REQUEST FOR INFORMATION (RFI) Department of Homeland Security (DHS) National Uniform Contract1.0 Description 1.1 The Department of Homeland Security (DHS), through Customs and Border Protection (CBP), is in the process of re-competing the requirement for the DHS National Uniform Strategic Sourcing Contract for agencies under its aegis. DHS is interested in incorporating commercial and industry logistics practices that support this type of procurement in order to ensure quality uniforms are delivered to uniformed employees in a timely manner. To accomplish this, DHS intends to make industry a partner in all facets of the acquisition process, specifically by considering existing market capabilities, strengths, and weaknesses for the acquisition of this indefinite delivery/indefinite quantity (IDIQ) contract. Responses to this Request for Information (RFI) will allow DHS to incorporate industry input into the initial stages of the procurement. The proposed contract will be for a period of 7 years in support of the DHS National Uniform and Quartermaster Support Services Program. The following is basic information on the Government's contract vehicle format and service needs: -Contract Vehicle: IDIQ; Firm-Fixed Price Line-Item Basis, Mandatory Buy (with exceptions) for all components of DHS (Customs and Border Protection, United States Coast Guard (USCG), Immigration and Customs Enforcement (ICE), Federal Emergency Management Administration (FEMA), United States Secret Service (USSS), Transportation Security Administration (TSA), Federal Law Enforcement Training Center (FLETC), National Protection and Programs Directorate (NPPD)) as well as the Food and Drug Administration (FDA) -Provide quality uniform items for approximately 135,000 employees both in the United States and overseas -Manage a customer website for making uniform selections, managing employee allowance accounts and tracking reporting data -Provide Quartermaster services as appropriate to specific components -Additionally, the following are needed capabilities for any Uniform contract: -Quality uniforms made to specifications with minimal defect rates -Timely delivery to uniformed employees with little wait time between order and receipt -Innovative uniform technologies to support DHS's diverse mission needs in various environments and climates -Must be capable of sourcing a large number of COTS items -Security of uniform items and DHS branded items -Compliance with applicable laws such as Kissell Amendment -Long return window, without charge to employees -Emergency uniforms available when needed 1.2 If a solicitation is released, it will be synopsized (advertised) on the Federal Business Opportunities (FedBizOpps) website: https://www.fbo.gov. It is the responsibility of the potential offerors to monitor these sites for additional information pertaining to this requirement.2.0 Background and Requirements The current DHS contract began in September 2014 and continues through September 2019. DHS is seeking feedback with regards to requirements and the RFP package in order to identify potential areas which could be modified to allow for more open competition without sacrificing uniformed employees' needs. By building industry partnerships early on in the acquisition process, DHS hopes to improve the contract vehicle in the long run. 2.1 Delivery Date: Contract start is expected to begin by September 2019 and continue for a seven year period. The proposed contract will likely include a base period of 5 years with two one-year options. 2.2 Delivery Period and Condition: Full delivery and uniform ordering website opening is expected approximately two weeks after Fiscal Year funding is received, which has historically been between November and January. (Note: Other components may only require a "read only" webpage for their line items. This allows for ease of ordering by those components.) Several contract deliverables may be due prior to the start of uniform deliveries such as First Article prototypes. 2.3 Limitations: Uniform/textile suppliers must meet applicable laws including but not limited to the Kissell Amendment and any future law or Trade Agreement changes or additions affecting DHS uniform policies. 2.4 Security Requirements: DHS branded items are considered a security concern and must be accountable and secured at all times. 2.5 Uniform Fulfillment Requirements: DHS will require that 90% of Allowance Account orders (for any component) must be shipped within 14 calendar days (this includes items that require customization like name tapes, patches, and other branding). 2.6 Backorder Requirements: Orders for items placed on backorder (those items not shipped within 14 days) must be shipped within 60 days. 2.7 Disincentives: The Government is considering methods to incentivize performance. If the vendor is unable to meet the key performance indexes (like those mentioned in 2.5 and 2.6), the vendor shall credit the Government 1% of total monthly invoice value for that period for each Key Performance Index which fails to meet the requirements. 3.0 Requested Information The requested information is sought to support the government cost estimate (GCE) and implementation timelines; and identify available uniform providers and innovative logistics solutions in order to expand competition opportunities. 4.0 Responses Interested parties are requested to respond to this RFI with a whitepaper. 4.1 RFI Whitepaper. The RFI whitepaper should be in Microsoft Word for Office 2016 compatible format and due NLT 16 Feb 2018, 1600 EST. The whitepaper response is limited to 8 single-sided pages and submitted via e-mail only to the Government Point of Contact (POC): CBP Contracting Officer, Mr. Richard (Rick) Travis at e-mail
[email protected]. The RFI whitepaper should address the following topics: 1. Plan to identify and obtain sufficient uniforms from law/ trade compliant sources, 2. General Pricing Information (overall cost drivers, constraints and limitations), 3. Delivery timeframe proposal and plan, 4. Inventory stocking level and manufacturing plan; including core items, non-core items, customized items (name tags, hemmed items, items with badges added, etc.), and key specialty items (cold weather gear, maternity clothing, etc.), 5. Initial phase in plan, 6. Plan to identify and incorporate new and emerging technologies into uniform and textile design and improve quality standards, 7. Plan to eliminate or reduce backordered items and improve ship times when stocking issues arise, and 8. Data and account management plan and best practices employed; including a plan for sharing and exchanging data near real time (NRT) with Government and Government systems. Address the following questions as applicable: 1. What prevented you from submitting a proposal from previous DHS or CBP Uniform Contract RFPs? 2. What problems do you foresee with the requirements that may affect your decision to submit a proposal for an upcoming DHS Uniform Contract Strategic Sourcing IDIQ contract solicitation? 3. What ways could the DHS Uniform program make cost/benefit changes (policy, logistics, requirements, etc.) within current law that would allow for greater competition? 4. What information would specifically help in providing a competitive proposal with the best possible pricing in response to any solicitation? 5. Any other suggestions that might streamline this requirement. Proprietary information, if any, should be kept to minimum and MUST BE CLEARLY MARKED. The whitepaper should answer the questions addressed in this RFI but may provide other information as applicable. 4.2 Company Information. The RFI whitepaper should provide the following information: 1. Company Information. Name, mailing address, overnight delivery address (if different from mailing address), phone number, fax number, and e-mail of designated point of contact. 2. Company Profile. Profile of company including major contracts similar in scope the company has participated in.5.0 Questions Questions and the whitepaper regarding this RFI should be submitted in writing by e-mail (only) to the CBP Contracting Officer, Mr. Rick TRAVIS,
[email protected] Summary This RFI is only intended for the Government to identify sources and logistical methodologies that can provide quality uniforms to DHS in a timely manner. The intent is to allow potential offerors the opportunity to provide insight into factors that may impact the acquisition of Uniform items so that the Government can make educated cost/benefit decisions to open competition. If the Government can identify early in the acquisition process means in which to open competition prior to any official RFP, there could be cost, quality, and/or time savings or improvements in the final solicitation package.7.0 Disclaimers This RFI is issued solely for information and planning purposes - it does not constitute as a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, the Government is not at this time seeking proposals and will not accept unsolicited proposals. The RFI respondees are advised that the Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party's expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. The information provided in this RFI is subject to change and is not binding to the Government. The Government has not made a commitment to procure any of the RFI requirements discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. RFI responses will NOT be shared with other industry suppliers and will solely be used as part of the contract planning process. All submissions become Government property and will not be returned.