RFQ Section 6 Instructions to Offeror.pdf

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SECTION 6: Instructions to Offeror

1. COMMITMENT OF GOVERNMENT TO AWARD A PURCHASE ORDER

This solicitation does not commit the Government to award a Purchase Order.

2. ALTERNATE PROPOSAL INFORMATION

Alternate proposals are not solicited, are not desired, and shall not be evaluated.

3. OFFER ACCEPTANCE PERIOD

The Offeror shall indicate an offer acceptance period of not less than 90 calendar days.

4. COMMUNICATIONS

(a) All communications concerning the solicitation, including any of a technical nature, shall be made by email through the Contract Specialist, jose.l.marin@dea.gov. All questions, technical or otherwise, in response to this solicitation shall be in writing and received by the Government on or before March 5, 2025 by 10 AM Eastern Time. Questions shall identify the applicable section, page number and paragraph. The Government will provide to all Offerors a list of all questions received with the Government responses in the form of an amendment to the RFP. The Government will not consider questions received after this date.

5. TIME, DATE AND PLACE FOR SUBMISSION OF QUOTE

One (1) original of the technical proposal (Volume 1) and one (1) original of the business proposal (Volume II) for each of its Technical and Business Proposals in a Microsoft Office Compatible format are due by email to jose.l.marin@dea.gov on or before March 17, 2025 by 10 AM Eastern Time.

6. COMPLIANCE WITH INSTRUCTIONS

When evaluating an Offeror’s capabilities to perform the prospective contract, the DEA will also consider compliance with these instructions. The Government will consider Offeror’s noncompliance with these instructions, or any attempt to evade the requirements imposed by these instructions, as indicative of conduct the Government may expect from the Offeror during the contract performance. The Government reserves the right to treat noncompliance with these instructions as a risk, and may treat such a risk as grounds to eliminate any offer from award consideration.

mailto:jose.l.marin@dea.gov

7. PROPOSAL PREPARATION INSTRUCTIONS-GENERAL

(a) Quote shall conform to the Request for Proposal (RFP) provisions and be prepared in accordance with this section.

(b) Quote shall be clearly marked with the RFQ number and title. The Offeror shall submit its complete proposal in Microsoft Office compatible file to jose.l.marin@dea.gov.

(c) The following SF18 blocks must be filled in by the Offeror: 13-16 (include DUNS/UEI) codes and authorized representative email/phone number); for a valid proposal submission.

(d) Proposal shall be submitted in electronic format, and must be clearly and concisely written, neat, indexed, and logically assembled. The quote shall be prepared in two separate volumes: Volume 1. Technical Proposal; Volume 2. Price Proposal. Offeror is cautioned that evaluation of each volume will be conducted independently. Therefore, if the required content is not present in the volume being evaluated, it will not be considered.

a. Technical Proposal (Volume 1) - General – The Technical Proposal shall address the requirements of the Specifications. It shall indicate the Offeror’s capabilities and the means to be used to satisfy the requirements of the product Specifications.

It will be evaluated in accordance with evaluation factors. The proposal shall be specific and complete in every detail. The proposal shall be typed, double-spaced, with one-inch margins, using Times New Roman font, 12 pitch type (or Equivalent) and printed, unreduced in size, cm 8 1/2” by 11” page, not exceeding 20 pages, single sided. Any pages in excess of the page limitation will be disregarded and will not be included in the proposal evaluation.

b. Price Quote (Volume 2) - Price quote shall include a unit price for each and every CLIN, on an all or none basis, multiplied by the estimated quantity per CLIN and sum of all CLINs per year in accordance with the Schedule of Supplies listed in Exhibit 1—Pricing Sheet. The Government shall determine price reasonableness based on the total price for the base year plus all four option years.

(e) The Offeror shall further organize their technical proposal to address the following evaluation criteria: Factor 1—Technical Capability, and Factor 2 – Past Performance.

8. TECHNICAL PROPOSAL (VOLUME I) INSTRUCTIONS

Technical proposals are to be prepared in a format that will facilitate the evaluation.

Accordingly, proposals shall be structured in such a way as to address, separately, each of the evaluation factors specified below.

Factor 1: Technical Capability:

Offeror shall demonstrate in detail its technical capability to accomplish the Government’s tasking’s referenced in Section 3.0 of the Statement of Work is specific, detail Section 3 to conduct Janitorial Services for DEA Miami Field Division.

Factor 2: Past Performance

The government will evaluate the list of up to 3 contracts provided by the Offeror with past performance history from the past 3 years that is similar to this requirement displaying their ability to provide services referenced in the SOW. The government will evaluate if the Offeror has provided sufficient information to facilitate the Government’s considerations of this factor and if the Offeror shall convincingly demonstrated in writing that the listed references are similar in size, scope and complexity to the requirements of this solicitation. The government will contact the Offeror's references, as needed, to confirm past performance i.e. work performed and real results (on time, within cost, and quality of performance).

9. BUSINESS PROPOSAL (VOLUME II) INSTRUCTIONS

PRICE QUOTE

The Offeror shall propose a price per line item number (CLIN) and fill in the unit prices on the government provided located on the Standard Form 18/Schedule Of Supplies/ Services. The pricing sheet shall calculate the extended totals and grand total for each year and all five years (base and four options). The Offeror’s unit prices shall include all direct and indirect costs associated with the item or other services not separately priced including profit.

OTHER BUSINESS INFORMATION TO BE FURNISHED:

(a) Company Information

(b) Business size

(c) Offeror Representations and Certifications-Commercial Items (UEI # for

SAM).

(d) NAICS code

(e) Terminations. List any contract(s) terminated (partial or complete) within the past 5 years and basis for termination (convenience, default, or no cost settlement). Include the contract number, name, address, and telephone number of the terminating officer.

(f) DEA-2852.209-70 – Organizational Conflicts of Interest. Provide any disclosure/description of the actions that the Offeror has taken, or proposes to take in order to avoid, mitigate, or neutralize the risk to the Government in case of a potential conflict.

SECTION 7: Evaluation and Basis for Award

1. EVALUATION OF PROPOSALS--GENERAL

(a) It is the Government's intention to award a Purchase Order to the Quoter whos whose quote is considered most advantageous to the Government, considering the factors listed and price. Evaluation is performed to determine the Offeror's understanding of the work to be performed, approach, potential for completing the work as specified in the solicitation and price reasonableness.

(b) A technical evaluation will be conducted to determine acceptability of the Offeror's quote in accordance with evaluation factors established by the Government prior to receipt of proposals. The technical evaluation will result in Pass/Fail rating. Price will not receive a Pass/ Fail rating.

2. EVALUATION OF TECHNICAL QUOTE (VOLUME I)

Technical quotes will be evaluated on a Pass/Fail basis as follows:

Factor 1: Technical Capability:

Evaluation of offer:

1. PASS: An offer will be deemed technically acceptable if it meets or exceeds each one of the Technical Specifications/Salient Characteristics and requirements listed in Section 3 of the Solicitation. To show that the offer meets the requirements of the Solicitation, the Offeror must offer to provide a product that meets the applicable specifications as set forth in this Solicitation. To allow the Government to determine acceptability, the Offeror’s proposal shall contain an affirmative statement for each one of the individual requirements, indicating that it offers to meet each individual technical specification, listed, as specified in Section 3 of the Solicitation.

2. FAIL: An offer fails to demonstrate in writing that it meets each and every individual salient characteristic listed in the Solicitation, Section 3. A rating of Fail on one item will result in a failed rating overall.

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Factor 2: Past Performance

Evaluation of offer

• Acceptable - Based on the Offeror’s recent (3 years or less) relevant performance record, the Government has a reasonable expectation that the Offeror will successfully perform the required effort. (“Relevant” defined as past performance that was similar in size, scope and complexity” to the requirements of this solicitation)

• Unacceptable - Based on the Offeror’s performance record, the Government does not have a reasonable expectation that the Offeror will successfully perform the required effort.

• Neutral - No past performance record or recent relevant performance record; does not count favorably or unfavorably in the rating scheme. The Offeror’s performance record is unknown or does not provide performance record will not count favorably.

3. EVALUATION OF PRICE PROPOSAL (VOLUME II)

Price proposals will be compared to the Independent Government Cost Estimate (IGCE) and evaluated for reasonableness. The Government will also evaluate the written Business Proposal.

Specifically, the Government will ensure that all required information is provided pursuant to the solicitation instructions including, but not limited to, completion of DEA-2852.209-70 – Organizational Conflicts of Interest. The Government will evaluate any disclosure/description of the actions that the Offeror has taken, or proposes to take in order to avoid, mitigate, or neutralize the risk to the Government.

4. AMENDMENTS TO PROPOSAL

The government reserves the right to make award without discussions, however, if discussions are held, changes to the proposal by the Offeror shall be accomplished by amended page(s).

Changes from the original page shall be indicated by a vertical line, adjacent to the change, on the right margin of the page. The Offeror shall include the date of the amendment on the lower right hand edge of the page as well as the amendment number that caused the change.

5. BASIS FOR AWARD

The Government will make award to the responsive, responsible Offeror whose proposal is the Lowest Price Technically Acceptable (LPTA) offer to the Government. The Government reserves the right to make a single Purchase Order award based on the LPTA process for the best value to the Government, or no award, as a result of this RFQ.

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6. DETERMINATION OF CONTRACTOR’S RESPONSIBILITY

Separate and independent of this evaluation, the Contracting Officer will make a determination of responsibility using the standards listed in FAR 9.104-1. In the event an Offeror is deemed not responsible, the matter shall be referred to the Small Business Administration for a Certificate of Competency determination, in accordance with the procedures contained in FAR 19.6 and 15 USC 637(b)(7).

7. ACCEPTANCE

A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful Offeror within the time for acceptance specified in offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.