S02 Evaluation and Instruction to Quoters RFQ 36C24826Q0366.docx

EVALUATION AND INSTRUCTION TO QUOTERS

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.

This solicitation uses the procedures of the Revolutionary FAR Overhaul (RFO) Part 12, Acquisition of Commercial Products and Commercial Services.

TIERED EVALUATION. This solicitation will be evaluated using a tiered evaluation approach (also known as cascading set‑asides). The tiers for this procurement are:

a. 1st Tier- Service-Disabled Veteran-Owned Small Business (SDVOSB)

b. 2nd Tier- Small Business

Evaluation will begin with the first tier. If the Government receives two or more acceptable quotes from the first tier, the evaluation will not proceed to the next tier. If fewer than two acceptable quotes are received at a given tier, the Government may proceed to evaluate the next tier.

The Government will evaluate your quote in accordance with the evaluation criteria set forth within this combined synopsis-solicitation. This RFQ does not commit the Government to pay any of the costs associated with the preparation and submission of your quote. In addition, the Contracting Officer is the only individual authorized to legally commit the Government to the expenditure of public funds in connection with this requirement.

EVALUATION PROCEDURES AND BASIS FOR AWARD

1.0 Evaluation Process and Basis for Award. In order for quotes to be considered acceptable and eligible for evaluation, they must be prepared in accordance with and in compliance with the instructions given in this combined synopsis-solicitation and address all the requirements set forth within this solicitation.

1.1 Procedures. The Government will perform a comparative evaluation in accordance with RFO 12.203(c)(2). The Government will compare quotes to one another to select the service that best benefits the Government by fulfilling the requirement. The evaluation of the requirements outlined in this request for quote will determine suitability.

1.1.1 Acceptability and Comparison. Once a quote is found acceptable, the Government will compare it, in a uniform and fair manner, to the remaining quotes. The Government may communicate only with the quoter(s) whose quote(s) appear best‑suited in order to resolve any remaining issues. Quotes that do not meet the requirements may be rejected.

1.2 Basis for Award. Award will be made to the responsible quoter whose quote is most advantageous to the Government, considering price and non‑price factors. Although the Government may select a quote that provides additional value beyond the minimum requirements, the Government is not requesting or accepting alternate quotes. Each quote must comply with the PWS and solicitation requirements.

1.3 Contract Type. A single firm-fixed price requirements type contract with a five-year ordering period will be awarded from this solicitation.

2.0 Evaluation Factors for Award. The following factors will be evaluated: price, past performance, and technical capability.

2.1 Price (FACTOR 1): The Government will evaluate prices to determine reasonableness.

a. The Government will add the total price for all line items to determine the Total Evaluated Price. Line items without quantities will also be evaluated for reasonableness. Failure to provide pricing for all required line items may result in the quote being deemed unacceptable.

b. RFO 52.217-8, Option to Extend Services. For evaluation purposes only, the Government will add a six‑month period to the quoter’s total evaluated price using the quoter’s unit prices. Evaluation of the option does not obligate the Government to exercise it.

c. Prices shall be limited to two decimal places. If more are provided, the Government may round up or down to two decimal places.

d. The Government may compare prices among quoters, compare to historical prices, or compare to a government estimate to determine that prices are fair and reasonable.

2.2 Past Performance (FACTOR 2): The government will consider relevant past performance information demonstrating the quoter’s capability to perform similar, including in magnitude, HVAC chiller and AHU preventive maintenance and repair services.

a. Quoters shall provide references for contracts of similar scope, complexity, and value performed within the past five years.

b. Quoters shall provide references for contracts of similar scope, complexity, and value performed within the past five years.

c. The Government will evaluate past performance based on quality of service, timeliness, customer satisfaction, and compliance with contract requirements.

d. Negative past performance, especially related to failure to meet system availability, quality standards, or safety requirements, may impact evaluation.

e. In the case of a quoter without a record of relevant past performance or for whom information on past performance is not available, quoter will not be evaluated favorably or unfavorably on past performance.

2.2.1 Past Performance Information Sources. The Government may use CPARS, questionnaires, contracting officer knowledge, and other sources to assess past performance.

2.3 Technical Capability (FACTOR 3): The Government will evaluate each quoter’s ability to meet the requirements of the Performance Work Statement (PWS). Evaluation will focus solely on whether the submitted information demonstrates the capability to perform the required services.

2.3.1 Preventive Maintenance & Repair Capability. The evaluation will consider whether the quote demonstrates:

a. Ability to perform all preventive maintenance (PM) and repair requirements for chillers and AHUs as described in PWS Sections 3.1 and 3.2, including OEM compliance, ASHRAE standards, daily inspections, scheduled PM, component repair, and emergency response.

b. Ability to meet the required ≥95.5% system availability (PWS 3.0).

c. Capability to perform all PM tasks outside core hours for AHUs and within required windows for chillers.

2.3.2 Qualified Personnel and Staffing. The quoter shall demonstrate:

a. Personnel meet PWS qualifications requirements, including:

i. Qualified Healthcare HVAC/Refrigeration Technician Lead

ii. Licensed HVAC technicians (CTRAPR)

iii. Licensed electricians (CPEPR)

iv. Sheet‑metal/duct mechanics

v. Mechanical Engineer when required under the PWS

Include a copy of all required licenses.

b. Adequate staffing levels to meet daily inspections, PM frequency, repairs during outages, and emergency call‑back obligations.

2.3.3 Compliance and Safety Programs. The quoter shall demonstrate:

a. Ability to meet all OSHA, NFPA, EPA Section 608, VA directives, infection‑control standards, and facility safety requirements (PWS Sections 2.6, 2.7, 2.8).

b. A clear approach to safety plans, required PPE management, lockout/tagout procedures, and hazard communication.

2.3.4 Quality Control and Documentation. The quoter shall demonstrate:

a. A comprehensive Quality Control approach that meets PWS Section 4.6.

b. Ability to maintain logs, PM checklists, diagnostic results, corrective actions, system performance data, and monthly reports.

2.3.5 Emergency Response Capability. The quote shall clearly demonstrate the quoter’s capability and approach to:

a. Meet or exceed the required 30 minute acknowledgement and 2 hour onsite response as per the PWS.

b. Provide 24/7 emergency support, with a clear plan to ensure coverage.

3.0 SITE VISIT. See the combined-synopsis announcement for site visit information and instructions.

4.0 QUESTIONS. See the combined-synopsis announcement for the submission date.

5.0 QUOTE PREPARATION AND SUBMISSION. The quote shall be submitted no later than the date specified in the Combined Synopsis / Solicitation notice. Quotes received after the due date and time may not be considered. The Quoter shall submit one (1) PDF version of the quote, including price, technical, and past performance information. Your quote must indicate that it is based upon all the terms and conditions of this RFQ and signed by an official authorized to bind the organization. In addition, it must contain a statement to the effect that the quoted price will be valid for a period of no less than 90 days from the date of receipt by the Government. Contractors are encouraged to limit the quote total pages, including pricing, past performance, and technical capability, to no more than 30 pages in length. The quote shall be emailed to baryan.sierrapierluissi@va.gov.

6.0 To assure timely and equitable evaluation of quotes, prospective contractors (quoters) must follow the instructions contained herein. Quoters are required to meet all solicitation requirements. Quoter(s) must be registered and maintain an active registration in the System for Award Management (www.sam.gov) at the time of submission of quotes.

7.0 SDVOSB. Interested SDVOSB are reminded to complete VAAR Clause 852.219-75, VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (Jan 2023) (Deviation). The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.