S&RTS - Ports of Virginia

Amendment / Modification

• The Response Due Date for the solicitation has been extended from 22 Oct 2025 to 18 Dec 2025.

• The following paragraphs within FAR 52.212-1 (Instruction to Offerors) have been modified:

  • Paragraph (b) "Submission of Offers" has been deleted and replaced with new "Proposal Preparation Instructions".
  • Paragraph (c) "Period of acceptance of offers" has been modified to state a minimum of 180 calendar days for acceptance.
  • Paragraph (e) "Multiple Offers" has been modified to state that multiple proposals with alternate terms will not be considered.
  • Paragraph (h) "Multiple awards" has been modified to state the intent to award one contract and restrictions on proposing less than specified quantities.

• New "Proposal Preparation Instructions" have been added, detailing:

  • The new due date: 18 December 2025, 10:00 AM Central Time (CT).
  • Proposal submission format (Times New Roman, 12-point font, 8.5" x 11" pages, single-sided, max page limits per part).
  • Submission via email to specified POCs, with file size limitations and confirmation requirements.
  • Required proposal components: Part I - Contract Documentation, Part II - Technical Worksheet, Part III - Price Proposal.
  • Specific instructions for completing SF 1449, SAM registration, and SF 30s.
  • Required Representations and Certifications (FAR and DFARS clauses).
  • Evaluation criteria for the Technical Worksheet (Subfactor A: Technical Worksheet (Attachment 5), Subfactor B: Mission Essential Plan (Attachment 3)).
  • Instructions for the Price Proposal (Schedule of Rates (Attachment 2)), including inputting rates, not using formulas, and quoting $0.00 for free items.
  • Requirement for a breakdown of costs and methods used to develop commodity and manhour rates.

• Solicitation/Contract Form (Response Due Date)

• Instructions, Conditions, & Notices to Offerors or Quoters (specifically FAR 52.212-1)

• Attachments referenced within the updated proposal preparation instructions (e.g., Attachment 2, 3, 5, 7).

• The proposal submission deadline has been extended to 18 December 2025.

• Offerors must adhere to the updated proposal preparation instructions, including format, content, and submission methods.

Form / Attachment / Pricing Sheet

This document, Attachment 4, serves as the Request for Proposal (RFP) Information and General Compliance Worksheet for Solicitation HTC71125RE128, concerning Stevedoring & Related Terminal Services (S&RTS) in Virginia. It guides offerors on the information and documentation required for their proposals.

• Company Information: Requires details such as Company Name, Address, Telephone, Email, Business Size (NAICS 488320), CAGE Code, SAM Number, Tax Identification Number, IBAN/SWIFT Code, Remittance Address (if different and registered in SAM), Primary and Alternate Points of Contact (POCs) with titles and contact information, Prompt Payment Discount, Proposal Validity Date (minimum 180 calendar days).
• Contract Documentation: Requires confirmation of active SAM registration by the proposal due date, and that the NAICS code 488320 is present in SAM.
• Representations and Certifications (Reps & Certs): Requires completion of specific FAR and DFARS clauses, including FAR 52.204-24, FAR 52.209-7, FAR 52.212-3 (with deviations), FAR 52.229-11 (including IRS Form W-14 if applicable for foreign persons), and DFARS 252.204-7017. Notes indicate when these clauses may not need to be completed if already addressed in SAM.gov.
• Ancillary Documentation: Large businesses must submit Attachment 6, Small Business Subcontracting Plan.
• Technical Proposal: Requires submission of Attachment 5, Technical Worksheet (max 15 pages), and Attachment 3, Mission Essential Plan (max 5 pages).
• Price Proposal: Requires submission of Attachment 2, Schedule of Rates (SOR), ensuring it's on the correct SOR (latest amended if applicable), unit prices are free of formulas, have two decimal places, and are completed for all quantities.
• Acknowledgments: Requires completion of specific blocks on SF1449 (Blocks 12, 17a, 30a, 30b, 30c, 17b if applicable) and SF30 (Blocks 8, 15a, 15b on each SF30), including signing and dating the SF1449 to indicate acceptance of terms.

This worksheet is critical for bidders to ensure all required company information, compliance documents, representations, certifications, and proposal components (technical, mission essential, and price) are accurately completed and submitted by the deadline. Failure to complete these items as instructed may result in a non-compliant proposal.

Solicitation / RFP / RFQ

This document is a synopsis notifying interested parties of the anticipated issuance of a solicitation for Stevedoring and Related Terminal Services (S&RTS) in Virginia. The United States Transportation Command (USTRANSCOM) Acquisition (AQ) office intends to award a single, fixed-rate schedule Indefinite Delivery, Indefinite Quantity (IDIQ) contract.

• The contract will cover Stevedoring and Related Terminal Services.

• It will be a five-year ordering period.

• Contract Type: Indefinite Delivery, Indefinite Quantity (IDIQ) with a fixed-rate schedule.

• Period of Performance: February 21, 2026 – February 20, 2031.

• Includes FAR clause 52.217-8, Option to Extend Services.

• Acquisition conducted under FAR Part 15 (Contracting by Negotiation) and FAR Part 12 (Acquisition of Commercial Items).

• An RFP is expected to be available on SAM.gov on or about September 22, 2025.

• Proposals will be evaluated using factors identified in the RFP.

• Award will be made on the basis of Lowest Price Technically Acceptable (LPTA).

• Noncompliance may lead to proposal elimination.

• Not specified in this synopsis.

• No hardcopies of the solicitation will be issued.

• Responsible sources may submit a proposal.

• Points of Contact are Katherine Alexander (Contract Specialist) and Douglas Otten (Contracting Officer).

Solicitation / RFP / RFQ

This solicitation seeks proposals for Stevedoring and Related Terminal Services (S&RTS) for the U.S. TRANSCOM. The contract will be an Indefinite Delivery/Indefinite Quantity (IDIQ) type.

• Provide Stevedoring and Related Terminal Services (S&RTS).

• Services are to be performed according to Attachment 1, Performance Work Statement (PWS).

• Billing is to be in accordance with Attachment 2, Schedule of Rates (SOR).

• Contract Type: Firm Fixed Price.

• Ordering Period: 5 Years, from 21 February 2026 to 20 February 2031.

• Option to Extend Services: A six-month extension is possible, extending the period to 20 August 2031.

• Minimum Order Value: $2,500.00 for the first twelve (12) months.

• Maximum Contract Value (Ceiling): Total contract award amount plus a 25% increase.

• Proposal Submission Deadline: 22 October 2025, 10:00 AM Central Time (CT).

• Proposals must be submitted via email.

• Evaluation Criteria: Lowest Price Technically Acceptable (LPTA).

• Evaluation will be based on Technical Worksheet (Attachment 3 & 5) and Price Proposal/Schedule of Rates (Attachment 2).

• Technical proposals must be rated Acceptable.

• Pricing will be evaluated for fairness and reasonableness.

• The acquisition is currently UNRESTRICTED.

• NAICS Code: 488320, Marine Cargo Handling.

• Size Standard: $47,000,000.

• The solicitation incorporates FAR clauses by reference, including 52.212-1, 52.212-3, and 52.212-5.

• DFARS clauses are also incorporated by reference.

• Attachments include: Performance Work Statement, Schedule of Rates, Contractor Plan for Continuation of Essential Contractor Services, RFP Information and General Compliance Worksheet, Technical Worksheet, Small Business Subcontracting Plan, and Wage Determination.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for Stevedoring and Related Terminal Services (S&RTS) for the "Ports of Virginia" (Norfolk International Terminals, Hampton Roads Harbor, Newport News Marine Terminal).

• Provide comprehensive stevedoring and longshoring services for the import and export of U.S. Military cargo.

• Services include vessel and terminal operations, cargo management, staging, documentation, and warehousing.

• Cargo types include military vehicles (up to 150,000 lbs), containerized and breakbulk cargo of all sizes, hazardous materials, sensitive, controlled, and refrigerated cargo.

• Operations are to be conducted 24 hours a day, seven days a week, 365 days a year.

• Services must be performed in a manner consistent with "Safety, Efficiency, and Customer Service."

• Specific performance requirements and metrics are detailed in the Performance Requirements Summary (PRS) and Quality Assurance sections.

• Ports of Virginia (Norfolk International Terminals, Hampton Roads Harbor, Newport News Marine Terminal).

• The PWS covers the full spectrum of ocean terminal operations.

• Security: Personnel screening, ground rules, access control, and adherence to DoD security regulations are mandatory.

• Safety: Comprehensive safety program, including a Safety Program Manager, accident prevention, and adherence to OSHA and DoD standards for equipment and personnel.

• Contract Administration: Requirements for contract managers, ordering services, task orders, reconciliation, and invoicing are detailed.

• Environmental: Emergency response procedures, hazardous material handling, and spill contingency plans are required.

• Personnel: Contractor must provide qualified personnel, including drivers/operators, crane operators, and riggers, with appropriate certifications and licenses.

• Equipment: Contractor must provide necessary Contractor Furnished Equipment (CFE) and Material Handling Equipment (MHE), including specialized equipment for various cargo types and operations.

Form / Attachment / Pricing Sheet

This document, "Attachment 2 - Schedule of Rates (SOR).xlsx", provides detailed definitions for units of measure, commodity handling methods, container and vehicle definitions, and a breakdown of estimated costs for various stevedoring and related terminal services at The Ports of Virginia. It serves as a pricing sheet and reference for potential bidders.

• Definitions: Clarifies units of measure (e.g., MTON, HR, DY), commodity handling methods (LO/LO, RO/RO, TO/TO), and specific definitions for container types (e.g., Break-Bulk, Milvan, ISO) and vehicle weight classes (Medium, Light, Heavy).
• Schedule of Rates: Outlines estimated costs for different service categories including Load/Discharge Vessel, Load/Discharge Rail, Load/Discharge Trucks, Extra Labor, Detention, Overtime Differentials, Minimum Time, Equipment Rental, Facilities, and Miscellaneous expenses.
• Period of Performance: The contract period is from 2026-02-21 through 2031-08-20, including a 6-month extension option.
• Estimated Value: The total estimated value for the 5-year period plus the extension is $231,000.00, with a 25% ceiling of $57,750.00, bringing the total cost to $288,750.00.

This document is crucial for bidders as it details the specific services required, the units of measure for those services, and the estimated quantities and associated costs. Bidders must use this information to understand the pricing structure and to prepare their own cost proposals accurately for the stevedoring and related terminal services at The Ports of Virginia.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Contractor Plan for Continuation of Essential Contractor Services," requires offerors to submit a written plan detailing how they will continue to perform essential contractor services during periods of crisis, as mandated by DFARS 252.237-7024.

The plan must, at a minimum, address the following:

• Continuity of Operations: Describe how essential contractor services listed in Attachment 1 (Performance Work Statement) will be continued during crisis periods.
• Personnel and Resource Acquisition: Identify provisions for acquiring essential personnel and resources for continuity of operations for up to 30 days or until normal operations resume.
• Challenges: Address challenges in maintaining essential services during extended events (e.g., pandemics).
• Time Lapses: Detail the time lapse between initiating the acquisition of essential personnel/resources and their actual availability.
• Personnel Preparedness: Outline components, processes, and requirements for identifying, training, and preparing personnel for relocation or remote work.
• Alert and Notification: Describe alert and notification procedures for mobilizing identified "essential contractor service" personnel.
• Communication: Explain the approach for communicating expectations to contractor employees regarding their crisis roles and responsibilities.

Offerors must provide a specific and detailed plan addressing these minimum elements to ensure continuity of operations during crisis periods for the specific ports associated with this requirement. This plan is a mandatory submission with the offer.

Form / Attachment / Pricing Sheet

This document, "Attachment 5 - Technical Worksheet," is a required form for Offerors responding to Request for Proposal HTC71125RE128. It requires bidders to detail their technical approach to meeting the requirements outlined in Attachment 1, the Performance Work Statement (PWS).

• Submission Rules: The entire submission based on this worksheet must not exceed 15 pages. Offerors must provide convincing rationale and not simply restate PWS requirements. Standard procedures require specific descriptions of how requirements will be met.
• Page Limits: Attachments like port certifications, licensing, permits, photos, and MHE lists do not count against the 15-page limit.
• Translations: Certified English translations are required for foreign language documents.
• Completeness: Failure to complete the document or attach requested documents may result in ineligibility for award.
• Ratings: The worksheet will be rated Acceptable or Unacceptable. An "unacceptable" rating on any question results in an overall "unacceptable" rating.
• Questions: The worksheet includes specific questions regarding:
  1. Labor: Ability to provide qualified labor for port support, flexible start times, multiple work sites, and 24/7 operations.
  2. Equipment: Ability to secure, provide, and maintain Material Handling Equipment (MHE), cargo-moving gear, ramps (up to 70 Ton), and heavy tow equipment (up to 150,000 Lbs).
  3. Certifications/Port Access: Proof of HAZMAT certifications for at least two personnel and valid business licenses/work permits for all named ports.

This worksheet is critical for bidders to demonstrate their understanding of and capability to meet the PWS requirements. It directly impacts the technical evaluation and potential for award. Offerors must carefully address each question with specific details and supporting evidence as required.

Form / Attachment / Pricing Sheet

This document is Attachment 6, a template for a Small Business Subcontracting Plan required for the Request for Proposal HTC71125RE128. It provides guidance and a structure for large business concerns (offerors) to detail their plans for subcontracting with small businesses and other categories of small business concerns. The plan must be compliant with FAR Clause 52.219-9 and DFARS Clause 252.219-7003.

• Definitions: Outlines different types of subcontracting plans (Commercial, Comprehensive, Individual, Master).
• Plan Requirements: Details the necessary components for both Individual and Commercial Subcontracting Plans, including:
  • Identification Data (Company Name, UEI, CAGE Code, etc.)
  • Type of Plan selection
  • Goals (expressed in dollars and percentages for various small business categories: SB, SDB, VOSB, SDVOSB, HUBZone, WOSB)
  • Method for developing goals
  • Method for identifying potential sources
  • Inclusion of indirect costs
  • Program Administrator details
  • Efforts to ensure equitable opportunity for small businesses
  • Assurances of clause inclusion and flow-down
  • Reporting requirements (eSRS)
  • Recordkeeping procedures
  • Good faith efforts
• Submission Instructions: Explicitly states that the introductory pages (General Information, Definitions, Other Relevant Facts) and the example page should be removed before submission.

Offerors classified as large businesses are required to complete and submit this subcontracting plan as part of their proposal. The plan details how the offeror intends to utilize small businesses for subcontracting opportunities. It requires specific goal setting and outlines the methods the offeror will use to identify, solicit, and award subcontracts to various categories of small businesses. This document is critical for demonstrating compliance with small business utilization requirements and will be reviewed for acceptability prior to award.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (Wage Determination No.: 2015-4341, Revision No.: 31) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations under contracts subject to the Service Contract Act.

• Lists specific occupational codes and titles.
• Provides the corresponding minimum hourly wage rate for each occupation.
• Includes footnotes indicating specific conditions or applicability for certain rates (e.g., ***, see 1, see 2).
• Details applicable Executive Orders (EO 14026 and EO 13658) and their minimum wage requirements for contracts entered into or renewed on or after January 30, 2022.
• Specifies required fringe benefits, including Health & Welfare rates and Vacation policies.
• Outlines conditions for hazardous pay differentials and uniform allowances.
• Describes the conformance process for additional classifications not listed in the determination.

This document is crucial for bidders to understand the labor costs associated with performing services under the contract. Bidders must ensure their proposed wages and fringe benefits meet or exceed the rates specified in this wage determination to comply with the Service Contract Act. Failure to comply can lead to penalties. The document helps bidders accurately estimate labor costs and assess the financial viability of bidding on the opportunity.