ATTTACHMENT 2_Supplemental Instructions to offerors.docx

SUPPLEMENTAL INSTRUCTIONS TO OFFERORS

OFFEROR MUST:

NOTE: Failure to complete any of these steps can result in your quote being removed from evaluations and considered incomplete.

ENSURE THAT ITS QUOTE IS SUBMITTED TIMELEY TO ENSURE DELIVERY AND RECEIPT BY THE DUE DATE AND TIME IDENTIFIED IN BOX 20 ON THE SF1449 (Page 1 of the solicitation). LATE QUOTES WILL NOT BE ACCEPTED.

Questions are due no later than (NLT): May 8, 2025 by 10:00am Easter Time Quotes are due NLT: May 22, 2025 by 10:00am Eastern Time Quotes may be submitted by:

1. Email to Contracting Officer: Robert O’Keefe - Robert.OkeefeJr@va.gov *Please request confirmation of receipt when your submission has been sent*

Type of award: As described in FAR 16.503 the contract will be awarded as a five-year (5) Indefinite Delivery Requirements Contract (IDRC). With five (5) individual pricing periods. Task orders shall be issued in accordance with the ordering clauses and by the individuals or activities designated in the schedule.

Award Basis: The RFQ will be using the procedures IAW FAR 13.106-2(b)(3) - Contracting offices may conduct comparative evaluations of offers. The Government will issue an award to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations.

The following factors shall be used to evaluate quotations – the order of importance is 1-4:

1. Technical or Quality

2. Past Performance

3. Veterans Status in accordance with VAAR 852.215-70

4. Price

OFFEROR MUST:

Offerors are to submit a quote based on the information provided in the Statement of Objectives (SOO); the SOO provides the overall objectives for the acquisition, including any operating constraints. Offerors should use the SOO, together with other applicable portions of the solicitation, as the basis for preparing a written Performance Work Statement (PWS). The PWS should thoroughly specify in clear, understandable terms the manner in which the offeror will provide the required services in order to meet or exceed the objectives identified in the SOO. Preparation of an effective PWS requires both an understanding of the services that are needed to satisfy a particular requirement and an ability to define what is required in specific, quantitative terms.

Offerors are urged to ensure that their quotes are submitted on the most favorable terms in order to reflect their best possible effort, since less than that could result in exclusion of the quote from further award consideration. The Government reserves the right to make award without discussion based upon the initial quotes. All information that the offeror wishes to have considered shall be submitted with the initial quote. Vague or terse statements such as “will comply,” “noted,” “understood,” etc. are not acceptable. The evaluation will be limited to the information provided and nothing will be assumed. The evaluators may utilize the Offeror’s response to the solicitation as a means for validating the Offeror’s understanding and capability to perform as it relates to the evaluation criteria. The Offeror’s quote is presumed to represent its best efforts to respond to the solicitation; thus, any unexplained inconsistencies resulting from the Offeror’s lack of understanding of the nature and scope of work for the overall solicitation may be grounds for rejection of the quote.

(1) In accordance with the SOO provide information that demonstrates your company’s TECHNICAL CAPABILITY

1. Technical Factor: Offeror’s Proposed Performance Work Statement (PWS) and Quality Control Plan:

The Offeror’s PWS must be no longer than 20 pages and be in a standard type and font. An electronic copy (saved filed) of the PWS must be submitted in Microsoft Word format and provided at time of quote. The PWS must demonstrate how the Offeror intends to perform the services of the contract to meet the objectives listed in the SOO. The following technical information is required to be provided by the Offeror’s PWS and must be presented in a logical manner to facilitate the technical evaluation:

Subfactor 1: The Offeror’s PWS must, at a minimum, clearly specify the technical approach, method or plan that will be employed by the Offeror to accomplish each of the 7 objectives listed in the Performance Objective section of the SOO.

Subfactor 2: The Offeror’s PWS must, at a minimum, clearly specify the technical approach, method, or plan to provide management, supervision, employees, supplies, equipment, tools, and transportation for completing the duties that will result in your PWS.

Subfactor 3: The Offeror’s PWS must, at a minimum, clearly specify the technical approach, method, or plan to supply a 24hr. telephone number point of contact (POC), and the ability to send out an estimator/assessor within the 24hrs notice of emergency damage.

Subfactor 4: The Offeror’s PWS must, at a minimum, clearly specify the technical approach, method, or plan to furnish all materials, equipment, tools, Personal Protective Equipment (PPE), dumpsters for disposal and other items necessary to perform the removal and clean-up. All materials, tools, chemicals, equipment, and supplies used by the Contractor shall conform to commercial brand/products Subfactor 5: The Offeror’s PWS must, at a minimum, clearly specify the technical approach, method, or plan to furnish employee training: At a minimum provide documentation/certifications for contracted employees’ respective duties (i.e. electrical certification, building codes, OSHA, etc.) The offeror shall provide evidence that its employees are trained for providing the services in the resulting PWS for healthcare facilities.

Subfactor 6: The Offeror’s Quality Control Plan (QCP) must be no longer than 10 pages and be in a standard type and font. The QCP coincides with the developed PWS and it must state the internal processes the Offeror will use monitor itself and its personnel to ensure the services provided are meeting contract requirements. In other words, the PWS will demonstrate how the Offeror will perform the services and the QCP will state how the Offeror will ensure its being done. The QCP will be incorporated in the resulting contract, and it will be the basis for the Government’s Quality Assurance Surveillance Plan (QASP). The content criteria for the QCP are included as an attachment in Section D.5.

(2) Provide information that demonstrates your company’s PAST PERFORMANCE

a. Offerors shall submit a list detailing their work over the past five years which is relevant to the efforts required by this solicitation and involve Emergency Restoration and Disaster Remediation Services provided for hospitals. The list must include:

· Contracting Entity’s name and location (include the contract number, if it’s a governmental entity);

· Scope of services provided;

· Contract time period (i.e., length of time);

· Procuring Officer/Official’s name, telephone number, and email address;

· Awarded price/cost; and

· Final (or projected) price/cost.

b. An Offeror may provide a narrative explanation of each contract’s/experience’s objectives achieved in an effort to detail how the effort is relevant to the objectives listed in this solicitation’s SOO. If the Offeror fell short in meeting the contracting entity’s objectives, provide a brief explanation of the reason(s) for the shortcomings and any corrective action(s) taken to avoid recurrence.

c. Provide at least three (3) examples of CPARS rating, or any past performance ratings provided by any Veterans Affairs, or Healthcare Facility

(3) Provide information that demonstrates your company’s Service Disable Veteran Owned Business (SDVOSB) STATUS—

1. In accordance with VAAR 852.215-70, Eligible service-disabled veteran-owned offerors, an offeror must be registered and verified in Veteran Small Business Certification (VetCert) database (Veteran Small Business Certification (sba.gov)) at the time a quote is submitted to receive full credit.

VA recognizes the contributions of our Nation’s Veterans and strives to make contract awards to small businesses owned by Veterans. VA also encourages non-Veteran owned businesses to provide subcontracting opportunities to Veteran-owned businesses. To receive credit under the socio-economic status factor, offers received from a Service-Disable Veteran-Owned Small Business (SDVOSB) or Veteran-Owned Small business (VOSB) must be registered and verified in the VetCert database at the time of offer submission.

For an Offeror, who proposes to use SDVOSB or VOSB subcontractors to receive credit, the proposed SDVOSB or VOSB must be registered and verified in the VetCert database at the time of offer submission. An Offeror must state in their quote the names of the SDVOSB and VOSB with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts.

(3) Provide a Price/Cost Schedule quote for the services outline in your drafted PWS.

a. Offerors must complete the Price/Cost Schedule – ATTACHMENT 3_36C24525Q0451 LineItems. Offerors should also include a narrative explanation of the criteria, information, assumptions, etc. taken into consideration and relied upon to arrive at the proposed contract price. Additionally, the offeror must include the line item numbers required to execute the tasks, and a quoted price for five 5 individual pricing periods identified in Block 20. SF 1449 – Pg. 1.

b. Options. For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one (1) to six (6) months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates during the pricing period when a task order is issued under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for each task order issued relevant to the pricing period in the base contract. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

Note: the purpose of the 52.217-8 clause is for the Government to have the option to extend the services if there are unforeseen delays to the task orders issued. The 52.217-8 pricing should include 1 to 6 month pricing options for each pricing period identified in Block 20. SF 1449 – Pg. 1. The 52.217-8 clause line item should be separate from the line items associated with the tasks that the offeror will be quoting.

OFFEROR MUST:

(a) Complete Box 12, 17, and 30 of the SF 1449 (Page 1) of the solicitation. Provide the legal entity name, address, telephone number and SAM UEI # identifier in Box 17.

(b) Complete Section B.2., contractor POC information required in ADMINISTATIVE DATA.

(c) Compliance with limitations on subcontracting: Describe any relationship to the offeror of any personnel who will be providing services under the contract that are not directly employed by the offeror. E.g., provide a copy of your written teaming arrangement or subcontracting plan that explains each party’s specific responsibilities/activities regarding the performance of the contract, as well as the duration and terms of the arrangement.

· Acknowledge, Sign and Return a copy of VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)with submission of your quote at time of submission.