Attachment 6 - Instruction to Offerors.pdf

U.S. Department of Homeland Security Federal Emergency Management Agency

DR-4469-SD

3400 W. Empire Mall, Suite 2003 Sioux Falls, SD 57106 www.fema.gov

INSTRUCTIONS TO OFFERORS

The Government contemplates award of one (1) Firm Fixed Price, Labor Hour, contract resulting from this solicitation. DR-4469-SD, anticipates the award of one (1) contract to be made to a single, responsible, responsive offeror whose quotation conforms to the solicitation requirements, and provides the “Best Value” to the Government based on both price and non-price factors. Failure to include all required information, in detail, may be cause to find an offeror’s bid non-responsive. The Government intends to evaluate proposals and award one (1) contract without discussions with offerors. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary.

EVALUATION CRITERIA

Relative Importance of Evaluation Factors:

All Non-Price evaluation factors, other than price, when combined, are approximately equal in importance. The Government may elect to accept other than the lowest priced quotation when the perceived benefits of a higher priced quotation merit the additional cost.

All Non-Price evaluation factors, when compared to price, are considered equal in importance.

Non-Price Evaluation Factors:

1. Prior Experience

Prior Experience is factual, documented information about specific work the offer has performed.

The offeror’s quotation shall address the following criteria:

Offeror’s shall provide information for at least three (3) projects, completed within the last three

(3) years, of similar size and complexity. Details must include the date of the service, the name and location of the client, contact name and telephone number, and a description stating the services that were performed.

2. Technical Approach

The method(s) the offeror will use to assure the requirements in the Statement of Work (SOW) are met, and the processes or steps that the offeror will implement to ensure the Government’s desired outcome(s) for the project.

DR-4469-SD

Factors other than Non-Price:

3. Price

Complete Pricing Worksheet with proposed fixed hourly rate.

EVALUATION APPROACH

All quotations shall be subject to evaluation to determine the offeror’s ability to provide moving services to support the requirements discussed in the Statement of Work. The evaluation process will consider the following:

Prior Experience Evaluation Approach

-The Prior Experience evaluation will assess the validity of the offeror’s prior history of providing services similar to those of this solicitation. This evaluation will assess the relative risks associated with the likelihood of success of an offeror in performing the solicitation requirements as indicated by that offeror’s record of prior experience. The Government will assess the recent, relevant work history for each offeror. Offeror’s without a record of relevant experience, or for whom no experience information is available, will not be rated favorably or unfavorably in this evaluation. A risk assessment will be made based on the following criteria:

Prior Experience Factor Rating Definitions

DESCRIPTOR DEFINITION

Low Risk Offerors has demonstrated substantial relevant prior experience and quality in all task areas within the applicable solicitation. Based on the Offeror's performance record, essentially no doubt exists that the Offeror will successfully perform the required efforts. Little or no Government oversight is expected to be required in achieving the proposed level of performance.

Moderate Risk Offeror has demonstrated some relevant prior experience in all task areas within the applicable solicitation. Offeror has experienced some quality problems in some of the relevant prior experience. Based on the Offeror's work history, some doubt exists that the Offeror will successfully perform the required efforts. Some Government oversight is expected to meet the contract requirements.

High Risk Offeror has not demonstrated relevant experience in all task areas within the applicable solicitation. Offeror has experienced substantial quality problems in some of the relevant task areas. Based on the Offeror's prior experience record, extreme doubt exists that the Offeror will successfully perform the required efforts. Regardless of the degree of Government oversight or intervention, successful performance is extremely doubtful.

Unknown Risk No prior experience records identifiable (see FAR l5.305(a)(2) (iv)) within the majority of the task areas in the applicable solicitation.

DR-4469-SD

Technical Approach Evaluation

- The Technical Approach evaluation will assess the validity of the offeror’s understanding of the requirements listed in the SOW and RFP. Proposals will be reviewed in in order to determine the level of probability that the offeror can successfully meet the intended objectives, and the inherent risk associated with each offer. The technical evaluation is relied upon for assessing the risk of meeting the performance parameters established by the government.

DESCRIPTOR DEFINITION

Excellent Proposal indicates an exceptional understanding of the requirements and contains multiple strengths. The proposal clearly shows that the offeror assents to the material terms of the RFP. The evaluators found that it indicates that the offeror would exceed our expectations

Good Proposal indicates an exceptional understanding of the requirements and contains at least one strength. The proposal clearly shows that the offeror assents to the material terms of the RFP. The evaluators found that it indicates that the offeror would satisfy, or be better than, our expectations.

Acceptable Proposal meets requirements and indicates and adequate understanding of the requirements. The contracting officer found that the proposal clearly shows that the offeror assents to the material terms of the RFP. The evaluators found that it indicates that the offeror would moderately meet our expectations.

Unacceptable Proposal does not meet the requirements of the solicitation and contains one or more deficiencies. Proposal is unawardable.

Price Evaluation Approach

The Government will evaluate offers for award purposes by evaluating the fairness, reasonableness, completeness and accuracy of the quoted prices. Price analysis is the process of examining and evaluating a proposed price to determine if it is fair and reasonable without evaluating its separate cost elements and proposed profit. Price analysis always involves some form of comparison with other prices.

EVALUATIONS

All submitted information will be evaluated by an evaluation panel. All non-price information will be evaluated first and independently from pricing.

As all pricing information will be evaluated independently of all non-price information, pricing must be submitted on a separate page from all other submitted information.

AWARD

The government intends to award one (1) Firm Fixed Price, Labor Hour contract, to a single offeror as a result of this solicitation.

As set forth in FAR 52.212-1(g), the Government intends to evaluate quotes and award the contract without discussion with offerors (except clarifications). Therefore, the offeror’s initial quote should contain the offeror’s best terms from a cost or price and technical standpoint. The Government reserves the right to make a final determination as to the rating of a quote based on the quote, as submitted, without requesting further information or discussion. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. In the event that discussions are held, a competitive range determination will be made.

A written notice of award or acceptance of an offer, mailed or otherwise, will be furnished to the successful offeror, and shall result in a binding contract without further action by either party. Before the offeror’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 the award.

PERIOD OF PERFORMANCE

Period of performance will be 90 days from date of award, with two (2) qty. – ninety (90) day option periods to extend.

SUBMISSION OF QUOTATIONS

All quotes shall be submitted via email to the Contracting Officer, Crystal Garcia at Crystal.Garcia@fema.dhs.gov.

QUESTIONS

Questions shall be submitted to Crystal Garcia at Crystal.Garcia@fema.dhs.gov.

SUBMISSION REQUIREMENTS

All offerors shall submit the following documents:

• Prior Experience Information

• Technical Approach Information

• Completed Pricing Worksheet

• DUNS/CAGE #

MILESTONE DATES (APPROXIMATE)

Questions due date – on or before 4:00pm CST, November 19, 2019 Quotation due date – on or before 4:00pm CST, November 20, 2019 Evaluations – November 21, 2019 Approximate date of award – November 22, 2019 end mailto:Crystal.Garcia@fema.dhs.gov