Attachment_4_Instuctions_to_Offerors_V1.docx

FOR OFFICIAL USE ONLY

RFQ No. 15F06718Q0000125 Research Support Services – HIG Attachment 4 Instructions to Offerors and Basis for Award

U.S. Department of Justice Federal Bureau of Investigation Professional Services Acquisition Unit Washington D.C

August 20, 2018

Attachment 4 - Instructions to Offerors and Basis for Award (Simplified)

1.0 Quote Instructions:

The following instructions establish the acceptable minimum requirements for the format and content of quotes. Special attention is directed to the requirement for technical and price volumes to be submitted in accordance with the following instructions.

a. Contract Type and General Provisions:

The Government anticipates awarding a single contract with a time & material (T&M) CLIN for the required labor, and a Cost CLIN for the Travel and Other Direct Costs (ODC).

b. Submission of Quote:

The quote shall be signed by an official authorized to bind the organization and should stipulate that it is predicated upon all of the terms and conditions of this RFQ. The Offeror’s quote shall be valid for a minimum of 90 calendar days from the date of quote submission.

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the quote. A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two (2) pages. The text size shall be Times New Roman with no less than 10 point font. The table of contents, cover sheets, and cover letters do not count against the page limits. To expedite the quote evaluation, all documents required for responding to the RFQ shall be placed in the following order and shall consist of a cover page and two volumes as indicated below:

(1) Cover Page/Executive Summary: Include RFQ number and title, Offeror’s name, address, POC, telephone number, facsimile number, and email address, Tax ID, DUNS, Cage Codes, subcontracting plans, and any additional representations and certifications, not included in the System Acquisition Management (SAM) data for the prime and any proposed subcontractors. The Cover Page/Executive Summary shall be no more than three (3) pages.

(2) Managerial/Technical Capability and Past Performance Volume I: The Offeror’s Managerial/Technical Capability and Past Performance volume shall consist of a table of contents and supporting information demonstrating:

(a) Management Approach/Technical Capability: Management approach/technical capability information is a significant evaluation factor for determining eligibility for contract award. The Offeror’s ability to meet/exceed the requirements as listed in the SOW, Attachment 2. The volume shall discuss the Offeror's clear understanding of the requirements throughout the statement of work (SOW) and other areas of the solicitation and the methods to meet or exceed the requirements. The Government will consider the Offeror’s licensing, professional capabilities, and certifications of its labor force. The Offeror shall describe their licensing/certifications and workforce qualification/certifications and past experience providing the same or similar services in the United States.

1. Attachment 7 Acquisition Risk Questions. The Offeror shall include in its quote completed Attachment 7 ARQ

2. Attachment 8 Key Management Personnel Listing. The Offeror shall include in its quote completed Attachment 8 spreadsheet. The Offeror shall submit a completed list of all Key Personnel required to perform the requirements of this contract.

(b) Past/Present Performance: Past performance information is a significant evaluation factor for determining eligibility of for contract award. The Offeror shall submit recent information for contracts it considers most relevant in demonstrating its ability to perform the proposed effort. For this solicitation, recent is defined as relevant past performance within the last five years from the issue date of the solicitation. Relevant is defined as services for the same or similar research, the extent of subcontracting and teaming, and the complexity of research services provided.

1. Attachment 5 Performance Information (PI) Sheets: The Offeror shall include in its quote completed Attachment 5 (PI) Sheets. The information is required on the Offeror and any subcontractors, teaming partners, and/or joint venture partners proposed to perform 51% percent of the proposed effort based on the total proposed price, or perform aspects of the effort the Offeror considers critical to overall successful performance. The Offeror shall submit a minimum of two (2) and no more than four (4) completed (PI) Sheets identifying similar active or completed contracts (similar in terms of contract size, the variety and level of complexity of services performed). The Offeror shall have provided service under each relevant contract during the past five (5) years from the date of issuance of this solicitation. Each (PI) Sheet for each contract is limited to three (3) pages. Offerors are cautioned that the Government will use data provided by each Offeror in this volume and reserve the right to obtain data from other sources in the evaluation of past/present performance.

2. Attachment 6 Performance Questionnaire (PQ): The Government requests the Offeror send Attachment 6 (PQ) to each point of contact (POC) identified in its Attachment 5 PI Sheet. Included in the attachment is a cover letter for transmitting the questionnaire. Completed PQs submitted directly from the Offeror will not be considered for evaluation purposes. The Government intends to confirm receipt of a completed PQ via email within five (5) business days to the Offeror’s POC that submitted the PQ. The Government will not communicate directly with Offerors regarding the status of PQs being submitted on their behalf. Offerors interested in the status of PQs submitted on its behalf are to directly contact its POC.

3. Notice: The Offeror shall instruct its POC to submit the completed questionnaire directly to the Government Contact Specialist via e-mail at JWLOPER@fbi.gov no later than 1:00 PM EST on Friday, August 31, 2018. All completed PQs received by the Government are considered sensitive and will not be released to the Offeror. The Government may consider questionnaires received after the due date of the solicitation but is not obligated to do so. The Managerial/Technical and Past Performance Volume I shall be no more than fifty (50) pages.

(3) Price Volume II: The Offeror shall submit a detailed cost quote, as specified in subparagraph 1. Pricing Detail, for establishing (T&M) and Cost contract line item numbers (CLINs) in an editable electronic version compatible with the Microsoft Office 2007 Software Suite; preferably an Excel workbook with all proposed annual costs throughout the workbook linking to a cumulative, annual summary sheet of proposed costs for each proposed contract each year; further linking to a cumulative summary for the total five-year performance period. The Offeror shall e-mail a copy of all requested information to the Contract Specialist and the Contracting Officer by the quote date and time specified in the combined synopsis/solicitation cover letter. Print settings must be established so each page prints on an 8 ½ by 11 inch piece of paper. Files may be compressed; however, you are advised that files larger than 10MB are not received by our system. There is no page limit for the pricing volume. However, all pages shall contain relevant pricing data only.

1. Pricing Detail: The Offeror shall submit the following pricing detail for T&M CLINs: Offerors shall only propose all necessary costs to establish fully burdened, annual composite labor categories and costs for all five (5) performance years. The Government will establish an annual estimated not-to-exceed (NTE) value for each T&M CLIN after contract(s) have been awarded. The Offeror shall additionally submit estimated travel and ODC values based on the number of trips outlined in the SOW section 13.0, attachment 2.

a. Direct Labor: Breakdown of direct labor cost by labor category including number of labor-hours and current actual average hourly rates based on a work year of 1,920 hours. Indicate whether current rates or escalated rates are used. If escalation is included, state the degree (percent) and methodology. Direct labor is to be identified as labor-hours and not as a percentage of an individual's time. Indicate fringe benefit rate, if separate from indirect cost rate.

b. Other Direct Costs: The amount proposed for duplication/reproduction, meetings and conferences, postage, communication and any other applicable items. Travel, subsistence and local transportation shall be supported with a breakdown which includes: the number of trips anticipated, cost-per-trip-per-person, destination (s) proposed, number of person(s) scheduled to travel, mode of transportation, and mileage allowances if privately-owned vehicles will be used.

c. Materials: Cost breakdown of materials or equipment must be supported with the methodology used and vendor quotations supplied as applicable.

d. Consultants: If consultants are proposed, state the amount of service estimated to be required and the consultant’s quoted daily or hourly rate. Include Consulting Agreements entered into between consultant(s) and the Offeror, or invoices submitted by consultant(s) for similar services previously provided to the Offeror.

e. Subcontracts: If proposed, cost information for each subcontractor shall be furnished in the same format and level of detail as prescribed for the prime Offeror. Additionally, the Offeror shall submit the following information:

i. A description of the items to be furnished by the subcontractor;

ii. Identification of the proposed subcontractor and an explanation of why and how the proposed subcontractor was selected including the extent of competition obtained;

iii. The proposed subcontract price, the Offeror's cost or price analysis thereof, and performance/delivery schedule, and;

iv. Identification of the type of subcontract to be used.

f. Indirect Rates: Offerors lacking Government-approved indirect cost rates must provide detailed background data indicating the cost elements included in the applicable pool and a statement that such treatment is in accordance with the company's established accounting practice. Offerors with established rate agreements with federal cognizant agencies shall submit one copy of such agreement.

g. Profit: Indication of the profit proposed, and the rationale justifying the quote.

h. Options: All items covered under option years may be ordered and performed during the scheduled period of performance of this contract. Offerors are required to provide prices for these items under option years. The prices for all option items will be evaluated in accordance with FAR 52.212-2 Evaluation Commercial Items. The U.S. Government makes no guarantee that the option years will be exercised. It will be the U.S. Government’s unilateral right to exercise the option years. Once the option is exercised, the Offeror is required to perform the work when ordered during the scheduled period of performance of this contract.

Note: failure to follow the format/page limits/conditions below could result in your quote being determined nonresponsive.

2.0 Basis for Award:

The Government contemplates award of a single contract with a five-year period of performance; one-year base period and four one-year option periods. The Offeror’s quote will be evaluated on a Lowest Priced, Technically Acceptable basis, with the non-price factors evaluated as Pass or Fail. In order to be considered technically acceptable, each quote must be determined technically acceptable (Pass) under each factor in order to be considered for award. An unacceptable rating (Fail) at any one factor makes the entire quote unacceptable. Quotes will be evaluated for acceptability but not ranked using the non-cost/price factor. Trade-offs between price and non-price factor are not permitted. The Government will award contract(s) 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 will be used to evaluate Offerors quotes:

a. Factor 1: Management /Technical Capability: The Government will evaluate the Offeror’s management approach/technical capability of the service offered to meet the Government requirement, to determine the Offerors clear understanding of the requirements as written in statement of work (SOW) and the Offeror’s plan for meeting or exceeding the requirement. The Government will consider the Offeror’s licensing, professional capabilities, and certifications for its labor force. Offerors shall provide certified technical personnel with experience in performing research services as specified in Attachment 2 SOW Research Services. The Offeror’s quote shall include information which demonstrates that the Offeror has the necessary understanding, experience, management, manpower, technician certifications and education to successfully accomplish requirements covered in the SOW. Additionally, Attachment 7: Acquisition Risk Questions and Attachment 8: Key Management Personnel Listing will be evaluated to ensure the contractor meets the requirements as specified in Attachment 2 SOW Research Services.

The Government will evaluate each Offeror’s technical quote using the following criteria:

(1) Technically Acceptable: The Offeror’s quote clearly meets the performance and technical capability requirements as of the solicitation.

(2) Technically Unacceptable: The Offeror’s quote fails to meet performance and technical capability requirements of the solicitation.

b. Factor 2: Past/Present Performance: The Government will consider the Offeror’s recent and relevant past/present experience for providing Research service for the same/similar requirement to whether or not the Government can have a reasonable expectation that the Offeror will successfully perform the required effort.

In addition, past performance information may be obtained from Past Performance Information Retrieval System (PPIRS). The Government reserves the right to use information obtained from sources inside and outside the Offeror’s quote.

The Government will evaluate each Offeror’s Past/Present Performance using the following criteria:

(1) Pass: The Offeror’s quote clearly meets the past/present performance requirements showing relevant and recent performance.

(2) Fail: The Offeror’s quote fails to meet the past/present performance requirements showing relevant and recent performance.

c. Factor 3: Price: Each element of cost arriving to the total proposed price will be evaluated for completeness, reasonableness, and accuracy of the total proposed T&M pricing. Price will be evaluated by utilizing price analysis techniques, where applicable. Offerors that do not propose cost/pricing for all CLINs, for the entire five-year performance period will be determined nonresponsive and will not be considered for award of a contract.

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