2.2.1-RFQ_192126FHQIHSCDDU1_Instructions and Eval Criteria.docx

U.S. Immigration and Customs Enforcement 1 RFQ # 70CTD026Q00000036

U.S. Department of Homeland Security 500 12th ST SW Washington, DC 20024

TO: Authorized A-dec Dental Equipment Dealers and Authorized A-dec Equipment Installers ONLY

Subject: Request For Quote # 192126FHQIHSCDDU1 – Dental Delivery Unit Refresh

DATE: August 6, 2026 The Department of Homeland Security (DHS), U.S. Immigration and Customs Enforcement (ICE), Office of Acquisition Management (OAQ), Investigations and Operations Support Division (IOSD) is issuing this Request for Quote (RFQ) on behalf of ICE Enforcement and Removal Operations (ERO), ICE Health Service Corps (IHSC).

This is a brand name only requirement for A-dec dental equipment and installation; only brand name Original Equipment Manufacturer (OEM) products will be accepted. Offeror’s shall be the OEM, or an authorized dealer/distributor for the proposed equipment, verified by an authorization letter signed by the manufacturer and provided at the time of quote submittal. Submission in response to this that do not include an authorization letter provided by the OEM will not be evaluated and are ineligible for award. A brand name justification is provided with this solicitation in accordance with RFO FAR 16.507-7(c)(1)(ii). Only A-dec authorized dealers and installers may submit a quote in response to this RFQ. Fair Opportunity after exclusion of sources RFQ #192126FHQIHSCDDU1 is being issued to vendors capable of meeting the government’s specific requirements under the timeframe requested. FAR Parts 12 and 15 apply. This action is under PSC: N065 - Installation of equipment- medical, dental, and veterinary equipment and supplies and NAICS code 339114 - Dental Equipment and Supplies Manufacturing (750 employees). This is not a small business set-aside. The resultant contract will be a Firm Fixed-Price (FFP) purchase order.

Listed below are the five (5) documents associated with this RFQ Letter:

· Terms and Conditions

· Dental Delivery Unit Refresh SOW Final_04.02.26

· Attachment C Specifications by location

· Pricing Attachment

· Question Sheet

This document provides the Instructions to Offerors and Evaluation Factors for Award.

1.0 INSTRUCTIONS TO OFFERORS

1.1 GENERAL CONDITIONS

ICE/OAQ is releasing this RFQ in electronic format only. The Government will not be obligated to pay any costs incurred in the preparation and submission of a quote in response to this RFQ.

The Government intends to issue a single award Firm Fixed-Price (FFP) purchase order resulting from this solicitation to the responsible contractor whose quote, conforming to the solicitation, will be most advantageous to the Government, price and other factors considered with a 1-year (twelve month) period of performance.

Period of Performance (Estimated and may change based on date of award) Base Period: September 14, 2026 – September 13, 2027

This action is a full and open competition after exclusion of sources.

1.2 PART I: GENERAL INFORMATION

1.2.1 Points of Contact (POC). All correspondence in conjunction with this RFQ shall be directed solely to the Government Contracting Point of Contact listed below:

Contracting Officer: David Walther E-mail address: david.m.walther@ice.dhs.gov

1.2.2 Submissions. All submissions shall be submitted electronically via email to the contracting officer listed above. Electronic copies shall be formatted using Microsoft Office, or Adobe versions 2003 or 2007 only, with file names that are consistent with the structure of the submission. Individual file sizes shall not exceed 5 MB.

1.2.3 Submission Due Date. Quote must be received no later than 08:00 a.m. Eastern Daylight Time on 08/27/2026. Late submissions will not be considered unless doing so is determined to be in the best interest of the Government.

1.2.4 Questions. The cutoff date for questions is 08:00 a.m. Eastern Daylight Time on 08/13/2026. Email all questions to the POCs identified in Section 1.2.1. Questions will be submitted using the format attached to this RFQ. The Contracting Officer is not obligated, but reserves the right to answer questions received after the cutoff date. Contractors are encouraged to carefully review all solicitation requirements and submit questions to the Government early. It is not anticipated that the closing date for submission of quotes will be extended.

1.3 QUOTE DOCUMENTS

1.3.1 Page Limitations. The title page, table of contents, table of figures (list of all figures, images, charts, or illustrations in a document, organized by page number), list of tables (list of all tables included in a document, along with their corresponding page numbers) and glossary of abbreviations & acronyms do not count against the page count limitations. Quote contents that exceed the stated page limitations will be removed by the Contracting Officer prior to evaluation and will not be considered. See Section 1.3.4 for the applicable page limits.

1.3.2 Format. Text shall be single-spaced, on 8½” x 11” paper (except as specifically noted), with a minimum one-inch margin all around. Pages shall be numbered consecutively. Contractors may use 11” x 17” sized fold-out pages for tables, charts, graphs, or pictures that cannot be legibly presented on 8½” x 11” paper. An 11” x 17” page is a two-sheet equivalent (with regard to the page count limitations). Bolding, underlining, and italics may be used to identify topic demarcations or points of emphasis. Graphic presentations, including tables, while not subject to the same font size and spacing requirements, shall have spacing and text that is easily readable.

1.3.2.1 Contractors shall supply all information in the sequence and format specified in the table below. Any response in which requested material information is not furnished or where indirect or incomplete answers or information are provided, may be considered non-compliant and removed from further consideration.

1.3.3 takING exception to any RFQ termS or conditionS may render a quote ineligible for award.

1.3.5 Volume 1: Cover Letter. The cover letter shall include the following:

1. All information requested in 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services. (Aug 2025) (DEVIATION 25-21)

2. Name, telephone number & e-mail address of main point-of-contact

3. Name of your contract administration office

4. Name, title and signature of authorized representative

5. Responses to solicitation provisions requiring fill-ins to be completed

6. All assumptions (especially technical or pricing) to the RFQ must be identified in this section. Assumptions identified in other areas of the RFQ will not be considered.

1.3.6 Volume 2: Factor 1 – Letter of Authorization. Letter of authorization from A-dec identifying your firm as an authorized dealer and installer of A-dec equipment.

1.3.7 Volume 3: Factor 2 – Demonstrated Prior Experience. The Quoter shall provide no more than 3 reference listings with a brief description of its previous or on-going federal, state or local Government contracts and private/commercial contracts performed by the Quoter during the current or past three years for A-dec dental equipment and installation at the same or higher levels of service delivery to the efforts required by this solicitation (see Attached SOW).

The Quoter shall provide sufficient information for the Government to evaluate its level of confidence that increases the Government’s confidence in regards to the Quoter’s prior experience. At a minimum the Quoter’s submission shall contain the following information:

If a Quoter will rely on a teaming partner during contract performance, Quoter must also include teaming partner’s prior experience, as it relates to the requirements of the A-dec dental equipment and installation SOW. If a Quoter has a teaming agreement with another company, we will consider its Prior Experience as well in our evaluation, if a copy of the agreement between the parties in the teaming agreement is provided with a quote, with a detailed description of each teaming partner’s responsibilities.

1.3.8 Volume 4: Factor 3 – Technical. Contractors shall provide a detailed written technical submission that demonstrates the Contractor’s understanding of the objectives and requirements, including all elements, tasks and deliverables outlined in the Statement of Work and applicable attachments, and proposes the brand name only products required for this solicitation. The submission will include a detailed plan for achieving the requirements of the SOW with minimal risk to the Government.

The quoter shall provide a draft proposed milestone schedule showing the anticipated timeframe for deinstallation, installation, removal and disposal of all equipment/dental delivery units for each location.

The quoter’s technical submission will provide details acknowledging the specific configurations at each location as listed in attachment C specifications by location.

1.3.9 Volume 5: Factor 4 – Price. Contractors shall provide pricing for all brand name products required to meet the requirements of the SOW.

1. Quoters will provide an overall total price as well as contract line- item number breakdown (CLIN). The total price shall equal the sum of all proposed CLINs.

1. All prices shall be rounded to two (2) decimal places, with rounding occurring in individual cells not at the end of calculations.

1. All prices shall reflect a firm fixed-price compensation for the products and services proposed that meet the requirements of this brand name only RFQ.

1. The Government is strongly encouraging contractors to provide additional discounts from their established prices and clearly identify all discounts offered.

1. Total pricing for each CLIN must include equipment, delivery, installation, deinstallation, removal, disposal, training, training materials, warranty, etc for that location.

1. Although not required, pricing is requested to be submitted in MS Excel format. The RFQ pricing attachment is provided for optional use. If the attachment is submitted the offeror is responsible for ensuring that all pricing is correctly reflected. If the quoter submits another pricing exhibit, it must contain at a minimum the elements listed in the attached RFQ pricing template.

1. Quoters that do not propose a price for every line-item number listed on the “RFQ Pricing Attachment” will be considered unacceptable and eliminated from consideration for award (quote will not be evaluated for any factor).

Contractors shall provide narrative pricing information in Microsoft Word or Adobe PDF format explaining the methodology for the discounts proposed in their pricing submission.

2. PART II: EVALUATION METHODOLOGY, FACTORS AND BASIS FOR AWARD

2.1 Evaluation Methodology.

2.1.1 The Government intends to evaluate quotes in response to this RFQ using the Trade-Off process. The trade-off evaluation will be conducted based on four (4) evaluation factors:

1. Factor 1 – Letter of Authorization

2. Factor 2 – Demonstrated Prior Experience

3. Factor 3 – Technical

4. Factor 4 – Price

2.1.2 The Government will award a single Firm Fixed-Price (FFP) purchase order resulting from this solicitation to the responsible contractor whose quote, conforms to the solicitation, and will be most advantageous to the Government, price and other factors considered. Only the Grand Total Price will be evaluated for Factor 4: Price. The Government has the right/discretion to make an award based on the quotes submitted or not to make an award for this procurement if it is in the best interest of the Government.

2.1.3 Factor 1 – Letter of Authorization will be assigned a “pass/fail” rating. Factor 2 - Demonstrated Prior Experience and Factor 3 - Technical will be assigned a confidence evaluation rating. Factor 4 (Price) will not be assigned a rating.

2.1.4 All evaluation factors other than cost or price, and the Letter of Authorization, when combined, are significantly more important than cost or price. Factors 2 and 3 are of equal importance.

2.1.5 As quotes become more equal in non-price factors, price becomes more important. The Government may be willing to pay a price premium for quote features that reduce the risk of unsuccessful contract performance or provide increased technical capability/benefits (technical merit) to the Government. An integrated assessment will be used to determine which quote represents the best overall value to the Government. The price quotes will not be assigned a Confidence Rating but will be evaluated with respect to reasonableness and completeness based on the information submitted in the Offeror’s Price quote.

2.2 Evaluation Factors.

2.2.1 Factor 1 - Letter of Authorization Submission.

6. The Government will evaluate on a “pass/fail” rating basis utilizing responses submitted by each Quoter.

6. To receive a “pass” for this factor, the Quoter (and Teaming Partner, if applicable) shall provide a letter of authorization from A-dec, Inc. identifying their firm as an authorized dealer for goods manufactured by A-dec, Inc., and authorized to conduct activities involved with the sale, installation and repair of A-dec dental equipment. Quoters that do not provide a valid letter of authorization from A-dec, Inc will be given a “fail” rating.

6. Quoter’s that receive a “fail” rating for Factor 1 will not be eligible for award and will be removed from consideration. No other factors will be evaluated.

2.2.2 Factor 2 – Demonstrated Prior Experience Submission.

a. The Government will evaluate its level of confidence that the contractor will successfully perform the requirements based on their three (3) page submission and will evaluate the quotes to the extent that the prior or on-going efforts are more similar in size and scope to the proposed work and demonstrate the prior experience will aid in successfully performing the SOW requirements based on their submission.

b. After evaluation, the Demonstrated Prior Experience will be assigned a rating using the following scale: "high confidence," "some confidence," and "low confidence." The definitions of the confidence rating are listed below.

c. Quoter’s that receive a “low confidence” rating for Factor 2 will not be eligible for award and will be removed from consideration. No other factors will be evaluated.

2.2.3 Factor 3 - Technical Submission.

a. The Government will evaluate its level of confidence that the contractor will successfully perform the requirements based on quotes provided and how the quoter will implement and manage effectively the various tasks required to accomplish these requirements.

b. The quote will be evaluated on the technical approach describing the Quoter’s ability to meet the requirements of the SOW and describe how the Quoter will implement and manage effectively the various tasks required to accomplish these requirements.

c. The Government will evaluate the Quoter’s proposed procurement of required equipment to meet the requirements of 3.1 Task One in the SOW.

d. The Government will evaluate the Quoter’s proposed installation schedule to meet the requirements of 3.2 Task Two in the SOW.

e. The Government will evaluate the Quoter’s proposed installation, deinstallation, removal and disposal of all equipment to meet the requirements of 3.3 Task Three in the SOW.

f. The Government will evaluate the Quoter’s proposed on-site training to meet the requirements of 3.3 Task Three in the SOW.

g. The Government will evaluate the Quoter’s proposed training materials, manuals, instructions and warranty documentation to meet the requirements of 3.3 Task Three and 3.4 Task Four in the SOW.

h. After evaluation, the Technical will be assigned a rating using the following scale: "high confidence," "some confidence," and "low confidence." The definitions of the confidence rating are listed below.

i. Quoter’s that receive a “low confidence” rating for Factor 3 will not be eligible for award and will be removed from consideration. No other factors will be evaluated.

The definitions of the confidence rating for Factors 2 and 3 are as follows:

2.2.4 Factor 4 - Pricing Submission.

a. The Government will evaluate the accuracy and completeness of the quotation which involves verification that 1) all line items are priced, and 2) figures are correctly calculated and prices/discounts are presented in adequate format.

b. The Government will evaluate the quotation with respect to reasonableness and completeness based on the information submitted in the Offeror’s price quote.

c. The Government will evaluate the total price, which is equal to the sum of all proposed CLINs (Total Evaluated Price or TEP).

d. The Government expects to receive price competition through the submission of price quotes from multiple quoters.

e. The price quotes will not be assigned a Confidence Rating.

2.3 Basis for Award.

2.3.1 An award will be made to the responsible Quoter whose offer, conforming to the solicitation, is determined to be of the best overall value to the Government, considering the tradeoff between non-price and price factors.

2.3.2 Award on Initial Responses: The Government anticipates selecting the best-suited contractor from initial responses, without engaging in exchanges with contractors. Contractors are strongly encouraged to submit their best technical solutions and price in response to this RFQ. The Government will not make an award at a significantly higher overall price to achieve only slightly better performance capabilities. If two or more quotes are determined not to have substantial technical differences, price becomes the determining factor, and award may be made to the lower priced Quoter. Award may be made to other than the Quoter with the lowest priced quote, if the Government determines that a price premium is warranted due to technical merit or by reducing the risk of unsuccessful contract performance. The Government may also award to other than the highest technically rated quote, if it determines that a price premium is not warranted.

2.3.3 Exchanges with Best-Suited Contractor: Once the Government determines the contractor that is the best-suited (i.e., the apparent successful contractor), the Government reserves the right to communicate with only that contractor to address any remaining issues, if necessary, and finalize a purchase order with that contractor. These issues may include technical and price.

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