Quote Evaluations - REVISED.pdf

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (DEVIATION 2025)

(a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include—

(1) The solicitation number;

(2) The name, address, telephone number of the Offeror;

(3) The Offeror’s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator;

(4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation;

(5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and

(6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments.

(b) Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(c) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation.

(2) Any offer, modification, or revision received after the time specified for receipt of offers is “late” and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

(3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(4) Offerors may withdraw their offers by written notice to the Government received at any time before award.

(d) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror’s initial offer should contain the Offeror’s best terms. However, the Government reserves the right to conduct discussions, if necessary.

The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

(e) Debriefings. If a postaward debriefing is given to requesting Offerors, the Government will disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed Offeror’s offer.

(2) The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror and past performance information on the debriefed Offeror.

(3) The overall ranking of all Offerors when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award.

(5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful Offeror.

(6) Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities.

(End of provision)

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.

All quotes shall be submitted electronically to Aunjelaca Miller at Aunjelaca.Miller@va.gov.

Quote submission exception: Phase II -Technical Samples as outlined in FAR 52.212-2 below.

Offerors should submit all technical questions regarding this solicitation to the Contracting Officer in writing, via email to Aunjelaca Miller at the aforementioned email address, on or before 2:00 PM EST, May 19, 2026.

mailto:Aunjelaca.Miller@va.gov

E.2 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government. By submission of its quote, the offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The following factor shall be used and evaluated in two phases to evaluate offers: Past Performance, Price, Certifications, Locality and Technical Samples with all factors being of equal importance.

The following factors will be used to evaluate the quotes:

Phase I (One):

Phase I Factors: Past Performance, Price, Certifications and Locality

*NOTE: ALL OFFERORS WILL BE ALLOTTED 3 WEEKS TO SUBMIT ALL

REQUIREMENTS UNDER THIS PHASE OF THE SOLICITATION

(Due on or before 5/26/2026 by 2:00PM EST)

Factor A: Past Performance

Past performance evaluation results in an assessment of the offeror’s probability of meeting the solicitation requirements. It considers each offeror demonstrated recent and relevant record of performance in providing services that met the contract requirements:

There are two aspects to the past performance evaluation

(a) Relevancy of contractual work performed and;

(b) How well the contractual work was performed

Relevant is defined as contracts recently performed that include similar services that are similar in complexity, dollar value and contract type. The more recent the offeror’s performance in providing similar services – as defined above, the more consideration that will be given by the government in evaluating the ‘relevance’ of the offeror’s past performance history.

*The past performance shall include up to 5 years of continued operational service, that is documented and can be independently verified.

The second aspect of the past performance evaluation is to determine how well the contractor performed on the contracts.

The Government may contact references, other than those identified by the offeror, and use the information received to evaluate the offeror’s past performance. The information evaluated may include data on efforts performed by other divisions, critical subcontractors, or teaming partners, if such resources will be brought to bear or significantly influence the performance of the proposed effort. Special emphasis will be placed on performance related to areas covered in the Statemen of Work (SOW) for this solicitation.

The government will also use information obtained from government databases such as CPARS, FAPIIS, and any other databases as necessary.

The offeror will be sure to provide as much information as possible for confirmation and determination of past performance recency and relevancy, at the time off submission.

In the case of an offeror without a record of relevant performance history or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on performance history.

*Offeror shall provide sufficient information related to past performance for independent verification, at the time of quote submission.

Past Performance Ratings

Rating Description

Acceptable Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required services.

Neutral The offeror did not submit relevant past performance, past performance cannot be independently verified, or the information on past performance is unavailable or so sparse that no meaningful rating can be assigned.

Unacceptable Based on the offeror’s performance record, the Government does not have a reasonable expectation that the offeror will be able to successfully perform the required effort.

Factor B: Price

This factor shall be used to assess the reasonableness of the Offeror’s proposed total price.

a) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(b) 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. 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.

Factor C: Certifications

This factor shall be used to access the offeror’s ability to perform the requested services in the Birmingham, Alabama service area as requested in the SOW. The contractor shall have all licenses, permits, and certifications as required by local and state authorities for the state of Alabama. Current copies of these must be provided at the time of quote submission.

The minimal certifications that shall be submitted include:

a) FDA QSR / ISO 13485 / DAMAS for Device Manufacturing

b) National Association of Dental Laboratories (NADL) Certification

Factor D: Locality

This factor shall be used to ensure timely, effective, and efficient services as outlined in the SOW. The offeror shall be located within a 2-hour drive time from the Birmingham VA Medical Center (VAMC).

Documentation of the offerors distance from the offeror location to the VAMC shall be included at the time of quote submission (Example: MapQuest printout highlighting distance between the aforementioned locations).

AFTER COMPLETION OF ALL PHASE I REQUIREMENTS, OFFERORS WILL BE EVALUATED FOR

ACCEPTABILITY. THOSE OFFERORS THAT ARE CONSIDERED ACCEPTABLE WILL BE

NOTIFIED BY THE CONTRACTING OFFICER TO PROCCED WITH PHASE II, AS OUTLINED IN

THE “TECHNICAL SAMPLES’ ATTACHMENT AND THE TECHNICAL SAMPLES GUIDANCE

WITHIN THE SOLICITATION. THOSE OFFERORS WILL BE NOTIFIED WITHIN 7 DAYS OF THE

PHASE I DUE DATE (5/26/2026). ONLY THOSE OFFERORS THAT ARE CONSIDERED ACCEPTABLE

UNDER PHASE I WILL PROCEED AND BE CONSIDERED UNDER PHASE II OF THE

SOLICITATION.

Phase II (Two):

Phase II Factor: Technical Samples

*NOTE: ALL OFFERORS WILL BE ALLOTTED 15 DAYS TO SUBMIT ALL

REQUIREMENTS UNDER THIS PHASE OF THE SOLICITATION

(Due on or before 6/18/2026 by 2:00PM EST)

Technical Samples Submission: All offerors will submit technical samples to the identified point(s) of contact, as outlined in the Technical Samples document. In accordance with the solicitation, offerors will pick up sample dental molds and fabricate dental casts as outlined in the aforementioned document.

Technical Samples Ratings

Rating Description Acceptable The submission clearly meets all minimum requirements as required by the solicitation.

Unacceptable The submission does not clearly meet all minimum requirements as required by the solicitation.

*NOTE: All offerors will be allotted 15 days to complete this phase of the solicitation after notification.

A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

*NOTE: All offerors will be allotted no more than 45 days total to complete Phases I and II of the solicitation requirements, to include all requested submissions.

Quote Submission Timeline Summary:

Phase I: 5/5/2026 – 5/26/2026 Offeror Notifications: 5/27/2026 – 6/3/2026 Phase II: 6/3/2026 – 6/18/2026