36C26123Q0008 - Instruction to Offerors.docx

INSTRUCTION TO OFFERORS

(a) General Instructions

(1) Electronic Submissions: Contractors must email their quote to Krystal Zoufaly at krystal.zoufaly@va.gov. Include the solicitation number in the Subject line. Any attachments must be readable using Microsoft Office or Adobe PDF. The size of the email is limited to 5 megabytes (MB) but multiple emails are allowable. Quotes must be submitted electronically and will not be accepted through fax or postal mail.

(2) The quote must be prepared in two parts consisting of a "Technical Approach" (Performance Plan and Experience) and separate section for "Pricing Information". Each of the parts shall be separate and complete so that evaluation of each part can be accomplished independently.

(3) To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

(b) Selection Process

(1) Evaluations will be conducted under the procedures of FAR Part 13.

(2) In accordance with FAR 13.106-2(b)(3), the quotes will undergo a comparative evaluation to determine which response represents “best” as a whole. Quotes will be evaluated by performing a direct comparison of one offer with another in a uniform manner to determine which quote provides the government with its needs, as identified in the RFQ. The government reserves the right to consider a response that offers more than the minimum and select that response if it provides a benefit to the government.

(c) Technical Approach

(1) The technical approach must not contain any references to pricing. Resource information such as data concerning labor hours and categories, equipment, materials, subcontracts, should be included in so that contractor’s understanding of the Scope of Work may be evaluated; however, any reference to pricing must not be included. Pricing information will be submitted in a separate document.

(2) Factor 1 – Performance Plan – Provide the following:

a. Submit and explain a performance plan that addresses the inspection, testing, and preventative maintenance as required in the performance work statement. Do not include general statements; general statements and promises may result in an unfavorable evaluation.

b. Submit the following schedules to support compensation for demand maintenance activities:

1.) A schedule of labor rates for demand maintenance work. The schedule will reflect the Contractor’s labor rates associated with work performed during normal business hours, non-business hours, holidays and weekend.

2.) A schedule representing the “mark-up” the Contractor intends to add to the cost of goods and services associated with demand maintenance requests.

3.) A schedule reflecting miscellaneous fees that may be charged by the Contractor in the performance of demand maintenance. Examples of such charges are per diem, travel time, fuel/vehicle fees, disposable fees, etc.

c. Submit evidence supporting Contractor’s fire protection system certification/licensure requirements for the State of California.

(3) Factor 2 – Experience – Provide the following:

a. Submit a maximum of five (5) contracts that best demonstrates the Offeror's experience on recent, relevant contracts that are similar in size, scope, and complexity to this RFQ. For purposes of this evaluation, recent is defined as a contract that has been completed within the past 3 years of the proposal issue date for this RFQ and/or an ongoing contract where at least 6 months of performance has occurred. The Offeror must have been a Prime Contractor. Relevant is defined as projects performing work on fire detection systems installed in a multi-story and multi-building, medical care environment and performing preventive maintenance, inspection and testing of fire detection systems similar in design, application and vintage as the fire detection systems included in this RFQ. Experience that is not recent and/or relevant will not be further evaluated.

(d) Pricing Information

(1) The pricing information will consist of the price schedule that includes a flat monthly rate. The vendor will also provide the calculations that were used in determining their price so that the government can review how the amount was derived. To submit the pricing information, fill out the price schedule with the unit price and calculate the extended total.