2.2.1 Attachment 2 - Instruction to Offerors.doc

U.S. Department of Homeland Security

Federal Emergency Management Agency

DR-4469-SD

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

INSTRUCTIONS TO OFFERORS

The Government contemplates award of one (1) Firm Fixed Price, Labor Hour, contract resulting from this solicitation. The award of one (1) contract will 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.

All submissions or correspondences shall be via email (phone calls will not be accepted) with reference number 70FBR820R00000001 in the subject line of the email or submissions may not be considered. All submissions are to be emailed to Contracting Officer Crystal Garcia at Crystal.Garcia@fema.dhs.gov

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, to include the: Contractor Project Plan and Proposed Personnel, Project Management Plan and Oversight, Business Continuity Plan, and Quality Control Plan.

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

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.

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

This will be issued as a Labor Hour Contract. The period of performance for this contract is a base period of 5,500 hours, with three (3) potential option periods comprised of 5,500 hours each to extend:

SUBMISSION OF PROPOSALS

All proposals 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 #

· Local Business Entity – Verification in accordance with 52.226-4 end www.fema.gov