Critical Supplies Inventory Management System & Warehouse Services
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The purpose of this Amendment is to change the following Sections in the solicitation and provide Government responses to vendor questions (refer to 19AQMM20R0010-A001). No changes made to Attachments
1. Section L.5.1 Extends proposal due date from 19 March 2021 to 26 March 2021.
2. Adjust Section C.4.1 EOS Overview (A001)
3. Adjust Section L.8.2.1 Volume II, Tab B.1 - Electronic Ordering System (EOS) (A001)
4. Provide Government responses to Vendor Questions (refer to Attachment 1).
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- The Department of State (DOS), Bureau of Consular Affairs (CA), Passport Services Directorate (PPT), is seeking a highly qualified contractor to provide a comprehensive, customizable, automated inventory management solution for Passport Agencies and Centers, Passport Print Facilities, Acceptance Facilities and other Federal Passport Partners (e.g. Department of Homeland Security). This service is a critical component of the passport issuance system that will enable efficient passport production throughout the entire country.
- The Contractor shall provide all program management, administration, labor, equipment, facilities, systems, and materials to maintain a Critical Supply and Inventory Management Facility (CSIMF) and the existing web-based Electronic Ordering System (EOS). The EOS is a Government-owned system that monitors and tracks critical and expendable supply levels within user-determined threshold levels and executes ordering, delivery and tracking of those supplies to customers. The EOS exists on a Salesforce-based Platform as a Service (PaaS). This system receives orders and communicates order shipment details to stakeholders. Please refer to the solicitation on how to view the system.
- Typical tasks include, but are not limited to, warehouse operations, storage, staging, packing, crating, shipping, delivery, tracking and reporting, replenishment, receiving, bar-coding (or other technology), fulfillment operations, acquisition of supplies, vendor relations, and inventory management. Coordination with other Government agencies such as the Government Publishing Office (GPO) shall also be required for the acquisition of specialty items.
- There are over one hundred-forty (140) critical supply items for twenty-nine (29) United States Passport Agencies/Centers. This includes soliciting quotations from vendors, performing Bid Analysis, competitively bidding purchases, coordinating delivery schedules and maintaining adequate supply levels at each of the customer sites. In addition, the Contractor shall establish stock levels based on historical supply usage that ensures uninterrupted supply availability at all times for all passport facilities nationwide (29). These locations shall be identified in the solicitation. Contractor staff shall add and remove inventory items at the request of the COR and make recommendations the addition or deletion of items on the inventory list to the COR.
- As part of the requirement to manage PPT critical supplies, the Contractor shall operate the CSIMF in conjunction with customer service support offered during normal Government working hours, Monday Friday, 8:00AM 5:00PM EST. The Contractor shall also operate during emergency conditions (i.e., periods of unusual weather conditions, etc.) as determined by the Contracting Officer's Representative (COR) under the guidance of the Contracting Officer (CO).
- The EOS enables procurement, inventory management, vendor management, and performance tracking. It serves as the primary means through which the Government orders items, replenishes supplies, and adds and removes items from inventory. The Contractor shall assume ownership of and maintain the existing integrated EOS. Any documents created for the Government download from or through this system must be saved in Microsoft Office suite or be compatible with Adobe. The EOS must not require additional add-ins or software installed on workstations beyond Internet Explorer or Chrome browsers. Connections must be established using the Hypertext Transfer Protocol Secure (HTTPS) communication. As technologies change, the contractor shall be expected to maintain and update to ensure functionality and operations continue with those changes, to include changes such as using HTML5, if applicable.
- The Contractor shall utilize the existing EOS to carry out the tasks required by CA/PPT/HQ to request, order, deliver, and track supplies, while incorporating data from the EOS to authorize, report, and bill the Government. The Contractor shall provide all means necessary to carry out the responsibilities and program management of maintaining the EOS. Such responsibilities include planning, development, quality control, reporting, operations and maintenance of systems dealing with the acquisition, movement, and the maintenance of supplies to include warehouse operations, storage, packing, crating, staging, shipping, delivery, tracking and reporting, receiving, barcoding (or other technology), fulfillment operations, acquisition of supplies, vendor relations, and inventory management.
- As the Subject Matter Expert (SME), the Contractor shall train existing and new Government Staff in the use of the EOS, shall maintain an identical look, feel, and functionality as the Salesforce platform system, and shall manage the storage and maintenance of the EOS. The Contractor shall also be responsible for acquiring all licensing necessary to assume ownership of the EOS, including intellectual property licenses and permissions.
- The EOS provides access for to up to 4,000 user accounts with a minimum of 500 simultaneous users. User login serves as an authorized signature for that order. Accordingly, the contractor shall be responsible for licenses and/or seats.
- The Contractor shall enter procurement data in EOS as requested; track delivery orders, and provide a dashboard to the Government Management. The Government will provide a template for information required, including mandatory reports, status of shipments, delivery, inventory levels, etc. The Government shall also provide supplies listing.
- The solicitation shall be for the contractor to continue existing supply and inventory announcements or notifications on the EOS home page immediately following user login. Solicitation shall be for the EOS NOT to display price information and shall only offer a standard shipping option. The EOS shall provide a no credit card option to users and shall ship partial orders, if necessary. The EOS must display item images and descriptors with standard quantity information. Only DOS links, buttons, and contact information shall be visible. The EOS must support save-to-cart and parked cart options. Users must also be able to save favorites for frequently-ordered items. The EOS must generate user-accessible reports using historical customer demand information to forecast future demand, while offering visibility into current inventory. EOS reports include, but are not limited to, a comprehensive list of backorders with original due date(s) and current expected delivery date(s). Inventory levels shall be expressed in days of remaining supply and number of page hits. Reporting features must include the ability to filter desired data points. Users shall be able to customize roles and permissions to construct reports that provide a broad overview or drill down to order/item details.
- The Contractor facility is to be located within thirty (30) miles of the National Passport Center (NPC) in Portsmouth, New Hampshire (zip: 03801). The Government estimates a 5,000 square feet (minimum) facility must be able to connect to have reliable and sufficient power and ability to maintain telecommunications in a location that is known for power outages (New Hampshire). The Contractor must staff the warehouse at a level sufficient to fill and ship orders, receive supplies, and provide customer service, Monday through Friday, excluding Federal holidays, from 8:00 am 5:00 pm EST. This is a performance-based effort and the Government will not dictate to the contractor how many staff must be used to provide requisite services.
- The Contractor receives, ships, and supplies from its warehouse facility. The Government believes the facility must include a loading dock with at least one (1) bay and associated ramps accessible to the smallest cargo vans and a longer than standard (53-feet) tractor-trailer. The Contractor shall provide necessary equipment, such as, fork lifts, banders, loading trucks, and pallets (on racking). That is equipment currently used by the incumbent and the Contractor shall need to determine what is needed and required to meet performance levels.
- Hstorically this effort has been supported by four (4) contractors. As this is Performance-based , the Offerer shall be responsible to determine Full-Time Equivalents and not rely on, or emulate, historical staffing.
- Historically, the Site Manager/Project Manager (PM), a senior employee, is the sole Key Person for the anticipated contract. This PM is a single point of contact for the CO and the COR and is responsible for overall management and coordination. The PM must participate in scheduled and unscheduled meetings to convey information relevant to the terms and conditions of the award. Specific qualifications shall be provided in the solicitation.
- The contract is expected to be awarded to the proposal offering the best value and containing most advantages to the Government when price and other factors are considered. The Government may select for award the Offeror whose price is not necessarily the lowest, but whose technical proposal is more advantageous to the Government and warrants the additional cost. When determining best value, the Technical Approach factor is weighted more heavily than Past Performance, but both are significantly more important than Price. The Offeror is expected to detail the aspects of their "Best Value" in their Price Narrative.