Instruction to offerors p0002.docx

E.1 INSTRUCTIONS TO OFFERORS

Note that FAR part 12.201-1 Simplified procedures will be used. A contractor may be eliminated from consideration without further exchanges if technical and/or pricing quotes are not among those Offerors considered most advantageous to the Government based on a best value determination.

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

INSTRUCTIONS FOR OFFER SUBMISSION:

Quoters shall submit their quote via email to Harold McQuillia at Harold.McQuillia@va.gov by 12:00 PM, EST, January 27th, 2026. Offers shall be assembled by the following Sections: each section shall be easily identified.

(a) Submission of Offers:

1) Offers shall be based on requirements contained in the Performance Work Statement (PWS). Offers shall include:

a. Offer Form (Standard Form 1449) – Original Signature and Date, Contract Administration Data; SAM UEI Number; Acknowledgement of Solicitation Amendments

b. A completed price/cost schedule and attachments addressing all Contract Line Items Numbers (CLINSs).

2) System for Award Management (SAM): Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are required to be registered in SAM prior to submitting their quotation.

3) SITE VISIT: Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. A formal site visit WILL NOT BE conducted. In no event, shall failure to inspect the site constitute grounds for a claim after contract award.

4) Amendments: Amendments to this solicitation will be posted in the Contract Opportunities Database at http://www.sam.gov Paper copies of the amendments will NOT be individually mailed. Potential Offerors are advised that they are responsible for obtaining and acknowledging any amendments to the solicitation. FAILURE to acknowledge an amendment may result in your offer being considered unacceptable.

QUOTE PREPARATION INSTRUCTIONS:

Section A – Offer Form (Standard Form 1449) Signed and dated, include the North American Industry Classification System (NAICS) code and small business size standard in Block 10 with the Offerors name and address.

Section B – Pricing Pricing shall be submitted as requested in accordance with Section B, Price/Cost Schedule. Total price (including all options) will be evaluated by the Government; proposed prices should reflect a clear understanding of the requirements and commensurate with the Performance Work Statement (PWS). The unit pricing (Column O) in Attachment A- excel sheet 36C24626Q0158 LineItems located in Section D. MUST be completed along with the Price/Cost Schedule in section B.2.

Section C – Offerors Representations and Certifications

All Quoters shall be registered and current in the System for Award Management (SAM) www.sam.gov/. database at time of award.

All Quoters MUST be a verified Service-Disabled Veteran Owned Small Business (SDVOSB) vendor at the time of quote submittal. To be considered an SDVOSB, the company must be listed as verified in the SBA database, https://sba.gov/.

All Quoters must submit a completed and signed copy of 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION.

Section D – Technical/Management Approach Offerors shall submit a quote that addresses all aspects of the Performance Work Statement (PWS).

The quoter shall identify any subcontractors proposed under this solicitation. All technical elements applicable to the utilization of subcontractors must be addressed in the technical quote and detail provided.

The technical quote should be as detailed as necessary to fully explain the proposed methods and rationale; it should reflect a clear understanding of the nature of the work being undertaken. The technical quote shall include information on how the project is to be organized, staffed, and managed.

The Technical Volume shall not exceed twenty-five (25) pages in length (minimum 12-point font and no less than ½ inch margins). Page limitation includes any drawings, charts, images, etc., and excludes section dividers, table of contents, glossary of terms, cross-referencing indices, and resumes. If more than 25 pages (not counting excluded pages) are submitted, only the first 25 pages will be considered.

Section E – Past Performance Please provide three (3) references of work-similar in scope. Identify all federal, state, and local government contracts as well as any private/commercial contracts of similar scope, size, complexity that are ongoing or have been completed within the last three years. List the following information for each contract:

· Company Name and Address

· Description of Services Performed

· State whether work was performed as a prime contractor or subcontractor.

· Name, Telephone Number and Email Address of Responsible individuals who have first-hand knowledge of performance relative to similar type of services.

· Dates of Contract Performance

· Contract Type (e.g., fixed price, cost reimbursable) and total contract value.

Failure to submit a complete proposal may result in a technically unacceptable determination.

AWARD BASIS AND EVALUATION METHOD:

Following receipt of offers, the Government will perform a comparative evaluation to select the offer that represents the best benefit to the Government at a price that can be determined fair and reasonable. This requirement will be awarded to a responsible contractor whose proposal represents the best value to the Government. The Government will evaluate technical capabilities, past performance, and price, with technical and past performance factors more important than price.

By submission of its quote, the offeror accedes to all solicitation requirements, including terms and conditions, representations, certifications, and evaluation factors. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. If any offer’s technical approach or past performance is determined to be unacceptable, the entire offer will be considered unacceptable. Failure to submit a complete offer may result in the offer being deemed technically unacceptable. Any proposal submitted that is determined unacceptable based on any price or non-price factor will not be eligible for award.

The Government will evaluate proposals for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options shall not obligate the Government to exercise the option(s).

Evaluation Factors - The following factors apply to this procurement:

FACTOR I - TECHNICAL:

· Offeror shall be evaluated based on their technical capability and approach for completing the requirements in the PWS. Evaluation will include but not limited to the firm’s ability to provide the full range of services as outlined in the PWS. This comprises of management and operation (safety procedures, staff training plans etc.) to include start up time needed between notice of award and start of service.

· Capability to Perform - Offeror must demonstrate that it currently possesses or can obtain the personnel, equipment, standards, work processes, licenses/permits/certifications, and general resources to accomplish all requirements of the PWS.

· Provide a detailed Contingency Plan outlining continuation of services in the event of issues with personnel, contractor equipment, production facility failure, or any circumstance that would impact the contractor’s ability to successfully perform the services and/or requirements in the PWS.

FACTOR II - PAST PERFORMANCE:

Past performance information will be utilized to determine the quality of the contractor’s past performance as it relates to the probability of success of the required effort. The Government will evaluate customer satisfaction, responsiveness to customer needs, and past demonstration of meeting delivery schedules and the delivery of quality services. Emphasis will be on recent, relevant past performance in the previous three (3) years performed as the prime contractor. Recent is defined as CONSTRUCTION PROGRAM MANAGEMENT work performed within the last three (3) years. Relevant is defined as work similar in size and scope of the work described in the Performance Work Statement (PWS).

Past performance information is one indicator of an offeror’s ability to perform the contract successfully. Current and relevant information, source of information, context of data, and general trends in Contractor’s performance shall be considered as it pertains to the performance of work described in this solicitation. Offerors may provide information on problems encountered on identified contracts and the offeror’s corrective action. The Government shall consider this information as well as information obtained from any other sources when evaluating the offeror’s past performance.

Since the Government may not necessarily interview all the sources provided by the offerors, it is incumbent upon the offeror to explain the relevance of the data provided. Offerors are reminded that the Government may elect to consider data obtained from other sources.

Offerors with no relevant past performance or for whom information is not available, shall not be evaluated favorably or unfavorably on past performance, but may be considered less favorably than an offeror with favorable performance history.

FACTOR III - PRICE:

Offerors prices shall be submitted in accordance with the Price/Cost Schedule comprised within Section B of the solicitation document. Total price will be evaluated by the Government. In evaluating the offeror’s proposed price for this service, the government concern includes determining price reasonableness.

TECHNICAL QUESTIONS:

Offerors should submit all technical questions regarding this solicitation to the Contracting Officer in writing, via email, to Harold McQuillia at harold.mcquillia@va.gov on or before 12 pm EST, January 23rd, 2026.

Address Subject Line: CONSTRUCTION PROGRAM MANAGEMENT AND RELATED SERVICES ASHEVILLE VAMC 36C24626Q0158.

Telephonic (verbal) questions Will Not be addressed.

All responses to questions, which may affect quotes, will be incorporated into a written amendment to the solicitation. Amendments to this solicitation will be posted on www.sam.gov. Paper copies of the amendments will NOT be individually mailed. By registering to receive notifications on www.sam.gov, offerors will be notified by email of any new amendments that have been issued. No other notification of amendments will be provided. Potential Offerors are advised that they are responsible for obtaining and acknowledging any amendments to the solicitation. Failure to acknowledge an amendment may result in your quote being considered unacceptable.

DUE DATES:

All quotes shall be submitted by 12:00 PM, EST, January 27th, 2026, via email to Harold McQuillia via email to harold.mcquillia@va.gov. CONSTRUCTION PROGRAM MANAGEMENT AND RELATED SERVICES ASHEVILLE VAMC 36C24626Q0158.

Facsimile are not authorized under this announcement.