Instructions Sections.docx

SECTION E - SOLICITATION PROVISIONS

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following provisions are incorporated into 52.212-1 as an addendum to this Request for Quote:

1. QUESTIONS: Questions about this Request for Quote shall be submitted via electronic mail to the Contract Specialist (afia.monteaperto@va.gov ). Questions will be accepted until 02-23-2024, 5:00 PM. (ET). Please use the attached excel spreadsheet titled “Solicitation Vendor Q and A Format” to submit your questions. The Government is not obligated to respond to any questions received after that date and time. All questions received within the designated timeframe that the Government considers relevant, will be answered. Responses to questions will be provided as an amendment to the Request for Quote (RFQ) that will be made available to all potential quoters. Telephonic inquires will not be responded to.

2. ACQUISITION HISTORY: The purchase order for this requirement is currently being performed by AE Works LTD. The contract number is 36C10E18D0013 and had an original POP of 2/01/23 – 12/31/23. Total price is $898,970.25 for twelve months.

3. QUOTE ACCEPTABILITY: Quoters are cautioned to strictly comply with all instructions within this Request for Quote to ensure submission of a complete quote. Failure to furnish a complete quote, at the time of quote submission, may result in the quote being unacceptable to the Government and eliminated from consideration for award. The quoter is hereby advised that its quote is presumed to represent its best and final quote in response to this Request for Quote. Only quotes submitted by SDVOSB vendors shall be accepted by the Government. Any quote that is submitted by a vendor that is not an SDVOSB shall not be considered for award. Note that only SBA certified SDVOSBs in the SBA’s VetCert database https://veterans.certify.sba.gov/ at the time of quote due date and at the time of award will be considered for award and non‐SBA certified firms will not be eligible for award.

4. SAM: Quoters must be registered in the System for Award Management (SAM) and have an active registration at the time quotes are submitted. No task order will be entered into with an unregistered contractor. Internet access allows vendors to register by completing an electronic on-line registration application at https://sam.gov. On-line Representations and Certifications can be filled out at this website as well.

5. GENERAL QUOTE PREPARATION INSTRUCTIONS:

5.1. These instructions prescribe the format of quotes and describe the approach for the development and presentation of the proposed data. The quote shall include all information requested in the specific instructions. Failure to include all information requested may adversely affect the evaluation. A quote that merely reiterates or promises to accomplish the requirements of the RFQ may be considered unacceptable. A quote that is orderly and sufficiently documented will enable the Government to easily understand and perform a thorough and fair evaluation.

5.2. Quoters are cautioned to submit enough information to enable the Government to ascertain their capability to perform the services depicted in the Request for Quote’s SOW. All commitments made in the quote may become a part of the resultant task order. The data submitted with each quote should be complete and concise, but not overly elaborate. Excessive reliance on promotional brochures is discouraged.

6. QUOTE DUE DATE AND SUBMISSION INSTRUCTIONS:

6.1. Quotes are due no later than the date and time listed on the Request for Quote’s SF1449 document, first page, block 8. Quotes shall be submitted via email to afia.monteaperto@va.gov. Email size shall not exceed 5 MB. If all required attachments exceed this limit, the quote will need to be sent in multiple emails. Quoters shall label each email as follows: “Email Annual Workplace Evaluation and Physical Security Assessments– Quote in Response to 36C10D24Q0065”.

7. QUOTE INSTRUCTIONS, FORMAT, AND CONTENT

7.1. INSTRUCTIONS

7.1.1. These instructions prescribe the format of quotes and describe the approach for the development and presentation of the proposed data. The quote shall include all information requested in the specific instructions.

7.1.2. Quotes shall consist of four (4) volumes. The volumes are 1 -Technical; 2 – Past Performance; 3 – Price; 4– Solicitation SF1449’s completed first page (to include any applicable amendment documents and Certifications/Representations).

7.1.3. Files shall not contain classified data. The use of hyperlinks in quotes is prohibited and any information contained within those hyperlinks will not be evaluated.

7.1.4. Please do not wait until the last minute to submit your quote! Late quotes will not be accepted for evaluation. To avoid submission of late quotes, we recommend the transmission of your quote file 24 hours prior to the required quote due date and time. Please be advised that timeliness is determined by the date and time a complete quote is received by the Government not when a quoter attempted transmission.

7.2. QUOTE FILE FORMAT

7.2.1. The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. Each volume shall contain a cover page consisting of the Volume number, RFQ number/title, quoter’s name, SAM Unique Entity Identifier, DUNS and CAGE Code. Each Volume shall contain a “Table of Contents” for that Volume. The “Table of Contents” will identify major areas, paragraphs and subparagraphs by number and title as well as by page number and volume locations. The Table below indicates the applicable maximum page count for each volume of the quote. Unless otherwise specified, all files must be submitted as either a Microsoft Word file or an Acrobat (PDF) file. Page size shall be no greater than 8 ½” x 11”. Times New Roman Font size shall be 11. Tables and illustrations may use a reduced font size not less than 8-point. Page layout can be portrait or landscape. Larger font can be used on the cover page.

7.3. QUOTE VOLUME CONTENTS: Each quote shall be submitted as set forth below and all information shall be confined to the appropriate part to facilitate independent evaluation. A cover page and Table of Contents are not included in the page counts below.

Volume 1 – Technical

Volume 2 – Past Performance

Volume 3 - Price

Volume 4 RFQ Documents and Certifications/Representations

7.3.1. VOLUME 1, TECHNICAL

7.3.1.1. The Technical quote shall be submitted in accordance with the instructions contained herein. In no case shall statements such as “we comply with the requirements of the task order” or its equivalent be acceptable to meet the requirements of this request for quote. A quote that merely reiterates or promises to accomplish the requirements of the RFQ may be considered unacceptable. A quote that is orderly and sufficiently documented will enable the Government to easily understand and perform a thorough and fair evaluation. It is suggested the specific number and the evaluation criteria be included before each narrative: This will allow for ease of evaluation and should preclude the rejection of a quote due to items not being addressed. The Technical Volume of the quote shall not include price or pricing information.

7.3.1.2. In the event you reference another document or part of the quote, you must be clear as to where the information can be found: Such statements as “see Company profile” or “see Management Plan” are not acceptable. You must indicate on what page of the quote the information can be found in the referenced document. Failure to do so may make your quote non-compliant.

7.3.1.3. The vendor shall submit a detailed narrative that addresses the following three equally important technical subfactors: 1) technical approach, 2) technical qualifications: specialized experience and technical competence and 3) schedule. These subfactors comprise the technical factor and are not in addition to it. The subfactors are provided to provide clarity to the vendors on their submissions.

7.3.1.3.1. Technical Approach:

7.3.1.3.1.1.1 Element 1: SOW Section, Quoter shall submit a written narrative which clearly demonstrates how the quoter intends to effectively and efficiently perform Statement of Work (SOW) tasks of 5.2, 5.3 and 5.5 and subtasks. Quoter shall demonstrate technical methods and procedures that reflect an approach unique to Regional Offices and Out based Offices.

7.3.1.3.1.1.2 Element 2: SOW Section,:

Quoter shall submit a written narrative which clearly demonstrates preventative measures or solutions to overcome any technical difficulties with performing SOW tasks of 5.2, 5.3 and 5.5 and subtasks that may be encountered in a project of this type.

7.3.1.3.2. Technical Qualifications: Specialized Experience and Technical Competence:

The Quoter shall submit a written narrative which demonstrates capability and experience per the criteria listed herein and the extent to which the quoter (and subcontractors) has worked on projects within the last five years for services of similar scope. The narrative shall clearly describe the quoters ability to perform the required services if awarded a purchase order. The narrative shall clearly describe the recency, relevancy and t risk mitigation which enhances the likelihood of successful performance.

Element 1: Demonstrates specialized experience and technical competence in completing SOW tasks 5.2, 5.3 and 5.5 and subtasks.

Element 2: Demonstrates qualified safety and health inspectors with equipment and competencies to recognize and evaluate hazards of the working environment and to suggest general abatement procedures with various recognized credentials including Certified Hazardous Materials Managers (CHMM), Certified Safety Professionals, and/or Industrial Hygienists.

Element 3: Demonstrates inspectors with strong knowledge of and extensive experience with the underlying regulations (OSHA, VA, and National Fire Protection Association).:

Element 4: Demonstrated track record of high quality, sustained Program Performance experience. Demonstrates program support for similar experienced with the inspection life cycle, protocol development, pilot tests, reporting and close-out, and any subsequent recommendations or support that may be required to improve safety and health performance in administrative locations and cemetery operations.

Element 5: Demonstrates qualified Physical Security Specialists with knowledge of state-of-the-art intrusion detection systems and devices, safes and other storage containers, locks and locking systems, personnel entry control systems, security measures applicable to transporting and shipping requirements, ballistic protection measures, protection levels for special nuclear materials, asset protection, and loss prevention. Demonstrates Physical Security Specialist capability and experience with reading, understanding, and evaluating site/facility engineering drawings for potential security deficiencies and to design and implement installation security systems for new facilities.

Element 6: Demonstrates OSHA 10 or OSHA 30 General Industry certifications.

7.3.1.3.3. Schedule:

The quoter’s shall provide a written narrative which clearly describes a preliminary schedule for the inspections/assessments of each facility , and efficient and effective completed inspections for this project. The written narrative shall describe the order in which the quoter proposes to perform the inspections, and the dates on which the quoter contemplates starting and completing the SOW tasks 5.2, 5.3 and 5.5 and subtasks’ salient features of the work (including delivery of all site reports, annual report, etc.). The written narrative shall describe the form of a progress chart of suitable scale to indicate appropriately the percentage of work scheduled for completion by any given point during the period. Most importantly, the written narrative shall describe the length of downtime required. The written narrative shall describe the completion of work for each option year.

7.3.2. VOLUME 2, PAST PERFORMANCE

7.3.2.1. Past Performance includes current on-going (present) performance. Do not include price or pricing information for this requirement in this section. Volume 2 past performance information shall include information for two recent and relevant projects, one of the projects must be for the proposed prime contractor for this requirement. Failure to provide past performance information will result in a neutral rating which will not have a positive or negative affect on the past performance evaluation.

7.3.2.2. The Volume 2 past performance information shall include a written narrative describing information for two recent and relevant projects as follows: Contract Number (when applicable), Contracting Officer’s(CO): Name, Phone number and Email address, Contracting Officer’s Representatives (COR): Name, Phone number and Email address, Non-Government Points of Contact (if applicable), Total Contract Value at time of award and final price after any/all modifications, Initial Period of Performance (POP) and final POP after any/all modifications, Detailed description of services provided and relevance of the referenced contract to the current requirement, and reason for any modifications which effected price or performance period.

7.3.2.3. The Volume 2 past performance information shall correlate with the two PPQs. No more than two PPQs shall be submitted. If more than two are submitted, then only the first two PPQs received will be evaluated. One of the PPQs submitted must be for the proposed prime contractor for this requirement. If one PPQ is not received for the prime contractor, a PPQ received for a proposed subcontractor will not be considered and will have no positive or negative evaluation significance. Please clearly state in the Volume 2 and corresponding PPQ whether the past performance information pertains to the prime or for the proposed major subcontractor for this requirement.

7.3.2.4. No more than two Past Performance Questionnaires (PPQs) shall be submitted for contracts/purchase orders/task orders performed within the last five years. It is the quoter’s responsibility to submit PPQs to the Evaluator from their previous contracts, purchase orders/task orders. To be considered, the PPQs must be completed by the EVALUATOR and emailed directly by the Evaluator to the Contract Specialist Afia Monteaperto at afia.monteaperto@va.gov prior to the due date and time located within block 8 of the SF1449. All PPQs received after the quote due date and time may not be considered. PPQs submitted directly by Vendor responding to this RFQ or completed by the Vendor responding to this RFQ will not be considered. The Government may contact the Evaluators for any clarifications. The Evaluator is the individual/customer who received the services and has knowledge of the quoter’s performance of those services rendered. The evaluator shall not be the firm responding to this request for quote.

7.3.2.5. A quoter with no Past Performance shall be evaluated as “neutral”.

7.3.2.6. Definitions:

7.3.2.6.1 Recency: Contracts/purchase orders/task orders that are 75% complete or completed within the past five years from the date quotes are due, shall be considered recent. The 75% completion applies to active contracts that include a base and option years. Thus 75% completion of an active contract's base year is considered recent past performance. And active contracts that are on option years are considered recent.7.3.2.6.2 Relevancy is defined as a contract that is similar scope of the requirements in this Request for Quote.

7.3.2.6.2.1Scope compares how well the requirements in the RFQ's SOW align with those of the contract referenced.

7.3.2.6.3 Confidence is defined as performance which is satisfactory or better and will be used to assess the risk associated with successful contract performa7.3.2.6.4 Major subcontractor is defined as the subcontractor who received the highest percent of the value of the contract.

7.3.2.6.5 Neutral: No current and/or relevant performance record is identifiable upon which to base a meaningful performance risk prediction. Example: Government personnel were unable to identify any relevant Past Performance information for the vendor or key team members/subcontractors or their key personnel. This is neither a negative nor a positive assessment.

7.3.3. VOLUME 3, PRICE

The quoter shall complete the Solicitation’s section B, price schedule. All prices shall be fully burdened with applicable discounts and shall be represented in TWO DECIMAL POSITIONS ONLY. DO NOT JUST FORMAT THE CELL TO SHOW A TWO DECIMAL POSTION, THE CELL MUST CONTAIN A PRICE WITH A TWO-DECIMAL POSITION. Example: $0.27, not $0.27458. Please double check your calculations on the Schedule. There is no page limit to the price schedule information.

7.3.4. VOLUME 4, RFQ DOCUMENTS AND CERTIFICATIONS/REPRESENTATIONS.

7.3.4.1. Executed Request for Quote: Quoters shall complete blocks 17a (block 17a must include a SAM Unique Entity ID number, D&B # and Tax Identification number), 17b, 30a, 30b, and 30c, on the SF 1449 as applicable and acknowledge all amendments issued by submitting signed amendment SF30 documents. An official having the authority to contractually bind your company must sign the SF 1449 in accordance with FAR 4.102.

7.3.4.2. Representations, Certifications, and Other Statements of Offerors: Include in your quote only the following completed Representations and Certifications – FAR 13 paragraph b (provided below). All other required representations and certifications are to be completed online, except for VAAR Clause 852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction, contained herein.

52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES. (NOV 2021).

(b)

(1) Annual Representations and Certifications. Any changes provided by the Vendor in paragraph (b)(2) of this provision do not automatically change the representations and certifications in SAM.

(2) The Vendor has completed the annual representations and certifications electronically in SAM accessed through http://www.sam.gov. After reviewing SAM information, the Vendor verifies by submission of this quote that the representations and certifications currently posted electronically at FAR 13, Offeror Representations and Certifications—Commercial Products and Commercial Services, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard(s) applicable to the NAICS code(s) referenced for this solicitation), at the time this quote is submitted and are incorporated in this quote by reference (see FAR 4.1201), except for paragraphs________________________. Note: insert “None” in the blank area if everything is up to date in SAM.gov

7.3.4.3. Quote must include the completed VAAR Clause 852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction. Vendor completed certification/fill-in required. The formal certification must be completed, signed, and returned with the Vendor’s quote. The Government will not consider quotes for award from Vendors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

7.3.4.4. 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

7.3.4.5. 52.229-11 TAX ON CERTAIN FOREIGN PROCUREMENTS – NOTICE AND REPRESENTATION (JUN 2020)