ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS.docx

ADDENDUM to 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

1. RFQ ACCEPTABILITY: Quotations shall strictly comply with all instructions in this RFQ solicitation to ensure a complete submission submitted via email to bertha.leguizamon@va.gov.

Failure to furnish a complete submission on or before the due date may result in the Quotation being rendered as non-responsive and/or unacceptable by the Government, thereby eliminated from consideration for award. The submission will be presumed as the best final quotation in response to this RFQ solicitation. The Government intends to award one (1) Firm-Fixed-Price Purchase Order without discussions.

2. GENERAL RFQ PREPARATION INSTRUCTIONS:

a. The instructions in this RFQ solicitation prescribe the format of Quotation submissions as well as describe the approach for the development and presentation of the proposed data. The Quotation shall include all information requested in these specific instructions. Failure to include all information requested in these specific instructions may adversely affect the evaluation. Quotations that merely reiterate or promise to accomplish the requirements of the RFQ solicitation will be considered unacceptable. Quotations that are orderly and sufficiently documented by each evaluation factor will be efficient for the Government to understand, which will enable the Government to perform thorough and fair evaluations.

b. Quotation submissions must provide enough information for the Government to ascertain the capability of vendor in performing janitorial services as described by the SOW, which is a part of this RFQ solicitation. All commitments made in the Quotation may become a part of the Purchase Order. The data submitted with each Quotation should be complete and concise, but not overly elaborate. Excessive reliance on promotional brochures is strongly discouraged.

3. QUESTIONS: Questions regarding this RFQ solicitation shall be submitted, in writing, by e-mail only to the Contracting Officer at bertha.leguizamon@va.gov. Questions will be accepted until Friday, July 18, 2025 at 4:00 pm Eastern Standard Time (EST). No oral questions or questions by telephone will be accepted.

The Government is not obliged to provide a response to any questions received after the aforementioned date and time. All questions received within the above-designated timeframe that the Government considers relevant will be answered. Responses to questions that were timely submitted will be provided in an Amendment to the RFQ solicitation, which will be posted and made available for all potential vendors.

4. AMENDMENTS: Amendments to this RFQ solicitation will be posted on Contract Opportunities through SAM at https://sam.gov/content/opportunities. Paper copies of the Amendments will not be individually mailed. No other notification of Amendments will be provided other than posting to Contract Opportunities. Potential vendors are solely responsible for obtaining and acknowledging any Amendments to the RFQ solicitation. Failure to acknowledge any Amendment may result in the vendor being considered as non-responsive.

5. RFQ DUE DATE AND SUBMISSION INSTRUCTIONS:

a. Quotations shall be submitted on or before July 23, 2025 date and by 4:00 pm EST, Quotations shall be submitted, in writing, by e-mail to the Contracting Officer at bertha.leguizamon@va.gov.

b. The size of each e-mail shall not exceed 5 megabytes (MBs). If all required attachments exceed this size limitation, then the Quotation submission must be sent in multiple e-mail correspondence.

c. To properly identify the number of e-mails with each Quotation submission, the e-mail correspondence for Quotation submissions shall be labelled in the subject line as follows: “Email # of # - Quotation for RFQ 36C10D25Q0125, Janitorial Services – Fort Harrison VARO.”

6. RFQ INSTRUCTIONS, FORMAT, AND CONTENT:

a. INSTRUCTIONS

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

ii. Submissions shall not contain any classified data. The use of hyperlinks in Quotations submissions is prohibited and any information contained within those hyperlinks will not be evaluated.

iii. Late Quotation submissions will not be accepted for evaluation. To avoid late submissions, the Government recommends the transmission of the Quotation file(s) at least one (1) calendar day before the submission due date and time. Please be advised that the submission timeliness is determined on the receipt date and time in which the Quotation file(s) are received by the Government, not based upon attempted transmissions by the potential vendor.

b. QUOTATION SUBMISSION FORMAT

i. The Quotation submission shall be organized and formatted with five (5) sections combined into the least number of portable document format (PDF) files as practically possible, which are as follows:

Section 1 – Standard Form 1449(SF1449) documents [Completed First Page and Price/Cost Schedule] with any applicable amendment documents;

Section 5 – Requested Certifications/Representations.

ii. The Quotation submission shall be clearly indexed and logically assembled. Each of the five (5) sections in the Quotation submission shall be clearly identified and shall begin at the top of a new page.

iii. Each of the five (5) sections shall contain a Cover Page that establishes the following information: (a) Section Number; (b) RFQ Number; (c) Janitorial Services (d) Vendor Name; (e) Vendor System for Award Management Unique Entity Identification (SAM UEI) Number; and (f) Vendor Commercial and Government Entity (CAGE) Code.

iv. The table below indicates the maximum page count, if applicable, for each of the five

(5) sections in the Quotation submission.

v. Unless otherwise specified, all files must be submitted as an Adobe PDF file.

vi. All documents in the Quotation submission shall be letter-sizer paper (no greater than 8 ½” x 11”). Page layout can be portrait or landscape.

c. QUOTATION CONTENTS

i. Each Quotation submission shall be compliant as set forth below. All information shall be confined to the appropriate section that will then facilitate independent evaluation.

ii. Cover Pages and Table of Contents are not included in the page limitations below.

iii. Pages exceeding the total allowable page limitation for a particular evaluation factor may not be considered.

Section 1 – SF1449 (Completed SF1449 First Page and Acknowledged Amendments)

4 pages

Section 3 – Past Performance (CPARS or two [2] completed PPQs).

10 pages

Section 4 – Price (Completed SF1449 Price/Cost Schedule) 2 Pages

Section 5 – Certifications/Representations

No Page Limit

d. SECTION 1 CONTENTS – SF1449

i. Quotation submissions shall be completed with an executed SF1449 [Page 1 of SF1449] as to the following items:

1. Block 17a – Contractor Name that must also include a SAM UEI Number and Tax Identification Number;

2. Block 17b;

3. Block 30a;

4. Block 30b;

5. Block 30c;

6. Acknowledgement of Amendments [Page 4 of SF1449]; and

7. Signed SF1449 for each Amendment(if applicable).

An official having the authority to contractually bind the company must sign Blocks 30a, 30b, and 30c of the SF1449 in accordance with FAR 4.102.

e. SECTION 2 CONTENTS - TECHNICAL

i. The Technical Section of the Quotation submission shall not include any price and/or pricing information.

ii. THE TECHNICAL SECTION SHALL CLEARLY DEMONSTRATE ALL OF THE REQUIREMENTS FROM THE TECHNICAL EVALUATION FACTOR CRITERIA ITEMIZED IN THE ADDENDUM TO FAR 52.212-2.

f. SECTION 3 CONTENTS – PAST PERFORMANCE

i. The Past Performance Section shall consist of Contractor Performance Assessment Reporting System (CPARS) data or two (2) completed Past Performance Questionnaires (PPQs). The PPQ template has been attached to the RFQ solicitation.

ii. If no applicable CPARS data is available, then one (1) of the two (2) completed PPQs must be for work that the potential vendor performed as the prime contractor.

iii. Each completed PPQ shall be recent and relevant as further defined in the Evaluation Factors, which are a part of the Addendum to FAR 52.212-2. If the completed PPQs are not considered recent and relevant, then the past performance record will equate to a neutral rating that is also further defined in the Evaluation Factors, again a part of the Addendum to FAR 52.212-2.

iv. The Government may, but is not limited to, evaluate present and past performance information through discussions with the PPQ references provided; conduct inquiries with customers; use data independently obtained from other Government databases, commercial sources, or publicly available sources; and/or rely upon personal business experience with the potential vendor.

g. SECTION 4 CONTENTS – PRICE

i. The Price Section shall consist of the SF1449, Price/Cost Schedule [Page 11 of SF 1449].

ii. All prices shall be fully burdened and represented in two (2) decimal positions only.

Double check any calculations for accuracy.

h. SECTION 5 CONTENTS – CERTIFICATIONS/REPRESENTATIONS SEE 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION FEB 2025)

7. DETERMINATION OF NON-RESPONSIVE: Quotations received pertaining to this RFQ swill be reviewed for responsiveness. Failure to provide all required documentation before the submission date/time may deem the Quotation and respective vendor as non-responsive.

8. DETERMINATION OF RESPONSIBILITY: A Determination of Responsibility will be conducted for the prospective awardee’ prior to award of this project. The Representations and Certifications, along with other information obtained from Government database systems, as well as any other information permissible in FAR 9.105-1 will be used to make the Determination of Responsibility.

Note: Any information received by the Government that would cause a negative Determination of Responsibility may make that particular vendor ineligible for award.