1_Combined Synopsis and Solicitation (CSS) with addendum 05FEB2025.pdf

Combined Synopsis/Solicitation Vermont National Guard Yellow Ribbon Event 08 MAR 2025

W912LN-25-Q-A012

Using FAR 13.1 and FAR Part 12 Procedures

1. This is a Request For Quote (RFQ) for solicitation number W912LN-25-Q-A012. This solicitation is 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; quotations are being requested and a written solicitation will not be issued.

1.1. The combined synopsis is issued as a Request for Quotation (RFQ) / under solicitation number: W912LN-25-Q-A012.

1.2. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03 dated 03 JAN 2025 as well as the Defense Federal Acquisition Regulations Supplement (DFARS).

1.3. Small Business set-aside: 100%

1.4. NAICS Code: 721110. Applicable Size Standard: $40.0M

1.5. Posting Date: 05FEB2025. Questions due by 16:00 hours Eastern Time (ET) on 06FEB2025. Questions received after that time will not be answered. Answers provided on or about 08FEB2025.

1.6. Response Date: 10:00 a.m. ET, 12FEB2025.

1.7. Contracting Office: USPFO-P&C-VT; Building 3 Camp Johnson, Colchester Vermont 05446.

1.8. Government Points of Contact: Contracting Officer: kathleen.b.oneill.civ@army.mil and Contract Specialist: kimberly.a.swasey.civ@army.mil

1.9. A list of line-item number(s) and items, quantities, and units of measure:

CLIN

DESCRIPTION QUANTITY UNIT OF

ISSUE

UNIT

PRICE

TOTAL

PRICE

0001 Post-Deployment Yellow Ribbon Event – PoP 08 MAR 2025 – including facilities, setup and breakdown, wireless internet, meal service* and snacks as set forth in the Performance Work Statement

1 JOB

*Quoted price shall include a price per meal breakout in order for the government to ensure it does not exceed the per diem rate as provided in the PWS paragraph 5.2.1.

2. DESCRIPTION: The Vermont Army National Guard has a requirement for a venue and support for a post-deployment Yellow Ribbon event on 08 MAR 2025, including facilities, setup and breakdown, wireless internet, meal service and snacks as set forth in full in the attached documents.

Attachments include Performance Work Statement (PWS), relevant Clauses and Provisions (CLSExport), Pricing Schedule, and National Guard Protest Procedures.

2.1. Provision 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, and addendum applies to this acquisition. For convenience, the 52.212-1 addendum is provided below and includes Quote Submission Instructions.

2.2. Provision 52.212-2, Evaluation-Commercial Products and Commercial Services applies to this acquisition.

2.3. Offerors shall include a completed copy of 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services and 52.212-3 mailto:kathleen.b.oneill.civ@army.mil mailto:kimberly.a.swasey.civ@army.mil

Alternate 1 (FEB 2024) with its offer.

2.4. FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services applies to this acquisition.

2.5. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Products and Commercial Services, applies to this acquisition.

2.6. Additional contract provisions and clauses are applicable and included below as necessary.

2.7.Defense Priorities and Allocations Systems (DPAS) Rating: Not applicable

***Addendum to FAR 52.212-1***

1. QUOTE/SUBMISSION INSTRUCTIONS

1.1. Submission Due Date. The offeror must ensure its quote, in its entirety, is submitted via email before the date and time set for closing of the solicitation. The submission due date for this solicitation is as stated in paragraph 1.6 on page 1 of this document.

The lateness rules for submitted quotes are outlined in FAR 52.212-1 "Instructions to Offerors- Commercial Items" above and are incorporated into this solicitation.

1.2. Submission. The quote submitted in response to this solicitation shall be formatted as stated below and furnished via email to the government points of contact specified on page 1, paragraph 1.8 of this document. The quote shall only be submitted as described.

1.3. Quote Compliance. The Government must have received from the offeror a fully compliant quote. The quote is compliant when it conforms to all of the requirements, terms, and conditions of the solicitation, including the Performance Work Statement and does not attempt to impose additional terms and conditions.

1.4. Quote Acceptance. FAR 52.212-1(c) is hereby tailored for this solicitation: The contractor shall specify a quote acceptance period in the quote Summary of not less than 60 days from the date of the solicitation closing. This date may be extended by mutual agreement. The contractor shall make a clear statement in the quote as to the expiration date of the quote and the stated expiration date shall be valid for all proposed subcontractors as well.

1.5. Quote Retention. In accordance with FAR Subpart 4.8, Government Contract Files, the Government will retain one copy of all unsuccessful quotes.

1.6. Single Quote Submission. FAR 52.212-1 is hereby tailored to remove subparagraph (e) which does not apply to this solicitation. Offerors are limited to submitting one quote with one approach to meeting all the requirements of this solicitation. Quotes that contain alternative terms and conditions will be considered as taking exception to the requirements of the solicitation.

1.7. All or None. FAR 52.212-1(h) is hereby tailored for this solicitation: Offers in response to this solicitation must be submitted for all the requirements identified in the solicitation. Offers submitted for less than all the requirements called for by this solicitation may be rejected or ineligible for award.

1.8. The offeror shall mark the title page with the following legend:

This quote includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed -- in whole or in part -- for any purpose other than to evaluate this quote. If, however, a contract is awarded to this offeror as a result of -- or in connection with --the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Government’s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [offeror shall insert numbers or other identification of sheets];

and

1.9. The offeror shall mark each sheet of data it wishes to restrict with the following legend: Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this quote.

2. QUOTE FORMAT

2.1. This section provides guidance to the offeror for preparing quote in response to the solicitation.

The offeror’s quote shall include all data and information required by this solicitation and submitted in accordance with these instructions. Any contract resulting from this effort shall be required to meet United States Government regulations and statutory requirements. In addition, the offeror is expected to ensure compliance with all laws, regulations, standards, and any other constraints specifically identified in the solicitation.

2.2. The quote submitted in response to the solicitation shall be formatted as stated below and furnished as stated herein. The acceptable electronic formats for quotes shall be compatible with MS Office 2016 or Microsoft 365, (specifically MS Word and MS Excel) and/or PDF format.

The quote shall be labeled with the solicitation number. This number can be found on page one of this combined solicitation and synopsis. Label shall also include the name, address, and telephone number of the Offeror. All volumes shall be electronic files and not be password protected.

2.3. Offerors shall scan all files for computer viruses prior to submission to the Government.

2.4. Quotes may not include classified information. All quotes shall be at the UNCLASSIFIED level.

Every submission must be properly identified and marked with the proper security classification.

3. QUOTE CONTENT AND ORGANIZATION

3.1. The offeror shall prepare the quote as set forth in Table 1, Quote Organization Table. The completion and submission to the Government of documents identified in Table 1, Quote Organization Table, shall constitute an offer and shall indicate the offeror’s unconditional consent to the terms and conditions of the solicitation.

TABLE 1 PROPOSAL/QUOTE ORGANIZATION TABLE

VOLUME SECTION TITLE COPIES PAGE LIMIT

Cover Letter – Not Evaluated Proposal/Quote Summary – Not Evaluated Organizational Conflict of Interest (OCI) – Not Evaluated

1 – electronic (Word or PDF) Unlimited

2 Factor 1: Technical Approach 1 – electronic (Word or PDF)

1 page/referenced contract, in specified tabular format

Factor 2: Past Performance 1 – electronic (Word or PDF)

Up to 1 additional page per reference, in specified tabular format (PWS and SOWs do not count towards the page limit)

4 Factor 3: Price Proposal/Quote 1 – electronic (Excel, Word and/or PDF)

Unlimited

3.2. The quote shall not contain citations for, or active links to live Internet sites or pages. All linked information shall be contained within the electronic quote. Any linked information that is not contained in the quote will not be accepted.

4. QUOTE DOCUMENTS

4.1. Quotes shall be clear and concise and include sufficient detail for effective evaluation. The offeror shall not simply rephrase or restate the Government’s requirements but shall provide a discussion of how the offeror intends to meet those requirements. The offeror should assume the Government has no prior knowledge of its capabilities and experience. The Government will base its evaluation on the information presented in the offeror’s quote in response to this solicitation, except as stated in the past performance evaluation section.

4.2. Quotes are to be structured in accordance with the Contract Line Item Number (CLIN) structure set forth in paragraph 1.9 on pages 1 and 2 of this solicitation.

4.3. QUOTE SUMMARY (Volume 1) shall include the following information in the format provided:

Solicitation No. W912LN-25-Q-A012 Date submitted Offeror’s name Offeror’s address Offeror’s CAGE* code, and Unique Entity ID

(UEI)

CAGE code:

UEI:

Contact information for Offeror’s quote Point(s) of Contact

Name:

Phone #:

Email address:

Quote Acceptance Period Quote is valid through:

Statement of Intent re Subcontracting The offeror ☐ DOES ☐ DOES NOT intend to subcontract all or part of the work

∗ If an offeror does not have a CAGE code at the time offers are due, the quote may be submitted without a CAGE code, but the CAGE code must be provided to the government as soon as possible.

The government cannot award to a vendor who has not provided a CAGE code by the time of award.

CAGE codes are obtained by registration at https://sam.gov. Registration is free but can take a while to process. Vendors not already registered, or who need to update their registration, are advised to start the process as soon as possible.

4.4 Statement Regarding Intent to Subcontract. As noted in the table above, offerors shall expressly state whether they do or do not intend to subcontract any portion of the work. If the offer does intend to subcontract, the offeror shall provide:

• Address, CAGE code, and Unique Entity IDs for each proposed subcontractor

• A description of the work to be subcontracted

• Whether the offeror has secured a written commitment from the identified subcontractor to proceed if the offeror is awarded a contract pursuant to this RFQ; if so, the offeror shall provide a copy of document

4.5. Signature Actions/offeror Fill-Ins. Offerors shall submit a copy of all completed fill-ins for provisions and clauses requiring contractor provided information, and (if applicable) a signed copy of all amendments to the solicitation. System for Award Management (SAM) certifications need not be separately submitted; however, all offerors must be successfully registered and valid in SAM from the time of quote submission through award.

4.6. Statement of Acknowledgement. A statement specifying the extent of agreement with all terms, conditions, and provisions of the RFQ, and a statement of agreement to furnish and deliver the items or perform services set forth in the RFQ in consideration for offeror’s proposed price(s) set opposite each item.

Any exceptions taken to the attachments, exhibits, enclosures, or other solicitation terms, conditions, or documents may be grounds for the Contracting Officer to reject the quote from further consideration in the source selection process.

4.7. Assumptions. The offeror shall consolidate and identify all offeror's generated "assumptions" contained anywhere in the quote. Also, the offeror shall include a statement that none of the "assumptions" contradict or take exception to any terms, conditions, or requirements of the solicitation. Any exceptions taken to the attachments, exhibits, enclosures, or other solicitation terms, conditions, or documents may be grounds for the Contracting Officer to reject the quote from further consideration in the source selection process.

5. TECHNICAL APPROACH (Volume 2) REQUIRED CONTENTS

5.1. Contractor’s Technical Volume shall include a discussion of its plan to address Performance Work Statement (PWS) Sections 4.0 and 5.0, sufficient to establish that the offeror comprehends each component of the requirement and has the capability and intention to satisfy it in full. Offers shall specifically focus on:

https://sam.gov/

Factor 1: Facilities

Factor 2: Staffing

Factor 3: Menu

5.2. The Technical Approach volume shall not include any pricing data relating to the current solicitation.

6. PAST PERFORMANCE (Volume 3) REQUIRED CONTENTS

6.1 The offeror may submit information regarding up to three (3) similar contracts on which performance occurred within 3 years of this solicitation:

Contract Number (and DO/TO # if applicable) Contract Type (e.g., firm fixed price, cost reimbursement)

Estimated Annual Value of Contract Total Value of Contract with any Options Delivery Date(s) or Period(s) of Performance Contracting Office address and phone # Individual Point of Contact (POC) for purposes of confirming offeror’s work on the contract and evaluating the quality of performance (contact information must be confirmed to be current/ valid at the time of quote submission)

Name:

Phone #:

Email Address:

Did the scope of the contract include providing lodging services

☐ YES ☐ NO

On this effort, was the offeror the Prime Contractor with no Subcontractor, Prime Contractor with a Subcontractor, or Subcontractor?

☐ Prime Contractor, no Subcontractor ☐ Prime Contractor with a Subcontractor ☐ Subcontractor

A description of the scope, magnitude of effort, and complexities of effort called for on the contract, sufficient to support a conclusion that the offeror’s performance on that contract has relevance to the current effort:

6.2 It is the offeror’s responsibility to provide sufficiently detailed, thorough and complete past performance information that the Government may evaluate its Past Performance. Failure to provide the information requested above may result in an assessment that the offeror does not possess a record of recent and relevant past performance. Since past performance is an evaluation factor for source selection purposes, the offeror should present its past performance information in a clear and complete manner.

6.3 The Government does not assume the duty to search for data to cure defects it finds in quotes.

6.4 The offeror may also be evaluated based on other internal Government or private source information.

The Government may utilize the Contract Performance and Rating System (CPARS) and/or Supplier Performance Risk System (SPRS) to search for recent and relevant offeror performance and ratings and may send questionnaires to previous customers. If the offeror is aware of negative past performance and wishes to offer mitigating information, that information should be submitted as part of the offeror’s initial quote. In the absence of discussions, the offeror will not have another opportunity to provide it prior to source selection.

6.5 The Government will conduct an in-depth evaluation of all recent performance information to determine how closely the services performed under those contracts relate to the management and technical requirement(s) of the current effort. Consideration will be given to similar service, similar complexity of the effort, breadth and depth of skills, similar contract scope, magnitude of effort, and complexity, type, and schedule. In addition, consideration will be given to any quality awards or certifications that indicate the offeror has a high-quality process for developing and producing the services required by this acquisition.

6.6 The Past Performance volume shall not include any pricing data relating to the current solicitation.

7. PRICE (Volume 4) REQUIRED CONTENTS:

7.1. Price Quote Format.

7.1.1. Electronic spreadsheet files (Workbooks) shall be sent in MS Excel 2016 or Microsoft 365 compatible format, and include all formulas, functions, macros, computations, or equations used to compute the proposed amounts. There can be no cell references to data or files which are not included in the Price Volume. For each Workbook, all Rows, Columns, Cells and Worksheets must be Visible (object.Visible=True). Zero height/Zero width rows/columns in Worksheets are not acceptable. Worksheet cells formatted with the Font color equal to the Fill color are unacceptable. Workbooks or Worksheets shall not be password protected. Print image files or pictures (for example a picture of an Excel spreadsheet embedded in a word document) or files containing only values are not acceptable.

7.1.2. The price quote shall contain:

7.2.1. Data substantiating the per-person price used to calculate the total price for the event and a narrative basis of estimate (BOE) with sufficient factual information to establish that the proposed price is reasonable and complete for the total requirement.

7.2.2. Subcontractor Price Submission. Subcontractor price quote information (if any) should be submitted and included as part of the prime offeror’s quote submission. In the event that a subcontractor declines to provide complete price quote to the offeror, that subcontractor’s quote information may be submitted by the subcontractor directly to the Government using the same submission instructions noted above. Such submissions shall arrive at or prior to the due date for quote noted on page 1 of this solicitation.

7.3. Discount for prompt payment – if any

7.4 In accordance with FAR 13.106-3(a), in addition to the information requested above, the Government reserves the right to request additional or more detailed information to support its evaluation of price reasonableness.

EVALUATION FACTORS FOR AWARD

1. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers (not in any order of priority):

1.1. Technical Approach

1.2. Past Performance

1.3. Price

2. Basis for Award

2.1. The Government intends to award a single Firm-Fixed Price (FFP) Contract as a result of this solicitation.

2.2. Per FAR 9.103, the contract will be placed only with an offeror that the Contracting Officer determines to be responsible, that is, those who can satisfactorily deliver the required products.

Prospective offerors, in order to qualify as sources for this acquisition, must be able to demonstrate that they meet standards of responsibility set forth in FAR 9.104. In addition, the Government may assess the offeror’s financial ability to meet the solicitation requirements. No award can be made to an offeror who has been determined to be not responsible by the Contracting Officer.

2.3. Consistency. Each section of the offeror’s quote shall be consistent within the quote.

2.4. Completeness. The Government’s ability to evaluate a quote may depend on the level of detail and supporting documentation provided. Insufficient supporting documentation or detail in a quote may prevent the Government from evaluating a quote.

3. EVALUATION OF TECHNICAL APPROACH

3.1 Evaluation of this factor will assess the offeror's understanding of the requirements and risk of unsuccessful performance of the proposed approach to providing the required facilities, setup and breakdown requirements, wireless internet, meal service and snacks as set forth in the PWS. Focus shall be on:

Factor 1: Facilities

Factor 2: Staffing

Factor 3: Menu

4. EVALUATION OF PAST PERFORMANCE

4.1. The Government will evaluate the offeror’s past performance to determine the likelihood that the offeror will successfully perform the required effort described in the PWS.

4.2. The offeror will be evaluated on past contract performance information utilizing information provided by the offeror and internal Government or private source information. The Government may contact any references the offeror may provide and reserves the right to use any information received as part of its evaluation.

4.3. In evaluating the offeror's performance history, the Government shall consider data available in the statistical reporting module of the Supplier Performance Risk System (SPRS) regarding the supplier’s past performance history for the product service code X1AB. Procedures for the use of SPRS in the evaluation of quotations or offers are provided in the SPRS User's Manual available under the references section of the SPRS website at https://www.ppirssrng.csd.disa.mil.

4.4. In the case of a supplier without a record of relevant past performance history in SPRS for the PSC of the supplies/services being purchased, the contractor may not be evaluated favorably or unfavorably for its past performance history.

5. EVALUATION OF PRICE FACTOR

5.1. Evaluation of price will be performed using one or more of the price analysis techniques in FAR 13.106-3. Through these techniques the Government will determine whether prices are reasonable, complete, and are not unbalanced.

5.1. Reasonableness. The Government will evaluate the price reasonableness of the offeror’s proposed prices to ensure that in its nature and amount, it does not exceed what would be incurred by a prudent person in the conduct of competitive business. The Government shall employ price analysis techniques in accordance with FAR 13.106-3 to determine that a proposed price is fair and reasonable.

5.2. Completeness. The Government reserves the right to conduct discussions with offerors, but discussions are not anticipated or intended. Since discussions are not anticipated or intended, the Government requires complete quotes with respect to price. A complete quote will include all information required by this solicitation.

5.3. Unbalanced Pricing. Offerors should note that pricing will be carefully reviewed to detect whether quotes are unbalanced between line items, as well as unbalance between periods.

Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more line items is significantly over or understated as indicated by the application of cost or price analysis techniques. Unbalanced offers may be determined unacceptable.

http://www.ppirssrng.csd.disa.mil/

***Addendum to FAR 52.212-1***