2.FMCS Travel Compliance Evaluation Criteria Submission Instruction.pdf

FMCS Travel Compliance Review and Advisory Support Services

Evaluation Criteria and Submission Instructions

Evaluation Criteria and Submission Instructions

For Travel Compliance Review and Advisory Support Services

EVALUATION FACTORS AND BASIS FOR AWARD

The FMCS Office of Procurement and Operational Support anticipates award of a Firm Fixed Price (FFP) contract or task order resulting from this solicitation to the responsible quoter whose quote, conforming to the solicitation, is determined to represent the best value to the Government.

Evaluation factors include Technical Capability, Past Performance, and Price.

Technical Capability is more important than Past Performance. Non-price factors, when combined, are more important than Price.

For purposes of Technical Capability, the Government will evaluate Technical Understanding and Approach, Corporate Experience, Key Personnel and Professional Staff, and Management Approach. Technical Understanding and Approach is more important than the other technical elements, which are considered of equal importance.

Past Performance information will be evaluated to assess the quoter’s ability to successfully perform the requirements of this contract and the degree of performance risk associated with the quoter. Past Performance information, including Past Performance Questionnaires (PPQs), will be evaluated by the Contracting Officer.

TECHNICAL CAPABILITY RATINGS

Rating Standard

Exceptional Quote contains significant strengths and no weaknesses. The quote exceeds the performance and technical capability requirements defined in the Statement of Work (SOW) and offers value-added methodologies that benefit the Government. Risk of unsuccessful performance is very low.

Acceptable Quote meets the performance and technical capability requirements defined in the SOW. Strengths outweigh any weaknesses and any identified weaknesses are minor and do not materially impact performance.

Risk of unsuccessful performance is moderate.

Marginal Quote does not clearly meet all performance and technical capability requirements. Weaknesses reduce the Government’s confidence in the quoter’s ability to successfully perform the requirements. Risk of unsuccessful performance is high.

Unacceptable Quote fails to meet one or more material requirements of the SOW.

Deficiencies indicate the quoter is unlikely to successfully perform the required work. The quote is unawardable.

PAST PERFORMANCE EVALUATION

Past performance information will primarily be evaluated using PPQs submitted in accordance with the solicitation instructions. The Government may also consider other relevant past performance information obtained from references provided by the quoter, the Government’s knowledge of quoter performance, other Government agencies or commercial entities, and available Government performance records, if accessible.

Past performance will be evaluated using a two-step process. First, the Government will assess relevance based on similarity in scope, size, and complexity. Recent efforts are defined as contracts or task orders performed within the past five (5) years. More relevant past performance will be considered more important than less relevant past performance.

The four levels of relevance are: Very Relevant, Relevant, Somewhat Relevant, and Not Relevant.

Second, the Government will evaluate the quality of the quoter’s past performance using the adjectival ratings below.

Rating Standard

Exceptional

Based on the quoter’s record of performance on relevant contracts, the Government has a high level of confidence that the quoter will successfully perform the required effort.

Performance exceeded contractual requirements and demonstrated effective management, responsiveness, and quality of service.

Acceptable

Based on the quoter’s record of performance on relevant contracts, the Government has a reasonable expectation that the quoter will successfully perform the required effort.

Performance met contractual requirements with no significant weaknesses.

Marginal

Based on the quoter’s record of performance on relevant contracts, the Government has a low level of confidence that the quoter will successfully perform the required effort.

Performance reflected problems or weaknesses that increase the risk of unsuccessful performance.

Unacceptable

Based on the quoter’s record of performance on relevant contracts, the Government has no reasonable expectation that the quoter will successfully perform the required effort.

Performance demonstrated serious deficiencies or repeated problems.

Neutral No relevant past performance information is available for evaluation. A Neutral rating will not be considered either favorable or unfavorable.

PRICE EVALUATION

Price will be evaluated for reasonableness and completeness. The evaluated price will be the total Firm Fixed Price for the base period and all option periods as submitted on the Vendor Quote Sheet.

Evaluation of option periods does not obligate the Government to exercise any option.

For planning and pricing purposes, FMCS estimates approximately 460 travel vouchers for each six-month period. This estimate does not represent a guaranteed quantity. Actual volume may vary, and FMCS anticipates travel volume may increase during performance due to the launch of preventive mediation services.

SUBMISSION INSTRUCTIONS

In addition to FAR provision 52.212-1, Instructions to Offerors Commercial Products and Commercial Services, quoters shall submit the information identified below. Failure to submit required information may result in the quote being determined technically unacceptable.

Quotations that fail to include all required information may be determined technically unacceptable and may not be further evaluated.

Technical Submission Format and Page Limitations Quoters shall submit their technical quotations in accordance with the instructions below.

Page Limitations

• Technical Understanding and Approach: Not to exceed fifteen (15) typed pages

• Corporate Experience: Not to exceed four (4) typed pages

• Key Personnel and Professional Staff: Not to exceed two (2) typed pages per resume

• Management Approach: Not to exceed five (5) typed pages

The total technical submission shall not exceed thirty (30) typed pages, excluding resumes, PPQs, and the Vendor Quote Sheet. Pages in excess of the stated limitations may not be evaluated.

Submission Organization Quoters shall organize their submissions as separate PDF files titled as follows:

• Volume I - Technical Capability: Technical Understanding and Approach; Corporate Experience; Key

Personnel and Professional Staff; Management Approach

• Volume II - Past Performance: Past Performance Questionnaires (PPQs)

• Volume III - Price: Completed Vendor Quote Sheet

Pricing information shall not be included in the technical volume.

Formatting Requirements Pages shall be standard 8.5 x 11 inches with a minimum font size of 11 points and one-inch margins.

Charts, tables, and graphics shall be legible.

Subcontractor Information Information related to proposed subcontractors, including roles and responsibilities, shall be addressed within the Management Approach narrative.

1. Technical Capability

A. Technical Understanding and Approach The quoter shall provide a narrative demonstrating its technical understanding of the SOW requirements and its approach for performing all tasks described therein. The technical approach shall demonstrate comprehensive, feasible, and effective methods to accomplish both the general requirements and the specific tasks identified in the SOW.

The narrative shall clearly describe the quoter’s proposed methodology, processes, and procedures for accomplishing the travel compliance review and advisory support requirements, including review of all current fiscal year FMCS travel transactions made available during the applicable review period, travel authorization and claim review, documentation review, Government travel charge card review, internal control assessment, reporting, and coordination with the Government.

The technical approach should identify key risks and describe mitigation strategies relevant to the requirements of the SOW. Any assumptions made by the quoter shall be clearly stated and supported within the quotation. The Technical Understanding and Approach narrative shall not exceed fifteen (15) typed pages.

B. Corporate Experience The quoter shall provide a general statement describing the organization’s history and relevant business background. The submission shall include an organizational chart depicting the firm’s structure and identifying where the proposed project team fits within the organization.

The general organizational statement shall not exceed one (1) typed page of the total four (4) pages allotted for Corporate Experience.

The quoter shall demonstrate a minimum of three (3) years of experience performing work similar in scope to the requirements described in the SOW. Similar work may include Federal travel compliance reviews, travel authorization or claim review, FTR compliance support, internal control assessments, Government travel charge card review, policy and procedure review, improper payment or unsupported cost review, compliance reporting, or corrective action advisory support.

If the quoter does not possess the required corporate experience, the quoter may substitute relevant experience of predecessor companies, proposed key personnel, or subcontractors that will perform major or critical aspects of the requirement. When substitution is used, the quoter shall clearly explain how the substituted experience relates to and supports the requirements of this solicitation.

The Corporate Experience submission shall not exceed four (4) typed pages, inclusive of the organizational chart.

C. Key Personnel and Professional Staff The quoter shall provide resumes for all proposed personnel expected to perform work under this requirement.

Resumes shall clearly demonstrate each individual’s years of experience, relevant education, certifications if applicable, proposed role, and technical competence related to the tasks described in the SOW. Resumes should be sufficiently detailed to permit an assessment of the qualifications and capability of proposed personnel to successfully perform the required services.

The Government will consider whether proposed personnel possess credible and recent experience that is appropriate and applicable to the travel compliance review and advisory support services they will provide under this contract. Each resume shall not exceed two (2) typed pages.

D. Management Approach The quoter shall provide a narrative describing its approach to managing the tasks and deliverables identified in the SOW.

The management approach shall describe the proposed management structure, staffing relationships, functional roles, communication, coordination, quality control, reporting procedures, and approach for managing the workload associated with review of all current fiscal year FMCS travel transactions made available during the applicable review period.

The narrative shall address how the quoter’s management approach promotes efficiency and effectiveness in meeting performance requirements, including the ability to respond promptly to unanticipated issues, resolve problems, maintain continuity of operations, and oversee subcontractors or consultants, if applicable.

The Management Approach narrative shall not exceed five (5) typed pages.

2. Past Performance Quoters shall complete Sections 1 through 3 of Attachment 4, Past Performance Questionnaire (PPQ), for three (3) references under which work similar in scope and complexity to the requirements described in the SOW has been performed.

The referenced experience shall have been performed within the past five (5) years.

Quoters are responsible for forwarding the partially completed PPQs to their references and instructing references to complete and return the questionnaires directly to the Government.

Completed PPQs shall be submitted by the reference via email to: bmadero@fmcs.gov

Past Performance Questionnaires must be received no later than 3:00 PM EDT, Wednesday, June 17, 2026. Quoters are responsible for ensuring their references submit completed PPQs by the deadline. The Government may, at its discretion, consider PPQs received after the submission deadline provided the evaluation has not been completed. The Government may consider past performance information obtained from sources other than the PPQs submitted, including information reasonably available to the Government.

The Government may also proceed with the evaluation if PPQs are not received by the deadline.

3. Price Quoters shall complete Attachment 3, Vendor Quote Sheet for the base period and all option periods.

Pricing shall be based on the SOW and the Government’s estimated workload of approximately 460 travel vouchers for each six-month period.

4. Payment Terms Quoters shall identify proposed payment terms, for example, Net 30.

5. Quoter Information Quoters shall provide the following information:

• Remittance address

• Tax Identification Number (TIN)

• Unique Entity Identifier (UEI)

• Commercial and Government Entity (CAGE) Code

6. Validity of Quote Quoters shall specify the period for which the quote is valid. Quotes shall remain valid for a minimum of thirty (30) calendar days from the quotation submission deadline.

7. Award Without Discussions The Government intends to evaluate quotations and make award without conducting discussions. Therefore, quoters are advised to submit their best terms and pricing with their initial quotation.

However, the Government reserves the right to establish a competitive range and conduct discussions if determined to be in the best interest of the Government.

8. Questions and Submission Instructions Questions regarding this solicitation shall be submitted via SAM.gov/email at bmadero@fmcs.gov Questions must be received no later than 3:00 PM EDT, Thursday, June 11, 2026..

Responses to questions will be posted via SAM.gov.

mailto:bmadero@fmcs.gov mailto:bmadero@fmcs.gov

9. Quote Due Date Complete quotations shall be submitted through SAM.gov/email at bmadero@fmcs.gov no later than 3:00 PM EDT, Wednesday, June 17, 2026.

Late quotations may not be considered for evaluation.

Requests for an extension to the quotation due date must be submitted in writing. The Government will evaluate such requests at its discretion and may extend the deadline if determined to be in the best interest of the Government.

Quotes submitted via fax will not be accepted. Quoters shall reference the solicitation number in all correspondence.

The Government’s evaluation will be based on the information submitted in the quotation and relevant past performance information obtained from sources identified in this solicitation or otherwise reasonably available to the Government.

All dates and times referenced in this solicitation are Eastern Time.