed off site.
9.6. The Contractor will ensure that all services, storage and work facilities associated with this project provide proof of adequate insurance coverage to cover any loss and damage to Government property.
9.7 Government Furnished Property: The government will supply the Contractorwith a desk and chair, expendable supplies, and use of a fax machine and copier.
9.7.1 The contractor and Government representative shall conduct an inventory of all Government furnished property within ten days of commencement. The contractor shall sign a receipt for all furnished property. The contractor and Government representative shall determine the working condition of all property. The Government will replace and/or repair any item not in working order.
9.8 Liability: At no time will liability of the actions of the Contractor reflect on the WAARNG or the WAARNG CSMS and MATES. Alleged or real negligence of workmanship or compliance with the contract will be handled in accordance with (IAW) applicable laws and regulations for relief or warranty.
9.0 Quality Assurance
The Contracting Officer Representative (COR) will evaluate the quality of services provided through surveillance methods in accordance with the Quality Assurance Surveillance Program.
Billing will indicate the date of services rendered, the Contractor will provide an itemized invoice to the Contracting Officer Representative. Upon receiptby the Government, the COR will review the invoice for accuracy and costs and will forward to the Contracting Officer for review. This shall be accomplished within 7 days of receipt by the Government. After review and approval, the invoicetogether with the receiving report will be forwarded to the United States Property and Fiscal Office-Commercial Accounts Payable (USPFO-CAP) for payment. Payment shall occur by Electronic Funds Transfer (EFT).
The Contractor is responsible for all travel costs.