PRESOL | R | Certificates of Death (CODs)

FBO DAILY ISSUE OF DECEMBER 04, 2009 FBO #2932
SOLICITATION NOTICE

R -- Certificates of Death (CODs)

Notice Date: 12/2/2009
Notice Type: Combined Synopsis/Solicitation
NAICS: 541990 — All Other Professional, Scientific, and Technical Services
Contracting Office: Other Defense Agencies, Defense Finance and Accounting Service, Contract Services Directorate, Columbus, 3990 East Broad Street, Bldg #21, Room 2B218, Columbus, Ohio, 43218
ZIP Code: 43218
Solicitation Number: KODMI0RV105
Archive Date: 12/25/2009
Point of Contact: Teresa Knotts, Phone: 614-693-1974
E-Mail Address: teresa.knotts@dfas.mil
(teresa.knotts@dfas.mil)
Small Business Set-Aside: N/A
Description: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation number is KODMI0RV105 and is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular, FAC 2005-36, effective September 10, 2009. The Government intends to include the FAR, DFARS, and DFAS clauses and Provisions listed in this solicitation, to include any addenda, either by reference or in full text in the resulting award and are not all inclusive. The FAR and DFARS clauses may be accessed in full text at http://farsite.hill.af.mil/. This requirement is unrestricted in regard to business size. The associated NAICS code is 541990, All Other Professional, Scientific, and Technical Services and the small business size standard is $7,000,000.00. Contract line items, quantities, and units of measure CLIN 0001 – Provide Death Certificates in accordance with the SOW – 47,200 each Description Statement of Work (SOW) Certificates of Death December 2, 2009 1.0Objective In accordance with Department of Defense Financial Management Regulation Volume 7B, the required documentation for settling a deceased member’s pay account is the deceased member’s DD Form 1300 or a copy of the certificate of death (COD). Currently there is a backlog of approximately 25,000 accounts that may require CODs to settle accounts for deceased members. The requirement is also to include the capability to obtain CODs on an ongoing basis, if the need should arise. 2.0 Scope •Contractor shall provide a process for DFAS to submit requests for Certificates of Death to the contractor. Requests from DFAS to the contractor shall be made either individually or a listing of multiple social security numbers (SSNs) and names. •Larger listings regarding backlog accounts shall be coordinated with the contractor on a delivery method. •Estimated monthly volume is 1,850 requests from DFAS. •Contractor shall provide a designated point of contact and location to submit requests. •The contractor shall obtain CODs from the respective individual states and U. S. territories vital records offices. •Contractor shall have existing agreements with states vital records offices to obtain CODs on behalf of a third party (DFAS) who is not a family member or beneficiary. •DFAS requires CODs that include the cause of death. The “Manner” of death is an indication as to whether the death was of natural causes vs. unnatural causes, such as homicide. •DFAS requires copies of CODs with manner of death indicated. DFAS does not require the CODs be certified or notarized. •Contractor shall provide a secure service to obtain copies of CODs and to submit the copies to DFAS. Privacy Act information is being sent and must be secured/protected. •The contractor shall be able to use primary key data fields social security number (SSN), name of a deceased member and date of birth to take action to obtain CODs. •The contractor shall be able to deliver CODs within 20 business days upon receipt of COD requests. CODs shall be delivered to DFAS via fax to the electronic document management system. CODs shall be faxed on individual transmissions to telephone number 1-800-469-6559 or mailed to: Defense Finance and Accounting Service US Military Retirement Pay P.O. Box 7130 London, KY 40742-7130 •The contractor shall be able to accept orders as needed. •DFAS shall provide the contractor with a primary point of contact for coordinating the contractual issues. 3.0 Requirements/Tasks •Contractor shall provide CODs as required within the Scope section. •Contractor shall provide a list of states and U. S. territories that the contractor has agreements with for obtaining CODs, and a list of states and U. S. territories that the contractor shall not be able to obtain CODs. Contractor shall update this list periodically as agreements with states and U. S. territories change. 4.0 Deliverables •Contractor shall provide initial list of states that the contractor has agreements in place with to obtain CODs for a third party (DFAS). •Contractor shall provide updated listing as agreements with states and U. S. territories change. •Initial state and territory listing is due within three days of contract award. Updated listing shall be provided within three days of agreement changes with states and U. S. territories. •Contractor shall provide copies of CODs to DFAS within 20 business days of the DFAS request. •Contractor shall fax the CODs individually to DFAS at 1-800-469-6559 or mail to: Defense Finance and Accounting Service US Military Retirement Pay P.O. Box 7130 London, KY 40742-7130 5.0 Government-Furnished Property (GFP) - Equipment or Materials the Government will provide the contractor for use in performance under the contract. •DFAS shall provide a letter stating why the death certificates are required. This letter shall be used by the contractor when coordinating with state vital records offices. The letter shall provide DFAS' justification for requiring the CODs and that we authorize the contractor to obtain the CODs on our behalf. •DFAS shall provide the following retiree information when requesting the CODs: • First and last name • Social security number • Date of birth • Address of last residence, date of last residence, if known • Beneficiaries, if known • Date and place of death, if known 6.0 Security Requirements •The retiree information is protected/regulated under the Privacy Act of 1974 (Public Law 93-579). Adequate Safeguards must be applied to the handling, storage and use of such information. Breeches in Privacy Act regulations must be reported to DFAS immediately. •Any Privacy Act information sent electronically shall be 128-bit encryption. •Production databases shall be located behind a secure firewall. •Maintain effective security controls to identify intrusion detection and manage risk factors. •Ensure adequate security controls at the technical, physical and administrative level to ensure the protection of sensitive customer information. 7.0 Travel Not required. 8.0 Place of Performance, Period of Performance, and Delivery 8.1 Place of performance - Contractor shall complete work at their own location. 8.2 Period of performance – Contract will become effective on the date of award and will be for a one year period but is contingent upon availability of funding. 8.3 CODs shall be faxed on individual transmissions to telephone number 1-800-469-6559 or mailed to: Defense Finance and Accounting Service US Military Retirement Pay P.O. Box 7130 London, KY 40742-7130 9.0 Inspection and Acceptance Criteria 9.1 The task order Technical Assistant or the Contracting Officer Representative (COR) will review deliverables in accordance with the SOW within the designated number of days. 9.2 Deliverables generated as a result of this SOW are the property of the U.S. Government and shall not be released without approval of the Technical Assistant or the COR. 10.0 Quality Assurance Surveillance Plan (QASP) or other Written Surveillance Plan Contractor surveillance will be in the form of the COR monitoring the overall performance of the contractor to ensure compliance with the statement of work. Payment is authorized only upon successful completion of the contract terms and conditions. If any performance issues are encountered or if the contractor is not meeting the requirements of the statement of work, the Contracting Officer will be notified and any appropriate action/remedy will be pursued. 11.0 Payment 11.1 Invoices shall be submitted to the COR/GPOC (Acceptor) as a 2-in-1 or Combo invoice via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil (reference clause 252.232-7003). When the 2-in-1 or Combo invoice is received by the COR/GPOC via WAWF, the COR/GPOC will review the document and, if it is correct, accept it electronically and forward it for payment. Web Base Training is available at www.wawftraining.com and for more information go to www.dod,mil/dfas and click the e-commerce link. 11.2 Contractor shall invoice only for CODs that are actually delivered to DFAS. 12.0 Contacts Technical Assistant Mrs. Sandy Gibson 1240 East 9th Street Cleveland, OH 44199 Telephone Number: (216) 204-4366 Email Address: sandra.gibson@dfas.mil Contracting Officer Representative (COR) Mr. Robert Smith 1240 East 9th Street Cleveland, OH 44199 Telephone Number: (216) 204-3684 Email Address: robert.d.smith@dfas.mil End of Statement of Work Performance Periods The period of performance will begin on the date of award and will be in effect for one year from the date of award and is contingent upon the availability of funds. Place of Performance The service to be provided is for Defense Finance and Accounting Service (DFAS), Retired and Annuity Pay Operations (R&A), 1240 East 9th Street, Cleveland, OH 44199. The provision at 52.212-1, Instruction to Offers – Commercial, applies to this acquisition. Evaluation Procedures The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous (best value) to the Government, price and other factors considered. The following factors will be used to evaluate quotes: Technical, Past Performance, and Price. Quoters should address the following three factors: 1. Technical –This part will be evaluated based on ease of use of the contractor’s process for DFAS operations requesting CODs to include the number of steps required in the process and time involved for DFAS to submit a request(s) for the CODs. The initial list of states that the contractor has agreements in place with will be evaluated and those with the most states will be considered more favorable than those with less states for this factor only. 2. Past Performance – Quoter’s should demonstrate their ability to meet the requirements set forth in the Statement of Work. The offeror may provide up to a maximum of five performance references of similar contracts or projects within the past five years. Past performance information shall include recent and relevant contracts for the same or similar services. References are to be included as well as the points of contact and their telephone number, facsimile number, and email address. The Government will evaluate this for determining how similar or relevant the past experience is toward this requirement and how well the quoter has performed such work. Contracts listed may include those entered into with the Federal Government, agencies of the state and local governments, and commercial customers. The Government reserves the right to contact sources other than those provided and any information received may be used in the evaluation of the quoter’s past performance. 3. Price - The quoter shall submit a firm fixed price quote for each Certificate of Death to be provided in accordance with the statement of work on the quantity identified. Price will be evaluated using price analysis techniques. Quoters are to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications – Commercial Items, with their quote. The clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition. The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders – Commercial Items (Deviation), applies to this acquisition. Additional clauses, terms and conditions that apply to this acquisition DCG 204.2 – REPLACEMENT OF PAPER DOCUMENT DISTRIBUTION WITH ELECTRONIC DOCUMENT ACCESS (EDA) As of February 1, 2007, the DFAS Contract Services Directorate (Issuing Office) will no longer make paper or email distribution of contract documents. All DFAS contracts and modifications are available on the Electronic Document Access (EDA) website (http://eda.ogden.disa.mil). The website provides access information as well as EDA Help Desk support. DFAS 52.223-9000 “ENVIRONMENTALLY PREFERABLE PRODUCTS” (OCT 2007) The Environmentally Preferable Products clause is included in this contract to articulate the Government’s polices on Green Contracting. FAR 23.403 sets forth the Federal Government’s policy to acquire items composed of the highest percentage of recycled-content practical, in a cost effective manner while still obtaining other contracting goals. Recycled-content products are identified in the Environmental Protection Agency’s Comprehensive Procurement Guidelines (CPGs). The United States Department of Agriculture (USDA) will be producing a similar list which designates Bio-based products. EPA guideline items (and USDA designated bio-based products, when designated) are seen as the minimum that should be considered when evaluating environmentally preferable materials. Other environmentally preferable materials and products not listed, but commonly used in industry outside of the Government, should also be considered. The recently issued Executive Order 13423 (January 24, 2007) requires federal agencies to use sustainable environmental practices, including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products. Moreover, it now requires that paper of at least 30 percent post-consumer fiber content must be acquired or used in Agency acquisitions of goods and services. § 1. Mandatory use of Paper and other products with recycled content. (a) All paper utilized in the performance of this contract must be of at least 30 percent post-consumer fiber content. (b) The contractor, by responding to this RFP/RFQ, affirmatively acknowledges that they will, to the maximum extent practicable, use sustainable environmental practices including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products in the performance of this contract that meet the recycled-content recommendations for EPA designated items, which are found at http://www.epa.gov/epaoswer/non-hw/procure/products.htm. In addition, by responding to this RFQ/RFP the contractor is certifying the deliverables required under this contract shall meet the recycled-content recommendations for EPA designated items. § 2 Notice of Green alternatives in Offerors’ product/service. (a) When offering a product or service that contains Green components as that term is defined at http://www.epa.gov/epaoswer/non-hw/procure/products.htm, the contractor shall make the Contracting Officer aware of such facts in the submission of their quote or proposal. (b) The contractor, when appropriate, shall comply with FAR Clause 52.223-9 Estimate of Percentage of Recovered Material Content for EPA Designated Products. § 2 Affirmative Duty of Contractors to adhere to Green Contracting Policy. (a) Whenever practicable, the Contractor has an affirmative duty to examine its packaging to eliminate or reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable material for non-recyclable material in packaging. (b) Whenever practicable, the Contractor has an affirmative duty to find other materials utilized in the delivery of services under this contract and examine whether it can reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable materials for non-recyclable materials of items consumed in the furnishing of their services. DFAS 252.232-9000 “WIDE AREA WORK FLOW (WAWF) – RECEIPT AND ACCEPTANCE (RA) INSTRUCTIONS” (November 2007) (a) As prescribed in DFARS clause 252.232-7003 Electronic Submission of Payment Requests (March 2007), Contractors must submit payment requests in electronic form. The Defense Finance and Accounting Service (DFAS) has implemented the DoD sanctioned Wide Area Workflow-Receipt and Acceptance (WAWF-RA) for contractors to submit electronic payment requests and receiving reports. Invoices for supplies/services rendered under this contract shall be submitted electronically through WAWF-RA using the invoice type identified in paragraph (d) below. Paper copies will no longer be accepted or processed for payment unless the conditions of DFARS clause 252.232-7003(c) apply, and are specifically authorized in the contract. (b) The contractor shall ensure an Electronic Business Point of Contact is designated in the Central Contractor Registration at http://www.ccr.gov. The contractor must register to use WAWF-RA at https://wawf.eb.mil, within ten (10) days after award of the contract or modification incorporating WAWF-RA into the contract. Step by step procedures to register are available on the WAWF-RA website. (c) Guidance regarding WAWF is available. There is a “Getting Started Guide” for WAWF and a free on-line computer based training module available at www.wawftraining.com. Payment information is available in the “myInvoice” system, a web-based tool that provides current payment status of a WAWF invoice. MyInvoice is available at https://myinvoice.csd.disa.mil//index.html. Vendor registration is required. Additional information on WAWF and eCommerce Tools are available at http://www.dod.mil/dfas/contractorpay/electroniccommerce/ECToolBox.html. (d) Invoices shall be submitted via WAWF-RA as (choose single type or multiple types) a “2-in-1”, a “Combo”, or as a “Cost Voucher”. [Note: Cost Vouchers may be submitted only if the contract terms and conditions specifically authorize payment via a cost voucher.] [WAWF-RA invoice types authorized for the submission of payment requests are: 1. Combo – Invoice and Receiving Report. To be used for goods or any combination of goods and services. 2. 2-in-1 invoice: Normally used for services only contract, however, it may be and is used for goods and/or services. 3. Cost voucher: Used if billing for cost type/reimbursable contracts. Cost vouchers are only used when contracts/orders require invoices be sent to DCAA for approval; and if specifically authorized in the contract. 4. Progress Payments: Used when contracts/orders contain FAR 52.232-16 or DFARS 252.232-7004. 5. Performance Based Payments: Used when contracts/orders contain FAR 52.232-32] (e) DoDAACs or DoDAAC extensions. The contractor shall ensure the following DoDAACs are input when completing WAWF document(s); regardless of other DoDAACs used on the contract. It is important to note that if EDA is used to pre-populate the Address (DoDAAC) information on the WAWF document(s), the contractor must verify the data against the following information. If necessary, change the pre-populated WAWF input in accordance with the information provided below. Issued by DoDAAC - HQ0423 Admin DoDAAC - HQ0423 Payment DoDAAC - HQ0347 Acceptor DoDAAC – To be determined at time of award Acceptor – To be determined at time of award Inspected By DoDAAC/EXT – N/A LPO DoDAAC/ EXT – N/A (f) The Contractor shall send email notification to the following listed addresses. Before closing out of an invoice session in WAWF-RA but after submitting your document or documents, the contractor will be prompted to send additional email notifications. Contractor shall click on “ Send More Email Notification” on the page that appears and input applicable e-mail address (see below). This additional notification to the government is important to ensure the acceptor/receiver is aware that the invoice documents have been submitted into the WAWF-RA system. (1) WAWF Acceptor (e-mail address): To be determined at time of award (2) Contracting Officer Representative (COR) (e-mail address): To be determined at time of award (3) Government Point of Contact (GPOC) (e-mail address): To be determined at time of award (4) Alternate COR or GPOC (e-mail address): To be determined at time of award 52.217-8 Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. 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 30 days prior to the end of the contract. 52.219-8 Utilization of Small Business Concerns (May 2004) 52.219-9 Small Business Subcontracting Plan (Apr 2008) 52.219-16 Liquidated Damages – Subcontracting Plan (Jan 1999) 52.232-18 Availability of Funds (Apr 1984) 252.232-7007 Limitation of Government’s Obligation (May 2006) (a) Contract line item 0001 is incrementally funded. The sum of $600,000.00 is presently available for payment and allotted to this contract. An allotment schedule is contained in paragraph (j) of this clause. (b) For item(s) identified in paragraph (a) of this clause, the Contractor agrees to perform up to the point at which the total amount payable by the Government, including reimbursement in the event of termination of those item(s) for the Government’s convenience, approximates the total amount currently allotted to the contract. The Contractor is not authorized to continue work on those item(s) beyond that point. The Government will not be obligated in any event to reimburse the Contractor in excess of the amount allotted to the contract for those item(s) regardless of anything to the contrary in the clause entitled “Termination for Convenience of the Government.” As used in this clause, the total amount payable by the Government in the event of termination of applicable contract line item(s) for convenience includes costs, profit, and estimated termination settlement costs for those item(s). (c) Notwithstanding the dates specified in the allotment schedule in paragraph (j) of this clause, the Contractor will notify the Contracting Officer in writing at least ninety days prior to the date when, in the Contractor’s best judgment, the work will reach the point at which the total amount payable by the Government, including any cost for termination for convenience, will approximate 85 percent of the total amount then allotted to the contract for performance of the applicable item(s). The notification will state (1) the estimated date when that point will be reached and (2) an estimate of additional funding, if any, needed to continue performance of applicable line items up to the next scheduled date for allotment of funds identified in paragraph (j) of this clause, or to a mutually agreed upon substitute date. The notification will also advise the Contracting Officer of the estimated amount of additional funds that will be required for the timely performance of the item(s) funded pursuant to this clause, for a subsequent period as may be specified in the allotment schedule in paragraph (j) of this clause or otherwise agreed to by the parties. If after such notification additional funds are not allotted by the date identified in the Contractor’s notification, or by an agreed substitute date, the Contracting Officer will terminate any item(s) for which additional funds have not been allotted, pursuant to the clause of this contract entitled “Termination for Convenience of the Government.” (d) When additional funds are allotted for continued performance of the contract line item(s) identified in paragraph (a) of this clause, the parties will agree as to the period of contract performance which will be covered by the funds. The provisions of paragraphs (b) through (d) of this clause will apply in like manner to the additional allotted funds and agreed substitute date, and the contract will be modified accordingly. (e) If, solely by reason of failure of the Government to allot additional funds, by the dates indicated below, in amounts sufficient for timely performance of the contract line item(s) identified in paragraph (a) of this clause, the Contractor incurs additional costs or is delayed in the performance of the work under this contract and if additional funds are allotted, an equitable adjustment will be made in the price or prices (including appropriate target, billing, and ceiling prices where applicable) of the item(s), or in the time of delivery, or both. Failure to agree to any such equitable adjustment hereunder will be a dispute concerning a question of fact within the meaning of the clause entitled “Disputes.” (f) The Government may at any time prior to termination allot additional funds for the performance of the contract line item(s) identified in paragraph (a) of this clause. (g) The termination provisions of this clause do not limit the rights of the Government under the clause entitled “Default.” The provisions of this clause are limited to the work and allotment of funds for the contract line item(s) set forth in paragraph (a) of this clause. This clause no longer applies once the contract is fully funded except with regard to the rights or obligations of the parties concerning equitable adjustments negotiated under paragraphs (d) and (e) of this clause. (h) Nothing in this clause affects the right of the Government to terminate this contract pursuant to the clause of this contract entitled “Termination for Convenience of the Government.” (i) Nothing in this clause shall be construed as authorization of voluntary services whose acceptance is otherwise prohibited under 31 U.S.C. 1342. (j) The parties contemplate that the Government will allot funds to this contract in accordance with the following schedule: On an as needed basis. (End of clause) 252.201-7000 Contracting Officer's Representative (DEC 1991) (a) Definition. “Contracting officer's representative” means an individual designated in accordance with subsection 201.602-2 of the Defense Federal Acquisition Regulation Supplement and authorized in writing by the contracting officer to perform specific technical or administrative functions. (b) If the Contracting Officer designates a contracting officer's representative (COR), the Contractor will receive a copy of the written designation. It will specify the extent of the COR's authority to act on behalf of the contracting officer. The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract. Contracting Officer Representative (COR): The COR will act as the on-site technical point of contact for the Government. He/She will initiate requests and monitor performance. The COR’s authority is limited to technical issues and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer. The Contracting Officer Representative for this contract is: To be determined at time of award. Payment: Invoices shall be submitted to the COR/GPOC (Acceptor) as a 2-in-1 or Combo invoice via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil (reference clause 252.232-7003). When the 2-in-1 or Combo invoice is received by the COR/GPOC via WAWF, the COR/GPOC will review the document and, if it is correct, accept it electronically and forward it for payment. Web Base Training is available at www.wawftraining.com and for more information go to www.dod,mil/dfas and click the e-commerce link. CCR: Ensure that you provide your cage code and company name when responding. Note that in order to do business with the Government, companies must be registered in the CCR (Central Contract Registration). You also must have an assigned Cage Code that can be obtained when you do your CCR registration. The web site is www.ccr.gov. Quotes are due December 10, 2009 at 4:00 P.M. EST. Point of Contact (POC): Teresa Knotts Defense Finance and Accounting Service Contract Services Directorate 3990 East Broad Street Building 21 2B218 Columbus, OH 43213-1152 Telephone: (614) 693-1974 Facsimile: (614) 693-1808 Email: teresa.knotts@dfas.mil Facsimile and e-mail quotes are acceptable and preferred. You are encouraged to ensure that quotes are received by the POC. Furnish quotes to the POC on or before the closing time listed in this RFQ. All responsible sources may submit a quote which shall be considered.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/ODA/DFAS/Columbus/KODMI0RV105/listing.html)
Place of Performance: Address: Defense Finance and Accounting Service (DFAS), 1240 East 9th Street, Cleveland, Ohio, 44199, United States; Zip Code: 44199
Record: SN02015141-W 20091204/091203000203-9e32794f0035e66fc1f559b8e7c4b128 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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R -- Certificates of Death (CODs)