EXIM Insurance Advory Service
REQUEST FOR PROPOSAL
RFP: EXIM-?
DUE DATE: January ?, 2018
ISSUED: December ?, 2017
Potential Offerors,
You are invited to submit a proposal (technical and cost/price proposal) for the Export-Import Bank of the United States' ("EXIM Bank" or "Bank") Aviation Insurance Advisory Services requirement. The attached "Instructions to Offerors for Proposal Submission, Statement of Work (SOW), Evaluation, and Award and Additional Evaluation Criteria" provides details on the required submissions. Proposals must be signed by an official authorized to bind the offeror and it shall contain a statement that the proposal is firm for at least 90 days from the date set for receipt of offers, including any extensions thereof. The offer must set forth accurate and complete information as required by the solicitation and the "Instructions to Offerors for Proposal Submission, Evaluation, and Award."
We look forward to receiving your response.
Sincerely,
Josephine Chutta
Contracting Officer
INSTRUCTIONS TO OFFERORS FOR PROPOSAL SUBMISSION, EVALUATION, AND AWARD
Proposal Submission, Evaluation, and Award for the Export-Import Bank of the United States' Aviation Insurance Advisory Services Requirement
1. Submission
This is an unrestricted solicitation and is open to all contractors who wish to be considered for the Export-Import Bank's (EXIM Bank) Aviation Insurance Advisory Services requirement. EXIM Bank plans to award a Firm Fixed-Price, with a base year and four potential option year(s). A best value analysis will be used to determine the selection of Offeror(s) considering technical quality and price. The Government reserves the right to make award(s) without discussions.
The proposal due date is January 8, 2018. The original plus three copies of the proposal are due on or before 2:00 p.m. Eastern Standard Time on January 4, 2018.
EXIM Bank's mailing or courier address is: Export-Import Bank of the United States, 10th Floor, Room 1023, 811 Vermont Avenue, NW, Washington, DC 20571, Attention: Josephine Chutta, Contracting Officer. The phone number is: (202) 565-3475.
The deadline for questions is December 14. Submit questions prior to the deadline to Josephine.chutta@exim.gov. Only e-mailed questions will be accepted.
The successful contractor(s) will be required to complete registration in the System for Award Management (SAM), prior to award. Online access to the SAM is available at https://uscontractorregistration.com/sam-registration.
Additionally, Federal Acquisition Regulation (FAR) clause 52.212-4 Offeror Representations and Certifications - Commercial Items (August 2009) must be completed in accordance with the instructions in the clause and the applicable portions returned with your proposal.
2. Proposal Submissions and Evaluation Schedule
Event Responsibility Date
Issue Combined Synopsis/Solicitation Notice EXIM Bank 1 DEC 2017?
RFP Issued EXIM Bank 1 DEC 2017?
Cut-Off Date for Questions Offerors 14 DEC 2017?
Proposals Due Offerors 4 JAN 2018?
Briefing(s) Offerors TBD
3. Proposal Documents
Each offeror's proposal must contain the documents below:
a. Technical Approach: Offerors must address how they will meet the Export-Import Bank's Aviation Insurance Advisory Services requirement by submitting a Technical Proposal which addresses how the contractor will manage this requirement in accordance with the Statement of Work, or a letter of commitment must accompany any resume of an individual who is not an employee of the offeror at the time of proposal submission. Letters of commitment must reference dates of availability which correspond to the term of this contract. For Example: "I am available on two weeks' notice of the announcement of award which I understand could be anytime within the next ninety (90) days." "I intend to be dedicated to this contract throughout its twelve (12) month base period and also intend to be available for all option periods exercised by the Government, assuming mutually agreeable terms are realized between myself and EXIM Bank for my services for these periods."
b. Resumes: Resumes of key personnel must be submitted. There is no required format, but the offeror should use the resume to demonstrate the qualifications of proposed key personnel for their positions and their ability to satisfy EXIM Bank's requirements. Resumes shall include points of contact for all noted and relevant experience during the last four years, including the name and current phone number of clients or employers that can verify the performance of the proposed person. EXIM Bank may check references by phone as time allows.
c. Cost/Price Proposal: For Line Item 0001, the offeror shall provide a Work Breakdown Structure (WBS) which indicates firm fixed price with labor categories, and hourly rates proposed for this requirement in support of the N-T-E amount. Each offeror's proposal must include an explanation of proposed labor categories and rates. The explanation must clarify the composition of the estimated hours and labor rates by providing a cost breakdown. Line Item 0002 is a reimbursable line item for Other Direct Costs (ODC's). Line Item 0003 is an allowance for administrative costs (multiplier) associated with securing travel arrangements, expressed as a percentage to be applied to travel costs.
4. Down Select and Discussions:
EXIM Bank reserves the right to conduct a proposal down select and only hold discussions with the offeror(s) who best meet the solicitation evaluation criteria. Discussions will not be held with any offeror eliminated during the down select. EXIM Bank also reserves the right not to hold discussions with any of the offerors if the Contracting Officer determines that discussions are not necessary for this requirement.
5. Evaluation Criteria
The technical evaluation factors for award, in descending order of importance, are as follows:
• Management and Technical Approach
• Key Personnel
• Corporate Experience/Past Performance
• Organizational Conflict of Interest (Identification & Organization of)
• Cost
Non-price factors, when combined, are more important than price.
• Management and Technical Approach. The Management/Technical Approach shall be evaluated for its response time, quality of reports, quality of training requirements, customer satisfaction and evidence of the extent to which the Contractor's approach will achieve EXIM Bank's objectives. The evaluation will include an assessment that the approach used adheres to best management practices and reflects significant relevance to EXIM Bank's objectives and is customer focused. Evidence of the quality of the management/technical approach shall include the following:
(a) A sound approach to management that demonstrates the ability to aggressively identify and apply EXIM Bank requirements.
1. Have a proven track record of providing managed services under Fixed Price, Labor Hour type contracts.
2. Have transparent governance procedures that include a clear line of open and honest communication between the Contractor and Government personnel for timely problem identification, mitigation and resolution. Management approach should foster upon achieving shared goals and objectives.
3. A sound technical proposal that demonstrates how implementation of proposed services will deliver timely, reliable, secure, flexible, responsive, and compliant services/deliverables to meet the needs of EXIM Bank and its stakeholders.
• Key Personnel. EXIM Bank will evaluate the offeror on the experience, skills and qualifications of the proposed key personnel to successfully complete the requirements under the contract. EXIM Bank will evaluate the proposed key personnel's ability to successfully complete the requirements based on their recent past success and productivity on relevant projects.
• Corporate Experience/Past Performance. EXIM Bank will evaluate the relevance and applicability of the Offeror's corporate experience and past performance to the successful completion of the contract requirements. The offeror must demonstrate: (i) expert knowledge of and experience in the international aviation insurance industry representing lessors and financiers (including Export Credit Agencies) in complex financing structures; (ii) expert knowledge of the insurance requirements arising out of cross-border financing arrangements similar to those transactions in w which EXIM Bank is a participant; (iii) extensive experience working with non-U.S. airlines substantially similar to those in EXIM Bank's portfolio. The offeror must also include a list of references from recent contracts. EXIM Bank reserves the right to contact any reference to discuss contractor performance.
• Recent (3 years) and relevant past performance information of the contractor must include a description of the use of any subcontractors used to perform a contract. The applicant must also include a list of references from recent contracts. References whom the Government cannot contact due to inaccurate numbers will result in lower ratings. EXIM Bank reserves the right to contact any reference to discuss contractor performance. Additionally, EXIM Bank reserves the right not to check references.
• Organizational Conflict of Interest (COI). Any contractor (or member of its team and/or subcontractor) having a conflict of interest as defined under FAR Part 9.5 must identify the conflict as soon as it is known and provide a recommendation mitigation plan. Mitigation plans are required whenever a competing contractor has had unequal access to non-public information regarding EXIM Bank or has assisted the Government in previous EXIM Bank insurance requirements or evaluation criteria.
• Cost. EXIM Bank will evaluate the cost estimates provided by the applicants to assess the reasonableness of the estimates. The offeror's experience and proposed staffing as described above is more important than cost/price. EXIM Bank will award the contract to the applicant whose application represents the BEST VALUE to EXIM Bank.
6. Basis for Award
EXIM Bank plans to award a contract to the offeror whose proposal represents the best value to EXIM Bank. Technical factors are significantly more important than cost/price.
7. Price
As technical ranking becomes more equal among offerors, price increases in importance.
8. Data Release Restrictions
No Offeror shall disclose any technical or programmatic information that they receive about EXIM Bank or its systems (not already available to the public) without the specific approval of the Contracting Officer. All Offerors shall submit certification of their agreement not to disclose this information as a condition of award. The successful offeror will be required to sign EXIM Bank's standard non-disclosure form.
Offerors submitting restrictive data shall mark it in accordance with the FAR Clause 52.215-1 Instructions to Offerors - Competitive Acquisition.
9. Period of Performance
The total period of performance shall not exceed 60 months. The periods of performance are defined as follows:
Base Period: March 1, 2018 through February 29, 2019
Option Period I: March 1, 2019 through February 29, 2020
Option Period II: March 1, 2020 through February 29, 2021
Option Period III: March 1, 2021 through February 29, 2022
Option Period IV: March 1, 2022 through February 29, 2023
The Bank is not obligated to exercise option periods. Option periods will be exercised based on contactor performance and bona fide need.
10. List of Attachments
1. Standard Form 1449
2. Statement of Work
3. Non-Disclosure Agreement
Josephine Chutta, Phone 2025653475, Email josephine.chutta@exim.gov
